Nearly every community development software vendor offers permitting, inspections, reporting, and configuration. But having the same features on paper doesn't mean the software works the same way.
Municipalities should evaluate community development software based on how well it supports their real workflows, applicants, staff, field work, data, administration, and long-term operational needs.
One system might require multiple screens for routine tasks, and another may technically offer mobile inspections, but work can't be completed without an internet or cell connection. Software might call itself configurable but require vendor services and additional charges for every meaningful change.
To make an informed decision for community development software, evaluate these 10 aspects of the system:
- Applicant Experience
- Workflow Configurability
- Cross-Department Connectivity
- Property Data and GIS
- Mobile and Offline Field Work
- Communication and Collaboration
- Reporting and Operational Visibility
- Integrations and Data Portability
- Security, Permissions, and Accessibility
- Implementation, Support, and Vendor Partnership
Applicant Experience: Can Applicants Understand What They Need to Do?
When considering permitting and licensing software, municipal leaders should research if the system helps applicants identify the right application, understand requirements, provide required forms and attachments, know what remains to be completed, pay fees, communicate with staff, and schedule inspections.
Applicant usability matters to the residents and businesses you serve. But it also directly affects municipal staff workload.
A confusing portal often leads to incomplete submissions, frequent phone calls and emails, and status questions at every step. User-friendly software with smart features like AI-powered application assistants and intuitive application wizards can prevent avoidable follow-ups and help staff focus on their important work.
Workflow Configurability: Can the Software Fit Your Processes?
Configuration is a key consideration, and it's crucial to find a system that can be configured during implementation and updated by municipal staff as needed after go-live.
There are many things that often need to be updated over time, including:
- Application types
- Required forms
- Attachments
- Review routing
- Statuses
- Fees
- Templates
- Notifications
- User roles
Choosing a system that lets the municipality make changes itself can reduce long-term costs, speed up process changes, and give local governments the independence and flexibility they need as their needs evolve.
Cross-Department Connectivity: Do the Products Actually Work Together?
While researching your software options, ask vendors whether their product can connect your community development departments and workflows.
Instead of just looking at their list of modules, ask if their platform is truly connected so planning, building, inspections, licensing, enforcement, and other workflows can share:
- Property information
- Documents
- Statuses
- History
- Communication context
Ask vendors to demonstrate a project that crosses multiple community development departments.
Property Data and GIS: Is Property Information a Foundation?
Evaluate whether your staff can search properties easily, use GIS context, access relevant property history, connect applications and cases to the same property, and maintain accurate property records.
Data governance and accuracy matter more than ever, so it's worth learning whether a vendor's software offers the property information, parcel/unit relationships, and other property data management modern teams need.
Instead of only asking if software integrates with GIS, ask vendors where authoritative property information lives and how the platform handles updates.
Mobile and Offline Field Work: Can Field Staff Finish Their Work?
Mobile workflows are crucial for efficiency, but you also need the right tools and the ability to complete work offline.
Evaluate software options based on mobile usability, offline access, and workflows for completing inspections, recording photos, notes, and deficiencies, and sharing results and property history between field and office staff.
Mobile inspection software should eliminate the need to re-enter notes in the office, not just digitize one part of the field process.
Communication and Collaboration: Does the Platform Reduce Email?
Consider what a potential platform will do for your municipality's communication between staff, departments, applicants, reviewers, and external agencies.
Look for software that enables:
- Centralized messaging
- Automated notifications
- Review comments
- Status visibility
- Configurable communications
Rather than generating more emails, modern software should tie communication to decision-making records and streamline the process for everyone involved.
Reporting and Operational Visibility: Can Staff Get Answers?
Can ordinary users generate useful reports themselves, or does every question require IT involvement, database access, vendor assistance, and custom development?
Modern community development software should give municipal users ways to quickly analyze and access useful information.
Look for a platform that gives staff more ways to understand local application volumes, turnaround, workload, inspections, status, open cases, conditions, and trends.
User-friendly dashboards and built-in tools to export data and generate reports help staff across departments.
Integrations and Data Portability: Will the Platform Fit Your Existing Technology?
Ask vendors what their software integrates with, but go beyond that to ensure the platform fits your existing technology environment.
There are several common municipal software integrations:
- GIS
- Payments
- Finance/ERP
- Plan review and markup integrations
- Document systems
- APIs
That list of available integrations is important, but you also need to understand how it will work.
Ask vendors:
- Is it native, partner-based, API-based, or custom?
- Who maintains it?
- Are there extra costs?
- What happens when another system changes?
- Can data be exported in usable formats?
Municipalities should have a clear picture of how they can access their information if requirements or vendors change later.
Security, Permissions, and Accessibility: Can the System Protect Information?
During your research, determine whether the system you're considering can protect information without making work harder.
Technical security includes role-based access, permissions, authentication, data hosting, security practices, accessibility, and privacy.
Municipal IT or security departments should help evaluate software options to ensure they meet departmental needs while keeping data safe and secure.
Implementation, Support, and Vendor Partnership: You're Buying More Than Software
Two similar products can produce very different outcomes depending on implementation and support.
That's why your research into community development software options should also consider how a vendor will implement, train, and support your team, both before and after you switch to the system.
Ask vendors for specifics about their implementation methodology, training, data migration, and configuration before launch, and their support, updates, and ongoing guidance after implementation.
FAQs About Evaluating Community Development Software
How long does it take to implement new community development software?
Timelines vary based on municipal size, data migration needs, and workflow complexity. Ask vendors for a realistic schedule, key milestones, and staff responsibilities.
What hidden costs should municipalities consider when comparing software vendors?
Consider implementation, data migration, integrations, training, support, and future configuration changes. Compare total costs, not just subscription fees.
Who should be involved in selecting community development software?
Include representatives from building, planning, licensing, inspections, enforcement, IT, finance, and municipal leadership to ensure the software meets operational and organizational needs.
Should municipalities request a software trial or proof of concept before purchasing?
When available, hands-on testing helps staff evaluate real workflows, usability, and functionality before committing to a system.
How can municipalities compare community development software vendors objectively?
Use a weighted scorecard based on priorities such as usability, functionality, cost, security, and support. Evaluate each vendor using consistent questions and demonstration scenarios.
Evaluate Real Work, Not Marketing Claims
Choosing the right software can streamline permitting, licensing, planning, inspections, and enforcement. It should also modernize community development, improve service to residents, and help your teams keep up with changing needs and growing demand.
If you're researching options, ask vendors to look beyond the feature list and show what each system can do for your municipality.
Instead of asking, “Do you have mobile inspections?” request, “Show us an inspector completing an inspection without connectivity and sending the result afterward.”
Don't just ask if software is configurable; get the vendor to demonstrate how to change a workflow requirement while you watch.
You'll be better positioned to choose software that meets your municipality's needs today and can adapt as those needs change tomorrow.
Learn more about Cloudpermit's community development software and see why municipalities across the country choose our platform, book a demo today.
