Pick the representatives you'll meet and AdvocacyAI creates an office for each. We’ll match attendees automatically.
🏛️ What Are Offices?
Each office is one representative you'll meet during your fly-in. Offices keep every meeting organized in one place through options like:
- Assigning attendees to the right representative automatically, based on their address
- Tracking each office's position (Support, Oppose, Neutral, or a custom position)
- Attaching briefing documents that attendees see on their itinerary
- Logging meetings with times, rooms, and staff contacts
- Sharing a personalized District Page link for each office
🚀 Let's Add Your Offices
Make sure you are logged in to your AdvocacyAI account. On the navigation bar, locate the “Events” section and click on the Fly-Ins tab to search for your event.
Within the fly-in, open the Offices tab and click the "Add Offices" button.
#1 Find Your Representatives
Use the options below to narrow down the list and make your selections.
- State: For federal fly-ins, this defaults to all states.
- Search: Type a name in the "Search offices…" box to find a specific representative.
- Select all / Clear: Grab everyone in your current view, or start over.
Don’t see the representatives you need? Check your fly-in details (learn more here)! The level (federal or state) was set up when the fly-in was created. The Offices section only shows representatives that match that set up.
You can click the “Change” button to edit the fly-in details.
#2 Select and Add
Click a representative to select them. You'll see a blue checkmark, and they'll appear in your Selected panel. A counter keeps track: "3 selected — one office is created for each."
When you're ready, click the "Add Offices" button. Each office is named for its representative.
Already added someone? No worries — representatives who already have an office are skipped automatically, so you'll never create duplicates.
#3 Let Matching Do the Work
As soon as your offices are created, AdvocacyAI automatically assigns your attendees:
- By representative: Attendees are matched to the office of the representative who serves their address.
- By state: Anyone left over is matched to an office in their state.
You'll see a summary like "Created 3 group(s). 12 attendee(s) auto-assigned by matching representatives." If any attendees remain unassigned, head to the Attendees tab to assign them by hand.
🗂️ Managing Your Offices
The Offices tab lists every office with its state, position, and attendee count. Here's what you can do from there:
- Set a position: Use the Position dropdown on any office to mark where they stand. Check a few offices at once to bulk-assign a position, and watch your whip count tally update at the top of the list.
- Customize positions: Click the "Manage positions" button to rename the defaults (Support, Oppose, Neutral), pick colors, or add your own with "+ Add position" — then click "Save Positions".
- Attach a briefing document: Click "Attach" on any office to upload a document (PDFs, Office files, and images up to 25 MB). This office's attendees see it on their itinerary.
- Share or Open the District Page: Once your District Page is published, each office row gets a "District link" button to copy a personalized link — perfect as a digital leave-behind. Use the “Open” button to open the district page in a different tab.
- Remove an office: Click "Remove" on any office. Its attendees stay on the fly-in but lose the office assignment.
➡️ What’s Next?
Your Overview dashboard walks you through the rest of the process. We recommend that you add talking points for each office position so your advocates can share the right messages with their representatives.
👋 Need More Help?
Reach out to us at help@advocacyai.com and we'll get you back on track!