voting documentation with member groups
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www.associationvoting.com
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VOTING OVERVIEW
Updated April 27, 2009
Member Login
Voting Manager Login
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Welcome
Welcome to online voting by
AssociationVoting.com. Thank you for using
our voting service.
In your welcome email, you will receive a URL
for accessing your voting site as well as a
username and password. You will need
sign in as the voting manager.
Using the online voting manager
• Set ballot open and close time
• Edit text displayed to voters during the
voting process
• Manage (add/browse/delete/upload)
membership list
• Manage ballot items – positions and
propositions
• View real time voting results
On the following pages, we will walk through
each major step to set up online voting, then
we will demonstrate the member voting
experience, and, finally, we will retrieve the
voting results.
Login
Thank you for using
In your welcome email, you will receive a URL
for accessing your voting site as well as a
username and password. You will need this to
voting manager area, you can:
close time
Edit text displayed to voters during the
Manage (add/browse/delete/upload)
positions and
View real time voting results
On the following pages, we will walk through
p to set up online voting, then
member voting
experience, and, finally, we will retrieve the
Voting Manager Welcome Page
Voting Manager Account Settings
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Voting Manager Account Settings
Once you sign in with the Voting Manager
account, you see the Voting Manager
page. The first option, “Account Settings”, lets
you change your email or password.
Keep the Voting Manager email address
current; if you forget your password, you can
have a new password emailed to you, but it will
only be sent to the email address on file.
Welcome Page
Account Settings
Account Settings
Voting Manager
Voting Manager welcome
page. The first option, “Account Settings”, lets
you change your email or password.
email address
current; if you forget your password, you can
password emailed to you, but it will
only be sent to the email address on file.
Text Block List
Text Block in Editor
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Configure Site Text
The voting experience for members includes
several parameterized text blocks
message on the front page, the first page of
instructions, the thank you page on completion
of voting – and these are all editable through
the “Configure Site Text” menu opt
Voting Manager account.
When you select a text block, it opens in an in
browser editor. You can use HTML styling and
links to format the text block for display.
For certain text blocks, there are variables that
can be included in the text for display. For
example, the template “Ballot Cast Already”
includes a template variable “casttime” that will
display the time when the member cast his or
her ballot. Template variables should be
included in curly braces, e.g. {casttime}.
there is a template variable, it will be
identified in the text block description that
appears above the editor.
The voting experience for members includes
several parameterized text blocks – the
message on the front page, the first page of
instructions, the thank you page on completion
and these are all editable through
the “Configure Site Text” menu option of the
When you select a text block, it opens in an in-
browser editor. You can use HTML styling and
links to format the text block for display.
For certain text blocks, there are variables that
display. For
example, the template “Ballot Cast Already”
includes a template variable “casttime” that will
display the time when the member cast his or
her ballot. Template variables should be
included in curly braces, e.g. {casttime}. If
plate variable, it will be
identified in the text block description that
Member Overview
Add Member Screen
Add Member Screen with Result
Browse Members
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Member Management
Each member has a first name, last name, and
member number in the online database. They
will be prompted to provide a last name and
matching member number to vote. Names are
case insensitive but otherwise must match
exactly.
The member overview screen gives a current
count of members in the online database.
To add a single member, click on the “Add” tab
and enter a member number and name. If the
member number does not already exist, the
member will be added. Otherwise, you will
receive an error message.
There are two options for querying the online
member database, there are two options:
Browse: This will page through the member
database.
Search: This will do a pattern match on
member number or name, or a string contained
therein. For example, if you search for member
number 100, this will return members having
numbers 100, 1100, and 1002. If you search for
first name “Nathan”, this will match users with
names Nathan, Jonathan, and Nathaniel.
Search queries are saved – so you return to the
same spot when returning to the sea
To start a new search, click the link to make a
new search query that appears on the search
screen.
Add Member Screen
Add Member Screen with Result
Member Management
name, last name, and
member number in the online database. They
will be prompted to provide a last name and
matching member number to vote. Names are
case insensitive but otherwise must match
The member overview screen gives a current
embers in the online database.
