Four departments, five questions each: how a request moves, the records that have to exist, who touches the system, what Atlas does about it, and which modules you’d switch on. Every step is tagged with the module that handles it — that connection is the whole point.
Worth saying plainly: CaptivaHQ carries no FedRAMP, StateRAMP, CJIS or other government certification, and it is not your permitting, tax or utility-billing system of record. It runs the requests, the work orders, the assets, the purchasing and the records between departments.
Resident Services
Every call, email and form from the public, routed to the department that owns it and closed with an answer.
How a job runs
1Resident submits a requestCustomer Service
2Routed to the departmentAutomation & Integrations
3Work assignedWork Orders & Field Dispatch
4Resident updatedEmail & Meetings Capture
5Request closedCustomer Service
6Satisfaction surveyCSAT & Forms
Modules you’d switch on
Customer Service Resident requests with reference numbers, SLAs and departments.
Automation & Integrations · in the core platform Routing rules that send each request to the right department.
Work Orders & Field Dispatch Field work created from the request.
Email & Meetings Capture · in the core platform Resident correspondence on the request, summarised.
CSAT & Forms Resident satisfaction surveys after closure.
Analytics & BI · in the core platform Service levels by department and area.
The paperwork that has to exist
Service request record
Correspondence with the resident
Resolution notes
Public records retention log
2–5 records per request
Who’s in the system
Customer service desk Takes requests from every channel into one queue in Customer Service.
Department staff Receive routed requests with a target date and the resident’s history.
Department heads Watch open requests and response times by department.
Administrator Reports service levels to the council or board from Analytics & BI.
What Atlas does here
“How many streetlight requests are still open in Ward 3?” — Atlas answers from live data.
Public Works
Roads, water, fleet and crews — reactive work and preventive work fighting for the same trucks.
How a job runs
1Request or inspection findingCustomer Service
2Work order createdWork Orders & Field Dispatch
3Crew scheduledScheduling
4Materials drawnInventory & Warehouse
5Work completedWork Orders & Field Dispatch
6Asset history updatedAsset Inventory
Modules you’d switch on
Work Orders & Field Dispatch Reactive and preventive work orders with crew hours and materials.
Scheduling · in the core platform Crews and equipment on one calendar.
Inventory & Warehouse Materials stock by yard with reorder points.
Asset Inventory · in the core platform Roads, equipment and facilities with service history.
Customer Service Requests that become work orders without re-keying.
Analytics & BI · in the core platform Backlog, cost and utilization dashboards.
The paperwork that has to exist
Work orders with crew hours
Materials usage records
Inspection reports
Equipment maintenance logs
2–6 records per work order
Who’s in the system
Public works director Watches backlog, crew utilization and cost by asset class.
Crew supervisors Assign work orders and schedule crews against real capacity.
Crews Work orders on the phone with location, photos and materials.
Stores clerk Keeps materials stock and records what each job used.
What Atlas does here
Atlas lists preventive work that keeps slipping behind reactive calls, by asset.
Parks & Facilities
Buildings, fields and playgrounds that have to be safe, clean and bookable.
How a job runs
1Facility booking requestScheduling
2Booking agreementContract Management
3Inspection roundWork Orders & Field Dispatch
4Issue foundCustomer Service
5Repair completedWork Orders & Field Dispatch
6Inspection record filedCompliance Manager
Modules you’d switch on
Scheduling · in the core platform Facility and field bookings with real availability.
Contract Management · in the core platform Use agreements with insurance attached, e-signed.
Work Orders & Field Dispatch Inspection rounds and repairs as work orders.
Customer Service Issues reported by staff and the public.
Compliance Manager Inspection reports as evidence with due dates.
Asset Inventory · in the core platform Facilities and equipment with history.
The paperwork that has to exist
Facility use agreements
Playground and facility inspection reports
Maintenance work orders
User certificates of insurance
2–5 records per booking or inspection
Who’s in the system
Parks and facilities manager Sees bookings, inspections due and open repairs.
Booking coordinator Books facilities and sends use agreements for signature.
Maintenance staff Run inspection rounds and repairs from the phone.
Risk manager Checks inspection records and user insurance.
What Atlas does here
“Which playgrounds are overdue for inspection?” — Atlas lists them and schedules the rounds.
Procurement & Records
Purchases that follow policy, contracts with renewal dates, and records someone will ask for.
How a job runs
1RequisitionProcurement & Purchasing
2Approval routingAutomation & Integrations
3Purchase order issuedProcurement & Purchasing
4Contract signedContract Management
5Invoice matchedInvoicing & Billing
6Record retainedKnowledge Base
Modules you’d switch on
Procurement & Purchasing Requisitions, approvals and purchase orders.
Automation & Integrations · in the core platform Approval routing by amount and department.
Contract Management · in the core platform Vendor contracts with renewals watched.
Invoicing & Billing Invoices matched to purchase orders.
Knowledge Base Records with versioning and permissioned search.
Compliance Manager Vendor insurance and certifications with expiries.
The paperwork that has to exist
Requisitions and approvals
Purchase orders
Vendor contracts
Vendor insurance and W-9s
Invoices
4–8 records per purchase
Who’s in the system
Purchasing officer Runs requisitions and purchase orders with approvals by threshold.
Department heads Approve spend against their budgets.
Clerk’s office Keeps contracts and records searchable with retention dates.
Finance Matches invoices to purchase orders and receipts.
What Atlas does here
“Which vendor contracts renew in the next ninety days?” — Atlas lists them with the owner on each.
