Share operational information with public partners in a controlled way.
Share a current dossier with the municipality. You see what's shared, what's still requested, and what you've delivered.
Official decision-making remains with the competent authority.
What you do in your own environment
You do not work inside the organiser’s system. The municipality has its own environment with its own case file per event. What the organiser shares arrives there; what you record stays yours.
One work queue instead of a mailbox
Everything awaiting a response from your department sits on one list, with who is handling it and since when. An item that has not been retrieved reads as “not established”, not as “nothing to worry about”.
A decision register that cannot be rewritten
Advice, conditions and decisions are recorded with who, when and on what basis. Entries can be added, not changed or deleted. When accounting for a decision afterwards, that difference matters.
See what changed since the previous version
An organiser submits a new version of a plan. You see per item what stayed the same, what changed and what is new, instead of comparing two PDFs side by side.
Points that carry over to the next edition
What went wrong or stayed open this time is there again for the next edition. Not as one official’s memory, but in the case file.
Permissions per department, not per organisation
Licensing, medical services, police and enforcement do not automatically see the same thing. Who may read which document is enforced in the database, not hidden in the interface.
An export that accounts for itself
Exporting a case file includes an overview of what it contains and what is missing. A document that does not exist is listed as missing, not quietly left out.
FloorPilot does not replace a case management system and does not make decisions. The competent authority decides; this environment makes sure the information you decide on is complete and traceable.
The formally shared version, not the internal workspace
An organiser works on their documents until the last moment. That is how it should be. What you receive as a case officer is not that workspace, but the version deliberately shared with you, with the changes that matter for your role.
What you see
- The formally shared version, with date and version label
- What changed compared to the previous edition
- Open items that matter for your role
- What the organiser did with earlier advice
- When something was shared, and with whom
What you don't see
- Internal drafts and working versions
- That a newer draft is being prepared
- Internal notes and discussion within the team
- Personal data of crew and contacts
- Medical data from incident records
That second point is not a detail. If you could see that a newer draft exists, it would pressure the organiser into sharing work that isn't finished. Assessing half a document costs you both time.
Sharing with the municipality.
The organiser controls what is shared. Internal operational information stays shielded when it doesn't need to be shared.
- Event detailsShared
- Safety planShared
- Site mapShared
- Emergency contactsShared
- Traffic planShared
- Sound planShared
- Current document versionShared
- Last changeShared
- Internal crew briefingNot shared
- Internal production planningNot shared
- Internal incident notesNot shared
- Dossier overview
- Shared documents
- Current version
- Missing information
- Municipal feedback
- Addition received
- Change since previous version
- Shared audit trail
The municipality sees only what has been shared for this collaboration.
Direct collaboration
When a municipality participates, feedback and shared versions return directly to the same collaboration workspace.
Without participation
Without participation, FloorPilot remains the organiser's environment for preparation, export, sharing and internal follow-up.
FloorPilot supports collaboration and information exchange around event operations. FloorPilot does not replace a municipal case, permit or decision-making system.
Official decision-making remains with the competent authority.
The municipality has its own environment.
A case officer signs in to the Behandelcentrum, the case centre, and sees the files for their own municipality. No mail attachments, no loose links, and no access to the organiser's internal workspace.
The case officer sees the versions that were formally shared. Drafts still being worked on stay inside.
Per file it is clear which documents are there and which are not, without chasing them by phone.
A request for additional information sits with the case, not in one person's mailbox.
Fire service, medical and police can be asked for advice; the answer lands with the case.
When additional information arrives, the case officer is notified in the Behandelcentrum. If they turn on notifications on their phone, the message reaches them there too.
What was shared and when is kept, also after a case has been closed.
The Behandelcentrum is not a permit system. The municipality decides in its own system; FloorPilot makes sure the information that decision rests on is complete and current.
Different departments, different permissions.
- Event coordinationOverview of the dossier, current versions and operational agreements.
- Permit issuanceReceive a complete, unambiguous dossier with current versions.
- Oversight and enforcementCurrent site map, contacts and changes during execution.
- Public order and safetyVisibility of zones, emergency routes and the operational briefing.
- Multidisciplinary partnersEvery department sees what fits their role, no more.
- Organiser as the sourceThe organiser remains responsible for timely, current information.
You set the boundary of what a municipality sees.
- Internal incident detailThe municipality doesn't automatically see the full internal incident log, only what you share.
- Medical informationMedical data is never shared with a municipality or other partner by default.
- AuditableEvery shared addition and version is recorded in the shared audit trail.
- Reporting per stakeholderYou compile a separate report for each municipality, client or other partner.
- Internal and external versionThe internal working version and the shared version stay separate.
Keep export and shared status separate.
The municipality does not use FloorPilot
You submit via the municipality's regular channels.
- Dossier ready
- Export created
- Version shared
- Sending moment recordedWhat, when, to whom
- Follow-up version prepared
FloorPilot then does not automatically show “officially received”, “under review” or “approved”. That status only exists if you enter it yourself, clearly labelled as your own record.
The municipality participates or has an integration
Within the FloorPilot collaboration, with roles and permissions per department.
- Shared dossier
- Document received within FloorPilot
- Missing information visible
- Feedback or addition
- Current version
- Audit trailShared, append-only
Official decision-making remains with the competent authority.
FloorPilot supports collaboration and information exchange around event operations. FloorPilot does not replace a municipal case, permit or decision-making system. Official decision-making remains with the competent authority.
Designed with municipal feedback in hand.
Multiple municipalities confirm problems with document quality, unambiguous versions, current information and handover. FloorPilot is designed for that. Conditions and workflows differ per municipality and are configurable.
FloorPilot does not invent municipal rules. Official decision-making remains with the competent authority.