Case Study: Colonial Beach VA launches business licensing in a week
Jasmine Burns
April 26, 2022

Case Study: Colonial Beach VA launches business licensing in a week

The Town of Colonial Beach, Virginia was in a jam. Their local leadership had promised that 2022 would be the year when the town began offering business licenses online - but the software company they had been counting on couldn’t make their deadline.

Luckily, they googled “licensing software” and found CityGrows. They scheduled an online demonstration with the team,  evaluated the software and made a decision quickly. The Town Manager and her staff started the process, and then brought in the Finance department.

The Finance team’s approval was important, since their department managed the Business License and Gross Receipts Tax workflow that the town wanted to bring online.  Town Manager India Adams-Jacobs was determined to get their workflow online before their annual licensing renewal period began - but there was less than two weeks until the date the process would have to be live!

Because Colonial Beach wanted to bring a relatively complex workflow online very fast, they asked the CityGrows team to help them with setup. Their licenses involved formulas, logic, and a custom PDF output. Typically, local government staffers build their own workflows on CityGrows. But Colonial Beach didn’t have even a day to spare if they were going to make their deadline.

The Custom PDF Output License Format Created by Colonial Beach

In order to go live as quickly as possible, Colonial Beach paid a small fee in addition to their annual subscription for CityGrows staff to convert their existing paper application into a CityGrows Collect Information step. Then the team interviewed Colonial Beach staff to find out what happens after the form is signed and submitted by an applicant: which staff need to review, how fees are calculated, and what the completed license should look like.

It took less than a day to have a testable license application up and running. And just like with all our customers, the testing process (where Colonial Beach staff pretended to be business applicants to test the software) showed us a few things that we hadn’t anticipated and that needed adjusting.

In less than a week from when we started, the first real applicant -the business-owning Mayor of Colonial Beach - was the first business in town to receive their license online!

Are you looking to get a permit or license online, but think there’s no way you could get it done fast enough? Connect with the CityGrows team by setting up a working session or via our online chat option and let’s see how quickly we can turn your paper form into a streamlined digital workflow! 

Jasmine Burns

Jasmine Burns is CityGrows' Customer Success Manager. She supports new governments in learning how to use CityGrows and manages our online support channels. She studied cybersecurity at the University of Maryland and has been part of the CityGrows team since 2018. She's based in Erie, Pennsylvania.

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