Multi-agency onboarding

Welcome

Tell us about the program that will launch several courts or agencies from one source system.

Program name *

What kind of program is this? *

State court administrationAn administrative office launching courts across a state or circuit.County or regional court systemA county, district, or regional system launching its courts or offices together.Other justice agency networkProbation districts, prosecutor offices, or another network of agencies.

Will every agency receive records from one source system? *

Multi-agency onboarding is built for one connection that feeds every agency. Agencies with separate systems onboard one at a time.

Yes, one source system feeds every agencyNo, agencies have their own systems

How many agencies will launch? *Primary time zone *Agencies in another time zone can be adjusted from the roster.

Languages

English and Spanish are selected by default. Add every language any agency in the program expects to support. Search by the English or native name.

Program team

Name the people who will run the implementation with your specialist. A multi-agency launch needs a program manager who owns decisions and an IT lead who owns the source-system connection.

Program manager

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

Name *Job title *Email *Phone *

Program email *We send the confirmation here. Use a shared inbox if your program has one.

IT lead

The person who can approve access to the source system and answer questions about records, networks, and domains.

Name *Job title *Email *Phone *

Program administrators

Add anyone else who should join implementation calls or administer agencies at launch. Agency staff are added later.

Use standard staff rolesRecommendedThis gives administrators, managers, staff, and read-only users sensible starting access in every agency.

Invitation emails are sent only after your program confirms the setup.

No program administrators added.

Source system

Describe the system that will feed every agency and how eCourtDate will receive its records.

Source 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.

Upload a spreadsheet or fileAutomatic system connection (API)RecommendedScheduled secure file transfer (SFTP)Connection through another provider

Which field identifies the agency for each record? *eCourtDate routes every record to the right agency by this value.Example value

Which records will the feed include?

Select everything you expect to send. Your specialist confirms the exact fields at kickoff.

Agencies

List the courts or agencies the program will launch. Add a few now, or paste the full list from a spreadsheet.

Add agencies one at a time Best for programs with a handful of agencies. Use the identifier from your source system.

No agencies added.

Or paste your agency listCopy the rows straight from your spreadsheet. One agency per line: name, identifier, city, state. Up to 50,000 characters.

Shared settings

Decide what the program manages centrally and what each agency manages for itself. Every choice can be adjusted per agency later.

Phone numbers *

A shared number keeps one recognizable sender; a number per agency keeps local area codes.

One shared number for the programRecommendedA number for each agency

Message templates *

Central templates keep wording consistent and are maintained once. Agencies can still personalize details such as location instructions.

Central templates for every agencyRecommendedEach agency manages its own templates

Sender branding *

Whose name recipients see on texts, emails, and calls.

Messages come from the programRecommendedMessages come from each agency

Web portal *

Where clients check in, complete forms, and access shared files. A portal can be added later.

One program portalRecommendedA portal for each agencyNo portal yet

How should your starter message templates be created? *

Choose a starting point. Your team can review and edit every message before launch.

Use ideas42 templatesRecommendedStart with behaviorally designed language that is clear and action-focused.Generate templates with AICreate drafts from your agency’s needs, then review them before use.Create templates manuallyWrite each message from the beginning when you need full control.

Reminders written the way the research says they work

These templates follow the court reminder practices from ideas42’s (Un)warranted initiative, which applies behavioral science to help people understand, remember, and show up to court. eCourtDate is an (Un)warranted partner, and the platform is built to meet or exceed each practice from the first message your agency sends.

Clear messages. Plain language that puts the date, time, and location first, states what happens if court is missed, prompts the person to make a plan, and offers live help by reply.
The right timing. Automated reminders before every hearing (7, 3, and 1 days ahead is the recommended sequence), plus a no-show follow-up that explains how to get a case back on track.
Everyone reached. Automatic enrollment for everyone with contact information (anyone can reply STOP), delivery by text, email, and voice, and 100+ languages, so no one is left out by a channel or a language.

Read the (Un)warranted research and court reminder checklist

Sign-in

Choose how staff across the program will sign in and how their accounts are created.

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

Single sign-on lets staff use the work account they already have. For a multi-agency program, one identity provider is assumed; tell your specialist if agencies use different ones.

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

How will agency staff accounts be created? *

Program administrators are set up at kickoff. This is about the staff at each agency.

Program administrators invite agency staffRecommendedWe will provide a staff list for importStaff accounts come from SSO

Rollout

Tell us how and when agencies should go live. Your specialist turns this into the launch plan.

How should agencies be rolled out? *

All agencies at onceEvery agency goes live on the same date.Pilot agencies firstRecommendedA few agencies launch first and prove the setup.In waves by region or court typeAgencies launch in planned groups.

Target go-liveThe month the first agencies should be live. Leave it blank if it is not set.

Anything else about the rollout

Review and submit

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

Multi-agency program onboarding

Configure your program