Department of Tourism and Commerce Marketing. e-permit Portal. e-permit User Guides. 1 P a g e e - P e r m i t P l a t f o r m

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1 Department of Tourism and Commerce Marketing e-permit Portal e-permit User Guides 1 P a g e e - P e r m i t

2 Table of Contents High level e-permit steps:... 3 Registration... 5 Login to System My Dashboard Add New Event (Organizer Account) Add New Activities ( Venue Account) Payment ( Cash/Cheque epay - Bank Transfer) Account Management P a g e e - P e r m i t

3 High level e-permit steps: Registration Steps: Use the following URL to access the system: Click on Register for an Account button. Read and accept the General Disclaimer. Select the Registration Type (Organizer, Venue) and fill the required fields. Enter contact information by click on Add New button. Enter event coordinator information by click on Add New button (venue account) Upload Required Documents: Trade License Event coordinator Passport copy (venue account) Click on Locate Me button to define location (venue account) Submit the application and note the registration number. Kindly note that it is mandatory to have Parties & Entertainments Services under company trade license to conduct entertainment event. For business event: It is mandatory to have conference management and Exhibitions Organizing. For Sport event: It is mandatory to have one of following activities: Rallies and Sport Tournaments Organizing Services, Sports Exhibitions Organizing, sports Services. Event Permit Steps: Use the following URL to access the system: Enter your username and password and click on Login. Click on Add New Event Based on event data make your selection, (Single Location Event or Multiple Location Event (different venues) and Single Occurrence Event or Multiple Occurrences Event) Fill Event required fields. Select type of event and activities that are related to main event type. Select location and date. Enter contact Information (Event Owner, Event Coordinator and Event Participant). For sport event not require to add any performer/player and for exhibition not require to add any speaker. Upload the required documents. Find below table for more clarification about required documents for different event types. Review all event information. Submit your application. Fees can be paid online by click on Pay Online button or click on Pay Cash to get your Event Number and pay later 3 P a g e e - P e r m i t

4 Required documents for different event types. Event Type Entertainment Business Sport Charity Required No objection No objection certificate No objection No objection Document certificate from Venue from Venue certificate from certificate from Event owner passport Event owner passport Venue Venue copy copy Event owner Event owner Passport and Photo If conference : Passport passport copy passport copy copy for each copy and photo for each Event brief or Copy for a form of performer (if new speaker/ lecturer ( if sponsorship advertising material Performer) new) package ( if required) If Exhibition for several If auction company : list of all attached photo of company that participate items on the exhibition Passport copy and photo for each speaker/ lecturer ( if new) 4 P a g e e - P e r m i t

5 e-permit User Guide This training material covers e-permit. 1. Registration To register into e-permit, perform the following steps: 1. First access the system by using the following URL: 2. Click on Register for an Account button shown in the Home Page. Figure 1: e-permit Home Page 3. Read the General Disclaimer, and accept the terms by clicking on the check box, then click on Continue Application. 5 P a g e e - P e r m i t

6 Figure 2: General Disclaimer Page For e-permit System 4. On the Registration Page, select the Registration Type option from drop down menu. There are two options (1) Organizer (2) Venue Figure 3: Registration in e-permit System 6 P a g e e - P e r m i t

Figure 4: Registration Type-Organizer Option For the Registration of type Venue, fill the required fields shown below, and add the Sub Venues belonging to the venue (The name of

7 For the Registration of type Organizer, fill the required fields shown below. Note: company name, company address and company profile should be entered in Arabic Language. Company name should be entered exactly as in trade license. Figure 4: Registration Type-Organizer Option For the Registration of type Venue, fill the required fields shown below, and add the Sub Venues belonging to the venue (The name of the Sub Venue can be the same as the name of the Venue in case the Venue has no Sub Venue). Note: venue name should be exactly as in trade license and delete if venue doesn t have a website. Figure 5: Registration Type Venue To add sub-venue, click on Add a Sub-Venue button. 7 P a g e e - P e r m i t

Figure 7: Sub Venue Information Sub venue type: Ballroom, Bar, Garden, Hall, indoor playground, outdoor playground. Night club, pool, pub restaurant, tent.

