Portal Help

Registering for Portal makes managing your projects more convenient and secure.  You can use “My Account” to edit your contact information or change your password. If you are a contact on an application, the system can take you directly to your pertinent information by using the hyperlink “My Items”.  A non-registered Portal user can only view the Property Review, where only the roll number, legal description, and addresses are visible.  A registered Portal user has the same privilege as a non-registered user but also can complete the processes for submitting an enforcement complaint, applying for a building permit, and submitting a planning application.  Once you are a registered Portal user and a Contact on any applications or cases, you can also upload and view additional documents, pay fees, request/cancel inspections, etc.

We recommend that all property owners create a Portal account to oversee/manage their projects.

The preferred browsers are Google Chrome, Firefox, and the most current Internet Explorer.  To start the registration process from the Portal home page, select “Register”, type in your email address (please verify that it is spelled correctly before submitting), then in your password, then confirm your password.  Your password has to be a minimum of 8 characters long.  Select “Next Step: Enter Contact Information” to enter your full name (CONTRACTORS – when creating your Portal Account, use your business name – and refer to “How do I link a Portal account to a business/contractor account?” below), preferred contact method, address, mailing address, and contact numbers.  Type in the security code, as displayed on the screen before selecting “Next Step: Complete Registration”.  When you have completed your registration, you will receive an email confirmation with a link to validate your account.  After your account has been validated, you will be able to sign in to Portal to submit complaints and applications, review statuses, request inspections for building permits, and search for properties.

When a contractor/business registers for Portal, they expect that all of their previous activity (application, cases, etc.) will be available to them on Portal.  This is true only if their Portal account is linked to the business account that exists in CityView.  If there is no email account for the business on file, or they register using a different email address, they will need their license number to be able to link their account.  Please contact Building Services at 905-318-5932, ext 8300 or building@haldimandcounty.on.ca or Planning Services at planning@haldimandcounty.on.ca for more information.

It is important to note that only ONE Portal registration account can be linked to each business/contractor record.  If a business has multiple employees, the best practice is to use Portal under one registered user account for the company, rather than individual accounts and email addresses, when submitting applications, paying fees, uploading documents, or scheduling inspections.  If a second registrant links their account to a license record, the first link will be broken.

If a user is registering for a new Portal account, CityView will match the email account on the registration page with any existing Licensee records.  If a match is found, the user will be presented with the list of businesses or contractors that match the email address they entered for their registration.  They can choose to link the new account to one of the businesses in the list, or create a new contact without linking the account.

You should receive your email within 15 minutes of registering.  If after 15 minutes the email still has not been received, check your junk/spam folder.  If this doesn’t resolve the issue, please contact Building Services at 905-318-5932, ext 8300 or building@haldimandcounty.on.ca or Planning Services at planning@haldimandcounty.on.ca. We will need your email address to activate your account for you.

On the Sign In page, select “Forgot Password”.  The system will ask you for your email address.  Select “Reset Password”.  The system will email you a message containing a link.  Select the link and it will walk you through changing your password.

You can see all of the applications and code enforcement cases that you have previously submitted using the web Portal by first signing in, then selecting “My Items”.  Applications and enforcement cases are listed in separate sections.

• To see all of your items, select “Expand All”
• To see all of your bylaw enforcement complaints, select “My Bylaw Enforcement Complaints”
• To see all of your permit applications, select “My Permit Applications”
• To se all of your planning applications, select “My Planning Applications”
• To see all of your inspections, select “My Upcoming Inspections”

You can select any of your items and the system will show you the current status.

• Are you a registered Portal user? If not, please register.
• If yes, did you verify your Portal account? Once you have completed the registration, you will be sent an email requesting verification of the account.  This step is imperative to activate the registration.

Is your Portal account a “contact” on the application for which you are searching?  If your Portal account is not a contact on the application, your privileges are restricted to viewing the application summary.  If you believe you should be listed on the application, please contact the Primary Contractor or Property Owner.  You may be asked to provide documentation to be added to the application.

Was your application formally submitted? Please ensure the submit button was selected at the end of the Step 7: “Review & Submit” tab and Step 8: Submitted tab is completed.

Applications created through Portal can be saved while in process and submitted later.  “Save Application for Later” will appear on every step of the Permit and Planning application process at the bottom of the page.  Selecting this will prompt the user with a confirmation message before saving the application for later.  Once the user confirms that they want to save the application, all information about the application will be saved and any documents will be transferred to the Portal Document Repository.  Applications that are saved, but not submitted will get a temporary reference number until the application is submitted.

