Record an OCCL licence
Claymont's OCCL certificate has arrived. Priya wants it on the site's record so that it shows in the expiring list and the nightly check. This page is how to record it, why you must get it right first time, and what to do when it is renewed.
There is no edit for a licence. Get the number, the dates and the capacity right the first time. What to do at renewal is in step 4.
What you need
The certificate in front of you: licence number, issue date, expiry date, licensed capacity, and the DELACARE version it was issued under.
Step 1: open the Licensing tab
Open Claymont from Site Directory, then the Licensing tab. The heading reads OCCL Licenses with a count. With none recorded, it reads "No licenses recorded, Add an OCCL license to track licensing status for this site." Existing licences are listed by expiry date, latest expiry first, not most recently added.
Step 2: press Add License and fill in the dialog
The dialog is headed Add OCCL License, "Record a new OCCL license for this site."
| Field | Required | What PTRS accepts |
|---|---|---|
| License Number | Yes | Up to 50 characters |
| Status | Yes | Active, Provisional, Suspended or Expired |
| Licensed Capacity | Yes | Greater than 0 |
| Issued Date | Yes | A date |
| Expiration Date | Yes | A date |
| DELACARE Version | No | Up to 50 characters, for example "DELACARE 2023 Rev 3" |
| Fire Marshal Approved | No | A tick box |
| Fire Marshal Approval Date | No | Shown only when the box is ticked |
| Notes | No | Up to 2,000 characters |
A renewal date can be stored on a licence, and this dialog does not offer it, so there is no way to record one.
Press Add License.
Step 3: expand the row to check what was stored
Click the row. The panel shows Issued, Expires, Renewal if set, Licensed Capacity, DELACARE Version if set, Fire Marshal as Approved or Not Approved, FM Approval Date if set, and Notes.
Each row is designed to show an amber or red badge within 90 or 30 days of expiry. The tab never receives the figure the badge needs, so it is never shown, for any licence, at any distance from expiry. Read the expiry date on the row. For a countdown, use the Expiring Licenses table on the Site Dashboard, which gets its figures a different way and is right.
Step 4: at renewal, add a second licence
Because a licence cannot be edited, a renewal is entered as a new one.
- Press Add License with the new number, dates and capacity, status Active.
- The old licence stays in the list, marked Active, with a past expiry date. Nothing in PTRS can change that.
What that costs:
- The Expiring Licenses table on the dashboard lists Active licences with an expiry on or before the cutoff and has no lower limit, so the old licence stays there for ever with a negative countdown, such as "-31d left".
- The nightly check only reports licences 60, 30 or 14 days from expiry, so an already-expired one produces nothing after its first day.
- If OCCL issues the renewal with the same licence number, the second licence cannot be recorded, because a licence number can exist only once in the whole of PTRS. There is then no way to record the renewal without deleting the site.
Step 5: make the licensed capacity on the site profile match
The licence's Licensed Capacity and the site profile's Licensed Capacity are two separate fields, and nothing keeps them in step. The one PTRS enforces at enrolment is the profile's, never the licence's. After recording a licence, open Edit on the site and make the profile's licensed capacity match the certificate.
What you now have
The licence is on Claymont's record, visible on the Licensing tab and in the organisation's expiring list, and included in the nightly check.
What the nightly check actually does
At 2 am in winter and 3 am in summer, PTRS finds Active licences 60, 30 or 14 days from expiry and tries to send an email headed "OCCL License Expiring in (n) Days" for each. No email leaves PTRS. The attempt becomes a line in PTRS's own log, addressed to the site director's email address from their staff record. If the site has no director, or the director has no email address, the licence is skipped with a warning. The whole check is on What happens automatically.
When something goes wrong
| What you see | What it means | What to do |
|---|---|---|
| A license with number '…' already exists for this location. | That number is already on this site | Check the list before adding |
| An unexplained error on Add License with a number that looks fine | The number is already used at a different site, possibly in another organisation. A number can exist only once in PTRS. | Use a different number |
| Location with ID '…' was not found. | The site belongs to another organisation, or the page is stale | Reopen the site from the directory |
| No expiry badge on a licence expiring next week | The badge never appears | Read the expiry date, and use the dashboard for a countdown |
| A licence expired months ago and still shows Active | Nothing in PTRS can change a licence's status | Add the renewal as a new licence and treat the old one as history |
| Revoked is not in the status list | The dialog offers four of the five statuses PTRS knows | Record it as Suspended and explain in Notes |
Related
Checked against PTRS on 7 September 2026.