8 Figure 6: Add Sub Venue The system will display the sub-venue information and fill the required fields then click on submit. Note: you can add unlimited sub venue and sub venue details should be entered in Arabic Language. Figure 7: Sub Venue Information Sub venue type: Ballroom, Bar, Garden, Hall, indoor playground, outdoor playground. Night club, pool, pub restaurant, tent. For shopping mall - in store entertainment event, add store as sub-venue name and select in store as type. Note: just register store one time with no need to register all store in mall. 5. In the Contact Information section, click Add New to add new contact to the system. 8 P a g e e - P e r m i t

Figure 8: Add Contact Information For e-permit System 6.

Continue button to continue the registration.

Click Add New to add event coordinator information.

9 Figure 8: Add Contact Information For e-permit System 6. The pop-up contact information will appear, enter user information and click on Continue button to continue the registration. Figure 9: Contact Information for e-permit System 7. Click Add New to add event coordinator information. Figure 10: Event Coordinator 8. The pop-up contact information will appear, enter event coordinator information and click on Continue button to continue the registration. 9 P a g e e - P e r m i t

coordinator and click Continue Application.

10 Figure 11: Event Coordinator Information 9. Upload the License you entered its information previously and passport copy for event coordinator and click Continue Application. Figure 12: Documents for Register in e-permit System 10. Click on locate me button to define venue location, then click on Continue application button. 10 P a g e e - P e r m i t

11 Figure 13: Venue Location 11. The review page will appear, review all information and click on Edit button to make changes if needed, at the end click on Continue Application to submit the information. 11 P a g e e - P e r m i t

Figure 14: Review Information for Registration in e-permit System 12. The system will display the submission status page and displays your Record Number.

12 Figure 14: Review Information for Registration in e-permit System 12. The system will display the submission status page and displays your Record Number. An will be sent to the contact added in the Registration with the username and an automatically generated password. The account will remain inactive until DTCM approves the account which take 2 working days at least for approve it, then another notification will be sent stating that the account is now active and to login with the credentials sent in the previous . At first Login you will be asked to change your current password and set a new one. 12 P a g e e - P e r m i t

Figure 15: Registration-Record Number 2. Login to System 13.

13 Figure 15: Registration-Record Number 2. Login to System 13. Access the system by using this URL: Enter your username and password and click on Login. Figure 16: Login to e-permit System 15. At the first login, you will be asked to change your current password and set a new one. Then click Submit. 13 P a g e e - P e r m i t

14 Figure 17: Login Change Password 16. The system will you will be asked to select a security question and the user should answer the selected question. Figure 18: Security Question 14 P a g e e - P e r m i t

15 3. My Dashboard 17. The system dashboard will have 3 main action center : Fees, Technical and Missing Info Pending Payment (Payment Gateway) List of Event That Required Technical List of Applications that have missing information Approval Permit for both Technical and event/activities Pending Permit for both Technical and event/activities Display Saved Application (Draft) Display Cancelled Application Figure 19: e-permit Dashboard Note: Add Recurring Activity button and Activities section will appear if you login as Venue. 15 P a g e e - P e r m i t

Note: the Amend option will be only for the issuance permit.

16 18. In Issued, In Progress, Saved and Cancelled sections, the user will be able to cancel the application by clicking on Cancel button. Note: the Amend option will be only for the issuance permit. Figure 20: Application Status 19. In Saved section, click on Continue button to continues application processes. Figure 21: Saved Application 16 P a g e e - P e r m i t

Once you login to e-permit, the home page will appear as shown in the below screenshot. 22. Click on Add New Event.