To add a single member, click on the “Add” tab
and enter a member number and name. If the
member number does not already exist, the
member will be added. Otherwise, you will
for querying the online
member database, there are two options:
This will page through the member
This will do a pattern match on
member number or name, or a string contained
therein. For example, if you search for member
100, this will return members having
numbers 100, 1100, and 1002. If you search for
first name “Nathan”, this will match users with
names Nathan, Jonathan, and Nathaniel.
so you return to the
same spot when returning to the search tab.
To start a new search, click the link to make a
new search query that appears on the search
Edit Member Screen
Search Members with Stored Query
Upload Screen
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When you have identified a member through
the browse or search option, selecting the
member will allow for you to edit that user.
If you have multiple users to update, or to set
up your initial membership database, use the
“Upload” option. This allows you to update a
.csv (comma separated value) database of
members – as you would export from Excel,
Access, or another database program.
When you format your CSV file, column “A”
should be the member number, column “B” the
member’s first name, and column “C” the
member’s last name. Do not put a first row of
column headings.
There are two modes for uploading members:
• Add Missing Members:
members in the online database will be
kept, and those members that are new
in your file are added.
• Replace Online Database:
will be removed from the online
database and replaced with only those
in your file.
After uploading your file, you will see summary
statistics for the count of members added,
removed, and present in the online database.
Please verify that these match your
expectations.
Note that removing a member does not erase
his cast ballot; ballots can only be removed by
clearing the current voting results. If you have
to remove a particular voter’s preference from
the vote total, please contact support and
provide that voters name and membership
number.
Search Members with Stored Query
When you have identified a member through
search option, selecting the
member will allow for you to edit that user.
If you have multiple users to update, or to set
up your initial membership database, use the
“Upload” option. This allows you to update a
.csv (comma separated value) database of
as you would export from Excel,
Access, or another database program.
When you format your CSV file, column “A”
should be the member number, column “B” the
member’s first name, and column “C” the
member’s last name. Do not put a first row of
There are two modes for uploading members:
Add Missing Members: All existing
members in the online database will be
kept, and those members that are new
Replace Online Database: Members
will be removed from the online
abase and replaced with only those
After uploading your file, you will see summary
statistics for the count of members added,
removed, and present in the online database.
Please verify that these match your
member does not erase
his cast ballot; ballots can only be removed by
clearing the current voting results. If you have
to remove a particular voter’s preference from
the vote total, please contact support and
provide that voters name and membership
Upload Results with Current Counts
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Sample Voter CSV File
Upload Results with Current Counts
Ballot Overview Screen
Ballot Settings Screen
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Ballots & Votes: Setup
There are four sections in ballot management:
• Overview: This displays current
statistics on the ballot, including the
number of line items (positions or
propositions), the number of ballots
cast, the number in progress, and the
current status of the ballot.
• Settings: In the settings area, you can
change the open or close date of the
ballot, clear the recorded votes, or clear
the ballot entirely (removes all
positions, propositions, and votes cast).
• Slate: In the slate area, you can manage
positions and proposition
ballot. Positions have a name, a list o
candidates, candidate biographies, and
a maximum number of selections per
position. Propositions have a title, a
proposition (e.g., Should this change be
adopted?), an extended detail suitable
for including ballot language of
arbitrary length, and a set
that the voter may select (e.g., Yes, No).
• Results: In the results section, you can
see a real time tally of votes as well as
download voting history.
We’ll come back to the results section; let’s first
set up our ballot.
First, in the settings tab, set the open and close
date and time for the ballot. Before the open
date or after the close date, members will be
presented with a message explaining that the
ballot is not available. You can edit this
message under “Configure Site Text”.
Ballot Overview Screen
: Setup
There are four sections in ballot management:
This displays current
statistics on the ballot, including the
number of line items (positions or
s), the number of ballots
cast, the number in progress, and the
current status of the ballot.
In the settings area, you can
n or close date of the
ballot, clear the recorded votes, or clear
the ballot entirely (removes all
s, and votes cast).
slate area, you can manage
propositions on the
ballot. Positions have a name, a list of
candidates, candidate biographies, and
a maximum number of selections per
s have a title, a
proposition (e.g., Should this change be
adopted?), an extended detail suitable
for including ballot language of
arbitrary length, and a set of options
that the voter may select (e.g., Yes, No).
In the results section, you can
see a real time tally of votes as well as
download voting history.
