Manual access keys are a 16-character code that can be emailed, phoned, faxed, or mailed to the voter. You can add keys to your own word-processing documents; for example, in a mail merge. You can also add them to an e-newsletter blast, attached to a membership invoice, or even as part of a fax blast.
With all notice types, manual keys can be set up as your only notice type or can be used in combination with other notice types, such as email or sms.
Setting Up Manual Access Keys
Ability to Track Access Keys
There are several ways that you can set up the voter list depending on whether you want to be able to associate a specific voter with their access key in ElectionBuddy.
Associating Access Keys with the Voters
Under Voter Options, select Ballot ID
Under "Voter Information" it will require Ballot IDs to be added for each access key.
The Ballot IDs do not have to be significant, but they do have to be unique, so even something as simple as sequential numbering will work for your voter list.
Not Associating Access Keys with the Voters
Downloading Access Keys
When your vote is "Ready", or "Running", you will be able to download your manual keys. These keys can be downloaded from the "Results" page of your vote in two ways:
Downloading Single Access Keys
On the Results Page, check the box next to the access key you want to download
To get the access key, select "Show Access Key"
A window will appear, confirming that you want to surface your voter's key. Select "Surface Key" and the key will appear on the window.
Take a record of the key, and close the window.
The voter's status will turn from "Available" to "Key Surfaced" in your voter list.
Downloading All Access Keys
On the Results Page, from the “Actions” dropdown menu, choose "Download Keys".
Choose to download for all voters, or download for just your voters with no contact information
If you need to distribute physical voting material to your voters, in addition to any electronic notifications they receive, choose "for everyone". However, if they have contact information, please note that this information cannot be updated once their key is surfaced.
To download just keys for your voters without contact information, choose "only for voters created with no contact information".
You will be provided with a CSV of your voters' keys. The CSV will contain information about the website that voters need to visit to enter their access key and vote (electionbuddy.com/ballot), as well as the access keys for each voter. The CSV will also contain ballot links for each of your voters' access keys. A ballot link is a one-click process to access the ballot: the voter's access key is embedded in the link, so clicking the link brings the voter to the ballot and authenticates them in the same step.
All voters whose keys were downloaded will now show their status as "Key Surfaced" in your voter list.
To vote, your voters simply need to visit electionbuddy.com/ballot, where they will then be asked to enter their access key.
For any questions, please send us a chat using our Buddy Messenger in the bottom right of the screen.