Online Services Help for the Public Portal
Welcome to the Town of Collingwood Online Services and the Public Portal
Are you looking for help? We hope to answer your questions here.
If you cannot find your answer in the information below, please contact townhall@collingwood.ca or 705-445-1030 and press 0 for Customer Service.
- From the portal homepage, click on 'Register' in the top right corner.
- Enter the email address you will be using for the portal; this will be your login ID.
- Create a password and re-enter to confirm. Your password must be a minimum of 8 characters.
- Click 'Next Step' and complete the remaining contact information fields.
- Ensure to select the 'I am not a robot' field at the end by entering the characters you see in the image, and click submit.
- Once you complete these steps, you will receive an email at the address you used to register to confirm your account. The link in the message will validate your account. Ensure you're using the email address you registered with.
- You can now sign into the web portal and begin to submit permits, service requests, or by-law cases.
Troubleshooting and common issues:
- Registering with a different email than the one you are using on your cell phone.
- Expecting your confirmation email but looking into an email box not associated with registration.
There are a couple of things to check:
- You should receive an email within 15 minutes of registering. However, sometimes emails can be delayed for reasons out of our control. Please be patient.
- Did you spell your email address correctly? Are you accessing the email address you used to register with? If you are not sure, you could try registering again with the same email address. If we already have that email on file you will see a message indicating “An account already exists for this username.”
- Check your junk/spam folder. Sometimes messages end up in places we don't intend.
If the suggestions above don't help, please contact us and provide your email address so we can activate your account for you.
You can see all the permits, service requests, and by-law cases that you submitted using the web portal, by signing in then clicking 'My Items'. Each section expands by clicking on the title. To see all your items, click on the 'Expand All' link. You will be able to see the status of your submissions here.
You can upload documents and photos that have the following file extensions when you create a new permit, planning application, or by-law complaint:
.DOC (Word)
.DOCX (Word)
.XLS (Excel)
.XLSX (Excel)
.PDF (Adobe Acrobat)
.JPG (photo or image)
.PNG (photo or image)
.TIF (photo or image),
Documents with other extensions will not be uploaded.
Submitted documents and photos must be under 50MB in size.
If you would like to upload more documents or photos to your existing permit, service request, or by-law case:
- Sign in to the web portal and click on 'My Items'
- Find the item and click on it to open it.
- Scroll down to the 'Upload Additional Documents' section.
- Click the 'Browse...' button and select the file you wish to upload.
- Fill in the short description field and click 'Upload Document'
Find forms, documents and information to help you create your request at the following links:
From the Sign In page:
- Click the 'Forgot Password' link.
- Enter the email address for your account.
- Click the 'Reset Password' button.
- You will receive an email with a link to change your password.
After signing in, navigate to the 'my items' drop-down menu.
1. Click the project number to be directed to your project or permit.
2. Update the contacts with the registered portal user that will be paying.
3. The payor signs into the portal, visits the appropriate application or project and intiates the credit card payment.
4. The receipt is automatically deposited into the "documents" folder
5. The payor will receive confirmation of payment and the associated department will too.
6. The receipt is set to a status which will allow the payor and all registered contact users who are associated to the application type to retrieve the receipt.
To request an inspection of your existing permit:
- Sign into the web portal and click on 'My Items'.
- Click 'My Permit Applications' and find the permit.
- If the permit has an inspection waiting to be completed, you will see a "Request Inspection" button. Click on it.
- Select the inspection you would like to schedule and click on 'Next Step'.
- Fill in the date, time, and notes fields. Make sure to select the "I am not a robot" field at the bottom and click on 'Next Step'.
- The Town's Building Assistant will be notified of your request.
- Check back later in 'My Items' under 'My Upcoming Inspections' to see when the inspection has been scheduled.
If you don't see a 'Request Inspection' button under your permit in 'My Items', please contact us at 705-445-1030 or townhall@collingwood.ca
When purchasing a dog tag for the first time online, there are a few points to note:
- Make sure you are logged into the Public Portal.
- If you own multiple dogs, a separate application is required for each dog.
- All dogs are classified as 'New' when you apply online for the first time; in future years you will see an option to pay fees for the new calendar year online.
- Lifetime dog licences are not currently available online but can be purchased at Town Hall.
Online Steps:
- Click 'Apply for a Dog Licence' from the Public Portal home page.
- Enter your dog's name and a brief description and click 'Next'.