We’ll come back to the results section; let’s first
gs tab, set the open and close
date and time for the ballot. Before the open
date or after the close date, members will be
presented with a message explaining that the
ballot is not available. You can edit this
message under “Configure Site Text”.
Ballot Slate Screen – Adding Proposition
Ballot Slate Screen – Reviewing
Propositions
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Once that is set, you may also wish to clear the
voting history or clear the ballot if you have
previously run an election with this account or
if you have test voting data in the system.
The primary ballot configuration
the “Slate” tab. Here, you create new positions
or propositions, reorder existing ones for
presentation on the ballot, and can drill down
on a particular position or propositio
Don’t worry about having everything right
when you create a position or proposition
the “Slate” tab – you will have the option to
edit it later.
Propositions use an in-browser rich text editor
to manage a large “Detail” section. This is
to present your ballot language for
amendments, propositions, or other items
requiring the vote of your membership. This
same editor is used when editing a position for
candidate biographies.
If you cannot use the in-browser editor, please
contact support and let us know what browser
(type, version, and operating system) you are
using. If you prefer not to use it, there is a text
mode option linked with the editor on the
page.
Proposition
Reviewing
Once that is set, you may also wish to clear the
voting history or clear the ballot if you have
previously run an election with this account or
test voting data in the system.
The primary ballot configuration is done under
the “Slate” tab. Here, you create new positions
s, reorder existing ones for
presentation on the ballot, and can drill down
proposition to edit it.
Don’t worry about having everything right
proposition on
you will have the option to
browser rich text editor
to manage a large “Detail” section. This is used
to present your ballot language for
amendments, propositions, or other items
requiring the vote of your membership. This
same editor is used when editing a position for
browser editor, please
support and let us know what browser
(type, version, and operating system) you are
using. If you prefer not to use it, there is a text
mode option linked with the editor on the
Welcome Page
Instruction Page
Voting Page
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Member Voting ExperienceThe voting experience for members is simple
and straightforward:
1. Welcome Page: The welcome page will
either present a notice that the ballot is
unavailable (because it is not yet
available or has closed) or a login
prompt. If you have a designated
voting manager contact for voter
issues like unknown member number,
you may wish to put that on this page.
2. Instruction Page: After logging in,
members will be presented with an
instruction page. This is again an
editable message. If there were
specific instructions or guidance that
would be printed on a paper ballot, this
is where that could be reproduced.
3. Voting Page: Once through the
instructions, the user will be presented
with a ballot. Any existing user
preferences (such as might
the user previewed but did not cast his
ballot) will be marked on the ballot.
Otherwise, it will be blank. The ballot
will enforce its own constraints
selecting a single option for an
proposition, selecting up to the
specified number of cand
position.
4. Preview Page: The user will see a
summary of his ballot selections and
asked to confirm or change these.
There is also a JavaScript warning to
confirm “Cast My Ballot”.
5. Ballot Cast Page: Once a user’s ballot
has been cast, he will see the ballot cast
page. Until the ballot is cleared, he will
not be able to vote again.
Member Voting Experience The voting experience for members is simple
The welcome page will
either present a notice that the ballot is
unavailable (because it is not yet
available or has closed) or a login
designated
voting manager contact for voter
like unknown member number,
you may wish to put that on this page.
After logging in,
members will be presented with an
instruction page. This is again an
here were
specific instructions or guidance that
would be printed on a paper ballot, this
is where that could be reproduced.
Once through the
instructions, the user will be presented
with a ballot. Any existing user
preferences (such as might happen if
the user previewed but did not cast his
ballot) will be marked on the ballot.
Otherwise, it will be blank. The ballot
will enforce its own constraints –
selecting a single option for an
, selecting up to the
specified number of candidates for a
The user will see a
summary of his ballot selections and
asked to confirm or change these.
There is also a JavaScript warning to
confirm “Cast My Ballot”.
Once a user’s ballot
see the ballot cast
page. Until the ballot is cleared, he will
not be able to vote again.
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Preview Page
Ballot Cast Page
Updated Ballot Overview
Voting Results
Member Ballot Cast Export
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Updated Ballot Overview
Member Ballot Cast Export
Ballots & Votes: Results
Once users have cast ballots or have ballots in
progress, the overview screen updates with
current counts.
