Meeting Vote — Voting and Setup

ElectionBuddy's "Meeting Vote" allows you to seamlessly and smoothly vote on motions, agenda items, or other items you need to vote on during an onsite or remote (virtual) meeting. As an overview, a meeting vote is a series of elections, each with one position or question to vote on the ballot that are linked together by the meeting page and the results are published immediately after the vote. As a meeting administrator, you will: 

  • create a meeting vote
  • publish the meeting vote,
  • have your voters vote, and then publish results
  • and repeat this for all the motions or agenda items you have in your meeting. 

As well, during your meeting, if your meeting attendees: have a motion from the floor, want to add a new business item to vote on, or want to amend motions, you can:

  • duplicate the vote
  • edit the ballot
  • and open the vote 

for each item that is added or amended during the meeting.

To set up a "Meeting Vote", you will create one new election for each vote that you have in your meeting. You can also create a meeting registration or a test question that your voters will use to log in to the meeting and then wait on the meeting page. Voters will be guided to the meeting page after completing each meeting vote. See below a sample list of votes one might have:

Please note: To vote in a meeting, voters must have their own computer, smartphone, or tablet that can connect to the internet. 

Best practice: while the only true restriction on devices that can be used is that they need to be connected to the internet, you are less likely to run into voting issues if your voters are using devices that are up-to-date. Operating systems and web browsers used should be updated to the latest versions — not just for functionality's sake, but for security's sake as well!

  • The Meeting Vote Process and Flow — How Voters Vote
  • Setting Up Your Agenda Items or Motions
  • Customizing Your Meeting Page

  • The Meeting Vote Process and Flow — How Voters Vote

    Because your "Meeting Vote" is during your meeting, you want to test and practice your voting flow prior to your meeting. By understanding what the voting process will be like for voters, you and your team can easily assist them if they run into issues while voting.

    1. Your voters will receive notice that including meeting access credentials by email, text message, or paper prior to the meeting starting. These can be distributed by ElectionBuddy, or manually by yourself. The credentials will allow them to register for the meeting, and then vote on individual items during the meeting.   
    2. To register for the meeting, your voter will use their access link which will take them to a login page. They will be asked to log in with their access key and password that you have shared as per the previous step. 
    3. Once the credentials are entered successfully, they will be brought to the first question you have set up in the flow of voting.
    4. Voters make their choices by selecting one or more items on the ballot. After they have made their selections, at the bottom of the ballot, they select the “Verify” button.
    5. The "Verify" page then appears, where voters can double-check their choices. Only the choices they have selected will appear. Voters either confirm their choices and select the “Submit ballot” button or select the "Edit ballot" button to edit their choices.
    6. After submitting, the “Confirmation” page appears, which includes their unique verification code for this motion. At the bottom of the page is an orange “Next Vote” button, which voters select to navigate to the meeting page where they will wait for the next vote. Voters should be reminded to keep the meeting page open or to not close the meeting page or navigate away from it.
    7. After voting is completed meeting administrators can either share the vote results with the voters during the meeting onscreen as part of a video conference, share the results link in the meeting so voters can view the results, or share both onscreen and with a link.
    8. Once the administrator has shared the results, they will then move onto the next item and set it to "Running".
    9. Once the next vote is opened by the meeting administrator a new button will appear on the meeting page. Voters will select this button to proceed through the voting process for the next vote, and repeat steps 4 through 6 for each vote until all votes have been completed for the meeting.

    Setting Up Your Motions or Agenda Items

    As noted, you will set up an election for each motion, agenda item, or vote, along with a vote that allows voters to register for the meeting. There are some settings that are specific to "Meeting Vote"; for general information about setting up an election view the related articles at the bottom of this help article.  

    A key point is that you will create your registration page and credential verification election first, and then duplicate this to create your first motion, agenda item, or vote. You will then duplicate your first vote and edit some settings to create your second vote, and repeat for all the votes in your meeting.