Applicants can resume any saved applications from “My Items” on Portal.  When the user selects “Resume this Application“, they will be able to continue adding information from where they left off.  Applicants can decide to save the application again or submit it.

Applicants also have the option to discard any saved applications from “My Items”, using “Discard Application“.  Selecting this will prompt the user with a confirmation message.  Once the user confirms they want to discard the application, the record is Cancelled, and all saved documents will be deleted from the Portal Repository.

Saved applications will automatically expire after 30 days. The applicant will be sent a message five days before their application will expire, reminding them that their application will expire and their data will be lost.

If you would like to pay fees for an existing application, sign in to Portal, select “My Items”, open “My Permit Applications” or “My Planning Applications” and find the application.  Select “Add Fees to My Cart” on the appropriate application(s) for which you need to pay, and then select “My Shopping Cart” from the top menu.  The list of application fees will populate and display both paid and outstanding fees.  The outstanding fees will be automatically selected.  Select “Make Payment”.  You will be brought to our secure third party payment gateway (Paymentus).

NOTES:  1) There is a limit of $100 000 per transaction on Paymentus.  2) Development Charges paid via Paymentus are subject to an additional administrative fee.  Should you choose to make the Development Charges payment in person, or by mail/courier at the Haldimand County Administration Building, the additional administrative fee will be waived.

Ensure you have all of the required fields of the Payee Information and Payment Method sections completed, then select “Continue”.  Confirm the payment, mark the checkbox to authorize the payment and agree to the Payment Authorization Terms, and then select “Pay” with the fee amount to complete the payment.Once your payment is submitted and accepted, you will be provided with a transaction receipt which can be printed.  Select “Back to home” to be redirected back to Portal, where you will again receive a confirmation that your payment has been received and processed with another transaction receipt which can be printed.  Select “Continue” and the entire summary of your Permit Application will populate.  If you would like to print a detailed receipt, scroll down on the Summary Page to the “Documents & Images” section and locate the receipt document.

Construction

• Buildings/structures – greater than 10 square metres (108 square feet) in building area
• Additions – to existing buildings
• Decks – attached to a building resulting in a combined area of 10 square metres (108 square feet), greater than or equal to 2 feet above grade at any point, serving as an exit or entrance (any size), or with an area greater than or equal to 10 square metres (108 square feet)
• Dormers
• Garages and carports
• Pool enclosures – around swimming pools with a water depth of 18 inches or greater (includes all inflatable, aboveground, onground and inground pools)
• Solar collecting panels (roof-mounted and free-standing)
• Sunrooms
• Tents – greater than 60 square metres, all tents within 3 metres of a building, or a group of tents

Demolition

• Buildings – greater than 10 square metres (107 square feet) in building area

Alteration

• Bathrooms/washrooms (roughed-in)
• Building or plumbing system
• Change of fireplace fuel source (i.e. gas-fired to wood-burning)
• Change of use
• Fireplaces
• Loadbearing/structural walls – removal or alteration
• Raising the structure
• Substantial change of construction materials

Installation

• Fuel burning appliance (fireplace insert, woodstove, chimney)
• New furnace with new fuel source (i.e. electric to natural gas)
• New plumbing
• Sewage system – new/alteration/repair
• Sign – new/alteration

• Demolition of farm buildings
• Detached accessory structures – measuring 10 square meters (108 square feet) in area or less (must still comply with the County’s Zoning By-law requirements)
• Eavestrough and downspouts
• Fences – other than swimming pool enclosures
• Kitchen cupboards – removal and replacement
• Landscaping
• Non-loadbearing/structural repairs or renovations (no impact on the structure)
• Painting and decorating
• Shingles – installing on an existing roof
• Window – replacement of same size or smaller window in same location

All forms are available via https://www.haldimandcounty.ca/building-services/building-applications-forms/.  All of our forms are fillable PDFs, so they can be completed electronically.

NOTE 1:An active Portal account is needed to apply for a building permit.  Please refer back to “How do I register?” for more information.

NOTE 2:Ensure your project complies with Haldimand County’s Comprehensive Zoning By-law HC 1-2020 prior to submitting your permit application. The associated mapping can be found HERE. If you have any questions/concerns, please contact a building inspector at building@haldimandcounty.on.ca or 905-318-5932, ext. 8300, to discuss the matter further. To discuss the requirements surrounding planning applications, please contact a planner at planning@haldimandcounty.on.ca or 905-318-5932.

