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What needs updating before a new license or fee year?

Each year, modules that issue annual licenses, registrations and permits need a few things refreshed before the first renewal comes in. Some of those you can do yourself in Account Settings; others are configured by our team and need a request with enough lead time. This article is for system administrators and department heads planning a year-end. It lists what rolls over on its own, what does not, and what to send us.

What rolls over on its own

  • Renewal records. When a resident renews online or staff click Renew on a record, GovPilot creates a new record for the new period and carries forward the sections you choose. Nothing needs resetting for that to keep working.
  • Renewal reminder emails. When a license is issued, the Renewal Reminder Date is set automatically and the applicant is emailed on that date.
  • Automatic fees that depend on the record. For example, the Population Control Fee on a dog license is added or removed automatically based on spay or neuter status.
  • Serial numbers with an automatic reset. If Reset On is already set for the module, the sequence resets to the target value on that date each year.

What you can update yourself

Serial, tag, license and reference numbers are managed per module by a system administrator:

  1. Go to Account Settings, then Module Configuration, and select the module.
  2. Click the Serial Numbers tab. The next value is shown as prefix, year and sequence.
  3. To roll the sequence now, enter the new next value (for example 1, or your starting tag number) and click Reset.
  4. To make this happen every year, check Reset On, set the reset date (for example January 1), the target value, and the month, day or fiscal year settings.
  5. Review the Serial Numbers Change Log below to confirm the change was recorded.

You can also print renewal notices yourself. Open a record and use the Print Menu for one notice, or select records in the Data Viewer and click Print to generate them in bulk. Many municipalities print these in December to mail with tax or utility bills.

What needs a request to our support team

These are configured by our team and do not update themselves:

  • Fee schedule changes. New license fee amounts, late fee amounts or deadlines, replacement fees, and discounts for seniors, veterans or service animals.
  • License-year dates. If your license year, expiration date or late-fee deadline is populating with the wrong year on new or renewed records, send us an affected record number with what it shows and what it should show.
  • Renewal letters, invoices and other templates. Any wording, date or dollar amount printed in a template, including the year on a renewal notice.
  • Automated emails and payment links. The content and timing of renewal reminders and payment request emails. If residents will pay early for next year, tell us so the fees and dates they see online are the new year's.

PLACEHOLDER: Confirm whether online payment links and public renewal forms need any change for early payers (for example residents paying in November or December for the coming year), or whether the new year's fees apply automatically once the fee schedule is updated.

When to ask

Send your year-end requests in one message, 4 to 6 weeks before the first renewals are due. That leaves time for our team to make the changes and for you to test a renewal before residents start.

PLACEHOLDER: Confirm the recommended lead time for year-end fee schedule and template changes. 4 to 6 weeks is a suggestion and has not been confirmed by our team.

What to send our support team

  • The module name.
  • The new license year and its start and end dates.
  • Each fee that changes, with the old amount, the new amount, and the date the new amount takes effect.
  • Late fee amount and the deadline after which it applies.
  • Which templates and automated emails need the year or amounts updated.
  • Whether you want serial numbers to reset, and to what value, if you would rather we confirm it with you.

✅ Pro Tip: After the changes are made, open a test record, click Renew, and check the Transactions tab. The fee lines and dates on the new record show you right away whether everything is ready for the new year.

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