Using community engagement platforms in planning consultations
Find out how local planning authorities use digital community engagement platforms for planning consultations.
About this guidance
This guidance brings together lessons learned from local planning authorities that tested digital engagement tools through government-funded pilot programmes. It summarises common approaches, challenges and benefits, and links to case studies so you can explore real examples. It is designed to help councils understand when digital platforms can support planning consultations and what to consider before getting started.
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Community engagement platforms
Community engagement platforms give residents and stakeholders a clear way to view planning information online and respond to it. They can present documents, maps or proposals in an accessible format, show how different elements of a plan fit together and make it easier for people to comment on specific policies, sites or topics. Many platforms also allow councils to present a simple timeline for the consultation so users know what stage they are at and what will happen next.
These tools can also help councils manage consultations more efficiently by collecting responses in a consistent format. They can support early engagement, formal consultations and evidence gathering, and are most effective when used alongside in-person events, printed materials and other offline methods.
Using a platform
Community engagement platforms are commercially available tools that councils can procure to support different stages of plan-making and policy development. They can help structure engagement activities and present information clearly for residents and stakeholders.
They are most useful when you need to:
- publish planning documents, maps or proposals so people can comment on specific sections
- gather responses on draft policies or evidence
- support early engagement or exploratory work for a new local plan
- widen participation by making information easier to navigate and respond to
- analyse comments more efficiently, especially for large consultations
These platforms work best as part of a wider engagement approach. They are not a replacement for existing offline methods.
Before you start
Using digital tools for consultation can vary in complexity depending on what you want to achieve.
Simple tools, such as online surveys or comment forms, can often be set up quickly. Larger projects, such as interactive maps or platforms that manage multiple consultations, usually need more planning, time and technical input.
Before choosing or buying a platform, check in with colleagues across your council. Planning, communications, digital and IT teams may already use a tool that could meet your needs. Working together early helps make sure accessibility, design, data management and security are considered from the start.
Costs and benefits
The cost and time needed to use a digital platform will depend on what you want to achieve and the tools you choose.
Simple platforms, such as online surveys, are usually low cost and can be managed in-house. More advanced platforms, such as interactive maps or data dashboards, can be more complex and may need specialist support or procurement.
When planning your approach, consider:
- how much staff time and technical support you will need
- the cost of setup, licences and training
- the scale and complexity of your consultation
The benefits of using a digital platform can include:
- reaching a wider range of residents and stakeholders
- collecting responses in a consistent format
- improving transparency by publishing consultation materials and results in one place
- reducing manual work, such as collating and categorising feedback
You can find guidance to support procurement in the Procurement Resource Hub on the Digital Planning Directory website.
Risks to consider
Digital consultation can improve engagement but also creates new risks if not planned carefully.
Digital exclusion
Many councils already offer in-person events and printed materials. Continue using these alongside digital tools to reach residents who prefer offline methods or have limited internet access. You could also offer support, such as telephone helplines or drop-in sessions, to help people take part.
Accessibility
Work with your chosen platform provider to make sure accessibility is considered from the start. Check that the platform meets accessibility standards and that all content can be read by assistive technologies. Carry out your own accessibility checks and make sure maps, images and visual tools include clear text alternatives.
Low participation
Digital tools can widen reach but they do not guarantee higher engagement. Promote consultations early, use clear language and target communications to groups that may not normally take part.
Data management
Collecting responses online means managing personal data securely. Check that any platform you use meets your organisation’s data protection and security requirements.
Lessons learned from other councils
Councils that piloted community engagement platforms said success depended on clear planning, collaboration and promotion. They found that:
- early coordination with digital and communications teams helped ensure platforms were accessible and well designed
- promoting consultations early and explaining how feedback would be used increased responses
- the complexity and time involved varied by project size — smaller consultations were delivered quickly, while larger projects needed more technical support
- working with suppliers helped address accessibility and data-management requirements
- using digital tools alongside printed materials and in-person events reached more residents and supported inclusion
Case studies
- Cotswold District Council case study – introduced a digital consultation hub that made planning information easier to access, doubled participation and reduced officer time.
- Southampton City Council case study – used videos, maps and trial 3D modelling to help residents explore local plan proposals and give feedback.
- Stockport Metropolitan Borough Council case study – created a visual map-based tool to make local plan information easier to understand.
- London Borough of Hounslow case study – turned a 700-page design code into an interactive, map-based consultation, making planning guidance clearer for residents.
- South West Hertfordshire councils case study – ran a joint digital campaign using polls, videos and interactive documents, attracting over 3,000 online responses.
- London Borough of Hounslow and Chesterfield Borough Council case study – tested new software to manage consultation responses, reducing processing time by nearly half.
- Plymouth City Council, South Hams District Council and West Devon Borough Council case study – combined digital surveys, mapping and AI to reach new participants and analyse responses faster.
These examples come from PropTech Innovation Fund pilots, where councils tested digital tools for planning consultations. You can read more PropTech case studies on the Local Digital website.
Useful resources
See tools and suppliers on the Digital Planning Directory website.
Use the Digital Citizen Engagement toolkit for step-by-step guidance on planning and running digital consultations.
Explore the Open Digital Planning (ODP) community to see examples and learning from councils using digital tools.
External links on this page are included to help users find relevant information. Their inclusion does not imply government endorsement of any organisation, product or service.