Calendar & public events
Events carry a title, kind (town hall, mobile office hours, community, hearing), start and end, location, and a public toggle. The new-event form takes description and address; public events feed the district-facing calendar with RSVP and an iCal subscribe link.
Publish office hours as recurring public events and let the iCal link do the reminding — a constituent who subscribes once hears about every session without another newsletter.
Meeting requests
Requests move new → triaged → scheduled (or declined) → completed, each with requester, organization, topic, and priority from low to urgent. Voter-linked and non-voter requesters are marked, and a completed meeting can open a case on the spot.
Triage the pipeline in the Monday huddle: everything new gets a status and an owner. “We never got back to them” is the one operations failure constituents repeat to their neighbors.
NOTE — ONE VOTER-PICKER
Meeting requests and visitors both carry the same voter-file check casework intake uses. Link a record, mark someone not in the file, or leave it unsearched — and when you link, the contact block prefills from the matched voter, so nobody retypes an address the file already knows.
Visitors & the kiosk
A front-desk tablet takes self-service sign-ins — name, purpose, time — matched to the voter file when possible, with staff-entered visits alongside and a sign-out action on the way. The kiosk endpoint URL lives in settings.
A visit can become a linked case before the visitor reaches the parking lot, with the sign-in as its first history entry. The kiosk feeds the same constituent record as every other channel.
The check-in page
The sign-in a constituent actually touches is its own page, built to run full-screen on a tablet propped at the front desk. It lives at the office's own /visitor-checkin address — nothing to install, just open the URL and lock the tablet to it, and the lobby signs itself in.
It is built in Numa, but it never says Numa. The kiosk wears the office's name and identity, not ours — the rule holds across every constituent-facing surface: the public sees the officeholder, never the software behind them.
Staff time
Hours and PTO logged per staffer — date, hours, PTO flag — with an approval check and a 30-day by-user rollup. The small bookkeeping that otherwise lives in a drawer.
Approve weekly; a month of unapproved time is an hour of archaeology. The rollup doubles as the answer to “what does casework actually cost us in staff hours?”
Invitations
Endorsement requests and event invites tracked from received through pending, accepted, declined, or attended — with the organization, the event date, and who's handling it.
One list means nothing gets accepted twice, declined twice, or forgotten once — and December's “which galas did we attend this year?” takes ten seconds.