FloorPilot
Municipality portal

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.

Schedule a product demoSee the evidence afterwards →
Dossier · North Quay Festival 2026Fictional example
Safety planSHARED · V2
Site mapSHARED · V4
Addition request
Traffic plan with diversion requested · follow-up version prepared

Official decision-making remains with the competent authority.

Municipality portal

Sharing with the municipality.

The organiser controls what is shared. Internal operational information stays shielded when it doesn't need to be shared.

Sharing with the municipality
From the organiser's dossier
  • 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
Municipality portal
What the municipality then sees
  • 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.

Roles involved

Different departments, different permissions.

  • Event coordination
    Overview of the dossier, current versions and operational agreements.
  • Permit issuance
    Receive a complete, unambiguous dossier with current versions.
  • Oversight and enforcement
    Current site map, contacts and changes during execution.
  • Public order and safety
    Visibility of zones, emergency routes and the operational briefing.
  • Multidisciplinary partners
    Every department sees what fits their role, no more.
  • Organiser as the source
    The organiser remains responsible for timely, current information.
What is and isn't shared

You set the boundary of what a municipality sees.

  • Internal incident detail
    The municipality doesn't automatically see the full internal incident log, only what you share.
  • Medical information
    Medical data is never shared with a municipality or other partner by default.
  • Auditable
    Every shared addition and version is recorded in the shared audit trail.
  • Reporting per stakeholder
    You compile a separate report for each municipality, client or other partner.
  • Internal and external version
    The internal working version and the shared version stay separate.
Two situations

Keep export and shared status separate.

The municipality does not use FloorPilot

You submit via the municipality's regular channels.

  1. Dossier ready
  2. Export created
  3. Version shared
  4. Sending moment recordedWhat, when, to whom
  5. 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.

  1. Shared dossier
  2. Document received within FloorPilot
  3. Missing information visible
  4. Feedback or addition
  5. Current version
  6. 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.

Built on practice

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.