17 20. In Cancelled section, the system will display list of cancelled application. Figure 22: List of Cancelled Application 4. Add New Event (Organizer Account) 21. Once you login to e-permit, the home page will appear as shown in the below screenshot. 22. Click on Add New Event. Note: event is conducted on daily bases and organizer should apply for it and he can apply before 6 months to that event. Figure 23: e-permit Dashboard 17 P a g e e - P e r m i t

23. Based on event information make your selection, whether it is a Single Location Event or Multiple Location Event (different Venues), and whether it is a Single Occurrence Event or Multiple

18 23. Based on event information make your selection, whether it is a Single Location Event or Multiple Location Event (different Venues), and whether it is a Single Occurrence Event or Multiple Occurrences Event. Single Occurrence Event: event will hold at one and specific consecutive time period (1 time event). Multiple Occurrences Event: event will hold at different time and date. Figure 24: Event Information 24. There are several steps that you should follow to submit a new event. 25. Starting with the General Information page, fill the required fields shown below. Note: Some fields will be automatically filled with the information taken from the logged in account. Figure 25: Add New Event 18 P a g e e - P e r m i t

Based on the selection, chose the activities that are related

19 26. In classification section, chose the type of event. Figure 26: classification 27. Based on the selection, chose the activities that are related to main event type classification. Figure 27: Entertainment and Sport Activities 19 P a g e e - P e r m i t

Note: System will display only the registered Venue Name and Sub Venue.

20 Figure 28: Business and Religious and Charity Activities 28. In location and date section, fill the required fields shown below. Then click Continue Application. Note: System will display only the registered Venue Name and Sub Venue. If you are not be able to find venue that means the venue not yet register. Event organizer not allowed to conduct an event in Night Club, Pub, Bar and Restaurant. Figure 29: Event Location and Date 20 P a g e e - P e r m i t

21 Note: Event Start Date should be at least 5 days from the date of submission the application for permit that not require technical approval. Additionally, Event Start Date should be at least 30 days from the date of submission the application for the permit that require technical approval. ( technical approval not yet active). 29. In Contact page, click on Add New for Event Owner, select Event Coordinator and Event Participant and fill the required fields for each section, then click Continue Application. Note: for Event Owner added contact details from company side and for Event Coordinator from venue side. 21 P a g e e - P e r m i t

Passport Copy/Emirates ID/ Photo Copy/ NOC) instructions next to each

22 Figure 30: Contact Information 30. In Documents page, attach the required documents (ex. Passport Copy/Emirates ID/ Photo Copy/ NOC) instructions next to each attachment will be displayed, you can attach documents by clicking on Add. Then Click on Continue Application. 22 P a g e e - P e r m i t

If needed, click on Edit button to make changes, at the end click

23 Figure 31: Event Documents 31. The Review page will appear to review all information. If needed, click on Edit button to make changes, at the end click on Continue Application to submit the information. Figure 32: Review Event Information 23 P a g e e - P e r m i t

24 32. The system will display the list of application fees. Click on Pay online to access payment gateway or click on Pay Cash to get your Event Number and pay cash/cheqe at DTCM Figure 33: Application Fees 33. Click on Pay Cash, The system will display the submission status page and display your Event Number. Click on Print/view Summary button to print payment voucher. Figure 34: Event Record Number Important note: The timeline of permit application processing is 5 8 working days and the application be processed only after the payment, this period will vary based on the type of event and activities. Kindly note that business event required further procedure for approval, so please you should apply for business event 2 to 3 weeks in advance. 24 P a g e e - P e r m i t

25 Please see Payment section in the document in order to know the payment process 5. Add New Activities ( Venue Account) 34. Venues can apply for recurring activities, to add new activity click on Add Recurring Activity. Note: Activity is daily and repetitive activity that venue should apply for it and validity of permit will be maximum 3 months. Figure 35: Add New Activity 35. There are several steps to add new activity, starting with the Activity Information page, fill the required fields shown below. Note: Some fields will be automatically filled with the information taken from the logged in account. For activity profile, kindly add summary of activity and entered the date if that activity for specific date. 25 P a g e e - P e r m i t

Note: you can save and resume the application and later continue submission the application.

