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Hayat Civic — government and public services

Hayat Civic is the opt-in Hayat ERP module for municipalities, government departments, development authorities and NGOs that run public services — a catalogue of services with their own application forms, fees and stage-by-stage workflow by department, a citizen portal with phone-code sign-in, online fee payment and tracking, inspections, certificates and licences with a QR check, renewals, complaints with routing, SLA and escalation, and a public performance dashboard. Who it is for, who does what, switching it on, the demo data, the money and the public pages.

Hayat Civic puts public services online. For each service — a building plan approval, a trade licence, a birth certificate, a water connection — you build the application form, set the fee, the documents needed and the stages it passes through (scrutiny, site inspection, approval) with the department that acts and the days each may take. Citizens apply on your portal from their phone, upload documents, pay the fee online and follow their application with a tracking number. Officers process it stage by stage, record inspections with photos and location, and issue the certificate or licence as a PDF anyone can check by its QR code. Citizens also lodge complaints that are routed to the right department and escalated when late, and the public can see how you perform on a transparency dashboard.

Who it is for

You run	What Hayat Civic does for you
Municipal or town committee	Building plans, trade licences, water and sewerage connections, complaints about garbage, street lights and potholes.
Government department or authority	Permits and licences with fees, inspections and certificates; SLA reports per service and department.
Civil registration office	Birth, death and marriage certificate requests with verification and a certificate that can be checked online.
NGO or trust running public services	Applications for help or services, case processing by stage, feedback from the people you serve.

Who does what

Permission	Typical person	Can do
civic.view	Everyone who works in Hayat Civic; auditors	See services, applications, certificates, complaints and reports. Every other Hayat Civic permission needs this one too.
civic.process	Processing officer, counter clerk, complaints desk	Counter applications; forward, return, reject and approve at their stage; inspections, documents, fees at the counter; issue and renew certificates; complaints; AI summaries and routing suggestions.
civic.manage	Civic admin, head of department	Settings, departments, services (forms, fees, stages, certificate templates), revoking certificates; may act at any stage and approve early.

A processing officer acts on a stage only when they are a member of that stage's department (or the department lists no members). Suggested roles (Settings → Roles): Civic Admin (all three), Processing Officer (view + process), Complaints Desk (view + process), Auditor (view). See Roles.

Hayat Civic has its own group in the menu: Civic dashboard, Applications, Counter application, Certificates & licences, Citizen complaints, Services & forms, Departments, Civic reports and Civic settings. Counter application is for civic.process; the settings for civic.manage.

The dashboard shows applications by status, overdue stages, your queue, complaints open, breached and escalated, and fees collected this month.

Switching it on

The Hayat team switches the module on. Hayat Civic is opt-in, so a new subscriber starts without it. The super admin opens admin.hayaterp.com → Subscribers, opens your organisation, ticks Hayat Civic under Modules and presses Save modules (see Switch modules on or off). Until then the screens say Hayat Civic is not part of your subscription, and the portal does not open.
Your admin gives people roles. In Settings → Roles, add the Hayat Civic permissions to the roles above and give each person a role. Then add each officer to their department.
Optional: set up the demo data. On an empty Civic dashboard (or in Civic settings), someone with civic.manage can press Set up demo data. It adds 5 departments (Building Control, Licensing, Water & Sanitation, Civil Registration, Street Lights & Roads), 3 services (Building plan approval with a fee formula and site inspection, Trade licence, Birth certificate), sample applications — in process, licence issued, returned — and 3 complaints, and gives the portal address. It does nothing once the organisation has services.

Getting started in order

Fill the settings and create the portal link.
Add the departments with their members and complaint categories.
Build each service: its form, documents, fee, stages and certificate.
Share the portal link; process applications and complaints.

How money reaches the accounts

When an application with a fee is submitted, Hayat makes a posted Sales invoice for the fee (service item Government service fee, CIVIC-FEE, exempt) to the citizen — who gets a Sales customer in the segment Citizens; counter applicants without a portal account get one per application. It is due in 30 days.
The fee is then moved to 4795 Service fees & licence income (or the service's own revenue account).
The citizen pays online through the pay link, or at the counter (Record counter payment); both are Sales receipts against the fee invoice.
With Fee must be paid before processing starts, the application waits as Submitted until paid and then moves into processing by itself. A certificate is issued only when the fee is fully paid.

Hayat Civic adds the one account to your chart the first time it needs it; point it elsewhere with Fee income account in Civic settings. See also How every module reaches the accounts.

The public pages on my.hayaterp.com

Page	Address	What it is
Citizen portal	my.hayaterp.com/gov/…	Your services, sign-in by phone code, applying, paying, certificates, complaints and the performance dashboard — see The citizen portal
Tracking page	my.hayaterp.com/gov/track/…	One application's status, stage, history, fee and Pay, and its certificate
Complaint page	my.hayaterp.com/gov/complaint/…	One complaint's status, department and resolution, and the feedback stars
Certificate check	my.hayaterp.com/gov/verify/…	Opened from the QR code: valid, revoked, expired or superseded

Every link is a random code. Names are masked on the tracking and check pages; the dashboard shows counts only.

Reminders

Switch on the Hayat Civic reminders in Marketing → Reminders:

Reminder	Sent
Application update	When an application is returned for correction, approved, rejected or its certificate is issued, with the tracking link
Renewal due	When a certificate or licence expires within the reminder days (30 by default)

Codes for signing in to the portal go out through your own messaging settings.

Hayat Civic pages

Page	For
Services, forms and workflow	Departments, the service builder, the form builder, required documents, fixed and formula fees, stages with SLA and inspections, the certificate template
Processing applications and certificates	The queue, counter applications, forwarding, returning, rejecting and approving, inspections, fees, issuing, renewing and revoking certificates
Citizen portal, complaints and the public dashboard	Settings, the portal for citizens, complaints with routing, SLA and escalation, the transparency dashboard, reports