Using community engagement platforms in planning consultations
How digital community engagement platforms support planning consultations, with case studies from local planning authorities.
This guidance explains how local planning authorities have used community engagement platforms to support planning consultations, engagement and evidence gathering.
It brings together lessons learned from councils that tested digital engagement tools through the PropTech Innovation Fund. Digital tools can support consultation and engagement activities, but they do not replace statutory requirements or offline engagement methods.
Help us improve this guidance by completing our short feedback form.
Using community engagement platforms (with case studies)
Use community engagement platforms to publish planning information, gather feedback and manage consultation responses. Councils have used digital tools to support local plans, design codes, supplementary planning documents and site consultations.
These tools can combine maps, documents, surveys and visual content in one place. They can also help councils structure responses and analyse feedback more efficiently.
Publishing planning information more clearly
Community engagement platforms can make planning information easier to explore and understand. Councils have used interactive maps, visual summaries and topic-based navigation to help residents find information relevant to them.
This can be particularly useful for complex consultations, such as local plans or design codes, where information may otherwise be spread across long PDF documents.
Read how councils used digital platforms to make planning information easier to understand:
Gathering and managing consultation responses
Structured online responses can help councils collect, categorise and review feedback more efficiently. Platforms can allow users to comment on specific policies, locations or proposals rather than submitting general responses by email.
Some councils also tested tools that helped officers process and analyse large numbers of responses more quickly.
Read how councils used digital tools to manage consultation responses:
Supporting early and ongoing engagement
Councils have also used digital engagement platforms earlier in the planning process to gather local insight, test ideas and encourage participation before formal consultation stages.
Digital tools can support ongoing engagement through polls, interactive mapping, videos and targeted communications.
Read how councils used digital tools to support earlier engagement:
Implementing a platform
Community engagement platforms can support different stages of planning consultations, from early engagement to formal consultation and response analysis. You may need to adapt existing processes and ways of working to use them effectively.
Before selecting or configuring a platform, consider:
- which stage of consultation the platform will support
- how it fits with your current consultation and engagement approach
- whether your council already uses a platform that could support planning consultations
- whether you need features such as mapping, surveys, document commenting or response analysis
- how the platform will work alongside offline engagement methods
- how responses will be stored, analysed and reported
- whether the platform meets accessibility, security and data protection requirements
- what support you will need from communications, digital, IT and planning teams
Councils found that early collaboration across teams helped improve accessibility, communications planning and delivery.
Testing content, maps and workflows before launch can help identify issues early and improve the user experience.
Use the Digital community engagement toolkit for planning consultations to plan and run digital consultations.
Read the draft guidance on engaging the public when preparing a local plan.
Costs and benefits
The cost and time needed will depend on your local context, the complexity of the consultation and the tools you choose.
Costs may include:
- procuring or licensing platforms
- configuring consultation pages, maps or workflows
- staff training and technical support
- ongoing maintenance and supplier support
Digital platforms can provide several benefits, including:
- making planning information easier to understand
- widening participation in consultations
- collecting responses in a structured format
- reducing manual work when processing feedback
- improving transparency by publishing consultation materials and responses in one place
- supporting engagement earlier in the planning process
Some councils reported increased participation and reduced officer time when using structured digital engagement tools.
Use the Digital Planning Directory to find tools and suppliers, compare products and access procurement guidance.
Risks to consider
Digital engagement platforms can improve participation and transparency, but they also create risks if they are not planned carefully.
Digital exclusion
Many councils already use in-person events and printed materials as part of planning consultations. Continue using these alongside digital tools to reach residents who prefer offline methods or have limited internet access.
Accessibility
Consider accessibility from the start. Check that platforms meet accessibility standards and that content works with assistive technologies. Carry out your own accessibility checks before publishing consultations.
Low participation
Digital tools can widen participation, 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.
Managing expectations
Digital engagement can increase visibility and participation, but councils should clearly explain how feedback will be used and where decisions have not yet been made. This is particularly important for early engagement and site consultations.
What councils learned
Councils that tested digital engagement platforms found that successful use depended on clear planning, strong communications and combining digital and offline approaches. They found that:
- promoting consultations early and clearly explaining how feedback would be used increased participation
- digital engagement worked best alongside printed materials, events and offline support
- involving communications, digital and IT teams early helped improve accessibility and delivery
- larger and more interactive consultations often required more technical support and setup time
- structured digital responses reduced manual processing and made feedback easier to analyse
- visual and map-based tools helped residents understand complex planning information more easily
Explore the Open Digital Planning community to learn from local planning authorities 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.