Electronic Citations onboarding

Welcome

Tell us about the program launching Electronic Citations. Your answers set up the workspace, the forms, and the connections to your court and your state.

Which best describes your agency? *

Law enforcement agencyA police department, sheriff office, or state patrol issuing citations.Court or judicial districtThe court that receives and adjudicates citations runs the program.Code enforcement, parking, or another civil citation authorityOrdinance, parking, animal control, or administrative citations.County or regional program (several agencies)One program launching issuing agencies and courts together.State agency or programA statewide court administration, DPS, or traffic records program.

Contracting agency name *The agency that signs the agreement. Every issuing agency and court is listed in the Agencies and courts step.State *Choosing a state fills in hints about your state's citation system, forms, numbers, and deadlines. You confirm or correct each one.County *Agency phone *The public contact number printed on documents.Confirmation email *We send the confirmation here.Agency websiteTimezone for issuance times *Issuance timestamps, filing deadlines, and court dates run on this time.Street addressStart typing and choose a match to fill in the city, state, and ZIP code.Address line 2CityZIP code

Is Electronic Citations launching on its own or with other eCourtDate products? *

On its ownWith other eCourtDate products

How does your state handle electronic citations? *

The state requires electronic filing or transmissionThe state offers an optional system our agency uses todayThe state offers an optional system we do not useThe state controls the form or the numbers and we choose our own softwareNothing statewide that we know ofNot sure

Statewide citation system, if any *A statewide system changes whether eCourtDate issues citations, files to the state, or only imports.

How citations are issued today

Days from issuance to the court todayYour baseline. Success is measured against it.

Team

Name the people who will work with your implementation specialist. A citation program is an agreement between the agencies that issue and the court that adjudicates, so we ask for a lead on each side. One person can hold several roles.

Program administrator

The person who owns the rollout and makes configuration decisions for the program.

Name *Job title *Email *Phone *

IT point of contact

The person who can approve system access and answer questions about sign-in, networks, devices, and connections.

Our program administrator is also our IT point of contact

Name *Job title *Email *Phone *

Court clerk or court administrator

The person who receives citations, sets court dates, and reports dispositions.

Name *Job title *Email *Phone *

Law enforcement lead

The person who speaks for the officers who issue citations. Optional.

NameJob titleEmailPhone

Prosecutor lead

The person who decides whether and when a prosecutor reviews a citation. Optional.

NameJob titleEmailPhone

Records or DMV-reporting lead

The person who owns conviction reporting, state data submissions, and records requests. Optional.

NameJob titleEmailPhone

Will an existing committee or board make program decisions?

Yes, an existing committee or boardNo, the program administrator decidesNot yet

Agreements your program needs before go-live

Interagency agreement or memorandum with the courtAgreement with the state system operatorCourt local rule or administrative orderState or court approval of the electronic formVendor approval or structure testing by the stateData sharing agreementCJIS Security AddendumNone neededNot sure

Agencies and courts

List every agency that will issue citations in eCourtDate and every court that will receive them. Add them one at a time or paste a list.

Issuing agencies Include the contracting agency if it issues citations.

No issuing agencies added.

Or paste your agency listCopy the rows straight from your spreadsheet. One agency per line: name, type, role, ORI, email domain. Up to 50,000 characters.

Receiving courts Every court that receives citations from these agencies, with the case management system it runs. At least one is required.

No receiving courts added. Add at least one.

Officers issuing citations at go-live *

Will other agencies need to look up citations?

YesNoNot sure

Citation types

Tell us which citations will move through eCourtDate, how many, and how people and offenses are grouped.

Which types go live first?Citations per year across issuing agencies *Share issued electronically today

Offenses on one citation

Some states require one offense per count and a separate number per charge.

Several offenses on one citation, one per countOne offense per citationNot sure

Record warnings like citations?

YesNoNot sure

Capture commercial driver and hazmat flags

YesNoNot sure

Forms and numbering

Tell us where your citation forms come from, who controls them, and who controls the citation numbers. Nothing is uploaded here; you share the documents at kickoff and review every template before it goes live.

Where your forms come from *

Paper citation books we use todayA form prescribed by a state bodyA form generated by a state systemOur current vendor's layoutWe want to start from eCourtDate templates

Are any of your citation forms controlled by a state or regulatory body? *

Many states prescribe a uniform citation; others approve a form, generate it from a statewide system, or leave it to the agency.

Yes, some or allNo, our forms are set locallyNot sure

How many distinct forms will we set up? *Traffic, parking, ordinance, warning, and juvenile layouts count separately.

Certification, oath, or promise-to-appear wording your state requires

Offenses and fines

Tell us where your offense codes, fines, and payable amounts come from and who keeps them current. Charge-table drift is the most common reason a filing is rejected.

Offense codes on your citations come from *

Link to the table if published

Who maintains the table you file against

The courtOur agencyThe state feeds itNot sure

How often it changes

After each legislative sessionQuarterlyWhen the court tells usNot sure

Local ordinances with their own codes

YesNo

Who sets the amounts people can pay without appearing? *

A statewide scheduleThe court sets its own scheduleBothNot sure

Link to the schedule

How mandatory-appearance offenses are identified

A published listThe officer marks the citationBothNot sure

Statutes or rules your forms cite

In the field

Tell us what officers carry, what they can look up, how the person signs, and what must print at the stop.

