Creating & Setting Up Consultations Collection

Overview

This guide walks you through creating your first consultation project in PlaceChangers, from initial setup to basic configuration.


Prerequisites

Before creating a consultation, ensure you have:


  • Completed your profile
  • Set up your organisation (if applicable)
  • Created or identified a site to use
  • Understand the difference between sites, layouts, and consultations

Step 1: Access the Project Setup

  1. Navigate to Account → Overview
  2. Click Create Consultation or go to Project → Setup
  3. You'll see the consultation setup wizard

Step 2: Basic Information

Consultation Title

Enter a clear, descriptive title:


  • Keep it concise (recommended: under 60 characters)
  • Make it specific to your consultation
  • Avoid generic titles like "Consultation 1"

Example: "City Centre Regeneration - Phase 1 Community Feedback"


Open and Closing Dates

Set when your consultation will be active:


  1. Start Date: When the consultation opens to participants
    • Must be today or a future date

    • Choose a date that gives you time to complete setup

      End Date: When the consultation closes

    • Must be after the start date
    • Maximum 12 weeks after start date
    • Consider your engagement timeline

Tip: Set the start date a few days in the future to allow time for final setup and testing.


Step 3: Select or Create a Site

Using an Existing Site

  1. In the Site field, search for an existing site
  2. Select the site from the dropdown
  3. The site's boundary will be used for this consultation

Creating a New Site

If you need a new site:


  1. Leave the site field empty or search for a new site
  2. Submit the form - a new site will be auto-generated
  3. The site name will be based on your consultation title
  4. You can edit the site details later

Note: The site boundary can be set up after creation in the site management area.


Step 4: Select or Create a Layout

Using an Existing Layout

  1. Once a site is selected, the Layout field appears
  2. Search for an existing layout for that site
  3. Select the layout you want to use
  4. The layout's features and areas will be used

Auto-Generating a New Layout

If you need a new layout:


  1. Leave the layout field empty
  2. Submit the form - a new layout will be auto-generated
  3. The layout will be named: "Consultation layout - [Current Date]"
  4. You can add features and areas to the layout later

Tip: For your first consultation, auto-generating a layout is fine. You can always create additional layouts later.


Step 5: Submit and Create

  1. Review all information
  2. Click Let's Go or Create
  3. The system will:
    • Create the site (if new)
    • Create the layout (if new)
    • Create the consultation project
    • Redirect you to the consultation customisation page

Step 6: Initial Customisation

After creation, you'll be taken to the Customise page where you can:


Basic Details

  • Banner Image: Upload a header image for your consultation
  • Consultation Title: Edit if needed (already set)
  • Project Website: Add a link to your project website (optional)
  • Description: Add a focus question or subtitle
  • Project Description: Add detailed information using the rich text editor

Dates

  • Review and adjust start/end dates if needed
  • Dates can be modified here if necessary

Save Your Changes

  1. Make your customisations
  2. Click Save to preserve changes
  3. Changes are saved automatically in some cases

Common Issues

"Title is required" Error

  • Ensure the consultation title field is filled in
  • Check for whitespace-only titles

Date Validation Errors

  • Start date must be today or later: Choose a current or future date
  • End date must be after start date: Ensure end date is later than start
  • End date cannot be more than 12 weeks: Reduce the consultation duration

Site Selection Issues

  • If you can't find a site, create a new one by submitting without selecting
  • Ensure you have permission to use the site
  • Check that the site exists and is accessible

Layout Selection Issues

  • Layouts are tied to sites - select a site first
  • If no layouts exist, auto-generate a new one
  • Ensure you have permission to use the layout

Best Practices

Planning Before Creation

  • Define Your Goals: Know what you want to achieve
  • Identify Your Audience: Understand who will participate
  • Plan Your Timeline: Set realistic start and end dates
  • Prepare Content: Have descriptions and images ready

Naming Conventions

  • Use descriptive, specific titles
  • Include project phase or version if applicable
  • Avoid generic or duplicate names
  • Consider your organisation's naming standards

Site and Layout Strategy

  • Reuse sites for related consultations in the same area
  • Create new layouts when testing different approaches
  • Consider future consultations when creating sites
  • Document your site and layout structure

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