1. From the Portal home page, log in to your Portal account using the “Sign In” link
2. Under Building Services, select “Apply for a Building Permit”
3. Permit Application – Description and Type
   1. Use the dropdown lists and textboxes to provide project details
   2. The presence of red asterisks (*) indicate required fields, and must be completed to advance to the next step
   3. Select “Next Step: Permit Type”
4. Permit Application – Select Permit Types
   1. Ensure the appropriate permit type is selected for the project, as well as any applicable sub-permits (i.e. plumbing, renewable [green] energy systems, sewage system, sewer lateral / water service)
   2. Select “Next Step: Work Items”
5. Permit Application – Work Items
   1. Ensure that all of the applicable work items are selected for the project, including any other information that may be requested:
      1. Provide total quantities of all plumbing fixtures as indicated
      2. Provide the area (in square metres) of the proposed work
      3. Provide the sewage system type and sewage system work type
   2. Select “Next Step: Description of Work”
6. Permit Application – Description of Work
   1. Enter the quantities of each permit work item in the units specified (SQ M or EACH) – see “How do I enter quantities for work items? “ for more information
   2. Select “Next Step: Location”
7. Permit Application – Location of Work Being Done
   1. Provide the work location for the project:
      1. Select “Use My Location” checkbox (will select the address associated to your Portal account), or
      2. Search for your location (will start to auto-populate based on what is being typed), or
      3. Select “Can’t find address” and provide the location details (roll number or address)
   2. Select “Next Step: Contacts
8. Permit Application – Contacts
   1. Property Owner and Owner Builder contact information is not shown for privacy reasons
   2. A Contractor can be added by selecting “Add Business From Address Book”:
      1. Select Contact Type – Contractor
      2. Search for the contractor (will start to auto-populate based on what is being typed)
      3. Select “Add This Contact”
   3. Select “Next Step: Upload Files”
9. Permit Application – Upload Documents
   1. Review the Guidelines for Electronically Submitting Documents
   2. The list of submittal documents relates to the application and permit types previously selected (it is exhaustive and not all of the items may be applicable to the application)
   3. Attach each applicable document by selecting “Browse” for each item
   4. If you have a document that is not listed, use “Upload Additional Documents” and provide a short description of the document
      1. Multiple submissions can be made by selecting “Browse” for each item
   5. Select “Next Step: Review & Submit”
   6. A pop-up will notify you that the documents are being uploaded and that the upload is complete, or that if you have not uploaded any documents then they can be uploaded at a later date
   7. Select “Ok”
10. Permit Application – Review & Submit
    1. Review the information to ensure that it is correct and complete
    2. Review the Permit Disclaimer and select “Yes” from the dropdown list after it has been read
    3. Type the CAPTCHA characters in the field below the image
    4. Select “Submit Application”
11. Permit Application – Submitted
    1. Review the submitted information again, and print the confirmation page for your reference
    2. The application will also be available for viewing under My Permit Applications (from My Items)

While some of the application types are fairly straightforward (Agricultural, Demolition, Pool Residential, etc.), there are others that allow for a variety of projects:

• ACCESSORY STRUCTURES – Garage, Workshop, Shed, Residential Greenhouse
• ALT/ADD – Multi Residential, Non-Residential, Residential – Alterations and Additions to Existing Multi-Residential, Non-Residential and Residential Structures
• DECK – Balcony, Barrier-Free (exterior access in existing single and two family dwellings), Deck, Exterior Stair, Porch (Open/Unenclosed), Ramp
• DESIGNATED STRUCTURES – Communication Tower, Crane Runway, Exterior Storage Tanks, Pedestrian Bridge/Walkway, Retaining Wall, Silos
• FIRE PROTECTION SYSTEMS – Electromagnetic Locks/Electric Strikes, Fire Alarm System, Emergency Lighting/Exit Signs, Sprinkler System, Standpipe System, Combined Sprinkler & Standpipe System
• FOUNDATION – Conditional or Standalone; Basement, Crawlspace, Piers
• MULTI RESIDENTIAL – Semi, Duplex, Row House, Townhouse, Apartment Building, Bunkhouse, Hotel/Motels (does not include Secondary Dwellings/Suites)
• NON-RESIDENTIAL – Assembly, Commercial, Industrial, Institutional
• RESIDENTIAL – Single Family Dwelling, Single Family Dwelling Seasonal (does not include Secondary Dwellings/Suites)
• SECONDARY DWELLINGS/SUITES – Attached or Detached; Within a Principal Dwelling or in an Accessory Structure
• TEMPORARY USE – Tent, Sales Office, Construction Trailer, Stages, Other Structures Intended to be Used for Less Than 6 Months, Garden Suite, Park Model Trailer

The total construction value of the project is based on both materials and labour (regardless of if the work is being done by yourself) of the project.  The information is collected for statistical reporting only and does not affect the calculation of permit fees.

