Skillforce

AI Permits and Approvals Administrator · Australia

The approval arrived with conditions. Nobody owns the list.

Rowan keeps the application register current, assembles the lodgement-readiness checklist, logs every further-information request the day it arrives, maintains the conditions register and flags approaching lapse dates—while named humans lodge every application, sign every submission and decide what a condition means.

Book the Permits Load Audit Read the job boundaries
  • Human approval
  • Read-only access
  • Planning & certification calls stay human
WORKER / SF/20 AVAILABLE FOR AUDIT
Permits and approvals administrator

Rowan

Register capacity for the team that lodges the applications and signs every submission.

ON ROWAN'S SHIFT
MON

Refresh the application register: authority, reference, lodgement date, status and days elapsed

CHECK
TUE

Assemble lodgement-readiness checklists and name every missing or out-of-date document

APPROVE
THU

Log new further-information requests with itemised items, and update the conditions register

CHECK
FRI

Hand off stalled applications, overdue responses, unowned conditions and approaching lapse dates

HANDOFF
MODE HUMAN APPROVALDECISIONS ESCALATE

[ RECOGNISE THE DRIFT? ]

The application went in.
The tracking stayed in someone's inbox.

Rowan is designed for the records around permits and approvals—the register, the readiness checklist, the request log, the conditions and the lapse watch—not planning interpretation, certification or any statement to an authority.

A boundary, not a capability claim: Rowan administers records that your project lead defines. Your own live, lodged, outstanding, unowned and lapsing counts are the measures; Skillforce is not a certifier and does not act as your agent before any authority.

01

Application register

Keep every live application current with its authority, reference number, lodgement date and status.

02

Readiness checklist

Assemble the lodgement checklist per application and name every missing or out-of-date document.

03

Further-information requests

Log each request the day it arrives, with the requested items itemised and a response-due date.

04

Conditions register

Extract approval conditions into a register with the owner and due point your team assigns.

05

Lapse watch

Flag approval, permit and attached-insurance expiry dates with the lead time your team defines.

06

Exception list

Surface stalled applications, overdue responses, past-due conditions and approaching lapses weekly.

[ START WITH ONE RECORD SET ]

Choose one register workflow.
Define what “done” means.

Rowan does not interpret planning controls or lodge anything. Start with one bounded workflow, one named approver and one visible completion state.

WORKFLOW / 01REGISTER & READINESS

Application register and lodgement readiness

Keep the register of live applications current and assemble the readiness checklist for each one, naming every gap rather than judging it.

START
Your application list, authority references, checklist template and document store
DONE
Register current, checklist assembled, every missing or out-of-date document named
HUMAN
A named human lodges every application and signs every submission
WORKFLOW / 02REQUESTS & CONDITIONS

Further-information requests and approval conditions

Log incoming requests with itemised items and response-due dates, and maintain the conditions register from approval notices your team supplies.

START
Your shared inbox, approval notices, conditions template, owners and due-date rules
DONE
Requests logged and itemised, conditions extracted, owners and due points visible
HUMAN
Your qualified people decide what a condition means and when it is satisfied
WORKFLOW / 03LAPSE & EXCEPTIONS

Lapse watch and the weekly exception list

Track expiry dates against your lead time and deliver one weekly list of everything that has stopped moving or is about to run out.

START
Your approval dates, lapse rules, lead-time settings and escalation route
DONE
Lapse dates flagged with lead time, exception list delivered with an owner per line
HUMAN
A named human decides what to do about every flagged item

[ A JOB DESCRIPTION, NOT A PROMPT ]

What Rowan can own.
What Rowan must hand back.

Prepare-and-flag, always. A named human lodges every application, signs every submission and decides whether an approval condition has been satisfied.

GREEN

Administrative work

Configured, tested and measured within one bounded workflow.

  • Maintain the application register with authority, reference number, lodgement date, status and days elapsed
  • Assemble the lodgement-readiness checklist per application and name every missing or out-of-date document
  • Log each further-information request the day it arrives with the requested items itemised
  • Record the response-due date your team sets against every logged request
  • Maintain the conditions register with the owner and due point your team assigns
  • Flag approval, permit and attached-insurance lapse dates with your defined lead time
  • Prepare submission packs and condition-evidence packs for human review
  • Deliver the bounded weekly exception list for stalled, overdue, unowned and lapsing items
AMBER

Human approval

Prepared by Rowan; signed or decided by your named team member.

  • Every application, submission and response to an authority
  • Every register entry recording that a condition has been met or an obligation discharged
  • Every conditions-register owner assignment and due-point change
  • Every statement made to a council, a private certifier or a utility authority
  • Every external message, submission or disclosure
  • Changes to your registers, checklist templates, lead-time rules, retention settings or escalation routes
RED

Human only

Outside the worker's authority by design.

  • Any planning, building-code or legal advice, and any interpretation of planning controls or the National Construction Code
  • Any certification, approval, exemption or compliance determination
  • Any decision that an approval condition has been satisfied
  • Any representation that Skillforce or Rowan is a certifier, a planner or your agent before an authority
  • Any clinical, legal, financial, safety-critical, employment or identity decision
  • Anything requiring a registered practitioner's, competent person's or authorised signatory's judgement
  • Any autonomous lodgement, submission, external statement, portal write or system write

[ MINIMUM ACCESS BEFORE AUTOMATION ]

Your live application files are not a demo input.

The load audit starts with blank templates, a redacted register extract and workload counts—not live application files, client details or a council portal login. Live access follows a written map of purpose, minimum fields, human approval, retention and escalation.

