City of Madison Licenses & Permits - Rental Property Emergency Contact Training Guide
*NOTE For Information on Saving without Submitting an Application, Searching for an Application or Account Management please refer to the sections at the end of this Guide. City of Madison Permits and Licenses can be found at: https://elam.cityofmadison.com/citizenaccess/ City of Madison Licenses & Permits Register for an Account and Logging In *NOTE - If you have already registered you can skip this section. *NOTE The account you create will last for 400 days from the date of the last login. Registration To register for an account with the City of Madison Licenses and Permits, click on Register for an Account. 2
Disclaimer Read the disclaimer and if you agree check the box below the disclaimer and click Continue Registration. 3
Enter Account Information On the next screen enter the pertinent information to setup an account and click Continue Registration. *NOTE Fields marked with a red asterisk (*) are required fields and must have values. *NOTE It is important to supply a valid email address. Successful completion of this process will end with a validation email sent to this address. This email allows the activation of the account. 4
Success The success screen will be displayed. An email will be sent to the email address entered during the registration process. 5
Activate You will receive an email after entering your account information, with a link at the bottom for account activation. Click the link to activate your account. Once the link is clicked a browser window will open to City of Madison Licenses & Permits Login screen and welcome email is sent with the link to City of Madison Licenses and Permits website for future use. 6
Login To login click on Login in the upper right hand corner, then enter the User Name and Password that you selected when registering. 7
Apply for a License/Registration Click on the Apply for a License/Registration button to begin the process of creating the Rental Property Emergency Contact application or bundle application. If you have more than one property you may prefer to create a Multiple Bundle first, then add Single properties to the bundle. This process allows you to pay for multiple properties at one time rather than pay for each individual property application. *NOTE At any point prior to application submission the user can revisit steps to make any edits. Apply for a License/Registration 1. Click Apply for a License/Registration 2. An online Disclaimer is displayed and must be accepted 8
3. Select I have read and accepted the above terms and click Continue Application 4. Select the license/registration to create. 9
Bundle If you have more than one property, the bundle application can be used in order to process one payment for all property registrations. All applications must be added as single application amendments to the bundle, and the bundle application must have a payment applied for all properties in order for the property registration to be completed. Individual property applications will then show the status of Registered. 1. Complete additional information for the License/Registration following the steps across the top. Applicant information can be auto-filled with the information entered when you registered. Once information is completed click Continue Application. 10
2. Review the information that was entered. Click Continue Application 3. Application Submitted 4. After the Multiple Bundle is created Single properties can be added by clicking Search Licenses/Registrations. *NOTE You will need the Application Number of the Multiple Bundle to add Singles to it. 5. After you click Search Licenses/Registrations. You should see a list of Licenses/Registrations that you have created. The list should include the recently created Multiple Bundle. *NOTE If you do not see the recently created Multiple Bundle follow the steps in the Searching for a License/Registration section of this guide to locate the Multiple Bundle you created. 11
6. To add a Single property to the Multiple Bundle click the Amendment link located under the Status column in the row of the desired Multiple Bundle. Follow the steps to add a Single property in the Single section of this guide. 7. After all Singles have been added to the Multiple Bundle click Search Licenses/Registrations. 8. After you click Search Licenses/Registrations. You should see a list of Licenses/Registrations that you have created. The list should include the recently created Multiple Bundle. 9. Click Pay Fees Due link located under the Status column in the row of the desired Multiple Bundle. Follow the steps to pay and complete the Rental Property Emergency Contact process. Once payment has been processed, the single properties associated with the bundle should show a status of Registered. 12
Single 1. Individual property information can be added by clicking the Amendment link when using the Multiple Bundle option or clicking Apply for License/Registration option and selecting Single. 2. It is easiest to find a property in the city property database by entering minimal address details, and then using search. A mismatch on any field will not retrieve an address from the database. It is advisable to begin with the street number and address, and select from the list that is returned. If only one address if found on this search, the information will populate in the fields and not return a list to select from. *NOTE Property registrations should be submitted for each building, not for each unit address in a multi-unit building, or for each address if one building has multiple addresses. However, the address search can be used to retrieve the address, parcel and owner information. If multiple units are retrieved on an address search, select the address without a unit number associated or the base unit of the property if all addresses have unit numbers. 13
To best perform an Address, Parcel, Owner search it easiest to search for an address using minimal information and selecting the proper address from a list. This search will automatically fill in the Parcel and Owner with the appropriate information from the database. For example: In the Address Section type in 100 in the Street No. field and Main in the Street Name field. 14
Clicking search will return a list to select from, or will populate the screen with data if only one address is found. 15
It is important to note that once an address is selected all 3 sections (Address, Parcel, and Owner) will be filled in with the appropriate information. *NOTE Clear any section with information before trying to search again, if the appropriate results are not returned. 16
3. Complete contact information including Emergency Contact Information. Property Mgmt. Company or Additional Owner information sections are optional, and can be auto-filled with the information entered when you registered if appropriate. Once information is filled out click Continue Application. *NOTE Property Mgmt. Company: This information is optional. If you are the property manager, you may auto-fill this information from your account information. *NOTE Additional Owner: This information should only be supplied if a land contract exists, or if the city property information is not up to date due to a recent change to the property ownership. 17
4. Review the information that was entered. Click Continue Application 5. If this is a Single property added to a Multiple Bundle the Application Submitted screen will appear. You will need to process payment on the bundle application that you created once you have completed adding all single property registrations. If this is a Single property entered by clicking Apply for a License/Registration fees will need to be paid. 6. If another Single property needs to be added to a Multiple Bundle ; please follow steps beginning with step 4 of the Bundle section in this guide. 18
Appendix A Save a New License/Registration Once logged in you have the ability to Apply for a License/Registration or Obtain a Fee Estimate. While creating a new application at the bottom of each step the user has the ability to Continue Application or Save and resume later. *NOTE If Save and resume later is used; the partially created application will be saved for 30 days. If the application has not been completed within 30 days it is deleted. 19
Appendix B Searching for a License/Registration *NOTE Some Licenses/Registrations are available to search for whether you are logged in to City of Madison Licenses & Permits or not. Type of Search There are different ways to search for a License/Registration: Search Types General Search Address Search Licensed Professional Search Based on the type of search selected, type in the appropriate information and the results will be displayed. 20
Selecting a search type provides different fields to search by. The most common search type used is General Search. Enter desired search criteria and click the Search button. Search results are listed at the bottom of the page. A license/registration can be selected by clicking on the License/Registration Number of the desired License/Registration. *NOTE If the search returns more than 10 License/Registrations the pages will be listed below. The maximum number of License/Registrations that can be returned is 100. 21
License/Registration Review Once a license/registration is selected the details are listed on the screen. Across the top the license/registration number and type are listed. Below this the license/registration details are listed. Sections are expanded by clicking the arrow to make it point down. License/Registration Information View License/Registration Details View Fees any fees associated with the License/Registration View or Schedule Inspections any Inspections that are scheduled or to be determined View Processing Status the status of the License/Registration (Closed, Under Review, etc.) View or Upload Attachments any attached documents associated with the Licenses/Registration View Related License/Registrations any other Licenses/Registrations related 22
Appendix C Account Management To manage your account with the City of Madison, click on Account Management. 23
Manage Your Account Edit any of the information by clicking the Edit button next to the desired information. 24