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East Riding of Yorkshire Council
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How to use Public Access


What is 'Public Access'?

The council’s Public Access website allows you to view details of planning applications currently being considered by the council as well as some planning history. You can also comment or object to applications if you create an account to access advanced features

You can access the website at home or in any of our libraries (you will need to accept a disclaimer before you enter the website):

Visit Public Access

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What can I do on Public Access?

Public Access allows you to:

  • search for and then track the progress of current planning applications;
  • submit comments and objections about current applications;
  • view documents relating to planning applications (this currently includes plans, application forms, consultation responses, decision notices and for decisions taken after 15th October 2012, officer reports);
  • set up up searches to receive notifications of new planning applications
  • view property details on a map;
  • view details of some historic planning applications;
  • view details of some planning appeals
  • view planning enforcement notices

If you want to access some of these advanced features such as receiving notifications and commenting on applications, you will need to create an account.

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How do I use Public Access?

  • Visit the Public Access website using the link below (you will need to accept a disclaimer before you enter): Visit Public Access
  • Type your required application number into the search box and click the search button. 
  • If you don't have an application number, you can search by other criteria including by address, weekly/monthly listings or by map.

You can carry out these simple searches without registering, but if you want to make comments and objections or track the progress of current planning applications, or set up a search to be notified of new applications you will need to create an account.

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Can I use Public Access at a library?

Facilities are available for you to view current planning applications on the Public Access website at any of the council's libraries. Find your nearest library. You will need to register with the library prior to using these facilities. You can also print copies of planning applications at a charge. View library charges.

For ease of search, you will need either the planning application reference number, postcode or single line of an address to view the application. You can also register your details on this website in order to submit comments against any pending planning applications. 

Please note: the planning application details displayed within Public Access are updated on a continual basis and they will, therefore, change over time. In order to keep up to date with applications you are interested in, please use the tracking facility which is detailed in this guidance.

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How do I register on Public Access? 

1. Follow this link to access Public Access:

Visit Public Access

2. Click on the register button (see below screenshot)

3. Enter your name (title, first name, surname)

4. Enter your email address

5. Enter a password (must be 8 characters long or longer containing a mixture of letters and numbers and must not contain spaces)

6. Confirm the password

7. Enter your postcode

8. Select your address from the drop down list or enter your address manually

9. Read and accept the Terms and Conditions

10. Complete the registration

11. An email will be sent to the email address you have just entered – you will need to click on the link in this email to complete the registration process

Public Access Help - 1. How to register
Public Access Help - 1. How to register

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How do I log in and out of Public Access?

 1. You need to login to Public Access in order to take advantage of all of the features:

Visit Public Access

2. Click the Login button and enter your details

3. You can also use the Forgotten Password feature and change your password here

4. Remember to Log Out of Public Access once you have finished your session

Public Access Help - 2. How to login and out of Public Access
Public Access Help - 2. How to login and out of Public Access

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How do I change my account details?

1. The My Profile area allows you to configure your personal details, change your password and to delete your profile should you wish.

Please note: if you are amending your email address, saved searches or tracked applications you may have set up already will require re-setting.

2. The Notified Applications tab identifies the applications you have saved as a regular search and any updates to them appear here

3. The Tracked Applications tab identifies applications you have chosen to track and watch closely

Public Access Help - 3. Changing your account details
Public Access Help - 3. Changing your account details

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I want to perform the same search regularly. Can I save it?

1. The primary function of Public Access is to search for and retrieve information

2. Searches you wish to perform regularly can be saved

3. Any changes to the status of applications previously found by your search criteria or any new applications which match the criteria of a saved search will trigger a notification. Notifications are listed in the Notified Applications page.

4. To view your saved searches select Saved Searches from the My Profile drop down

5. Sort the list by clicking on the column headings

6. Use the Run button to perform the saved search again

7. Use the Edit button to refine the search criteria

8. Use the Delete button to remove the saved search

Public Access Help - 4. Saving a search
Public Access Help - 4. Saving a search

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Can I track an application I'm interested in?

1. After searching and finding an application of interest to you, you can use the Track Application button to add it to your tracked applications list:

Public Access Help - 5. Track application
Public Access Help - 5. Track application
2. When applications that you are tracking are modified a notification appears on the Notified Applications page and you will be sent a notification email (as shown below):
Public Access Help - 5. Track applications
Public Access Help - 5. Track applications

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Can I sort my tracked applications?

1. You can sort your tracking list by clicking on the column headings

2. Order by:

a. Reference

b. Address

c. Type

d. Status

3. Click on View to view the tracked application

4. Click on Stop Tracking to remove a tracked application 

Public Access Help - 6. Sorting tracked applications
Public Access Help - 6. Sorting tracked applications

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Will I be notified of any changes to an application?

1. When applications that you are tracking or have saved are modified (e.g the status of the application changes) you will receive a notification email the following day.

