Licence Documentation

Formsite removes the clerical burden entirely, turning “granting a licence” into a single-click action rather than a 15-minute formatting exercise.

The Automated Document Workflow

1. Approval Trigger: Once the council officer clicks “Approve” in the Formsite dashboard, the system is triggered.
2. Data Extraction: Formsite pulls all relevant data (Contractor Name, Location, Dates, Licence Type, and Specific Conditions) directly from the validated application record.
3. Template Generation: The system populates a pre-formatted, brand-compliant PDF template featuring the Council’s logo, specific legal wording, and standard conditions.
4. Automatic Delivery: The PDF is instantly attached to a system-generated approval email and sent to the applicant.
5. Audit Trail: A copy of the exact document sent is automatically archived within the Formsite record and made available for inspection by street works officers or the public.

Key Benefits of Automated Document Production

For Highways & Admin Teams (The Operational Win)

• Eliminate “Typing Time”: Officers no longer spend time re-keying addresses or dates into Word templates—saving roughly 10–20 minutes of administrative work per licence.
• Branding Consistency: Ensures every licence issued is professional, correctly branded, and contains the most up-to-date legal terms and conditions. No more “old versions” of Word docs floating around on desktop folders.
• Instant Issuance: The contractor receives their licence the second it’s approved, meaning they can get it printed and displayed on-site immediately, avoiding delays or potential enforcement disputes.
• Document Integrity: Because the PDF is generated from the database, the details on the physical paper on-site are guaranteed to match the record in Formsite and Street Manager.
• Paperless Archiving: Removes the need for physical filing or manual saving of “Sent” emails. The system acts as the digital filing cabinet.
• Version Control: If a licence is extended or amended, the system generates a new, version-controlled PDF, ensuring there is never confusion over which document is currently valid.

Sales Email Bullet Points: Professional & Instant Issuance

• One-Click Licence Generation: Stop the manual copy-paste. Formsite automatically generates a professional, council-branded PDF licence the moment you hit “Approve.”
• Guaranteed Data Accuracy: By pulling data directly from the application into the document, we eliminate the risk of typos in critical fields like start dates, locations, or street names.
• Automated Applicant Notification: The system handles the distribution, instantly emailing the granted licence to the contractor so they can get to work without delay.
• Standardised Legal Compliance: Ensure 100% of your licences contain your latest standard conditions and local bylaws, with no risk of officers using outdated document templates.
• Digital Inspection Readiness: Every issued licence is stored against the record, allowing inspectors on the street to verify the “live” document against what they see on-site in seconds.

Comparison: The “Manual Word Doc” vs. Formsite PDF Automation

Activity	The Manual Legacy Way	The Formsite Way
Drafting	Open Word, find template, re-type info.	Zero Effort. Auto-populated from the app.
Branding	Inconsistent logos and formatting.	Fixed. High-fidelity, brand-compliant PDF.
Sending	Save as PDF, open Outlook, attach, send.	Instant. Automated system-send on approval.
Archiving	Manual filing in folders or email “Sent” box.	Built-in. Automatically saved to the case file.
Error Risk	High (typos, wrong dates, old terms).	Zero. Direct data-mapping from source.