Combine Permit Sign-Up Sheets Into One PDF
Build one PDF of every owner's signed sign-up sheet for a lake or permit number, ready to upload to the agency's permit website — with paper forms included from their scans.
Updated October 22, 2026
When you apply for a lake's treatment permit, the agency wants every lakeshore owner's signed sign-up sheet in one PDF. Combine Sign-Up Sheets builds that file for a lake or a permit number in one click: one signed sheet per site, ordered by owner last name, with paper forms included from their scans. It needs Permit Applications (Enterprise) turned on.
Group the permits
Open DirectoriesSite Permits and set Group by to Lake or Permit #.
Open Combine Sign-Up Sheets
Click the stacked-pages button beside Update permit on the row. To build several at once, tick the rows and click Combine Sign-Up Sheets in the bar above the list — you get one PDF per row. A row with no lake name or permit number cannot be combined; set it on the site permits first.
Pick the season and what to include
Season opens on the newest season with signed sheets. Under Include, pick Signed permit form only (each owner's signed permit application page) or Whole season sign-up (the signed quote, then the permit form, for each owner). When the lake has more than one permit form signed that season, Permit Form narrows it to one.
Read the check
The dialog says how many signed sheets will be included and lists what is missing, by owner and site, before anything is built. See What the check lists.
Download
Click Download PDF. The file is named like
2027-fish-lake-permit-12345-signup-sheets.pdfand downloads as soon as it is built. Upload it to the agency's site.Mark it submitted
Open DirectoriesPermit Approvals, expand Batch export history, and click Mark submitted on the batch. Its Signed permits move to Submitted, with the regulator reference you enter.
Options
| Option | What it does |
|---|---|
| Signed permit form only | The signed permit application page, rendered exactly as the single-permit Download PDF. |
| Whole season sign-up | The owner's signed quote PDF, then their permit form. A quote that covers two sites on the lake prints once. An owner who signed the permit without a quote (a renewal link, for example) gets the permit form alone. |
| Start with a cover page and table of contents | Off by default, so the agency gets only the sheets. When on, a cover with your company name and the sheet count, and a contents page listing each owner, go first. |
| Split into files of | For an agency site with an upload size limit. Each file holds that many sheets; the cover, when on, goes in the first file only. |
What the check lists
| Line | What it means | What to do |
|---|---|---|
| signed sheets will be included | One per site, counting any paper scans and (for a whole sign-up) signed quotes. | Nothing. |
| sites have not signed yet | The site has a draft or sent application for the season. | Chase them from the Sign-Up Board link in the list. |
| paper forms have no scan — left out | Signed on paper and recorded by the office, but no scan is on file. | Click Upload scan beside the name. |
| permits are on file without a signature — left out | Approved or signed with no signature recorded, such as a permit entered from before OpsVara. | Nothing to include; the agency has the original. |
| owners have no signed sign-up quote — the permit form is used | Whole season sign-up only. | Nothing; the permit form goes in instead. |
| sites have no permit application for the season | Usually an owner on the lake who did not sign up this year. Collapsed by default. | Nothing, unless you expected them. |
Paper signatures need a scan
A form the owner signed on paper goes into the PDF only as its scan — the agency needs the page they signed, not a copy OpsVara typed up. Without a scan it is left out and listed.
Add the scan of a paper form
You can add a scan in either of two places. Both take a PDF, JPG or PNG up to 20 MB; a photo is stored as a one-page PDF, and a PDF can be up to 20 pages. HEIC photos from a phone need saving as JPG first.
- While you key the form. In Record Signed Sign-Up Form, choose the file under Scan Of The Signed Form (Optional). It is attached to every permit that form signs, so one paper form covering two sites is scanned once.
- Afterwards. Open the permit from DirectoriesPermit Approvals. A permit signed on paper shows a strip above the form: Upload Scan when there is none, or View Scan, Replace Scan and Remove when there is. Only paper signatures recorded by the office take a scan.
Building again
Build the same lake or permit number again — after adding a scan, say — and the new PDF replaces the earlier one for the same season, Include choice and permit form, as long as the earlier one was not marked submitted. Batches you marked submitted are always kept, as the record of what you sent. Mark submitted appears only once a PDF has finished building.
Large lakes
A lake with more than 40 signed sheets builds in the background; the dialog says so and waits for it. You can close the dialog — the finished file is under Batch export history on DirectoriesPermit Approvals, with Download PDF (one download per file when it was split). A build that has not finished after 30 minutes is marked failed there; build it again.
Verify it worked
Open the PDF and count the sheets against the dialog's number. Check a paper owner's page is their scan. Under Batch export history, the batch reads sign-up sheets with the count, and its Download PDF gives you the same file again — combined batches are stored, never rebuilt in another layout.
Frequently asked questions
Which sheet goes in when an owner signed twice?
One sheet per site — the latest signed, submitted or approved application for the season you picked. Drafts and unsigned sends are listed as not signed yet instead.
Why is a paper sign-up missing from the PDF?
A paper signature goes in only as its scan, because the agency needs the page the owner actually signed. The check lists it under paper forms with no scan; click Upload scan beside the name, then build again.
A new owner signed up but has no site permit record yet. Are they included?
Yes, when you combine by Lake. A Lake group takes the sites whose site permit names that lake and then every other site linked to the same lake, so new sign-ups count before you fill in their site permit. A Permit
Does building the PDF change anything?
It records a batch under Permit Approvals → Batch export history and links each included permit to it. Statuses change only when you click Mark submitted there, which moves the batch's Signed permits to Submitted.
The agency site rejects my file as too large.
Tick Split into files of, enter how many sheets each file should hold, and build again. Each file is named part 1 of N, part 2 of N and so on.
Related guides
- Manage Site PermitsTrack lake site permits — number, dates, status, uploaded PDF or photo, past seasons, and other sites that share the same permit number.
- Run a Season Sign-UpSend every customer this year's program with a respond-by date, print packets for the ones without email, remind the rest, key the paper forms that come back, and track it all on the Sign-Up Board.