- Select your dog's breed and colour, and indicate if your dog is spayed, neutered and/or microchipped by inputting the necessary details, then click 'Next Step: Owner'
- Confirm your contact details and address. You will be contacted should your dog be recovered by Animal Control or a neighbour. Updates can be made on your 'My Account' page after initial registration.
- If the dog lives at the same address you entered, select 'Use My Location' or enter the appropriate address where the dog lives in Collingwood.
- Review your application to ensure it is correct and use the 'Previous Step' option should you need to make corrections.
- Select 'Make Payment' which will direct you to a payment processing page for your credit card information, then click 'Process Transaction'. A receipt will be emailed to you.
- You will see a summary of the transaction and your information will then be reviewed by Town Staff to issue and mail out a dog tag.
- At any time you can check the status of your dog licence in the 'My Items' section.
- 'Pending Tag Assignment' means your application is pending confirmation and dog tag assignment. This typically takes 1-3 business days.
- 'Active' means a tag has been assigned and mailed to your registered address
Note: These steps are for existing online Public Portal users. If you have previously purchased a dog tag, but this is the first time you are purchasing one online, please follow the steps for 'How do I purchase a dog tag? (first time users)' above.
Steps to renew your dog tag:
- Login to your Public Portal account - if needed, reset your password using the 'Forgot Password' feature.
- Please take a moment to review and update your contact information as this is the phone number animal control will call if your dog is found, and your dog licence tag will be mailed to the address on file
- Select 'My Account' from the main page, then select 'My Account' again from the options listed to view your account details and make necessary updates.
- Access your active dog licences to view and pay the fee to process your renewal. Two methods are available:
Option #1: 'My Items' method
- From the portal home page, select the heading called 'My Items'.
- Any active dog licences will now be visible. You can immediately click 'Pay Fees' or you can click on the 'Reference Number' (Starts with LCXX) to view and update the details about your dog.
- Selecting 'Pay Fees' will take you through the payment processor to submit payment.
Option #2: Search method
- From the Portal Home Page - Select the option 'Search for a Dog Licence'.
- In the search box, type in your dog's name, LC number, or address on file.
- The dog(s) will be listed at the bottom of the page.
- Select 'Licence Status' to review your animal's detail or select 'Pay Fees' to immediately pay any outstanding fee(s).
Once payment is complete you will be emailed a receipt and Town Staff will be notified to assign and mail you a dog tag. Your tag will arrive at the address on file within 10 business days.
Acceptance of Agreement
You agree to the terms and conditions outlined in this Terms of Use Agreement (“Agreement”) with respect to the Public Portal website (the “Site”). This Agreement constitutes the entire and only agreement between the Town (the “Town”) and you for use of the Site, and supersedes all prior or contemporaneous agreements, representations, warranties and understandings with respect to the Site, the content and services provided by or through the Site. You agree to review the Agreement prior to using or gaining further access to the Site. The Town may amend the Agreement from time to time without specific advance notice to you. The latest Agreement will be posted on the Site, and you should review the Agreement prior to using the Site. The Town may immediately terminate the use of the Site by any User if that User has used the Site in any way contrary to the Agreement or the law or in any way that disrupts the Site. If you are dissatisfied with the terms, conditions, rules, policies, guidelines or practices of the Site, your sole and exclusive remedy is to discontinue using it.
Copyright
All materials displayed or otherwise accessible through the Site, including without limitation, text, logos, graphics, photographs, images, and illustrations (collectively, the “Content”) are protected under applicable Canadian and foreign copyright, trademark and other proprietary and intellectual property laws or other laws. You acknowledge that the Content is the property of the Town or of its respective owners, as indicated, or as the case may be. In addition, the Site is protected under copyright law as a collective work and/or compilation pursuant to Canadian and foreign laws. The copying, redistribution, use or publication by you of any such Content or any part of the Site, except as allowed by Section 3, is strictly prohibited. You do not acquire ownership rights to any content or document obtained through the Site. You shall abide by all additional copyright notices, information and restrictions on or contained in any of the Content to which access is gained through the Site.
Limited Right to Use
Notwithstanding the foregoing, and subject to the terms and conditions of this Agreement, you are hereby granted the right to access, view and use the Site for your personal, non-commercial use, and are granted the right to download, store, and print single copies of items comprising the Content for your personal, non-commercial use, provided that you maintain all copyright and other notices contained in such Content.
Editing, Deleting and Modification
The Town reserves the right in its sole discretion to edit or delete any documents, information, forms or other content appearing on the Site.
