The following information is a list of the steps taken once we receive a contract for e-voting.
A website and database are created for the association to use for e-voting. The header/banner of the e-voting site is decorated with graphics from the associations’ regular website or with a logo or picture provided by our point of contact.
Emails are sent to our point of contact.
A message announcing the site is ready and instructions for logging in to the administration as well as links to online manuals and videos. A PDF manual for using mass email is included with this message.
A list of the items/information needed for loading the database and creating an election.
Suggestions for communications to owners that e-voting is available and the steps they need to take to use it.
An invoice is emailed to the billing contact provided in the contract.
The database is loaded with owner information by the election administrator. (The administrator may be us if we are contracted to do that.) Details of the information loaded are provided in the second email sent in step 2 b. There are up to 6 items loaded for each owner/voter.
HOA Account ID - The account number assigned by the HOA is a good choice for this.
Property ID - This is used/displayed in result reports, typically this would be the property address, or unit/lot number.
General Information - This is used/displayed in result reports, typically the homeowners name is used here.
Vote Weight - This is used for owners/voters that own multiple properties and in cases where votes are based on a percentage as opposed to 1 vote per property. The default is one (1).
Email Address - Email addresses are used to send invitations to homeowners/voters to register and vote.
Registration Code - Registration codes are a sort of PIN that is used to identify a voter and allow them to register/create an account on the voting website. The registration code is used as the KEY to the database for updating, adding and deleting owner records.
The administrator sets up the election or elections using information gathered from step 2 b above. That information is; the election name, candidate bios or issue information in Word format, the election start & end date & times, write ins (yes or no), quorum only (yes or no), number of open positions (for a board election), proxy information, the choices for the ballot (candidate names or text for yes/no style elections), and optionally, candidate pictures.
If we are the election administrator a schedule for reporting election results is created in agreement with our point of contact. The agreement includes what data gets reported as well as when. Typical frequency is once per week while the election is running.