Understanding Sites, Layouts, and Consultations

Overview

Understanding the relationship between Sites, Layouts (Versions), and Consultations (Projects) is fundamental to using PlaceChangers effectively. This article explains how these three concepts work together.

The Hierarchy

Sites

What is a Site?

A Site is a geographic boundary that defines the area where your consultations take place. Sites are reusable containers that can host multiple consultations and layouts.

Key Characteristics

• Geographic Boundary: Each site has a defined boundary (polygon) that represents the consultation area
• Reusable: You can create multiple consultations and layouts within the same site
• Team Management: Sites can have team members with different roles
• Branding: Sites can have their own branding (logo, colours) that applies to all consultations within them

When to Create a New Site

Create a new site when:

• You're working in a completely different geographic area
• The consultation area has different boundaries
• You want to separate consultations by location

When to Reuse an Existing Site

Reuse an existing site when:

• Multiple consultations will take place in the same geographic area
• You want to maintain consistency across related consultations
• You're running consultations at different times in the same location

Layouts (Versions)

What is a Layout?

A Layout (also called a Version) is a specific configuration of map features, areas, and content within a site. Think of it as a "template" or "snapshot" of how the map and consultation features are arranged.

Key Characteristics

• Map Features: Layouts contain the features that appear on the map (points, lines, polygons)
• Areas: Layouts define consultation areas where participants can add ideas
• Content: Layouts can include annotatables (clickable map elements with information)
• Reusable: Multiple consultations can use the same layout
• Version Control: You can create multiple layouts for the same site to test different approaches

Creating a Layout

When you create a consultation, you can either:

1. Use an Existing Layout: Select a layout that's already been created for the site
2. Auto-Generate a New Layout: The system will create a new layout automatically with a default name like "Consultation layout - [Date]"

Layout Management

• Layouts are managed at the site level
• You can edit layouts to add or modify features
• Each layout can have different map configurations

Consultations (Projects)

What is a Consultation?

A Consultation (also called a Project) is the actual engagement activity you're running. It's built on top of a layout and includes all the customisation, branding, and interactive features.

Key Characteristics

• Built on a Layout: Each consultation uses a specific layout from a site
• Customisable: You can customise branding, colours, images, and content
• Interactive: Consultations include forms, response collection, and participant engagement
• Time-Bound: Consultations have start and end dates
• Publishable: Consultations can be published to make them accessible to participants

Consultation Lifecycle

1. Create: Set up the consultation with basic details
2. Customise: Add branding, images, and content
3. Configure: Set up areas, forms, and interactive features
4. Test: Use preview links to review before publishing
5. Publish: Make the consultation live for participants
6. Monitor: Track responses and engagement
7. Close: End the consultation (unpublish or let it expire)

How They Work Together

Example Scenario

Imagine you're running consultations for a regeneration project:

1. Site: "City Centre Regeneration Area"

   • Defines the geographic boundary of the project area

     Layout 1: "Phase 1 - Initial Consultation"

   • Contains map features for the first phase
   • Includes areas for different neighbourhoods

   • Has annotatables explaining key proposals

     Consultation 1: "Community Feedback - Phase 1"

   • Uses Layout 1
   • Customised with project branding
   • Includes forms for collecting feedback

   • Published for 6 weeks

     Layout 2: "Phase 2 - Refined Proposals"

   • Updated based on Phase 1 feedback
   • New features and areas added

   • Modified annotatables

     Consultation 2: "Community Feedback - Phase 2"

   • Uses Layout 2
   • Same site, different layout
   • Runs after Phase 1 completes

Best Practices

Site Management

• Use descriptive site names that clearly identify the geographic area
• Keep related consultations within the same site for easier management
• Set up site-level branding that works for all consultations

Layout Management

• Create layouts with clear, descriptive names
• Use date-based naming for version control (e.g., "Consultation layout - 15 January 2024")
• Test layouts before creating consultations
• Keep layouts focused on specific consultation phases or purposes

Consultation Management

• Use clear, concise consultation titles
• Set appropriate start and end dates
• Customise branding to match your organisation
• Test thoroughly before publishing

Common Questions

Can I use one layout for multiple consultations?

Yes! You can create multiple consultations using the same layout. This is useful when running the same consultation at different times or for different audiences.

Can I edit a layout after creating a consultation?

Yes, but be careful. Changes to a layout will affect all consultations using that layout. Consider creating a new layout if you need significant changes.

Can I move a consultation to a different site?

No, consultations are tied to their site and layout. If you need to move a consultation, you'll need to create a new one in the desired site.

How many consultations can I have per site?

There's no hard limit. You can create as many consultations as needed within a site as long as your account is in credit.