More permit types don’t mean better control. OCTOPASS ® demonstrates that less can truly mean more.

Suppose you’re managing permit types for a large organisation. In that case, whether you’re in the NHS, higher education, local government or facilities management, it’s easy to fall into permit type sprawl: a bloated system of overlapping, confusing permit categories. What starts as a few permit types quickly spirals into dozens, created to handle specific job roles, shift times, sites or salary bands.

This kind of permit type sprawl creates confusion for applicants, adds unnecessary administrative time and complicates system management. And while it might feel like the only way to stay in control, the reality is that complexity often slows everything down.

The good news? You don’t need 40+ permit types to run an effective, fair parking system. In this blog, we’ll explore how OCTOPASS ® helps large organisations consolidate and simplify permit type structures – without losing flexibility or control.

What is Permit Type Sprawl?

Permit type sprawl happens when parking systems grow too complex over time.

One new permit type is added to accommodate a specific shift pattern. Another is introduced for a new department or site. Then a different one for electric vehicles, and again for each salary band. It doesn’t stop there – in many cases, separate permit types are created for different medical conditions, essential users vs standard users and even overlapping roles.

When done reactively, this can all be built into separate types when one well-designed permit type with the right eligibility rules and evidence capture would have sufficed.

Before long, you’re managing dozens of nearly identical permit types – all layered on top of one another.

It’s a slow, reactive process – and it’s rarely intentional. But for NHS trusts and large organisations, this kind of permit type build-up becomes a serious problem.

Instead of a smart, consolidated system, you’re left with:

• Duplicate or overlapping permit types
• Inconsistent rules across sites
• A constant need to update and maintain each permit type individually
  

This is permit type sprawl – and it’s more common than you think.

Why Permit Type Sprawl is a Problem

At first, having more permit types might seem helpful. It feels like you’re offering flexibility. But in reality, permit type sprawl creates more issues than it solves, especially for estates, transport and parking teams under pressure to run things efficiently.

Here’s how it shows up in day-to-day operations:

1. Unmanageable Admin Workloads

• Admin teams spend hours juggling permit types that serve nearly identical purposes.
  
• Creating, maintaining and renewing them becomes a full-time job.
  
• Changes to rules must be updated across multiple permit types, increasing the risk of errors.
  

2. Time-Consuming Workflows

• Reviewing applications becomes manual and repetitive.
  
• Minor differences in eligibility slow down approvals.
  
• Support teams spend time explaining permit type options to confused staff.
  

3. Poor User Experience

• Applicants don’t know which permit type applies to them.
  
• Staff get frustrated when options feel inconsistent or unfair.
  
• Errors are common, leading to appeal requests or complaints.
  

4. Lack of Flexibility

• Need to create new permit types every time something changes (e.g. new policy or department).
  
• Can’t easily consolidate or streamline without starting from scratch.
  
• Rigid legacy systems don’t allow smart rule-building inside the permit type.
  

Permit type sprawl isn’t just an admin headache – it creates friction for the people who rely on your system every day.

These challenges aren’t theoretical – they’re real issues faced by large organisations across the UK, from healthcare trusts to universities and councils.

A Real-World Example of Permit Type Sprawl

In a recent discussion with a university team, it was revealed that they were managing over 80 different parking permit types. Many had been added gradually over the years – each tied to a specific job role, location, internal policy, salary band or medical condition.

For applicants, the complexity was overwhelming. Choosing the correct permit type based on condition class or user category can confuse and slow down applications.

After reviewing their approach, they made a bold change: simplify.

Through internal restructuring, they were able to cut the number of permit types in half, from 80 down to just 40. This made the system easier to maintain, clearer for users and far more efficient overall. 

With OCTOPASS ®, they could have taken this even further.
Our system is built specifically to handle complexity, without multiplying permit types. By using configurable eligibility rules, dynamic fields and flexible permit rules and conditions, teams can create fewer permits that do more.

How OCTOPASS ® Matches Real Problems to Real Tools

OCTOPASS ® was designed with one core principle in mind: permit type systems should adapt to your organisation, not the other way around.

Rather than forcing you to create a new permit type for every variation in policy, OCTOPASS ® gives you tools to configure smarter rules inside fewer, more powerful permit types.

Here’s how:

The Problem	OCTOPASS ® Feature That Solves It
You’re managing dozens of permit types for different job roles, shift patterns or departments.	Eligibility Criteria – Apply different rules to one permit type using smart, customisable fields.
Admin teams manually review every application to check eligibility.	Application Scoring – Automatically assign values and scores to approve or prioritise applicants.
You have to create separate permit types for each staff type, site or contractor group.	Sub-groups & Account Types – Manage different user groups under one unified permit type system.
You want to encourage EV use or car sharing, but don’t want more permit types.	Sustainability Integrations – Add environmental logic (e.g. car share authentication) into existing permit types.
Legacy systems force you to start from scratch every time something changes.	Fully Configurable Platform – Add, change or remove logic without needing permit types every time.
Processing large volumes of applications is slow and inefficient.	Bulk Approve, Bulk Reject & Auto-Approve – Streamline admin time with smart automation tools.

With OCTOPASS ®, you’re not removing control – you’re replacing outdated complexity with flexible, centralised logic. That means fewer permit types, fewer errors and far less admin.

Permit Type Reduction Doesn’t Mean Less Control

Here’s What Fewer Permit Types Actually Mean:

• More clarity – Staff can clearly understand what they’re eligible for.
  
• More flexibility – Easily adjust rules without rebuilding the system.
  
• More visibility – Track how permit types are being used across the organisation.
  
• More fairness – Use scoring and logic instead of guesswork or legacy rules.
  
• Less admin – Save time without compromising on accuracy.
  

Think of OCTOPASS ® as a smarter way to manage the same rules – but in one place, not twenty. 

You’re still in control – just with less clutter.

Final Thoughts

Permit type sprawl doesn’t happen overnight. It builds slowly – one policy change, one department request, one new vehicle at a time. And before long, your team is managing a maze of permit types that all do roughly the same thing.

The good news? You don’t have to untangle it alone.

With OCTOPASS ®, large organisations across sectors – from healthcare to higher education – can consolidate their permit types using configurable logic and automation. You’ll simplify your admin, improve the user experience and regain visibility across your sites – all while keeping control firmly in your hands.

Ready to simplify?