Technical and Functional Overview

PlanEase works in modern browsers. It is delivered as a hosted service.

PlanEase is installable as an app, with a dedicated mobile experience.

Core application data is protected by continuous point-in-time backup with a 35-day recovery window. Document storage keeps prior versions of files.

Data is encrypted in transit and at rest.

Customer project data is hosted in the AWS Sydney (Australia) region.

Project visibility is restricted to invited members. Documents are indexed per project, and authorisation is enforced on the server for every request.

Access to PlanEase requires an authenticated account. Users can sign in with email sign-in, or with single sign-on.

Users can sign in with single sign-on through Microsoft Entra ID or Google, alongside email sign-in. Where an account already exists under the same email address, single sign-on connects to that account.

Authorisation is enforced on the server for every request, with a two-layer role model and project visibility restricted to invited members. Project members join with defined roles.

The platform keeps a per-project timeline of actions and an application audit trail recording what changed, when and by whom.

Security controls are enforced by the platform rather than by process convention: authorisation on the server, encryption in transit and at rest, and a recorded audit trail. Requests for further security detail are answered directly at hello@planease.net.

PlanEase collects the application record and documents from the council's public portal and keeps them in sync automatically. Council register documents are re-synced automatically, and re-issued documents are presented side by side so the team can see exactly what changed.

Organisations using Microsoft 365 can sign in with single sign-on through Microsoft Entra ID. An optional Outlook mailbox connection sends and files project email from your own address.

Each project has a dedicated email address, feeding the project timeline.

Projects carry interactive site maps and, for supported councils, resolved zoning and overlays, presented as indicative, with the council's property report authoritative.

A guided intake creates the project from a council DA number.

PlanEase collects the application record and documents from the council's public portal and keeps them in sync automatically.

Council-specific parsing, built for Queensland councils and EDQ processes, reads the decision notice and extracts every condition with its number, wording, headings and timing trigger, and handles amended and negotiated notices.

Every condition is a live record with status, timing, assignee and history.

The register is worked through table, board and Gantt views, with bulk operations for real project scale.

Conditions are classified into delivery phases, including a dedicated operational works phase, so the register reflects how the work will actually be sequenced.

Project stages structure the register across a staged build-out.

PlanEase versions conditions across amended packages and new application numbers, and keeps the full history.

An application family view assembles parent approvals and operational works applications mined from council registers into one connected picture.

Projects carry members, invitations and external members.

Project members join with defined roles, enforced on the server for every request, and conditions are assigned to the people who will discharge them, so status, timing and ownership are visible in one place.

Threaded comments with mentions and direct references to conditions, documents and applications keep the conversation attached to the work: the discussion that decides how a condition is met stays on the condition record.

Notifications reach the team in app, by email and by push.

Tokenised response pages let external contributors answer a condition request directly, without a licence or a login.

Documents are uploaded once and held against the project.

Documents are versioned, previewed and compared side by side.

Documents are linked to the conditions they discharge as the work happens: the integrated AI suggests the links, the team confirms them. Where a condition is discharged by a related application, that application's council register documents surface inside the condition.

Documents are classified on upload by integrated AI.

Lodgement packages assemble selected conditions and their evidence, with package statuses keeping the preparation itself visible.

PlanEase generates a condition-by-condition submission report and a bundled document set. The output mirrors the per-condition compliance format councils themselves publish.

Packages are shared through a secure link, and progress is tracked through council portal entry.

The integrated AI assistant can run a lodgement readiness check, enabled per project.

Prefilled Queensland DA Form 1 preparation builds the form from the condition and project record for supported workflows.

For PDA projects, where Economic Development Queensland controls the plan sealing gate before titles, PlanEase structures the condition-by-condition compliance record that supports the EDQ plan sealing request.

The project dashboard shows progress and readiness at a glance.

Every project presents the same structured status across the portfolio.

Cross-project search finds projects, conditions and documents across the portfolio.

A per-project timeline records what happened, and an application audit trail records what changed, when and by whom.

PlanEase includes an integrated AI assistant scoped to your organisation: it reads only the projects your team is authorised to access. The integrated AI assistant is tenanted: documents are indexed per project, and AI answers are restricted to projects the requesting user is authorised to access.

The integrated AI assistant can draft submission statements.

The integrated AI assistant can run a lodgement readiness check.

The integrated AI assistant can answer questions about the project and its council scheme.

Every AI surface is enabled per project.

In-app help articles and guidance.

An integrated AI support assistant answers product questions, with escalation to a person.

Direct support conversations are available in the application.