- 10 Minutes To Read
2 - Waiting and Active Election Management
- 10 Minutes To Read
Starting or Ending an Election Early
Users may have varied reasons for why an election needs to be started or ended early. For instance, you may want to start an election early so electors do not have to wait until the previously specified date and time to cast their vote, or you may want to end an election early if you have reached a specific amount of voter turnout.
To start or end an election early, use the View button for the election you wish to manage from the Elections page. This will bring you to the Election Overview section.
If the election has not yet started, next to the Start Date you will see a Start Now button. If the election has already started, next to the End Date you will see an End Now button.
When either starting or ending an election early, a Confirmation Box will pop-up asking if you are sure you want to perform this early action.
Changing an Election’s Dates and Times
Users for varied reasons may need to change an election’s dates and times. For instance, an election may be extended to perhaps encourage greater turnout for a necessary quorum, or perhaps an election may require a new end date to address unforeseen circumstances, or perhaps to correct a previous date input.
If the election is Waiting, you may adjust both the Start Date and Start Time, as well as the End Date and End Time. Use the View button to open your election and navigate to the Election Details section.
You may then adjust the Start Date and Start Time as well as the End Date and End Time as desired.
If the election is Active, you may adjust only the End Date and End Time.
If the election is Finished, users cannot reactivate or otherwise adjust an election’s dates and times. However, if you do need to reactivate your election, please contact Support.
Managing Email Blasts
From the Email Blast section, you may manage email blasts. This includes scheduling reminder email blasts, sending email blasts immediately, as well as cancelling any previously scheduled, and reviewing election logs as necessary.
For more information about configuring your email blast, please refer to the Scheduling an Initial Email Blast section earlier in this Guide.
Scheduling Email Blasts
To send an email blast at a scheduled time other than the election's start, select the Send later option below the email’s Body in the Schedule section. Fill out both the Send Date and the Send Time for your future email blast and click the Send button once finished.
The Email Blast History section will be updated with your new email blast and a blue Waiting Email Blasts notice will appear at the top of the page.
Sending Email Blasts
To send an email blast immediately, the election must be in Active status. If the election is in Waiting status, you can schedule an email blast to be sent at the election's start or at some other predefined time.
To send immediately, select the Send immediately option below the email’s Body in the Schedule section. Click Send when you are ready to confirm this action.
After sending your message, the Email Blast History section will be updated with your new email blast.
For larger email blasts, final delivery to elector inboxes may still take several minutes after an email blast is marked as Finished.
To review any previously sent email blast content, simply click the Show Body button in the Action column to reveal the formatted body of any message in the Email Blast History.
Cancelling Email Blasts
To Cancel a previously scheduled email blast, simply click Cancel button in the Action column for the scheduled message.
Once Cancelled, a green Success Message will appear and the email blast will be removed from the Email Blast History.
Election Logs Related to Managing Email Blasts
As with all user activity, email blasts scheduled, sent immediately, or cancelled are tracked in the Election Log.
Moreover, once any email blast is sent, the Election Log will contain logs regarding the specific email addresses that received the email blast. Information regarding email bounces is also logged as the information becomes available.
Managing Bad Emails
To review and address issues related to elector email addresses, use the View button to open your election and navigate to the Bad Emails section.
Upon importing your elector list into a draft election, some emails may already exist as "bad emails", due to previous elections run by your organization, or even elections run by other organizations of which your members may also have been included in.
Bad Email Types
Bad emails include:
- addresses which have invalid syntax, or in otherwords, are malformed and can't be delivered to because of that malformation (e.g. johnsmith@gmail instead of email@example.com ; janehotmail.com instead of firstname.lastname@example.org ; @outlook.com which is missing a recipient before the @ ; fernanda@.com which is missing a domain after the @ ; etc).
- addresses which have bounced, or in otherwords, which were sent a message but the recipient's receiving email server returned a notice that the message was undeliverable for some reason (e.g. "invalid recipient" / "user unknown / "mailbox unavailable" / "email account not found" ). Other reasons may also exist, such as where one or more email messages were throttled or rejected by a private domain with overly strict spam rules, an individual's mailbox is full and can't accept any new messages, etc.
- addresses which have reported as spam Voting System emails. An individual may do this because they are tired of reminders, dislike the organization that is sending the email, or it may be an accident. Any number of countless reasons could exist.
- addresses which have unsubscribed from Voting System emails. This is done by an individual who clicks on an "unsubscribe" link contained within an email message from the Voting System. By doing so, they signal they do not wish to receive any messages from the Voting System entirely. An individual again may do this for any number of countless reasons.
