Using the Permission Vault to Manage Landowner Permissions

Keeping track of permissions is one of those things that starts easy and gets complicated fast. One or two sites, you can remember. Ten sites across three counties with different landowners, expiry dates, and conditions? You need a system. The Permission Vault is that system.

Adding a Permission Entry

Tap the plus button to create a new entry. Fill in the basics:

• Site name — something you'll recognise (e.g., “Thompson Farm — North Field”)
• Landowner name and contact (phone or email)
• Access status — Approved (you have a yes), Ask First (still pending), or Denied (no access). Entries with an end date automatically pick up an Expiring Soon badge in the days before they lapse.
• Permit number and dates — for sites where the permission is time-bound
• Notes — any conditions like “avoid the crop field east of the barn”

Free users can store 2 entries; Pro unlocks unlimited.

Drawing the Boundary

Each permission entry can have a boundary drawn on a full-screen map. Tap the map icon on the entry, and you'll get a satellite view where you tap to mark the corners of your permitted area. This boundary feeds directly into Perimeter Guard, so when you're detecting at this site, your phone vibrates if you stray outside.

Expiry Dates and Calendar Alerts

If a permission has a fixed duration (e.g., “one year from today”), set the expiry date. The app shows a countdown on the entry, and the status automatically shifts to yellow as the date approaches. You can also set a calendar alert that fires a reminder days or weeks before expiry, so you have time to ask the landowner for renewal.

Generating a Permission Letter

The vault generates two kinds of letters: a Request letter to ask a new landowner for permission, and a Thank You letter to send after a productive visit. Both pull your name and the site details into a polite, ready-to-send template. You can copy the text to the clipboard or export a PDF (with a signature space) to print, email, or share. Having a printed letter makes you look serious and increases your chances of getting a yes.

Import and Export

If you switch phones or want to share permission data with a detecting partner, you can export your vault as a backup file and import it on another device. Combined with cloud backup, your permissions are never lost.

Linking to Perimeter Guard

The real power comes from the connection between the Permission Vault and Perimeter Guard. When you start a session at a saved site, you can load the boundary directly from the vault entry. No redrawing, no guessing where the edges were.