    1. On the "Details" page, under the "Type" section, select "Meeting Vote". This will configure ElectionBuddy to link motions to your organization's meeting page, and ensure that voters do not have to log in for each vote:

    2. In the "Security" section under "Integrity and Ballot Access", the option "Medium" is automatically selected. "Medium" integrity allows credentials to be shared across your votes. This means that your voters will not have to log in to every single voting item. 
    3. Once you are done on the "Details" page you will move to the "Ballot" page.
    4. The "Ballot" page is where you will configure the position or question you want voters to vote on. Typically there is only one position or question on the ballot per vote. 
    5. Once you are done customizing your ballot you will move to the "Notice" page.
    6. On the "Notice" page you have your "Organization Key" and "Election Key". The "Organization Key" and "Election Key" allow you to customize your access link. The text you enter as the "Election Key" appears on the voting button on the meeting page. The button appears on the organization's meeting page and allows the voter to proceed to the ballot for the vote.  If a voter happens to navigate away from the meeting page, they can use the access link to access the vote. You can edit the "Election Key" as per the example below:
    7. The "Election Key" text will be included on the voting button on the meeting page. 
      Please note, once an election key has been used it cannot be re-used under the organization and organization key. This includes test votes that you may run.

      The meeting page can also be accessed using the meeting page link, which is https://electionbuddy.com/m/organization_name. As an example, if your organization key is "ABC", then your meeting page access link would be https://electionbuddy.com/m/ABC. For more information about setting up and customizing your meeting page and the link to your meeting page, please see the last section in this help article.

      As well, each separate motion, vote, or agenda item will have its own access link, that you can share with your voters to directly access a meeting vote: https://secure.electionbuddy.com/m/ABC/election_key. The Election Key is used to create this access link.  For example, in your meeting, if you created two votes with the election keys "Motion 1" and "Motion 2", the access links would be https://secure.electionbuddy.com/m/ABC/motion1, https://secure.electionbuddy.com/m/ABC/motion2. Please note that the links will be created with the spaces removed from the election key. 
    8. On the "Notice" page you can also create notices for your credentials. Select the notices types that are applicable to your set up. For example, if you want to have ElectionBuddy distribute the notices with registration credentials in advance to the meeting, select email, SMS, or postal notices. If you want to provide them with their registration credentials manually, select printed notices, or create notices yourself. Only your first vote should be sending notices. All subsequent votes should be using only the option "Create Notices Yourself". This tells ElectionBuddy that the credentials have already been distributed. 
    9. Once you are done customizing your notices, you will move onto the "Voters" page.
    10. Add voter credentials on the "Voters" page. For more information on entering your voter list please see: Voter List — Formatting Your Information, Importing Your CSV File, and Copying and Pasting Your Voter List.
    11. Once your voter list is in you will head to the "Review" page. 
    12. On the "Review" page confirm that everything is the way it should be. You can either choose to complete the review or leave it as is in case you want to make changes to the voting onsite. 
    13. Once you are happy with your first motion, navigate to the election dashboard, and duplicate the election set up to create your second meeting motion. 
    14. Edit the details during the duplicate process, namely the "Title", "Election Key", and the end time to make sure it reflects your second vote. Tip: you can type the length of your motion eg. "in 20 minutes" instead of selecting the calendar icons and remember, you can always edit the end time later.
    15. Go directly to editing the ballot by selecting the "Continue to Ballot Design" button. On the ballot, edit your position or question, or remove the question and add a new one by selecting "Add a Position or Question".
    16. Preview the ballot to ensure it meets your requirements by selecting the "Preview Ballot" button. Tip: check for spelling.
    17. Go to the "Notice" page and ensure you have only "Create Notices Yourself" enabled.
    18. Go directly to the "Review" page after you are done. You can choose to complete the "Review" or leave it.
    19. Navigate back to the dashboard and repeat this process until all of your votes are created. 
    20. You will open each meeting vote during the meeting by navigating to the "Review" page and selecting "Start this Election" 

    Customizing the Meeting Page

    As noted in the voting process, after the voter votes, they will be sent to the Meeting page to await the next vote. You can customize the meeting page with additional instructions, your logo, and the organization name. Please note: the logo and organization name will be edited for the ballot as well. To edit the meeting page:
    1. On your election homepage in the top right-hand corner, select the "Hi [your name]" button.
    2. In the drop-down menu that appears, select "Organizations".  The "Organizations" page will open
    3. Select the "Edit" button beside the organization related to your motion voting. 

    Edit the "Meeting Voting Notice" field with any instructions you want to provide for your voters. 

    This results in the creation of the meeting page as follows:

    For more information, please see: Organization Meeting Page

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