Attendance-Based Voting Set Up: Restrict Votes to Present Members

Chapters

Introduction

Attendance-based voting restricts participation in a vote to members who are physically or digitally present at a meeting. This ensures voting compliance with bylaws or organizational rules that require presence for voting rights.

This guide walks you through three practical methods to implement attendance-based voting in NemoVote, so you can choose the approach that fits your meeting format best.

What is Attendance-Based Voting?

When Do You Need It?

Attendance-based voting is essential for:

  • Member assemblies – Shareholder meetings, cooperative assemblies, board meetings
  • Compliance requirements – Bylaws or regulations that mandate presence for voting eligibility
  • In-person meetings – Conferences, workshops, or gatherings where only attendees should vote
  • Hybrid meetings – Blended online + in-person formats where you track attendance

The Three Methods Overview

NemoVote supports three straightforward approaches to enforce attendance-based voting:

  1. Filtered Voter List – Create a voter list containing only present members before opening the vote
  2. Link Sharing – Upload all members, but share the voting link only with attendees
  3. QR Codes – Generate individual QR codes and distribute them only to present participants

Important: Once a voter has logged in during your assembly, they stay logged in for any following votes. They do not need to log off and log in again for each question. Instead, they receive a notification whenever a new vote opens. This makes attendance-based voting a one-time requirement at the start of your meeting—members log in once, and then participate in all subsequent votes without re-authenticating.

Each method has trade-offs in setup time, flexibility, and technical requirements. See the comparison section below.

Our Recommendations by Meeting Format

Choose your method based on how your meeting is structured:

In-Person Meetings → Use QR Codes

  • Most secure (codes distributed only to attendees)
  • Clear, tangible voting experience
  • Minimal risk of unauthorized participation

Hybrid Meetings → Use Filtered Voter List with QR Codes as login method

  • The Filtered Voter List must be used for ALL participants (both in-person and remote)
  • QR Codes serve as an easier login method for in-person attendees, not as a separate restriction layer
  • This prevents excessive admin work during the meeting
  • Remote participants receive magic links via email instead

Fully Remote/Online → Use Filtered Voter List (recommended) OR Link Sharing

  • Link Sharing is quickest: share the platform link (e.g., example.nemovote.com) via chat and/or QR code, allowing eligible members to log in. Only members who have been uploaded to the system can access the vote—if the link is shared with non-eligible members, they cannot log in. If shared with eligible members not attending, they are able to vote. Whether this is a security issue depends on your organization's statutes.
  • Filtered Voter List requires more setup but offers stricter control. You create a list of only present members before voting opens. All members have access to the system, but only those on your list can participate in the vote. Slightly less flexible if members arrive late, but perfect if enforcing attendance is critical.

Key Trade-off Summary:

  • QR Codes → Most reliable for in-person. Requires pre-meeting setup (printing/distribution), but removes complexity during voting.
  • Filtered Voter List → Strictest control for online/hybrid. Requires 2–5 minutes in agenda to finalize attendee list, but ensures only present members vote.
  • Link Sharing → Fastest method for online. Share platform link and/or QR code via chat. Works well with trusting communities where link forwarding to non-attendees is low-risk.

Step-by-Step: Method 1 – Filtered Voter List

This method is quickest for smaller groups and administrative meetings.

How It Works – Filtered Voter List

You create a new voter list with only the members marked as present, then restrict the vote to that list.

Steps – Filtered Voter List

  1. Before the meeting, prepare your full member list in NemoVote
  2. At the start of the meeting, take attendance (roll call) and identify all present members
  3. Create a new voter list:
    • Go to Voter Lists in the admin dashboard
    • Click Create New Voter List
    • Name it something clear: "Assembly Meeting – July 10, 2026 – Present Members"
  4. Copy present members using the Roll Call feature:
    • Use NemoVote's Roll Call feature to identify all members currently logged in
    • From your attendance list, mark all present members
    • Right-click and select Copy, or press Ctrl+C
    • Paste them into the new voter list
    • This typically takes under 10 seconds for most groups
  5. Create or configure your vote:
    • Click Create Vote or edit an existing draft vote
    • Under Voter List Settings, select the filtered list you just created
  6. Start the vote – only members on this list can participate

Save 3+ minutes of meeting time: Create and prepare your voter list before the meeting. Leave it empty. Then, during the meeting, use Roll Call to identify present members (step 4). Add them to your list. Finally, create and prepare the vote in advance by enabling the correct voter lists and all settings—but don't open it yet. This way, when attendance is finalized, you only need to open the vote. You skip steps 3 and 5 during the meeting, saving significant time and stress.

Note: The Roll Call function logs voters by count, not by voting weight. If your organization uses voting weights, you'll need to manually verify which weighted voters are present.

This method is ideal when you want quick setup with flexibility for late arrivals.

You upload your entire member database to NemoVote. At meeting time, you share the platform link and/or QR code so attendees can log in and vote. Only members who have been uploaded to the system via voter lists can access the vote.

  1. Before the meeting, prepare and upload your full member list to NemoVote
  2. Create your vote:
    • Click Create Vote
    • Set up the vote details (title, options, duration)
    • Under Voter List Settings, select your full member list
  3. Keep the vote in draft – do not open it yet
  4. At the meeting, once voting should begin:
    • Open the vote
    • Share the platform link (e.g., example.nemovote.com) in the meeting chat
    • Additionally, generate and display a QR code to the platform (not an individualized code) on screen or project it
    • Alternatively, read the platform link aloud so members can type it in
  5. Members log in – they click the link or scan the QR code, enter their email address, receive a one-time password, and vote

For online meetings:

  • Paste the platform link in the meeting chat (e.g., Zoom chat, Teams chat)
  • Display a QR code to the platform (can be generated externally or by your NemoVote instance)
  • Members can click the link in chat, scan the QR code, or manually type in the platform URL

Late arrivals:

  • They can see the link in the chat history and log in immediately
  • You can redisplay the link when each new vote opens, so members never miss access

To generate a QR code to your NemoVote platform (not vote-specific), use an external QR code generator with your platform URL.