Indemnification
You agree to indemnify, defend and hold the Town and its officials, employees, agents and representatives harmless from any liability, loss, claim and expense, including reasonable lawyer’s fees, related to your violation of the Agreement or use of the Site.
Disclaimer
The Town provides the Site on an “as-is”, “as available”, basis. The Town does not make any express or implied warranties, representations, or endorsements with respect to the Site including, but not limited to, warranties as to merchantability and fitness for a particular purpose, operations, non-infringement, usefulness, completeness, accuracy and reliability. Further, the Town does not represent and warrant that the Site will be available or meet your requirements, that access will be uninterrupted, that there will be no delays, failures or errors or omissions or loss of transmitted information, that no viruses or other contaminating or destructive properties will be transmitted or that no damage will occur to your computer system. You have sole responsibility for adequate protection and backup of your data, hardware and software and to take reasonable and appropriate precautions against viruses and other contaminating or destructive properties.
No Liability
The Town is not responsible for and will not be liable to you or anyone else for any damages whatsoever, including any indirect, special, incidental or consequential damages, arising out of or in connection with your use, or inability to use, the Site, even if the Town has been advised of the possibility of such damages.
Collection and Use of Personal Information
The Municipal Freedom of Information and Protection of Privacy Act (the “Act”) applies to all information collected by the Town on the Site. The information will only be collected, used and disclosed in accordance with the Act.
Third Party Sites
This Site may allow you to link to or from other third-party sites (“the Other Sites”). The Town does not operate or control the products or services offered by the Other Sites. The Town does not review, endorse or approve the Other Sites and is not responsible for any Other Sites. You agree that linking to or using Other Sites is at your sole risk and that the Town will not be responsible or liable for any damages arising from linking to or use of the Other Sites. All rules, policies (including privacy policies) and operating procedures of Other Sites will apply to you while on those sites and the Town will not be responsible for information provided to you on the Other Sites.
No Harmful Use
You agree not to introduce into or through the Site any information or material which may be harmful to others. You warrant that information or material that you provide to the Site electronically through your access to or use of the Site does not infringe the rights of any person or entity.
Without limiting the generality of the foregoing, you shall not:
• interfere with or disrupt the Site or computer networks connected thereto;
• impersonate any other person or entity or make any misrepresentation or defamatory or libellous statements;
• upload, post, transmit, publish or distribute any material or information to the Site which contains a computer virus or other code, files or programs intended in any manner to disrupt or interfere with the functioning of the Site;
• use the Site in such a manner as to gain unauthorized entry or access to the computer systems or networks of others or attempt to gain unauthorized entry or access to any password-protected or restricted areas of the Site or the Town’s computer or network systems;
• violate any law or regulation or any generally accepted Internet practice or interfere with any other Site user’s ability to use the Site and any of the services or products provided on the Site;
• forge, alter or modify in any way any of the agreements, policies or other information posted or accessible within the Site;
• delete or revise any material posted by any other person or entity; o
• manipulate or otherwise display the site by using framing or similar navigational technology.
Termination of Site Use
At the Town’s sole discretion, the Town may terminate or refuse to permit the use of any services on the Site and of the Site by any person, for any reason and without notice.
Applicable Law
The Site and the Agreement will be governed by and construed in accordance with the laws of the Province of Ontario and the laws of Canada applicable in the province, without regard to conflict of law principles. Any claims, disputes or legal proceedings arising out of or in connection with the Site or the Agreement shall be brought solely in the courts of the Province of Ontario. You expressly submit to the exclusive jurisdiction of those courts to determine any claim, action or proceeding arising out of or in connection with the Site and the Agreement.
Expiry or termination of the Agreement
The provisions of this section and sections of this Agreement shall survive the expiry or termination of the Agreement for any reason.
General
The Agreement constitutes the entire agreement between the Town and you regarding the use of the Site. The Town’s failure to insist upon or enforce any provision of the Agreement shall not be considered a waiver of such provision or of the right to enforce such provision. If any part of the Agreement is determined to void, invalid or unenforceable, the remaining parts will not be affected and will remain in full force and effect. To the extent that anything in or associated with the Site is in conflict or inconsistent with the Agreement, the Agreement shall take precedence.
Only registered portal users associated as a contact to an application or permit can view, upload or download from the project or permit.
1. Ensure the team is registered as a portal user.
2. Ensure the project leader, project coordinator, or agent has all legal documentation signed for the project.
3. The agent, for the project or permit, adds the legal and registered portal users added as a contact to the correct project or permit.