Licence and permit files For licensing, regulatory and enforcement teams
Every licence.
From application to renewal.
FilePlan 365 gives every licence holder or premises its own secure file inside SharePoint. Applications, inspections, conditions and enforcement notices are filed to the right licence, with the right protection, automatically.
Works inside SharePoint
Licence details from your licensing system
30-day free trial
1
Licence details
Licence number, holder, premises and licensing officer, taken from your licensing system.
2
Document types
The same labelled folders for every licence, down the left.
3
The licence’s documents
Everything filed to that licence, in the wider panel on the right.
What is FilePlan 365?
A digital filing cabinet, built into SharePoint
Think of a filing cabinet with a drawer for every licence, and the same labelled folders inside each drawer. FilePlan 365 does exactly that inside SharePoint, the place your organisation already keeps its documents.
No new system to learn
Your team works in SharePoint and Microsoft 365, just as they do today. There is nothing extra to install on anyone’s computer.
Filed once, found in seconds
Every document goes into the right licence file and folder, so anyone with access can find it straight away.
Kept as long as it should be
Each document is protected and kept for the right length of time, without anyone having to remember the rules.
Connected to your licensing system
Licence details arrive automatically
You never retype a licence number, premises name or licence holder. FilePlan 365 picks up each licence’s details from your licensing system, so a new application has its file ready the moment it’s received.
When a licence changes
A variation, a new designated premises supervisor or a transfer is picked up automatically, so every file stays accurate.
When a licence ends
The surrender or expiry date flows across too, and the clock for how long the file is kept starts by itself.
For your IT team
A Power Automate flow keeps a SharePoint list of licences up to date from your licensing system. FilePlan 365 reads that list. No custom code, and it stays inside your Microsoft 365 tenant.
The licence file plan
Every licence organised the same way
Each licence file has the same six folders, so everyone knows where a document belongs and where to find it.
1
Application
Application form, plans, supporting evidence
Kept for: 6 years after licence ends
2
Consultation
Representations, responsible authority comments
Kept for: 6 years after licence ends
3
Licence and conditions
Issued licence, conditions, variations
Kept for: 6 years after licence ends
4
Inspections
Inspection reports, compliance checks, photos
Kept for: 6 years after licence ends
5
Enforcement
Warnings, notices, reviews, prosecutions
Kept for: 6 years after licence ends
6
Renewal and transfer
Renewals, transfers, surrender
Kept for: 6 years after licence ends
Retention periods are examples. You can match them to your own retention schedule.
Templates
Start with our Licence and permit files template. Make it your own.
You don’t have to design a filing system from scratch. The ready-made Licence and permit files template gives you the folders, document types and protection settings above in a few clicks. Then change anything you like.
1
Choose the Licence and permit files template
Pick “Licence and permit files” from the template gallery when you set up FilePlan 365.
2
Use it straight away
Your licence files, folders and document types are created for you, ready to start filing.
3
Make it your own
Rename folders, add your own document types, and set how long each is kept, to match your licensing policy and fee schedule.
Find a licence
Any licence file in seconds
Start typing and FilePlan 365 shows matching licences straight away. No more hunting through folders or asking a colleague where something was saved.
1
Type a few letters
Search by licence number, premises or licence holder.
2
Narrow it down
Filter by licence type, ward, status or officer if you need to.
3
Open the file
Click a licence to see everything filed to it.
People only ever see the licences and documents they are allowed to see.
Advanced search
Answer questions across every licence file
Tick a few options and FilePlan 365 finds every matching document across all your licences. Perfect for committee hearings, inspection programmes and FOI requests.
Licence review hearingEvery inspection and representation for one premises
Inspection programmeAll premises licences due an inspection this year
FOI requestEvery enforcement notice issued in one ward
Compliance, without the jargon
Protected and kept for the right time, automatically
FilePlan 365 uses the security and retention tools already in your Microsoft 365, known as Microsoft Purview. You decide the rules once, and they’re applied to every document.
Kept for the right time
Licence files are kept for six years after the licence ends. Surrender or expiry starts the clock automatically.
Only the right people can see it
Licence documents are marked OFFICIAL. Enforcement and police representations are marked OFFICIAL-SENSITIVE.
Personal data stays inside
Documents containing applicants’ personal details can’t be shared outside the council.
These are example settings. You choose the labels and timescales that match your own policies.
Why teams choose FilePlan 365
Less time searching. More time regulating.
One file per licence
Application, conditions, inspections and enforcement, in one place.
Ready on receipt
New applications arrive from your licensing system with their file set up.
Hearings without the scramble
Pull together a full bundle for committee in seconds.
Expiry handled for you
Retention starts automatically when a licence ends.
Every licence file.
Always in order.
Try the Licence and permit files template free for 30 days, in your own Microsoft 365 tenant.
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