Community Consultation & Submission Management

Q: Can we customize the feedback form questions for different consultation types?

Yes. The automation supports multiple form templates, so you can create different question sets for different project types and reuse them across consultations.

Q: How does the automation handle incomplete or duplicate responses?

The system automatically flags incomplete entries and identifies duplicate submissions based on resident contact details, allowing the planning officer to review and clean the data before finalizing the report.

Q: Will the automation work with our existing resident contact list?

Yes. The automation imports your resident contact list from a spreadsheet or database and uses it to send invitations and track response rates automatically.

Q: What if a resident submits feedback through email instead of the form?

Email submissions can be manually added to the form or imported into the feedback database, and the automation will include them in the categorization and summary report.

Managing public submissions and objections through the consultation period.

190 hrs

Manual time identified

Companies have mapped

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About This Automation

Community consultation and submission management involves creating consultation events, collecting resident feedback, and preparing regulatory documents for planning authorities. Manual coordination across email, forms, and spreadsheets creates delays, data entry errors, and missed deadlines.

Automation manages the entire workflow from invitation through submission, capturing feedback directly into structured data, categorizing responses automatically, and generating submission-ready documents. The result is faster turnaround, higher accuracy, and zero missed deadlines.

Key features:

Schedule consultation events and automatically send invitations to resident contact lists

Capture feedback directly into structured forms with automatic response tracking

Send reminder emails to non-respondents based on deadline proximity

Categorize and summarize feedback by theme and sentiment without manual data entry

Generate submission documents with embedded feedback summaries and supporting evidence

Archive all consultation records and update status logs automatically

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Manual follow-up emails Chasing non-respondents requires repeated manual email composition and tracking, consuming 25% of cycle time.	80%
2	Data entry and categorization Copying form responses into spreadsheets and manually categorizing by theme introduces errors and delays.	67%
3	Report writing and formatting Manually counting responses and creating charts for submission documents is time-consuming and error-prone.	53%
4	Deadline pressure and rework Last-minute corrections and missing data force rushed document preparation and risk late submissions.	40%
5	Archive and record keeping Manual filing and log updates at the end of each cycle create incomplete historical records.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

9.3/ 10

AI Fit Rating™

8.7/ 10

Automation Lift Index™

8.5/ 10

Hidden Overhead™

7.3/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Consultation Event Createdtrigger

A new consultation event is created with feedback deadline and resident list attached.

2. Send Invitations

Automation sends personalised consultation invitations to all residents on the list with event details and feedback form link.

3. Create Feedback Form

A new Google Form is automatically generated with standard consultation questions and linked to the event.

4. Monitor Responses

Automation tracks form submissions in real time and logs responses to a structured Google Sheet.

5. Send Reminders to Non-Respondents

Automation identifies residents who have not responded and sends automated reminder emails 3 days before deadline.

6. Aggregate Feedback Data

Automation collates all responses, categorises by theme, counts sentiment, and generates summary statistics.

7. Notify Planning Officer

Automation sends a notification to the planning officer with feedback summary and a link to the compiled report, ready for submission document preparation.

Most popular tool stack used

— the complete tool combinations companies use

58% of companies

28% of companies

13% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

216 hrsIdentified

4Mapped

View

Frequently asked questions

Everything you need to know before mapping this process.

What happens to feedback that arrives after the deadline?

The automation captures all responses submitted through the form, but late submissions are flagged separately in the summary so the planning officer can decide whether to include them in the final submission.

Can we customize the feedback form questions for different consultation types?

How does the automation handle incomplete or duplicate responses?

Will the automation work with our existing resident contact list?

What if a resident submits feedback through email instead of the form?

View more FAQs

Process pain:9.3/10

Mapped by:5 Companies

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Page updated 10 August 2026