civicflow
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Nothing falls through the cracks in your township anymore.
CivicFlow turns resident requests into tracked, assigned, and resolved cases — using the Microsoft 365 tools your team already has. No new software. No long rollout. Live in 14 days.
Built for township administrators, clerks, trustees, and local government offices still handling resident requests through phone calls, email, paper forms, or scattered inboxes.
We didn't build this from the outside.
CivicFlow grew out of nine years of operational work inside The Avalon Foundation — a working organization where broken intake processes had real consequences for real people.
We didn't study this problem as consultants. We solved it under pressure with small teams, limited resources, and no margin for error. We know what breaks because we were the ones who had to fix it when it did.
We build for organizations where a dropped request isn't just an inconvenience — it's a failure of public trust. That's not a positioning statement. It's where we came from.
CivicFlow is a product of Avalon Systems · Northwest Ohio
Small township offices handle the same volume and complexity as larger departments — with a fraction of the staff. When the process lives in one person's head, turnover becomes a crisis. CivicFlow makes the process survive the people, not the other way around.
This is how most township requests are handled today.
Calls become sticky notes. Emails sit in a shared inbox. Paper forms land on a desk. Residents call back and staff have to start over because there is no case number, no ownership, and no audit trail.
It's not a staffing problem. It's not a motivation problem. The process was never designed — it just accumulated.
Every request becomes a tracked case from the moment it is submitted.
Residents get acknowledgment. Staff get assignment clarity. Leadership gets visibility. Nothing gets lost.
Manual, inconsistent, hard to see
Structured, visible, and in control
See exactly how a real request is handled.
Select a request type to walk through intake, routing, AI drafting, and follow-up — end to end. This is the same system that runs in Microsoft 365.
Zoning Permit — Detached Garage Construction
Sarah Thompson at 456 County Road 12 requests a zoning permit for a 24×30 detached garage. She has reviewed setback regulations and believes her project complies.
→ WorkflowArea = "Zoning"
→ AssignedTo = Zoning Inspector
→ Priority = "Soon → Medium"
→ FollowUpDue = +7 days
Road Complaint — Pothole Safety Hazard
Large pothole on eastbound County Road 8, approx. 0.5 miles north of US-20. Worsening after recent rain. Safety hazard — vehicles swerving to avoid it.
→ WorkflowArea = "Roads/Maintenance"
→ Priority = "Urgent → High"
→ AssignedTo = Roads Supervisor
→ FollowUpDue = +48 hours
Code Complaint — Junk Vehicle Storage
Three unlicensed, apparently inoperable vehicles parked on front lawn at 812 Township Road 4 for over six months. Resident believes this violates township ordinances.
→ WorkflowArea = "Code Enforcement"
→ AssignedTo = Code Enforcement Officer
→ Priority = "Soon → Medium"
→ FollowUpDue = +7 days
32 minutes — submission to reply
General Concern — Drainage Ditch Overflow
Drainage ditch along north side of 78 Township Road 11 overflowing onto lawn after heavy rain — third time this spring. Resident unsure whether this is a township or property-owner responsibility.
→ WorkflowArea = "General Admin"
→ AssignedTo = Township Administrator
→ FollowUpDue = +7 days
General requests stop disappearing.
This is often the biggest hidden gap. Requests that don't fit a narrow department category used to fall into a void. Now they have a case number, an owner, and a deadline.
What happens when a resident submits a request.
Simple enough for non-technical staff. Structured enough that nothing falls through the cracks regardless of who is in the office that day.
Resident submits
Online form, phone-assisted entry, or walk-in — captured in a consistent format every time.
Case is created
The request receives a reference number instantly inside Microsoft 365. Resident gets an auto-reply.
Auto-routing runs
Zoning, roads, code, and admin cases go to the right person automatically based on request type.
Priority is set
Urgent requests follow a 48-hour path. Routine requests follow a standard 7-day timeline.
AI drafts response
A staff-ready draft is prepared. Nothing goes out until a human reviews and approves it.
Follow-up is scheduled
If no action by the deadline, an escalation reminder fires automatically. Nothing gets forgotten.
Outcomes your township can feel within the first week
This is not a risky change for your office.
See what this would look like in your township.
We will map your current intake process, show exactly where requests are slipping, and walk you through how CivicFlow would work in your Microsoft 365 environment.
No commitment required. Takes about 15–20 minutes. We assess fit before proposing anything.
Get Your Workflow Mapped →