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Conversations

Conversations is a messaging feature built into Formbird FLEET that lets users communicate with each other within the application. The main use case is operators and drivers contacting the workshop — for example, to report an issue or coordinate a service booking — but Conversations can be used across many areas of the application.

Where Conversations Appear

The Conversations panel appears on the homepage for most account types. What you see in the panel depends on your account type.

Homepage Conversations displayed
System Administrator Menu All conversations
Asset Manager Menu All conversations
Workshop Dashboard (all workshops) All conversations
Workshop Dashboard Conversations related to the same workshop, created by you, or where you are listed in the Person / Workshop To Notify field
Operator Menu Conversations created by you or where you are listed in the Person / Workshop To Notify field
Driver (Asset Booking form) Not displayed

Conversations linked to a specific asset also appear in the Asset History panel on that asset's page. Conversations linked to a Request appear on the Request itself.

Creating a Conversation

Conversations can be started from your homepage or from a Request.

  1. Open the Conversations panel.
  2. Select New Conversation.
  3. Optionally select a Quick Subject to pre-fill the Subject field with a common topic.
  4. Enter or edit the Subject.
  5. In the Person / Workshop To Notify field, select any specific accounts or workshops to notify. They will receive an email when the conversation is saved.
  6. Optionally select an Asset Related To Subject if the conversation is about a specific asset.
  7. Select the edit icon next to Conversation Notes and enter your message.
  8. Optionally use the Scheduling Details panel to request a date and time for the related activity.
  9. Save the conversation.

Note: When creating a conversation from the Operator Menu, you can select an asset first. This automatically links the conversation to that asset and pre-fills the Asset Related To Subject field.

Replying to a Conversation

From the Conversations panel

Most homepages show a preview of recent conversations directly in the Conversations panel. To reply without opening the full conversation:

  1. Type your message in the New Conversation Note field on the conversation preview.
  2. Select the send icon. The conversation is updated and any notified accounts receive an email.

From the full conversation

  1. Open the Conversations panel and select the conversation to open it.
  2. Select the edit icon next to Conversation Notes and enter your message.
  3. Save the conversation. Notified accounts receive another email.

Actioning a Conversation

Technicians, Supervisors, Maintenance Admins, Asset Managers, and Administrators have access to a Conversation Action panel when viewing a conversation. This lets you link the conversation to an existing Request or create a new one directly from it.

  1. In the Link To Request(s) field, search for and select one or more requests — searching by identifier (for example, SR1234) or Asset ID works best.
  2. Save the conversation. The conversation now appears on the selected requests.

Create a new Request from a Conversation

  1. Select a request type in the Select New Request Type field.
  2. If you do not want the asset from the conversation carried over to the new request, untick Inherit Asset In New Request.
  3. Select Create New Request. A new request opens with relevant fields pre-filled.
  4. Complete and save the request.

Viewing All Conversations

Administrators, Asset Managers, Supervisors, and Maintenance Admins can access the full Conversation List — a searchable table of all conversations across the application.

Each row in the Conversation List shows: - Conversation reference and subject (linked to the full conversation) - Who created the conversation and when it was last updated - Who is listed in Person / Workshop To Notify - The linked asset (if any) and linked Requests (if any) - The full message thread inline — all notes from all participants, with author and timestamp

You can add a new message to any conversation directly from the list without opening it — enter your message in the New Conversation Note field on the conversation row and save.

The list supports full-text search across all fields, including the message content.

Workshop Notifications

When you select a workshop in the Person / Workshop To Notify field on a conversation, the application sends an email and browser alert to all accounts that have subscribed to the Workshop Notification for that workshop. This lets workshop staff know a conversation has been directed to them without having to check the dashboard manually.

To receive Workshop Notification alerts, subscribe to the Workshop Notification notification type from your account settings. You can subscribe to notifications for specific workshops or for all workshops you are associated with.

Learn more about Notifications and how to subscribe.

Configuring Quick Subjects (Administrator)

Quick Subjects are pre-set options that appear in the Quick Subject dropdown when creating a conversation. No configuration is required to use Conversations — Quick Subjects are optional.

Adding a Quick Subject

  1. From the Administrator Menu, open the Configuration dropdown and select Conversation Subject List.
  2. Select New Subject.
  3. Enter a Subject Name. This is the text that appears in the dropdown.
  4. Optionally tick Auto Open Schedule Panel to automatically expand the Scheduling Details panel when this subject is selected.
  5. Save the changes.

Editing a Quick Subject

  1. From the Conversation Subject List page, select the subject name in the table.
  2. Make your changes and save.

Published: May 2026 · Formbird FLEET 4.2.8