For further clarification, please visit https://www.hcraontario.ca/3.%20HCRA%20Advisory%20-%20Common%20Definition%20of%20Home%20v1.0%202021-01-21.pdf.

Permit applications can include sub-permits and it is encouraged to apply for all related project elements with the same application, if possible.

Work item quantities are entered in specified units, either SQ M or EACH.

• When entering SQ M quantities, they will need to be calculated by either gross floor area or gross leasable floor area (whichever is most relevant). Please refer to the County’s Comprehensive Zoning By-law HC 1-2020 for the current definitions (https://www.haldimandcounty.ca/planning-services/comprehensive-zoning-by-law-review/).
• When entering EACH quantities, it is a direct count of the number of work items proposed for the project.

NOTE:  Multiple quantities for some work items may require multiple permit applications and cannot be combined on one permit application (i.e. sewage systems, sewer lateral / water service connections, signs).  Doing so will result in a Notice of Incomplete Application informing you to apply for each item separately.

All documents shall be to scale.  Documents with multiple pages/sets must be combined into a single electronic file (PDF).  All files must be unlocked and not password protected.  Documents with multiple layers must be flattened to a single layer.  At the conclusion of review, approved documents will be stamped by Building Services.  The stamp will be applied to the upper right hand corner of the document, so please ensure that this area is left free so that no information is lost when the stamp is applied.  Please refer to our Naming Convention Document for additional information regarding how various files need to be named for uploading.  Failure to comply with these requirements may result in the rejection of your submission.

You can upload documents and photos that have the extensions .PDF (Adobe Acrobat), .JPG or .JPEG (photo or image) when you create a new application or code enforcement case.  Documents with other extensions cannot be uploaded.  Submitted documents and photos must be under 80MB in size.

Step 7 of the application will prompt you to “Upload Files”.  For each applicable file type, select “Browse” and then the corresponding document.  Once uploaded, you will see the name of the document under “Browse”.  Please upload each document to the corresponding line item.  If you have a document that is not listed and you want to include it in your submission, scroll to the bottom of the page and use “Upload Additional Documents”.  Provide a short description of the document and upload your document.  We have provided an exhaustive list of documents, some of which may or may not be applicable to your project.  If the document is not relevant to your submission, you do not need to upload to it.  Once you have uploaded all of the applicable documents, select “Next Step: Review & Submit”.  You will be notified that your uploads are in progress and when uploads are complete.  Once complete, select “Ok”.

Building permit related fees (excluding Development Charges) will be made payable once an initial assessment of the application has been done, and they must be paid prior to our formal review of the permit.  Development Charges will be made payable once the permit is ready to be issued, and they must be paid prior to the issuance of the permit.  There may be instances where additional fees may apply to your permit application.  Please note that fees are subject to change.

Note:  If the application is “In Plan Check” you will not have the option to upload documents.

• Option 1 – From the home page, select “Upload Submittals”. Begin typing the application number or property address in the auto suggest search box and select “Go!”, or if the item you are searching for appears, select it from the list.  You will be routed directly to the Submittals page, or all relevant applications will load under the map.  Once you have identified the application, select “Permit Submittals” and you will be routed directly to the Submittals page.
• Option 2 – From the home page, select “My Items”, expand “My Permit Applications”, find the correct application, and select “Upload Submittals”. You will be routed directly to the Submittals page.
• Option 3 – From the Permit Application Status page, under Upload Documents select “Click Here” or at the bottom of the page select “Submittals”.

Once you get to “Submittals”:

• If you are resubmitting the same document type, as would be the case for a requested correction, use the “New Version” button on that line item and upload the revised document (the entire document including the corrections).
• If you are adding a document that is on the list, but this is the first time you are uploading it, use the “Browse” button on that line item and upload the document.
• If you are submitting a document that isn’t on the list, use the “Upload Additional Documents” are at the bottom of the page, provide a short description of the document, and upload the document.