The results tab displays real time results for
each option for each position or
From the results tab, you can download a list of
members having cast ballots in the online
voting system.
For other or more detailed reports, please
contact support.
Ballots & Votes: Results
Once users have cast ballots or have ballots in
updates with
The results tab displays real time results for
each option for each position or proposition.
From the results tab, you can download a list of
members having cast ballots in the online
eports, please
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Member Groups and
Personalized Ballots
One of the features of our voting software is
the ability to deliver customized ballots to each
member based on that member’s group (or
region or district) membership.
Follow the following steps to implement
personalized ballots:
1. Enable Member Groups functionality
2. Create a group to represent a region,
district, or other division of your
members
3. Upload the group member list
4. Edit ballot items to restrict access to
only members in a specific group
We will walk through each of these in turn.
Enable Member Groups To enable Member Groups functionality, sign in
as the voting manager. Then, click “Account
Settings”.
There is now a third option under Account
Settings: “Member Groups”. This has a single
checkbox that, if checked, enables group
functionality.
To enable Member Groups functionality, check
this box and click “Update Account Settings”.
We advise clearing any recorded votes cast
when you enable Member Groups
functionality so a member will not have
already voted for a candidate or issue he
would not be allowed to based on his group.
Account Settings with
Member Groups Checkbox
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Create a Group Once Member Group functionality is enabled, if
you click on “Membership” in the left
navigation, you will now see a sixth option:
“Groups”.
If you click on Groups, you will see a basic
interface for creating, renaming, and deleting
groups. In the software, a group is just a label –
there is no specific meaning assumed. Thus, it
is possible to have groups “Region 1” and
“Region 2” and to have a member that belongs
to both of these.
When you delete a group, all members assigned
to that group will be removed from the group.
However, those members will not be removed
from the database. Similarly, positions or
propositions assigned to the group will no
longer be assigned to the group – but they will
still be on the ballot.
Once you have created a group and assigned
members to it, you can view group membership
under the “Browse” tab. There is a new “Filter”
pull-down that lets you see all members or just
members in a specific group.
If you click the “Add” tab, you will see that you
can add a single member and assign his or her
group membership at that time. You can also
upload a member list of all members in a
particular group.
Next, let’s upload a member list for a group.
Member Module with
new “Groups” Option
Groups Tab, where you can create,
rename, or remove member groups
When browsing members, you can now filter
by group and see group memberships.
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Upload Group Members First, create your group membership .csv file.
This is a spreadsheet with three columns:
member number, first name, and last name.
Do not include a title row (e.g. a row with field
entries like “Member No”, “First Name”, and
“Last Name”).
Next, select the upload option. There are two
new upload options:
• Add Missing Group Members
• Replace Group Members
These work just like the options for editing the
member database:
• If you select “Add Missing Group
Members”, members in your .csv file
that are not currently assigned to the
group will be added to it. Existing
members are unaffected.
• If you select “Replace Group
Members”, only those members in your
.csv file will be left in the group – so,
any member that was in the group but
is not in your .csv file will be removed
from the group.
After uploading, you will receive a report of the
group members added or removed.
If the group file contains a member that is not
already in the member database, that member
will be added to the member database.
Members removed from a group will not be
removed from the member database.
Group Member .csv File
Group Member Upload Options to Add
Members or Replace the Group Member List
Results of Uploading Group Member List
Showing Removed and Added Members
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Ballot Group Restrictions Once you have your groups defined, you can
restrict specific positions and propositions to
members who belong to certain groups.
For each position or proposition, when you add
or edit it, there will be an option to limit voting
to specific groups or have that available to all
members. To restrict, select “Yes” and then
click the checkbox for those groups to restrict
access to.
A member belonging to any of the checked
groups will see that ballot item. If the
member doesn’t belong to any of the checked
groups, that member will not see the option to
vote on the ballot item.
If you select “Yes” but do not choose any
groups, it will remain open to all members.
When you view your voting results, under the
position or proposition title, if there is a group
restriction, there will be a brief notation.
Therefore, viewing the results page provides a
way to check that your restrictions are in place
and working correctly.
With groups defined, positions and propositions
can be restricted to members in certain groups
Group restriction can be changed when
editing a position or proposition.
Results for each race now include a notation
when the position or proposition has a group
restriction.
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