Messaging System

In the legal world of licensing, “who said what and when” is vital. Formsite ensures those answers are never buried in a sub-folder or a staff member’s personal inbox.

The Contextual Messaging Workflow

1. Direct Action: A Council Officer needs more information on a specific Section 50 application. They click “Message Applicant” directly within that specific case file in Formsite.
2. Instant Notification: The applicant receives an email alert with a link, directing them securely back into the Formsite Portal to view the message.
3. Encapsulated Reply: The applicant replies within the system. Their response is automatically threaded into that specific licence application—not sent to a general council email address.
4. Audit-Stamping: Every interaction is automatically date- and time-stamped.
5. Multi-Case Management: If a contractor has 10 active applications, they have 10 distinct message threads. There is zero risk of information regarding “High Street” being accidentally filed under “Church Lane.”

Key Benefits of Case-Specific Messaging

For Highways Managers (The “Clarity” Win)

• Eliminate Information Silos: If an officer is on leave, their colleagues can instantly see the entire conversation history for a pending licence. No more “waiting for Bob to check his emails.”
• Faster Dispute Resolution: With a permanent, un-editable record of all correspondence,  dispute potential is eliminated. The system provides a definitive version of the truth.
• Inbox De-cluttering: Dramatically reduces the volume of “General Enquiry” emails hitting the main Street Works inbox, as 90% of correspondence is handled within the platform.
• GDPR & Security: Keeping correspondence within the Formsite portal is far more secure than sending sensitive documents or site details via standard, unencrypted email.
• Standardised Communication: Allows the council to use “Pre-set Responses” or templates, ensuring that communication from all officers is consistent and professional.
• FOI & Audit Readiness: Responding to Freedom of Information requests or internal audits takes seconds, as the entire history of a licence is contained in one digital folder.
• Case-Specific Inboxes: Say goodbye to cluttered Outlook folders. Every message is pinned to its specific licence application, ensuring you never lose a crucial update again.
• Immutable Audit Trail: Every interaction between the council and the applicant is automatically date-stamped and archived, providing a “bulletproof” record for legal and compliance purposes.
• Eliminate “Inbox Search” Fatigue: Stop wasting hours searching for emails from “Contractor X.” View the entire history of a specific site or application in one chronological thread.
• Seamless Team Collaboration: Ensure your whole team is in the loop. If an officer is away, any authorised user can pick up the conversation exactly where it left off.
• Automated Applicant Alerts: Keep contractors informed without manual effort. The system notifies applicants of new messages instantly, ensuring project timelines stay on track.

Comparison: Traditional Inbox vs. Formsite Messaging

Activity	The Manual Email Way	The Formsite  Way
Organization	Emails scattered across personal and shared boxes.	Threaded. Locked to the specific licence record.
Team Visibility	Hard to see what a colleague has promised/asked.	Transparent. Full history visible to all authorised staff.
Searchability	Searching by keyword/sender/date in Outlook.	Instant. One click to see the full case history.
Accountability	Messages can be “lost” or accidentally deleted.	Permanent. Time-stamped and archived for audit.
Security	Sensitive data sent over open email.	Secure. Encrypted within the Formsite portal.