In this article we will go over managing voters; how to mark voters as having voted by mail-in or at in-person station on voting day.
In this Article:
Managing the Voting Process
The Voters List - How it Works
First, navigate to your Voting Event Admin page. Then click the Voters List tab.
Here you will see all the voters on your voters list, along with different views where you can manage the different ways a voter can vote (in-person voting, mail-in voting, digital voting, and view all voter details combined in 'View All Info'.)
Note: You will not have the ability to mark a voter as having voted if a designated polling station is not open.
Voters List View
In order to accomplish a task, select the correct Voters List View.
The Voter List can have up to 4 different contextual views depending on how your event has been configured:
- In-person voting
- Mail-in voting
- Digital voting
- View all info
*The Voters List View will only show options that are available to the voting event (i.e. if your event does not have mail-in voting, you will not have mail-in voting as a view option).*
Note:
• Each view displays information and actions pertaining to their respective category (with the exception of the voter's Name(s), Registry Number and Birthdate, which are present in all categories).
• The visibility of each "view" and voter information, as well as actions that can be taken are shown is based on staff permissions in accordance to each team role assigned.
For eg. An electoral officer running an event will have more actions and information available to them, where as a deputy electoral officer will limited actions available, but enough to complete their tasks within an event as a DEO.
In-Person Voting
• Mark a voter as Voted In-Person at a polling location.
Note: A polling station must be open in order to mark someone as voted in person.
1. First, select the In-Person Voting button, located above the voters list.
2. In the list, locate the voter you wish to mark as voted.
Tip: Use the search bar to type in a voters first, last name or registry number to find them quickly.
3. Click the red Mark as Voted In-Person text button, located to the right of the voters name.
4. Once clicked, a confirmation window will display the polling location they are voting at, and the voter's information. Ensure everything is correct, then click Mark as Voted.
Note: Depending on your team role permissions, you may also be asked to select which open polling station you would like to mark the voter as having voted at
5. A green banner will appear at the top of the page, and the voters details will update to show the voting method (In-Person), location, date and time.
Mail-In Voting:
• Mail-in Ballot Package Requests
• Log Mail-in Ballot Package Sent Date(s)
• Mark Voter as Voted by Mail
First, select the Mail-in Voting button.
Mail-in Ballot Package Requests
When a voter has requested a ballot package, the date they requested will show in the 'Mail-in Package Request' column. This will display within the voters info, under their name.
Tip: Use the 'Sorted By:' input to view all requested mail-in packages organized by date.
Log Mail-in Ballot Package Sent Date(s)
1. To record when a voter was sent a mail-in ballot package, click the red text button that says Mail-in Pkg Sent.
2. A window will display for you to confirm this action. Ensure this information belongs to the voter, adjust the date as necessary, then click Confirm Date Sent.
3. When complete, the date you selected will show beside "Mail-in Pkg Sent". This will display within the voters info, under their name.
Mark a Voter as Voted by Mail
1. Click the red text button that says, Mark as Voted by Mail, located to the right of the voters name.
2. Once clicked, you will see a confirmation modal displaying the voters information. Ensure this information belongs to the correct voter, then click Mark as Voted.
3. If the voter was marked successfully, you will see a green banner at the top of the page and the voter's details will show the voting method, date and time.
Digital Voting:
• Send digital voting PIN to voter.
Note: As a security feature, voters are assigned and sent a confidential single use PIN in order to vote digitally. This will be sent automatically when a voter confirms their membership with a Nation in order to vote online.
An electoral officer does not need to mark online voters as having voted as the system does this automatically.
Resending the PIN Email to Voter
If a voter has confirmed their membership to their Nation but missed their PIN email, an email resend can be triggered in the Digital Voting view of the voters list.
1. Select the Digital Voting voters list view.
2. Click the Send PIN Email button, located to the right of the voters name.
3. A window will display asking you to confirm you selected to correct voter. Select Confirm and the voter will receive an email with their PIN.
Be sure to let the voter know to check their junk/spam folder for their PIN email!
View All:
View All voter info displays All relevant Voter info an events Voters list view Options
• Mark as Voted In-Person
• Mark as Voted By Mail
• Send PIN Email
• Mark as NOT voted
Note: Only the Ratification/Electoral Officer, or deputy officer(s) (for the station they are assigned to) have the ability to mark how a voter has voted.
1. Select View All Info voters list view.
2. Click the red Options menu button - you will then see a dropdown menu displaying all available actions per voter, based on the team members permissions.
Troubleshooting + Tips
Removing a voter from having voted
If you have marked the wrong voter as having voted in-person or by mail, only the Electoral or Ratification Officer can change the status of the voter. If you are a team member assigned a deputy role, you will need to contact the primary officer to correct any mistakes within the voters list.
How to know if a voter has already voted
If member has already voted, it is automatically update and display in the voters' list —indicating the type of vote, and date/time (see below).
Changing a vote status as an electoral officer or ratification officer:
1. Select View All Info from the Voters List View.
2. Locate the voter who's status you wish to correct by way of the search box (last name, first name, or registry number)
3. Once the voter has been located, select the Options menu within their voter information.
4. Select: Switch Polling Station, Change Vote to In-Person/Mail, Mark as Not Voted.
The voter who's status has changed will be notified by email (if they have confirmed their membership to a community and their email is attached to their member profile) of the change.
Note - All actions taken within the OneFeather platform are recorded and can be downloaded for the purpose of auditing or verifying a vote through the voting event's Activity Log. When a voter's status is changed, a detailed record is made of who made the change, when it happened, and why.
How to Find Voters
Use the search bar to find specific voters by entering their first name, last name, and/or registry number.
Every vote on OneFeather is instantly logged and updated in real-time. You can view a comprehensive log of all voting activities, including the voter list, in the Activity Log tab on the event's admin page.