2. These applications will also appear in the Notified Applications page:

Public Access Help - 7. Notification of changes
Public Access Help - 7. Notification of changes

3. To view your notifications, select Notified Applications from the My Profile drop down list

4. The tracked applications that have recently been modified are listed at the top of the list

5. Saved searches that contain applications with recent changes are then listed below

6. To view an application click the View button

7. To remove an application from your notifications list, use the Discard button

8. To remove a complete list of results from a particular search use the Discard all results from this search button

9. To add a saved application to your tracked applications, use the Track button

Public Access Help - 8. Notification of changes
Public Access Help - 8. Notification of changes

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How do I search for a planning application in Public Access?

1. You can use a number of methods to search for an application(s):

a. Simple

b. Advanced

c. Weekly/Monthly List

d. Property

e. AZ street search

f. Map

a. Simple Search

1. Simple Search allows you to search quickly for a Planning Application, Appeal or Enforcement

Public Access Help - 9. Simple search
Public Access Help - 9. Simple search

2. You can also filter your search by adding a status of an application

3. Enter some key words:

a. Wild Card searching now available (use % symbol if you are not sure of the complete reference number or an address, for example)

4. Click the Search button:

Public Access Help - 10. Simple search
Public Access Help - 10. Simple search

b. Advanced search

1. Advanced search allows you to search on greater criteria:

a. Reference

b. Application type

c. Status

d. Decision

e. Development Type

f. Ward/Parish

g. Appeal Status

h. Address

i. Agent – now free text field

j. Key dates

Public Access Help - 11. Advanced search
Public Access Help - 11. Advanced search

Weekly/Monthly Lists

1. The Weekly/Monthly lists allow you to search for applications validated or decided in a particular week or month 

2. Click on the WEEKLY LIST or MONTHLY LIST buttons to select which you want to search by

3. You can refine the search using the Parish and Ward filters

4. Click the Search button to perform the search

Public Access Help - 12. Search by week/month
Public Access Help - 12. Search by week/month

Property Search

1. Property search allows a search to be conducted by address or using the A to Z Street Search function

2. Use the Reset button to clear the fields and start again:

Public Access Help - 13. Property search
Public Access Help - 13. Property search

A to Z Street Search

1. The A to Z Street Search lists all streets alphabetically

2. Select a street and then pick the address from the results:

Public Access Help - 14. AZ street search
Public Access Help - 14. AZ street search

Map Search

1. Map search allows you to zoom in and examine specific properties

2. You can add filters to highlight any properties in an area which have Planning Applications, Appeals, Enforcements or Building Control history or activity:

Public Access Help - 15. Map search
Public Access Help - 15. Map search

3. You can search for Planning Applications, Appeals, Enforcements etc. in a specific area of interest

4. You can specify a time period for any applications which are of a certain age

5. The polygons on the map show areas where there are applications or records and the legend appears on the right hand side:

Public Access Help - 16. Map search
Public Access Help - 16. Map search

6. By clicking on a polygon, an information panel appears detailing the summary details of the application (as below)
7. It may be that a property has multiple Planning / Appeal / Enforcement history against it, in which case you can scroll through the summaries using the arrows at the top of the information panel
8. The hyperlink at the bottom of the information panel takes you to the application record for the full information (see below):

Public Access Help - 17. Map search
Public Access Help - 17. Map search

9. You can navigate the map using the mouse buttons

10. The scroll wheel on the mouse zooms in and out – the scale bar at the bottom of the map will change accordingly

11. Press and hold the scroll wheel to pan the map or hold the left mouse button down when moving the mouse:

Public Access Help - 18. Mouse scroll wheel
Public Access Help - 18. Mouse scroll wheel

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What do the different coloured shapes mean on the map?

The different polygon colours are shown in the legend but the most common ones are shown below:

Public Access Help - 19. Shape descriptions
Public Access Help - 19. Shape descriptions

Property Details

 

1. If you select the Property option in the legend on the right hand side, then you can click on any property point to reveal the full details about that property including any historical records that do not fall into the time period displayed on the map. 

Please note: all of the blue dots that appear on the map below when the Property option is selected in the legend:

Public Access Help - 20. Property search
Public Access Help - 20. Property search

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How do I set up a search to be notified of new planning applications?

1. For each type of search method, you have the facility to save the search by selecting the "Save Search" icon that appears to the top right of the search results.

It is important to note that the first time you perform a search that your e-mail notification will list all (old and current) applications for that search criteria.  Future notifications will only alert you of updates and new applications if you have selected the option below.

2. Once selected the screen below will appear allowing you to create a memorable search title and click the option "Notify me via e-mail about new search results".  Selecting this option enables you to receive email notification of new applications within your search criteria.

3. Click Save.

4. For more guidance on setting searches for automatic notification please see the PDF document below:

Automatic notifications (pdf 1mb opens in new window)

How do I save a map search for future use?

1. You can add a map search to your saved searches list

2. Using the Save a rectangular search button saves all of the records of the selected record type that apply to the area currently shown on the map

3. Using the Save a circular search button saves all of the records of the selected record type that apply to the area within a specified radius of the map centre

4. Map searches can only be saved for one record type at a time e.g. Application:

Public Access Help - 21. Saving a map search
Public Access Help - 21. Saving a map search

Save a rectangular map search

1. This will save a search based on the current map extents you are viewing on screen

2. Zoom and pan the map to display your area of interest

3. Select the required time period

4. Filter the legend to display one record type

5. Click on Save a rectangular search

Public Access Help - 22. Saving a rectangular search
Public Access Help - 22. Saving a rectangular search

6. You can then give the search a memorable name for future use

7. NB: please note the facility shown below for being notified about new search results in the map search is not live, if you wish to be notified of new application with a specific area please set your search based on street, postcode, parish etc as featured above.

