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Responsible Person

The Responsible Person field on an asset record links a single user account to the asset. It identifies who is responsible for the asset at any point in time and is used for reporting, filtering, and notifications throughout Formbird FLEET.

The Responsible Person field is a simple assignment — it holds one user account and has no start or end date. For more detailed assignment tracking, including allocation type, hire rates, and handover checklists, use an Allocation document instead.

Setting the Responsible Person

The Responsible Person field is found in the Allocation panel on the asset record.

[VERIFY] Confirm the exact panel name where the Responsible Person field appears on the asset.

To set or update the Responsible Person manually:

  1. Navigate to the asset.
  2. Find the Responsible Person field and select the user account from the dropdown.
  3. Save the changes.

Updating via an Allocation

When creating an Allocation document, you can update the Responsible Person field on the asset automatically at the same time. On the Allocation document, tick Update Asset Responsible Person On Save before saving. This sets the Responsible Person to the user selected in the Allocated To field.

See Allocations for full details.

How Responsible Person Is Used

The Responsible Person field is referenced in several areas of Formbird FLEET:

  • Filtering and reporting — asset lists and reports can be filtered by Responsible Person, making it easy to see which assets are assigned to a particular user.
  • Bulk updates — the Responsible Person field can be updated across multiple assets at once from the Bulk Update Assets page. See Bulk Updating Assets.
  • Notifications — some notification types use the Responsible Person to determine who should be notified about events relating to an asset.

Published: April 2026 · Formbird FLEET 4.2.8