26 Figure 36: Activity Information 36. Select the location, date and period for the activity and click on Continue Application. Note: you can save and resume the application and later continue submission the application. Figure 37: Activity Location and Date 37. In the Performers Information page, to add new contacts/performers click on Add New button. 26 P a g e e - P e r m i t

then click on Save and Close. To add another performer, click on save and add another.

27 Figure 38: Add Performer Information 38. The pop-up contact information will appear, fill the required fields for performer information then click on Save and Close. To add another performer, click on save and add another. Figure 39: Contact Information-Performer 39. If you want to add previous performer, click on look up button, and search for that performer. 27 P a g e e - P e r m i t

Figure 40: Look up Performer 40. After the contact information is added successfully, click on Continue Application. Figure 41: Contact Add Successfully 41.

28 Figure 40: Look up Performer 40. After the contact information is added successfully, click on Continue Application. Figure 41: Contact Add Successfully 41. In Attachments page, attach the required documents (if required) by clicking on Add. Then Click on Continue Application. Kindly note that music box and karaoke not require to add performer and not required to upload documents. 28 P a g e e - P e r m i t

29 Figure 42: Attachment Page 42. The Review page will appear to review all information. If needed, click on Edit button to make changes, at the end click on Continue Application to submit the information. Figure 43: Review Activity Information 29 P a g e e - P e r m i t

30 43. The system will display list of application fees and the Permit fees Amount. Click on Pay online to access payment gateway or click on Pay Cash to get your Event Number and pay cash/cheque at DTCM. Figure 44: Application Fees 44. Click on Pay Cash, The system will display the submission status page and display your Event Number. Click on Print/view Summary button to print payment voucher. Figure 45: Activity Record Number 30 P a g e e - P e r m i t

Important note: The timeline of permit application processing is 5 8 working days and the application be processed only after the payment, this period will vary based on the type of event and

31 Important note: The timeline of permit application processing is 5 8 working days and the application be processed only after the payment, this period will vary based on the type of event and activities. 6. Payment ( Cash/Cheque epay - Bank Transfer) If the user click on pay cash button, the system will display application number. The record will display in Fees section and you have to click on it to start payment process, see appendix 1. Click on Fees, the system will display the list of pending fees application. The user have option whether pay online (Pay fees button) or pay offline (confirm payment button just for bank transfer). Figure 46: Pay Permit Fees if the user click on Pay Cash button, the system will allow him to access payment gateway and start payment process. 31 P a g e e - P e r m i t

32 Figure 47: Payment Methods In addition, if the user want to pay cash or cheque, he has to come to DTCM and pay the fees to cashier and the application will be activated and goes into in progress status. If the user want to transfer fees to DTCM Bank account, click on Confirm Fees button. Figure 48: Confirm Payment 32 P a g e e - P e r m i t

2. In Payment Confirmation Information section, fill the required fields shown. Figure 49: e-permit Payment Information 3. Then upload payment receipt by click on Add button.

33 2. In Payment Confirmation Information section, fill the required fields shown. Figure 49: e-permit Payment Information 3. Then upload payment receipt by click on Add button. Click on Continue Application button. 4. The system will display the e-permit payment information, review all information and click on Edit to make changes or Continue Application button. 33 P a g e e - P e r m i t

Figure 50: e-permit Payment Information 5. The system will display the Record Number and the user will need this Number in order to check Application s status.

34 Figure 50: e-permit Payment Information 5. The system will display the Record Number and the user will need this Number in order to check Application s status. Note: no need to come to DTCM to confirm the payment. Figure 51: Application Record Number 7. Account Management 1. To view and manage the user account click on Account Management 34 P a g e e - P e r m i t

35 Figure 52: Account Management 2. User will be able to view account information Figure 53: User Account Information 35 P a g e e - P e r m i t

USER MANUAL eform v1.0

USER MANUAL eform v1.0 Release date 01/10/2015 Page 1 About this manual As another step to further empower the event industry by automating its processes; and in line with the Smart Government Initiative,