parking representative user manual - epermit.mwaa.com

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METROPOLITAN WASHINGTON AIRPORTS AUTHORITY

ePermit Training Manual: Parking Rep

Kashfia Yasmeen

ePERMIT User Manual: Parking Rep

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Table of Contents Business Objective ........................................................................................................................................ 3

Initial Login .................................................................................................................................................... 4

Manage Reps ............................................................................................................................................. 5

Add a New Parking rep ............................................................................................................................. 5

Review application-New ........................................................................................................................... 7

Review the Application ......................................................................................................................... 8

Edit the application ............................................................................................................................. 11

Review Applications- Returned ............................................................................................................... 13

Review Applications- resubmit ............................................................................................................... 14

Review Applications- Payment pending ................................................................................................. 15

Review Applications- Payment received ................................................................................................. 18

Review Applications- 2013-14 Applicants ............................................................................................... 19

Delete Applications- New, Resubmit, 2013-14 Applicants ..................................................................... 19

Multiple Application Entry .......................................................................................................................... 20

Reports ........................................................................................................................................................ 23

Parking Permits ....................................................................................................................................... 23

Transaction summary report .................................................................................................................. 25

Email lookup ............................................................................................................................................ 27

Change Password ........................................................................................................................................ 28

Forgot Password ......................................................................................................................................... 30

Forgot Username ........................................................................................................................................ 31

Unlock Account ........................................................................................................................................... 32


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Business Objective

The training manual aims to assist the parking rep in assigning permits to their respective company employees. This module will also allow them to view the transaction and permit reports as well as assist applicants. The parking rep account will be set up by the ACO and once the account has been created the Parking rep will receive an automated email notifying them of the account creation along with a system generated password.


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Initial Login

Once you receive the system generated email with the password use the below link on the

application to login to the system.


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After you login, you will be able to change your password. Directions to change password are

described later in the document in the Change Password section.

If you already have an account and need/forgot your password, please follow the directions on

the Forgot Password section to retrieve your password and then use the login screen above to

login to the system.

If you already have an account and need/forgot your username, please follow the directions on

the Forgot username section to retrieve your password and then use the login screen above to

login to the system.

MANAGE REPS

ADD A NEW PARKING REP

As a parking rep you will be able to add additional reps for your company. Go to RepsManage Reps


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Scroll down to the bottom to enter the information for a new Rep. The address information should de defaulted from the company set up. However the phone number will need to be entered. A parking rep may be assigned to multiple companies.


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REVIEW APPLICATION-NEW

Go to RepsReview Application (tab New) This should show a list of all new applications from employees of the assigned company. If the parking rep has multiple company associations then they must select the company from the drop down list. Once company is selected then they will be able to view all the new applications under said company. If you are a rep for multiple companies, select the company you want to work on from the drop down list. Note: Only applicants that are new this year, will be shown under this tab. If applicant had an account/application last year and reviews and submits it then it will show up under Resubmit Tab Note: Once a company has been settled it will no longer be visible in the drop down list. If you are a rep for just one company, all screens will be blank


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Review the Application

In order to review the application click under the review button and this will open up the below

screen the parking rep may assign the appropriate hangtag/decal number after reviewing the

information provided. The parking rep must select a parking area while assigning a permit

number as well.

Notes: The allocation numbers will change with each assignment.

If an applicant has two cars they will be assigned one hangtag for both.

If they have a hardtop and a soft top and/or motorcycle, they will be assigned one hangtag and one decal.

No duplicate permits are allowed in the same area and the hangtag and decals must be within the range set by ACO


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The rep may then choose to do one of the following:

Applicant to pay

If the applicant must pay using a credit card the parking rep will click the Applicant to pay

button which will then generate an email asking the applicant to make a payment through the

payment screen. This action will also move the application from New/Resubmit to the Payment

Pending tab

Prepay

If the company has prepaid for the permits then the rep will choose the prepay option. . This

action will also move the application from New/Resubmit to the Payment Received tab

Return to Applicant

If there is any information that is missing or incorrect that the parking rep is unable to Edit they

may choose to ask the application to resubmit the application. In this case they would have to

enter a reason for returning the application to the application so that they may make the

appropriate change and resubmit the application.


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Once the applicant updates and resubmits it will be available under the resubmit Tab and the

parking rep may repeat the above steps to approve the application and assign permits.


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Delete Application

In some rare occasions there might be a need to delete an application. This may be done

through the Delete button shown below. The parking rep can enter a justification for deletion

and hit Delete to delete an application.