A printed copy at the stop is *

Required by law or policyOptionalNot needed

Printers in use or planned

Paper or layout specified by the court or state

Yes, including the paper's archival lifeYes, the layout onlyNoNot sure

Connectivity in the field

Reliable everywhereGaps

Officers must issue offline and sync later *

YesNo

Scan driver license barcodes to fill the citation *

YesNoNot sure

Identification the scanner must handle beyond U.S. licenses

Licenses from outside the U.S.Mobile driver licensesMilitary IDsNone of these

Record location and timestamp on every citation

YesNo

Attach photos or video

YesNo

Link the citation to body-worn camera footage

YesNo

Filing and court dates

Decide how a citation reaches the court, by when, how the court date is set, and what happens to voids and amendments. Filing that silently stops is the failure to design against.

How the citation reaches the court *

eCourtDate files to the court's case management systemeCourtDate files to a state intakeThe court pulls from eCourtDateThe clerk keys from a printed copy for nowNot sure

Court or state filing standardThe specification your citations must be filed against, if the court or the state publishes one.

When citations transmit

Immediately on issuanceIn batches during the dayNightlyNot sure

Approval or testing before go-live

The state requires vendor approval or a structure testThe court requires a certification testNoNot sure

A court-user acceptance test that verifies cases are created and calendared correctly

YesNoNot sure

Filing deadline *

Citations that arrive on or after the court date

The court rejects themThe court accepts and reschedulesNot sure

Payments and notices

Decide how the person cited pays, what they are told, and in which languages.

Payment path *

A GovPayPlan link on the citation and in noticesRecommendedThe person cited pays online before the court date; eCourtDate keeps the ledger.The court's existing portalNotices carry the portal link your court already uses.BothNot sure

Citations payable before the court date

Per the payable scheduleAllNone

Payment plans for citations

YesNoNot sure

Languages

English and Spanish are selected by default. Add every language the people your agencies cite expect notices in. Search by the English or native name.

Sign-in and roles

Choose how staff sign in and what each role may do. Members across every issuing agency and court use this.

Will staff use single sign-on (SSO)? *

Single sign-on lets officers, supervisors, and clerks use the work account they already have.

Yes, use single sign-onRecommended when availableNo, use eCourtDate sign-in

Multi-factor authentication *

Every userRecommendedAdministrators onlyNot sure

Email domains staff sign in with

How members join

Administrators add membersAnyone with an approved email domain joins their agencyNot sure

Roles *

Built-in roles: Officer issues citations, Administrator manages the agency, members, and templates.

The built-in roles fit (Officer, Administrator)RecommendedWe need agency-defined roles

Supervisors need review rights without administrator rights

YesNo

Court staff need accounts in eCourtDate

YesNoNot sure

Members at go-live

Reviewers need notes the officer cannot see

YesNo

Connected systems

Tell us which systems exchange citation data with eCourtDate and who owns each connection. You decide what stays connected.

Primary court case management system

Where is this system hosted?On premises means agency servers. Internal cloud means your agency manages it. Vendor cloud means your provider manages it.

System versionThe version helps us plan the right connection steps. Leave it blank if you do not know it.

How should eCourtDate receive records?

Select every method you expect to use. We recommend an automatic connection when your current system supports one.

Automatic system connection (API)RecommendedScheduled secure file transfer (SFTP)Connection through another provider

Choose None if citations will not connect to a case management system yet. Each court's system is also listed in the Agencies and courts step.

What eCourtDate exchanges with it

Create the case when a citation is filedPull case and person detailsReceive dispositionsNothing yet

Product names and versions

Systems that need API access Each one receives its own agency-scoped key with only the access it needs.

No systems needing API access added.

Exchange citation data with a state system in NIEM

YesNoNot sure

Compliance and rollout

Tell us the records rules that apply, how to pace the launch, and what success looks like.

Citations and their history are kept

PermanentlyPer a schedule we can shareNot sure

Link to the retention schedule

Voided and warning records are kept

Citation records requests are handled by

The clerkThe agency records unitNot sure

Professional services *

eCourt AI is the modernization partner for courts and justice agencies. For a citation program, ask about form and layout conversion, the offense table and fine schedule build, the court interface and state certification, and change management.

Yes, include eCourt AI professional servicesRecommendedLet us discuss it at kickoffNo, our own team will handle it

Anything else

Review and submit

Confirm your choices before sending them to the onboarding team. Nothing is configured until your agency approves the final setup.

Electronic Citations onboarding

Describe your citation program

Welcome

Team

Agencies and courts

Citation types

Forms and numbering

Offenses and fines

In the field

Filing and court dates

Payments and notices

Languages

Sign-in and roles

Connected systems

Who can help connect your systems (API)?

Who can help set up secure file delivery (SFTP)?

Compliance and rollout

Review and submit

Your setup intake is in review