Pricing
Pick what you need. Add people as you grow.
Every plan is priced per person, works for teams of up to 25, and has no minimum — add or remove people whenever you want. What changes between plans is how much of the system you switch on.
16 core modules are in every plan
These are the platform itself, not a bolt-on. They come with Essentials, Professional and Enterprise alike — what you choose below is which add-ons sit on top. Hover any of them to see what it does.
Customer RelationsDemand GenerationAI Lead FindingAI Record EnrichmentEmail & Meetings CaptureAutomation & IntegrationsAnalytics & BIContract ManagementPre-Sales & CPQProduct & Service CatalogAI EngineData Layer & Event BusMCP Server LayerAsset InventoryEmployeesScheduling
We walk your process first, then quote. No obligation.
All 31 modules — no cap
The 16 core modules plus all 15 add-ons, with nothing held back — including the Client Portal, which is Enterprise only.
Customer RelationsDemand GenerationAI Lead FindingAI Record EnrichmentEmail & Meetings CaptureAutomation & IntegrationsAnalytics & BIContract ManagementPre-Sales & CPQProduct & Service CatalogAI EngineData Layer & Event BusMCP Server LayerAsset InventoryEmployeesSchedulingProject ManagementWork Orders & Field DispatchInventory & WarehouseInvoicing & BillingCustomer ServiceKnowledge BaseCompliance ManagerClient Portal SoonMarketingCSAT & FormsContent & LearningProcurement & PurchasingShippingWebsite MonitoringCompetitor Monitoring
Everything in Professional
Any number of people, beyond 25
Client Portal Soon — your customers see their own job and approve what needs approving
We build what you are missing — custom modules and integrations developed for your operation
Connects to the systems you are keeping, including your accounting package
Hosted to your security requirements, including on your own servers
You own your data. Always.
A named success manager who knows your business
Prices are per person, per month, in USD. Hover any module to see what it does, and click to add or remove it. More than 25 people, more than 10 add-ons, or the Client Portal? That is what Enterprise is for.
Register your agency
Get in the door while it’s still a small door.
CaptivaHQ is in closed beta with a small group of selected clients. Register and we stand up a workspace with your department’s modules, your vocabulary, your assets and your open requests — then you watch Atlas work it. Two short steps.
Any email address works — we don’t block personal domains.
Your department is pre-filled from the panel you were just reading.
A person from the CaptivaHQ team reaches out. Not a drip sequence.
Watch · 1 minute 22
What is CaptivaHQ
The short version: five systems that never talk to each other, the work that leaks between them, and the one platform that replaces the lot — resident request to resolution, across departments.
CaptivaHQ product overview — 1:22. Turn on sound, or use the player controls to pause, seek and go full screen.
One platform · thirty-one modules
Turn on the modules your departments run on. Nothing you don’t.
Every department above maps onto a handful of these. Every module reads the same records, obeys the same permissions and is driven by the same AI — nothing is sold to you twice. Hover or tap any card to see what people actually do with it.
Shipping next
Coming soonField app — iOS & AndroidWork orders, hours and photos from wherever the work happens. Offline-first.
Coming soonClient PortalWhite-labeled collaboration, approvals and self-service — Enterprise only.
Atlas · the AI in every module
Meet Atlas, your virtual voice assistant
Atlas is not a chatbot bolted onto the side. It is integrated in every part of the system, and is always context aware to provide you with accurate results. It is able to perform just about any action.
Open a resident request
Dispatch a public works crew
Pull a contract’s documents
List requests past their target date
Reads records
Logs its work
Atlas will always ask you when needed.
You
Atlas
“Open a ticket for the pothole on Elm and 5th, and give me an estimate based on the last few patch jobs.”
Customer Service · new ticket
ReferenceCS-····CS-9340
CustomerResident request · Elm St & 5th Ave
SubjectPothole in eastbound lane
StatusOpen · SLA 4h
Request CS-9340 is open. Here’s the estimate, based on the last three patch jobs on that street.
Invoicing & Billing · estimate EST-0419
Crew · 2 people · 3 h$360
Material · cold patch$120
Estimate total$480
Based on work orders WO-3302 · WO-3318 · WO-3345
01 · The ask
02 · Atlas does the work
03 · The answer
FAQ
Questions from city hall
Is it FedRAMP or StateRAMP authorized?
No. CaptivaHQ makes no FedRAMP, StateRAMP, CJIS or other government certification claim, and we would rather you read that here than discover it in procurement. Hosting can be arranged to your security requirements, including on your own servers; talk to us about what your policies require.
Does it replace our permitting or utility billing system?
No. It is not a permitting, tax or utility-billing system of record. It runs the work between departments — resident requests, public works orders, assets, purchasing and records — and exchanges data with those systems through webhooks and a full REST API.
Can residents submit requests directly?
Yes. Requests come in from web forms, email and phone and become tickets with a reference number, a target date and a department, so a resident can be told where their request stands and staff see every request in one queue.
How long before we’re actually running on it?
Setup is measured in days, not quarters. Fields and labels are customizable without code, CSV import is built into every module, and the onboarding team maps your departments, assets and open requests onto CaptivaHQ. Most agencies start with one department, often public works, and widen from there.
What happens to the data we already have?
It comes with you. Assets, contacts, vendors and open requests import from CSV, which is what nearly every system and spreadsheet exports. The onboarding team maps your fields onto ours, it stays your data throughout, and you can export it at any time.