Revisions are requests for changes to plans after a permit has been issued.  Revisions can be submitted on a permit up until the permit has been deemed complete.  Sign in to Portal, select “My Items”, open “My Permit Applications”, and select “Add a Revision” for the corresponding permit.  Choose as many permits as are appropriate for the revision and then “Next Step: Work Items”.  Choose as many work items as are appropriate for the revision and then “Next Step: Description of Work”.  Provide the quantity for the revision work item(s) in the units specified and then “Next Step: Contacts”.  If an additional business/contractor needs to be added, do so with “Add Business From Address Book” and then “Next Step: Upload Files”.  Use “Browse” to add documents, and then “Next Step: Review & Submit” to upload the documents.  Review the information to verify its accuracy, complete the permit disclaimer, and then select “Submit Application”.  The revision will be assessed by Building Services staff, additional fees may need to be paid, and then a formal review of the revision will done.

The time period within which a building permit is issued or refused will begin when the application package has been deemed complete, including the fees being paid.  The time period for issuance or refusal is regulated by the Ontario Building Code (Div. C, 1.3.1.3.) and is based on the permit type.

If you would like to request an inspection for your existing permit, sign in to Portal, select “My Items”, open “My Permit Applications” and find the permit.  If the permit has an inspection waiting to be completed, you will see “Request Inspection”.  Select the inspection you would like to schedule and select “Next Step”.  Fill in the date, time and notes fields.  Only Building Services staff can view the notes (i.e. gate codes, locations of keys, phone numbers, email addresses).  Type the CAPTCHA characters in the field below the image and select “Next Step: Complete”.  Building Services will receive a message indicating your request.  Check back later in “My Items” under “My Upcoming Inspections” to see when the inspection has been scheduled for.  If you don’t see “Request Inspection” under your permit in “My Items”, please call 905-318-5932, ext. 8300 or email buildinginspections@haldimandcounty.on.ca.

The inspection request cut-off time for the next business day is 3:00pm.  If your request for the next business day is received before 3:00pm, it may be scheduled for the next business day depending on scheduling availability.  Inspection requests for the next business day received after 3:00pm must be done by contacting Building Services at 905-318-5932, ext. 8300.  Late inspection requests will only be accommodated based on scheduling availability.

If you would like to cancel an inspection for your existing permit, sign in to Portal, select “My Items”, open “My Permit Applications” and find the permit.  If the permit has a scheduled inspection waiting to be completed, you will see the scheduled date and a link to “Cancel”.  Select “Cancel”, and a “Confirm Cancel Inspection” page populates.  Review the information and ensure that you selected the correct inspection to be cancelled.  If so, select “Yes, Cancel This Inspection”.

Note:  If you accidently selected the wrong inspection, select “No, Don’t Cancel This Inspection” and it will return you to the permit for you to select the correct inspection.

Sign in to Portal, select “My Items”, open “My Permit Applications”, find the permit and then select it.  On the Permit Application Status page, scroll down to Inspections and you will see the entire list of applicable inspections for your project in a table.  The table lists each inspection, outcome, requested date, scheduled date, and date inspected.  If the inspection has been completed it will have an associated outcome.  If you scroll further down the page to Documents & Images, you can find any generated inspection reports.

Building permits cannot be cancelled on Portal.  Please contact Building Services at 905-318-5932, ext 8300 or building@haldimandcounty.on.ca.

The option of “Add Fees to My Cart” will become available, once your application has been assessed and the fees have been verified.

1. Select “Add Fees to My Cart” from My Permit Applications (from My Items) or from Permit Application Status
2. Select “My Shopping Cart” from the top menu bar
3. Fees can be selected and deselected with the corresponding buttons, or with the checkboxes in the “Pay?” column of the fees table
4. Transactions exceeding $100 000 cannot be processed online
5. Ensure that your payment details are ready before selecting “Make Payment” as there is a three (3) minute time limit before the transaction is cancelled
6. Select “Make Payment” and you will be redirected to our secure third party payment gateway (Paymentus)
7. Complete all mandatory fields and input your payment information before selecting “Continue”
8. Confirm your payment and review the Payment Authorization Terms before checking the checkbox and selecting “Pay (Amount)”
9. A payment receipt will be generated that can be printed and then you can select “Back to home” to redirect you back to Portal
10. A detailed receipt can be printed from Documents & Images (from Permit Application Status)