As far as I can see, there are simply two criteria for the issue of permits. One is that there be a free slot, as the number of permits is limited and the other is that they can only be issued to member clubs of BCA. If I am right about this then the whole process should be able to be automated and placed online.
You need a booking page on the CNCC website which shows a diary of available slots. Someone should be able to click on to the slot they require and enter the name of their club. On so doing an automatically generated permit can then be sent to the stored email address for the secretary of that club, as notified to BCA. The permit should include a unique identifier, say a 12 digit code, that could be checked on request by the land agent.
The permit secretary then only needs keep an eye on it to ensure it is running smoothly and keep the list of member clubs and secretary's emails up to date, on notification from BCA. And to clear slots if a club secretary subsequently says they will be unable to use them after all.
The benefit is obvious, clubs planning meets will be able to see at a glance what dates are available and last minute trips will be possible, if a slot is free, as the permit should arrive very quickly after being ordered.
With the diary being visible online, it will also be very easy to see if the system is being abused by any club clearly overbooking.
I'm not sure I've missed anything, have I?
I don't have the webby skills to write such a thing, I can just about manage information pages, I haven't done any interactive stuff at all, but surely there is a caver somewhere in CNCC who does?