Electors who are unsubscribed, however, can re-subscribe themselves to email messages from the Voting System by simply sending an email message to email@example.com from the specific unsubscribed email address. Thus, if you determine any individuals are truly unsubscribed, you can contact those individuals to let them know they need to re-subscribe following the instructions above. If an elector re-subscribes, they will be removed from the Bad Email list, and you can then send out a specific elector email blast, or their email address may be included as a reminder to electors who haven't yet voted if any are scheduled for the future.
How a user chooses to handle any bad emails is at their discretion (or the discretion of their organization's leadership, council, by-laws, etc). Some organizations choose to "cut" and "freeze" an elector list, and any bad emails contained therewithin are simply accepted for this election period. Other organizations may proactively or reactively, try to resolve specific issues. How to address such bad emails is often a factor of governance rules, good faith, feasibility, and time or energy.
Searching, Filtering, and Downloading Bad Emails
In the Bad Emails section, you may search for say an individual email address (e.g. firstname.lastname@example.org), or partial email address (e.g. @outlook.com) to return a filtered search based on your search terms. You also may further filter by Type through using the dropdown menu next to the search field.
All bad email records contain a Timestamp of when the record was generated, the Email Address of issue, the Elector ID of the elector, the Type of bad email, as well as some additional Details if available.
To download the data in a .CSV file to further organize or sort the issues data in a common spreadsheet software, click on the 🠗 Bad Emails CSV button.
Email Service Providers have varying timeframes for managing email bounces. The Bad Emails list may be updated instantaneously for some providers, while it may take up to 72 hours to be updated for other email service providers.
Updating Electors with Bad Emails
To correct and update electors with bad emails simply click on the orange Elector ID link beneath the Email Address / Elector ID column for the desired elector. This action can also be performed directly in the Electors section as well.
Once the issue is resolved, click the Save button to update the elector’s record. This removes the bad email record from the Bad Emails list for this specific election. Repeat as necessary.
Once you have corrected any bad emails you can resend an email blast by navigating back to the Email Blast section. From there you can resend an email to each elector you corrected by choosing to send an email blast to specific electors, or you can simply send a reminder email to all electors that have not voted, and all electors with updated email addresses will be automatically included in this larger email blast.
Additions, Deletions, and Editing Electors after Finalization
From time to time, the list of eligible electors for any given election may need to be updated. New electors may have recently joined the organization, or perhaps were mistakenly left off the original list, or perhaps the original list has electors who are no longer eligible to vote and are in need of removal, or perhaps there are simply inaccuracies when it comes to elector data.
To address these situations, election organizers have the ability to make a few adjustments after Finalization of an election. These include:
- Adding electors manually one by one.
- Deleting electors manually as long as they have not yet voted.
- Editing elector information, such as updating email addresses or names.
If you need to import a larger number of electors, please contact Support.
Navigate to the Electors section. To add an elector, click on the New Elector button.
In the pop-up window that appears, simply fill out the elector’s information and click the Add button.
Once the elector has been added, a green Success Message will appear.
New elector additions do not trigger any email blast automatically. Users must either send or schedule a specific electors email blast for the new elector(s), or if you already plan to send or already have scheduled a reminder email blast for electors who have not yet voted, any new additions will receive their information through the reminder email blast.
To delete electors, in the Electors section simply locate elector you wish to delete either using the Find An Elector search field or by manually searching the Elector List.
Once the elector to be deleted has been located, if the elector has not yet voted click on the Delete button in the Action column.
A Confirmation Box will pop-up asking if you are sure you want to perform this action.
Once the elector has been deleted, a green Success Message will appear.
To edit electors, in the Electors section simply locate elector you wish to edit either using the Find An Elector search field or by manually searching the Elector List.
Once the elector to be edited is located, click on the Edit Elector button in the Action column.
Update the elector’s information as necessary. Once Saved, a green Success Message will appear.
Checking Reports and Reviewing Elector Turnout
To keep tabs on your total elector turnout, navigate to the Reports section. At the top of the page, from this report you can see the cumulative turnout of electors, the number of electors per day, in addition to a customizable Turnout Chart. Spikes in turnout often correspond to an email blast.
Additionally, by hovering over any given turnout bar, you can find more specific information about that particular bar.
At the bottom of the page, you will find the downloadable reports. By default a Turnout by Country report is available. Other reports may also be available, depending on any additional premium or enhanced features enabled.
Reviewing Individual Turnout from the Electors List
To keep tabs on whether individual electors have voted, navigate to the Electors section.
You can then use the Find An Elector search field to determine whether an individual elector has or has not voted, indicated by the green checkmark in the Voted column. You can also see a particular elector’s activity with their ballot by clicking on Show Log button in the Action column.
You may also sort the Electors to organize and display which electors have voted or not by clicking on the Voted column heading. Alternatively, to download your electors in a .CSV file to further organize or sort the results data in a common spreadsheet software, click on the 🠗 Electors CSV button.