Spotbookr designs and builds custom information systems for public agencies, laboratories and regulated organizations. Six are ready to configure today, each with a working demonstration: LIMS, GIS-based permitting, incident reporting, licensing and inspections, grants management and public records requests.
Laboratory Information Management
Designed for environmental and analytical laboratories that track samples through receipt, storage, preparation, analysis, quality review, reporting and archive.
Register samples, split them into traceable aliquots and print barcoded labels at the bench.
Store the collection chain of custody with each sample and produce the internal laboratory chain automatically.
Record preparation batches and processing parameters, with observations and photographs attached to the record.
Import result files from laboratory instruments, or enter results by hand per sample or per test.
Follow agency-defined SOPs, log QC parameters, and produce QC reports and process control charts.
Track consumables, solvents and reagents, and trace which lots touched which samples.
Generate work lists, prep lists, run lists, results reports and status reports, plus ad-hoc queries you can save and reuse.
Bring historical records in from Microsoft Access databases and spreadsheets, keeping their relationships intact.
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This is a working demonstration. Everything you do is saved in your own browser only, and all people, places and records are fictional.
GIS-Based Permitting
One platform for several municipalities: a shared, parcel-based database with each town's own permit types, workflows and staff access.
Applicants pick their municipality and see that town's rules. Each town keeps its own workflow on a common data model.
Choosing a permit type shows exactly the fields, uploads and document checklist it requires, which cuts incomplete submissions.
An address or parcel ID is checked against your GIS layers: zoning, wetlands, flood zones, steep slopes and waterbody proximity.
Applications that need county or regional review are flagged and routed without a staff member having to spot them.
Town staff see only their municipality's applications. County staff get read and query access across all of them.
Build board agendas from pending applications and generate mailing labels for neighbor notifications.
Applicants and staff are emailed as an application moves through review, board decision and issuance.
Built to sit on your existing cloud database and web-map services, such as Azure SQL and ArcGIS Online.
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This is a working demonstration. Everything you do is saved in your own browser only, and all people, places and records are fictional.
Incident Reporting and Case Management
A secure system of record for security and public-safety teams at venues, campuses and public facilities: report, review, investigate, track and analyze incidents in one place.
Your own fields, categories, severity levels, locations, required information and report numbering.
Officers create reports on a phone or the web, capture photos and video, record witnesses, save drafts and submit for review.
Photos, video, statements and documents are stored with their metadata, a locked original and a full custody history.
Assign, investigate, update, link related incidents, escalate, approve, close, and reopen when authorized.
Automatic alerts, and controlled sharing of approved reports by secure link, email or attachment.
Patterns by type, location, event, time of day, severity, response time, status and disposition, with export.
Documented APIs and scheduled imports of employee and event data, plus full export of reports, attachments and audit history.
Authorized administrators change forms, categories, locations, workflows, roles and reports without custom programming.
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This is a working demonstration. Everything you do is saved in your own browser only, and all people, places and records are fictional.
Licensing, Inspections and Code Enforcement
Business and occupational licensing for cities and counties, with the inspections and code enforcement cases that go with it. Applicants use a public portal; staff work from one queue.
A public portal with a form, fee and document checklist for each license type you define.
Clerks accept an application or return it with the reason, and the applicant is notified either way.
Fees are set per license type, paid online or at the counter, and recorded with a receipt.
Schedule inspections, record results against a checklist in the field, and track corrections through re-inspection.
Licenses are numbered and dated on issue, with expiry tracking, renewals, suspension and reinstatement.
Complaints become cases with inspections, notices of violation, compliance dates, citations and outcomes.
A complaint at a licensed address is tied to that license, so staff see the whole history of a property.
Active licenses, expirations, fees collected, inspection pass rates and open cases, with export.
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This is a working demonstration. Everything you do is saved in your own browser only, and all people, places and records are fictional.
Grants Management
For agencies that award grants: publish funding opportunities, take applications, score them, make awards, pay reimbursement claims and monitor performance, with the budget visible at every step.
Each program has its own budget, maximum award, deadline and required documents.
Applicants apply online. The system checks the deadline, the award ceiling and the required attachments.
Program officers confirm eligibility or record why an application does not qualify.
Reviewers score against weighted criteria. Applications are ranked by average score.
Awards are checked against the remaining program budget, offered, and accepted or declined by the applicant.
Reimbursement claims cannot exceed the award. Finance approves and pays, or rejects with a reason.
Progress reports are submitted and accepted, and unspent funds return to the program at closeout.
Requested, awarded and paid amounts by program and organization type, funding rate, and export.
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This is a working demonstration. Everything you do is saved in your own browser only, and all people, places and records are fictional.
Public Records Requests
Intake, routing, review and response for public records (FOIA and open-records) requests. The public submits and tracks requests online; staff see what is due and what is overdue.
Requesters submit online, receive a tracking number and check status without calling the office.
Acknowledgement and response dates are calculated in business days, with one recorded extension.
The records officer assigns each request to the department that holds the records.
Each document is released, redacted or withheld, and an exemption must be cited to redact or withhold.
Copying fees are calculated from the pages released and your fee schedule, and collected before release.
The determination letter is generated from the review decisions, listing what was released and why anything was not.
Requesters can appeal a denial. A reversal returns the withheld documents for a new review.
A public log of completed requests, plus response times, on-time rate and exemptions cited.
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This is a working demonstration. Everything you do is saved in your own browser only, and all people, places and records are fictional.
One Foundation
Every system is built on the data platform that runs Spotbookr's advertising intelligence products: ingestion pipelines, structured data models, search, APIs and reporting.
Staff combine fields to answer new questions without waiting for a custom report. Queries can be saved, scheduled and exported.
Role-based permissions, single sign-on support, encryption, and a record of who changed what and when.
Run it in the cloud, on your own servers, or split across both. The agency keeps ownership of its data.
Add workflows, methods, instruments, permit types or municipalities later without replacing the system.
How We Deliver
Your staff bring the subject-matter knowledge and sign off on the result. We do the technical work.
We document your current processes, data sources, forms, reports and security requirements, then design one information model that connects your records and fits how you already work.
We configure the workflows and screens, integrate your systems and migrate historical data.
Your staff validate the data and workflows. We train administrators and everyday users.
We deploy to production, stay through stabilization and provide ongoing maintenance.
Tell us about your process and we'll walk you through how the system would be configured for it.
Contact Spotbookr Responding to an RFI or RFP? Email support@spotbookr.com