ElectionBuddy provides organizations the ability to seamlessly and efficiently handle voting on motions, agenda items, candidate positions or any other question type during meetings.

In ElectionBuddy, create a MeetingVote in advance for each known vote required during your meeting. MeetingVotes can also be quickly created when needed during the meeting. Individual MeetingVotes are accessible to voters on the organization's Meeting Page when activated. After administrators close voting on a given MeetingVote, the results are immediately available and can be shared with voters.

Voter Requirements

Voters must have access to their own computer, smart phone, or tablet that can connect to the internet. As each vote is presented to voters, voters will cast their ballots from their device.

For voters that do not have their own device, a shared device using ElectionBuddy's Kiosk Entry can be used. Multiple Kiosks are recommended to minimize the wait time for voters using a shared device.

Registration for Meetings

Election Buddy recommends that one MeetingVote is created to manage registration for your meeting. This allows voters the opportunity to sign into the Meeting Page and cast a test vote on a sample ballot. This also allows the administrators to identify any invalid voter emails, or voters that may have other issues during the live meeting.

Organizing MeetingVotes

In ElectionBuddy, you can see all the MeetingVotes created in your organization on the Dashboard. The current status of each MeetingVote is clearly visible to help manage the meeting agenda.

An example set of elections created for a meeting:

Sample Dashboard with Collection of Meeting Votes

Voter Experience

  1. Voters receive notice which contains their access key and password by email, text message, or paper prior to the meeting. These credentials allow voters to register for the meeting, and vote during the meeting.

  2. To register, voters use the link provide in their notice, and sign in using their access key and password.

  3. Voters are presented with the first ballot, and cast their vote.

  4. Once voters submit a ballot, they are presented with a confirmation code. Voters continue to the Meeting Page and await the next ballot to be presented.

  5. After each vote concludes, administrators may share the results prior to presenting the next ballot.

Setting Up Your MeetingVote Elections

Creating a MeetingVote is similar to creating an election in ElectionBuddy. But there are some meeting specific differences that are important to understand.

Integrity

  • Integrity is Medium for all MeetingVotes. This allows voters to access the individual ballot presented during the meeting with one set of credentials that are unique to each voter.

Questions per ballot

  • Only one question is added to each ballot. Each vote during a meeting is counted and reported on separately. Therefore each MeetingVote can only represent one question.

Notices

  • Voters access each ballot from the Meeting Page and the Meeting Page URL can be customized by you. Edit your Organization Key to create a meaningful URL your voters can easily remember.

https://electionbuddy.com/m/organization_key

  • Customize your Election Key. The text entered for the Election Key is used to customize the access link to your MeetingVote election.

https://secure.electionbuddy.com/m/ABC/election_key

The Election Key also appears on the voting button on the meeting page, which allows users to log into the meeting.

  • Select method to send notice to voters. Only the first meeting-vote election should be configured to send notices. Subsequent meeting-vote elections should be set to Create Notices Yourself. Learn more about sending notices here

Voters Page

  • Add voter credentials

Review Page

  • Verify setup information.

Creating Subsequent Motions

Once you have completed creating the first election for your meeting, return to the Dashboard and from the Actions Menu duplicate the election.

Make the following edits on all subsequent motions

  • Title, Election Key, and Date and Time on the Details Page

  • Question Title, Detail, Choices, and options on the Ballot Page

  • Select "Create Notices Yourself" on the Notice Page

After all MeetingVotes are created, open each meeting-vote election when ready and click on "Start this Election". This will make the ballot question accessible on the organization's Meeting Page.

Customizing the Meeting Page

Voters are sent to the Meeting page to await each vote in your meeting. Access the Organization Edit screen from the Main Menu.

You can customize the meeting page with your organization name, logo and instructions. This is also customization of the default Organization Key and Election Key is entered.

Please note: the logo and organization name will be edited for the ballot as well.

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