Rowan reads approved exports, templates, inbox items and document stores through read-only connections. Your team sets retention and deletion rules and signs every lodgement, response and external statement.

  1. 01

    Audit without sensitive content

    Bring blank templates, a redacted register extract and workload counts. Remove client names, site addresses, confidential content and fields that are not needed to map the work.

  2. 02

    Map minimum access

    Consider only the inbox, exports, templates, registers and application fields required for the approved workflow.

  3. 03

    Test synthetic cases

    Cover a stalled application, a request with a tight response date, an unowned condition and an approval inside its lapse window with invented examples.

  4. 04

    Name the human owners

    Name who lodges applications, signs submissions, decides whether a condition is satisfied and approves every external statement.

[ AN OPERATING SPECIFICATION ]

The register is visible.
The decisions stay yours.

Turnaround is set during onboarding against your lodgement schedule, response-due dates and lapse lead times. Start with one bounded workflow—register and readiness, requests and conditions, or lapse and exceptions—and widen only after the test set supports it. The named owner sets the weekday and review window for each output; contested conditions, missing evidence, overdue responses and authority contact leave the standard queue.

Application register
Authority, reference, lodgement date, status and days elapsed visible
Readiness checklist
Assembled per application with every missing document named
Request log
Requested items itemised and a response-due date recorded against each
Conditions register
Owner, due point and supplied evidence visible per condition
Exception list
Stalled, overdue, unowned and lapsing items listed with an owner
CONTROL / 01APPROVAL

No unsigned lodgement or response

Every application, response and condition-evidence pack stays prepared for review until the named human signs and lodges it.

CONTROL / 02AUTHORITY

No planning call from Rowan

Planning interpretation, code compliance, certification and condition-satisfaction judgements stay with qualified humans and the relevant authorities.

CONTROL / 03ESCALATION

Every unresolved item has an owner

Stalled applications, contested conditions, missing evidence, overdue responses, approaching lapse dates and authority contact route to a named human.

CONTROL / 04MEASUREMENT

Use your own counts

Track current register lines, assembled checklists, same-day request logging, owned conditions and flagged lapse dates against your own baseline.

Capacity is scoped per project, authority set and weekly workload during onboarding, not sold as a flat seat. Rowan's queue is sized to the application, checklist, request, condition and lapse volumes agreed in the load audit. New jurisdictions, authority types, portals or system writes require a new scope and test set.

[ FREE PERMITS LOAD AUDIT ]

Measure your own register workload.

Bring blank templates, a redacted register extract and your application, checklist, request, condition and lapse workload counts. Map the approval boundaries and one workflow worth testing.

Book the Permits Load Audit No live application files, client details or portal login required.

[ FROM LOAD AUDIT TO TRACKED WORK ]

One workflow.
Proof before expansion.

STEP 1

Free load audit

Use your own application, checklist, request, condition and lapse workload counts to baseline the work and choose one workflow. No live application content is required.

STEP 2

Map minimum access

Define the inbox, exports, templates, registers and application fields Rowan needs, plus each approval, retention and escalation owner.

STEP 3

Test synthetic cases

Exercise a stalled application, a tight response date, an unowned condition and an approval inside its lapse window with invented examples.

STEP 4

Run one workflow

Start in approval mode after synthetic-case testing passes and every required human owner is named. The output weekday and review window are set during the load audit.

[ BEFORE THE AUDIT ]

Questions a careful project lead should ask.

Does Rowan replace a planner, certifier or building surveyor?

No. Rowan assembles and tracks bounded records work from your approved sources and templates. Your named people interpret the planning controls, prepare the substance of every application and make every professional judgement.

Can Rowan lodge an application or submit a response for us?

No. Rowan can assemble the pack, list what is missing and draft the covering material for review. A named human lodges every application and signs every submission under their own credentials.

Will Rowan tell us what the planning controls mean for our site?

No. Rowan does not give planning, building-code or legal advice and does not interpret controls or the National Construction Code. Rowan records what the authority asked for, what was supplied and what is still outstanding.

Can Rowan decide whether a condition has been satisfied?

No. Rowan extracts each approval condition into the register with an owner and a due point and lists the evidence supplied. Whether a condition is satisfied is your named person's decision.

Does the load audit need live application files?

No. Start with blank templates, a redacted register extract and workload counts. Remove client names, site addresses, confidential content and any information not needed to map the workflow.

Will Rowan work inside our project system or a council portal?

Only after access and write boundaries are tested. Rowan starts deliverable-first from approved exports, a document store, a shared inbox and your templates. Any portal or system write requires a separately approved scope and test set.

What result do we measure?

Track whether every live application carries an authority, reference number, lodgement date and current status, whether each further-information request is logged the day it arrives with a response-due date, whether every condition has an owner, and whether approaching expiry dates were flagged with your lead time.

How is Rowan different from your contractor compliance worker, Jude?

Jude handles subcontractor engagement records, insurance currency and compliance document packs, where the counterparty is the subcontractor. Rowan handles the statutory-lodgement layer, where the counterparty is a council, a private certifier or a utility authority.

What does Rowan do beyond a project management tool?

A project tool holds tasks and files. Rowan maintains the register around them: what is lodged with whom, what came back, what evidence is still missing, which conditions are unowned and which approvals are inside their lapse window.

[ START WITH YOUR OWN BASELINE ]

Bring the register gaps.
Keep every decision.

Map one approval-ready permits and approvals records workflow and test whether careful administration keeps applications, readiness checklists, further-information requests, conditions and lapse dates visible without giving away lodgement, submission or planning authority.

Book the Permits Load Audit No generic sales demo · Direct with the founder