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For Municipal Teams

Service Request Software for Municipal Staff

Fewer clicks, better overview - the Pro staff dashboard for your administration

AI-powered duplicate detection finds similar reports, filters sort by priority, and automatic routing sends issues to the right team. Text templates help staff draft replies faster.

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admin dashboard
Service Request Software for Municipal Staff
Dashboard & Overview (Pro)

All reports at a glance - filtered by your criteria

Advanced Filters

Filter by status, category, time period, area, or case worker

Distance Display

Field workers see the distance to each report at a glance

Status Tabs

Quick switch between Open, In Progress, Completed

Responsive Design

Table on desktop, cards on mobile devices

Active Filters
Status: OpenCategory: StreetsThis Week
23 reports found
AI-Powered Features

Artificial Intelligence That Actually Helps

Our AI modules save time and improve data quality - from automatic categorization to hazard detection. All AI and vision modules are open source: bring your own LLM provider.

Categorization

Upload photo - AI suggests the appropriate category. Saves manual pre-sorting.

Duplicate Detection

Semantic analysis identifies similar reports - even with different wording.

Hazard Detection

Prioritization according to CAP standard (Common Alerting Protocol, Level 0-4). Critical reports automatically at the top.

Privacy Check

Detects faces and license plates in photos before publication.

Provider Choice

Any AI model with vision capability supported. No vendor lock-in.

Semantic Duplicate Detection - Unique to Mark-a-Spot

Our AI understands the content of reports, not just keywords. "Broken lamp" and "street light defective" are recognized as similar.

  • Vector Embeddings with OpenAI
  • Geo-filter: Only compare reports within radius
  • Review workflow: Confirm or reject
  • Cost: ~$0.17 per 10,000 reports
Duplicate detected
New Report

"The street lamp in front of Main St. 15 is broken"

92% similarity120m distance
Existing ReportIn Progress

"Lamp on Main Street no longer works"

Text Templates
Acknowledgment

Thank you for your report. We have received it and...

In Progress

Your report has been forwarded to the responsible department...

Resolved - Standard

The reported issue has been fixed. Thank you...

Not Responsible

Unfortunately, another department is responsible for this matter...

Processing & Communication

Quick Replies with Text Templates

Text Templates

Pre-written responses for common situations - one click, done

Follow-up Reminder

Set a date, system reminds - no report is forgotten

Status History

Every step documented - prepared for inquiries

Automatic Notification

Citizens are automatically informed of status changes

Routing & Assignment

The Right Report to the Right Place

Automatic Assignment

By category and/or area - no manual sorting required

Contractor Integration

External contractors receive their reports directly

Deadlines & Escalation

Overdue reports are automatically escalated

Area Assignment

District automatically derived from coordinates

New report: Pothole, Category "Streets"
Rule: Category = Streets
Automatically assigned to Public Works
Statistics & Reporting

Data That Supports Decisions

Heatmaps, time series, and exports for controlling and policy makers.

Heatmaps

Where do reports cluster? See at a glance where action is needed.

Time Series

Development of report volume over time. Identify seasonal patterns.

Export

CSV, Excel - for reports, controlling, and committees.

Roles & Permissions

Everyone Sees What They Need - Nothing More

Group-based permissions ensure case workers only see their area of responsibility, while department heads maintain the full overview.

Case Worker

Only sees their own area of responsibility

Team Lead

All team reports, can assign

Department Head

Full access, statistics, export

Contractor

Only assigned tasks, feedback with photo

Permission Matrix
FunctionCWTLDH
View reports
Change status
Assign
Statistics
Export
Open Core

Open Source, Pro and Enterprise

Mark-a-Spot follows an open-core model. The core with the case-handling logic is open source: you can audit it, run it yourself and have third parties extend it. Pro adds the workspace for staff, Enterprise adds managed operations.

Open Source

The backend, built on Drupal 11, is licensed under the GPL. It includes categories with their own form fields, status notes with text templates, routing, escalation and delegation, scheduled email reminders for follow-ups, ECA workflows, and AI modules for duplicate detection and redaction of personal data. A single agency or municipality can handle reports directly in the Drupal admin interface. The Open311 API (GeoReport v2) connects your own applications and back-office systems.

Pro

Staff work in the dashboard without opening the Drupal backend. Everyone has their own work list, phone calls are logged as reports directly, and related reports can be linked or split. Replies go to the reporter straight from the case, using text templates. While editing, the AI suggests category, status and responsibility and shows the hazard level it detected in the photo. Processing times are analyzed in charts, and the data can be exported as CSV.

Pro is commercial and part of Enterprise and of the CivicSpot SaaS.

Enterprise

With Enterprise, Civic Patches supports the operation of your Mark-a-Spot installation. You choose where it runs: as managed hosting in a dedicated environment in Germany, or on premises in your own data center or at your IT service provider. Both include maintenance, an SLA, assisted setup and training. For German public bodies, we offer contracts under EVB-IT on request.

One installation for several jurisdictions

In an Enterprise installation, several agencies and jurisdictions work side by side, each with its own categories, statuses and responsibilities. In the dashboard, each jurisdiction sees only its own reports.

Public works and utilities

Public works departments and municipal utilities, for example for waste collection or street maintenance, work in their own environment and handle their reports independently.

Boroughs and city districts

Boroughs and city districts handle the issues in their own area. Anything that falls to the city as a whole is passed on with one click.

Counties and regions with their municipalities

A county or regional body runs a shared installation for the towns and municipalities within it. Each municipality has its own interface, while operation and maintenance are handled in one place.

Want to see the staff dashboard live?

Schedule a demo and see how Mark-a-Spot relieves your team.

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