8. Click Save to add the rectangular extent search to your Saved Searches:

Public Access Help - 23. Saving a rectangular search
Public Access Help - 23. Saving a rectangular search

Save a circular search

1. The circular map search allows you to display occurrences of a record type over a defined radius from the centre of the map

2. If you zoom and pan the map to your home, apply the application filter, set a time period of within the last year, you can then save a proximity search that allows you to monitor new planning applications arising within the specified distance of your home on a yearly basis:

Public Access Help - 24. Saving a circular search
Public Access Help - 24. Saving a circular search

Circular search example

1. Zoom and pan the map

2. Select the time period

3. Filter the legend to display one record type

4. Select the radial distance from the centre of the displayed map in which to search for records

5. Click on the Show on map button to display the circle

6. Choose your radial distance:

a. 50m

b. 100m

c. 500m

d. 1000m

Public Access Help - 25. Circular search example
Public Access Help - 25. Circular search example

7. Click the Save a circular search button to add it to your saved searches

8. NB: please note the facility shown below for being notifid about new search results in the map search is not live, if you wish to be notified of new application with a specific area please set your search based on street, postcode, parish etc as featured above.

Public Access Help - 26. Email notifications
Public Access Help - 26. Email notifications

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How are my search results presented?

1. After running any search, the list of applications matching your criteria will display

2. Some applications have a speech bubble icon next to them which indicates that this application is open for comments:

Public Access Help - 27. Comments
Public Access Help - 27. Comments

3. You can reorder the results using sort by, direction and results per page

4. A thumbnail map of the area that encompasses the results is shown on the right with pins indicating where the applications are geographically

5. You can use the Show results on large map button for greater detail

6. Use the Print button to produce the results in a printable format

7. Click on the application title to view its details further

8. Use the Save Search button to add it to your saved searches for future use.

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What information can I see if I click on one of the search results?

1. When you select a record from the search results list you can view further details such as:

a. Key information about the record

b. Status

c. Address

d. What comments have been made

e. What constraints are placed on the record

f. Any associated documents e.g. plans

g. Any related case information

h. Map and graphical information

Public Access Help - 28. Search results
Public Access Help - 28. Search results

Details

1. Click the Details tab and you will find 4 sub tabs:

a. Summary – displays basic information and now includes the Decision

b. Further information (as seen below)

c. Contacts – displays contact information (as seen below)

d. Important Dates – such as decision dates, consultation dates, expiry dates, received and validate dates etc.

 

Public Access Help - 29. Application details
Public Access Help - 29. Application details

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How can I make a comment on an application or view the comments of others?

Please note: before you can make a comment on an application you must be registered and logged in to Public Access.

1. Use the options under search to find a current application that you would like to comment on or view the comments of others

2. Click on the comments tab. The comments tab displays any comments that have been made by members of the public or from consultee groups (e.g. statutory bodies such as Yorkshire Water) – if they do not appear here, then you need to look under the Associated Documents Tab

3. If the case is open for comments and you are logged in, you can use the Make a Comment button (found under the Comments tab)

4. Your registered details automatically populate and you can then select your Commenter Type 

5. Enter your Stance and Comments and then Submit. You can also select to receive an email confirmation

6. For Public and Consultee Comments, when the Submit button is clicked, it is greyed out to prevent duplicate comments being submitted

7. Previously, when user registration was enforced, the text 'Comments may not be submitted at this time' was displayed when the user was not logged in, despite the case being open for comment. This is now corrected and the message removed

Public Access Help - 30. View comments
Public Access Help - 30. View comments

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Can I find out what constraints, if any, are placed on an application?

1. The Constraints tab displays constraints placed on the application:

Public Access Help - 31. Constraints
Public Access Help - 31. Constraints

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Can I view any plans or documents associated with an application e.g. a design and access statement or legal agreement?

1. Clicking on the Associated Documents tab takes you to any documentation which is attached to the application whether this be a plan or the application form itself, for example:

Public Access Help - 32. Associated documents
Public Access Help - 32. Associated documents

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Can I use Public Access on my smartphone or tablet?

1. Public Access is compatible with smart phones and Smart devices such as tablets where the pages are specifically laid out for ease of use on smaller screens

a. Login and register

b. Update profile

c. Searches

2. Maps are not currently enabled for mobile devices.

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Can I measure the plans in Public Access or scale from them?

1. The Online Measuring Tool allows users of the system to scale and measure drawings and plans online. Even for plans where no scale bar is provided, users will be able to set a scale using the quoted scale ratio and known page size e.g. 1:50 at A3.

2. Manual calibration will allow users to set a scale using a known measurement on the page:

Public Access Help - 33. Measurement
Public Access Help - 33. Measurement

Guidance prepared 30.09.14

GH revised 27.02.17

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