Note: An application may be deleted as long as a cash/check/credit payment has not been made

against it

Edit the application

In order to edit the application click under the edit button, this will allow the parking rep to edit vehicle information and update the application. If any other information needs to be edited the application must be returned to the applicant with the reason. If the application is sent to the applicant for resubmittal the application will be moved under the Returned tab. If the application is edited by the parking rep or resubmitted by the applicant it will be moved underthe Resubmit tab.


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Delete a Vehicle

In order to Delete a vehicle altogether please follow the below steps:

Delete the License Plate information

Change State drop down back to blank

Change the Make to Select or Motorcycle for motorcycle

Delete the year

Save the application


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REVIEW APPLICATIONS- RETURNED

If a parking rep has asked an application to resubmit an application then the application may be

found under this tab. Once the applicant makes any appropriate updates and resubmits it will

be moved under the Resubmit tab


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REVIEW APPLICATIONS- RESUBMIT

Once the parking rep edits the application or the applicant resubmits the application, it is under

the Resubmit tab ready to be reviewed by the parking rep. At this point the parking rep may

follow the steps for Review application above. If there are further edits needed that may be

completed through the Edit button at this stage.

Note: All applicants from the previous year who review and submit their application will be

shown under Resubmit tab


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REVIEW APPLICATIONS- PAYMENT PENDING

Once the parking rep assigns the permit number(s) and hits Applicant to Pay the application is

moved under Payment Pending. No more edits are allowed at this point. However the parking

rep may review the application and Unapprove the application if necessary. The directions are

under Unapprove section


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Pay with Cash/Check

If the applicant is paying by cash the parking rep may use the Pay by Cash/Check button to

make that payment and thus move the application to payment received.


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Unapprove

This allows the parking rep to basically unassign the assigned permits and free up the

allocations. This will put the application back under the New tab


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REVIEW APPLICATIONS- PAYMENT RECEIVED

Once the applicant has made a payment by credit card or cash or the parking rep has selected

prepay the applicant moves to Payment Received Tab. User is no longer able to edit the

application at this point. The application may be unapproved if the method of payment was

prepay only.


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REVIEW APPLICATIONS- 2013-14 APPLICANTS

If you want to submit applications on behalf of your applicants, who had submitted applications from last year, go ahead and choose the 2012-13 Applicants tab. All the previous year’s application should be visible with the edit option. Click on Edit to Edit vehicle information and click Update Application. This will move the application under Resubmit Tab. Use Review option at this point to issue permits.

DELETE APPLICATIONS- NEW, RESUBMIT, 2013-14 APPLICANTS

An application that is either in new, resubmit or previous year’s applicant’s status can be deleted by clicking the x next to the application.


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Multiple Application Entry

If as a parking rep, you want to submit applications for multiple employees under your login without

creating multiple accounts, you may do so my using the Multiple Application Entry option.

This will create accounts with an auto generated email and the applications may be reviewed but not

returned to applicant. Also, these type of applications must be paid by prepay.

Select RepsMultiple Application Entry


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Enter all the required information and click on Submit Application

At this point a second window will appear that confirms all the information you have entered is correct and provides you with three options: Save and add another application Save and Close Cancel


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Click to add another application and continue the process until you have entered all the applications.

Click to close the application window

And click to return to the application.


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Reports

PARKING PERMITS

This report displays all parking permit details by company and between two specified dates.


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TRANSACTION SUMMARY REPORT

This report allows the Parking Rep to view all transactions for any or all companies between

two dates.


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EMAIL LOOKUP

This report allows the parking rep to look up a customer by their email address, First Name, Last

Name or any combination of the three


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Change Password

If you would like to change your password please follow the below steps: Click on Change Password

Enter Old password Enter New Password Repeat new password and hit Change Password. this will change the password. Please remember to use a strong password with at least one capital letter, one number and one special character such as %,$,!


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Forgot Password If you have an account but forgot your password, please use the Forgot Password function on the below

page. Enter your email address (the email address used to create the account) and the password will be

mailed to you.

Note: If you have used the forgot password functionality to generate a new password you will be automatically redirected to the Change Password screen to change your password Once you receive the email containing the auto generated password please login following the Existing

Applicant instructions and change your password following the Change Password instructions

Tip: Copy and paste the password from the email to avoid typos while entering the strong password.


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Forgot Username If you have an account but forgot your username, please use the Forgot username function on the

below page. Enter the information in the form and click submit. It will return your user name.


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Unlock Account If you have unsuccessfully tried to login for more than three times, your account will be locked. At this

point you must call the ACO to unlock your account.

Note: unlocking your account does not reset your password, if you don’t remember your password you

must follow the directions under Forgot Password to request a new password.


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If applicants under your company report a locked account, you can unlock the account by accessing the

below screen. Enter the email address they are registered with and click unlock

parking representative user manual - epermit.mwaa.com

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