Step-by-Step: Method 3 – QR Codes

This method is best for in-person and hybrid meetings where you want a smooth, reliable voting experience.

How It Works – QR Codes

NemoVote generates individual QR codes for each voter. You distribute these codes only to attendees (printed, displayed, or laid out at seats), so only those with access to a code can vote.

Steps – QR Codes

  1. Prepare your member list – upload all eligible members to NemoVote via voter lists
  2. Create your vote – set up the vote and configure it (do not open yet)
  3. Generate QR codes:
    • Go to Voter Lists in the admin dashboard
    • Select your member list
    • Click Download credentials (the button in the action menu)
    • Select QR-Codes (PDF)
    • Download the PDF file with all codes and member names
  4. Prepare codes for distribution:
    • For pre-arranged in-person meetings: Print the QR code sheet and lay out individual codes at each voter's fixed seat before the meeting starts
    • For ad-hoc situations: Display the PDF on a screen or tablet instead of printing
    • QR codes should be printed at least 10×10 cm for reliable scanning with older smartphones
  5. At the meeting:
    • Open the vote
    • Attendees scan their QR code to log in and vote
    • Each code contains a token that can also be manually typed in as a backup if scanning fails
  6. For late arrivals or individual requests:
    • Go to User Management
    • Find the voter and click the action menu
    • Select Create QR Code for [voter name]
    • Send them the code or display it on screen

For hybrid meetings:

  • Print and distribute QR codes to in-person attendees
  • Send magic links via email to remote participants (they log in with email and one-time password)

Before the meeting: Test QR code scanning on multiple devices to ensure compatibility. Print codes large enough (at least 10×10 cm) for reliable scanning.

The QR codes also include a backup token that voters can manually type in if their phone camera cannot scan the code.

Comparing the Methods

| Aspect | Method 1: Filtered Voter List | Method 2: Link Sharing | Method 3: QR Codes | |---|---|---|---| | Setup Time | ~2–5 min (finalize list during meeting) | ~30 sec (upload only) | ~15 min (download + print + handout) | | Security | Very High (only pre-approved voters) | Medium (only uploaded members can access; but member-to-member sharing possible) | Very High (individual codes distributed to attendees only) | | Flexibility | Low (list is fixed at vote start) | Very High (link shareable, late arrivals easy) | High (codes per attendee, individual backups) | | Late Arrival Support | Low (requires vote restart or manual addition; see FAQ) | Very High (link in chat, easy resend, displayable per vote) | High (individual codes easily generated on-demand) | | Tech Required | Minimal (login + copypaste) | Minimal (link access, email login) | Low (printer for in-person; mobile/tablet for display) | | Best For | Small to large online meetings; if attendance must be strictly enforced | Large online meetings with flexible attendance; trusted communities | In-person meetings; hybrid meetings (with filtered list for everyone) | | Attendee Experience | Simple (log in with email) | Interactive (click link, type email, receive one-time password) | Simple & tactile (scan code, or type backup token) | | Scale | Works for any size | Works for any size | Works for any size | | Cost | None | None | Printing costs (unless displayed on screen/tablet) | | Recommendation | ✅ Strictly enforced online meetings | ✅ Fast-setup online meetings | ✅✅ In-person & hybrid (best reliability) |

Best Practices

Choose Your Method Early – And Understand the Trade-offs

Decide which method fits your meeting type before you start setup. Each has distinct advantages and challenges:

  • In-person meeting? → QR Codes (most secure and straightforward)
  • Hybrid meeting? → QR Codes for in-person + Filtered List for remote (combines security with flexibility)
  • Fully online/remote? → Filtered Voter List (more secure than link-sharing; simpler for voters) OR Link Sharing (if setup speed is priority and you accept minimal risk)

Security vs. Flexibility: The Filtered Voter List Trade-off

Filtered Voter List is most secure because votes are restricted by list membership, not by link possession. This prevents the risk of links being forwarded to members not attending.

However, it requires agenda time and a clear cutoff point: You must allow 2–5 minutes for attendees to log in and appear in Roll Call. Then, you announce a moment where no more members can be added to the voting list—this is your attendance cutoff. After this point, you finalize the voter list and open the vote.

Why the cutoff matters:

  • Members need to know: "Log in now—voting list closes in 2 minutes."
  • Once you announce the cutoff, only members already online are eligible to vote
  • If someone arrives after the cutoff, they cannot vote (unless you manually add them and use the "Should new voters access after opening?" setting)
  • Without a clear cutoff, members arriving late expect to vote, causing confusion and requiring individual admin actions

If your organization relies on verifying a quorum, this method is ideal because you can wait until you see all expected attendees are online, then formally close the list.

For late arrivals after the cutoff:

  • If they arrive after the list is closed, you have two options:
    1. Keep the vote open with the setting "Should new voters access the voting after it has been opened?" set to "Yes" (allows them to vote without restarting)
    2. Inform them they've missed the attendance cutoff (simpler, but may feel exclusionary)

To minimize disruption:

  • Plan 2–5 minutes in your agenda for the login + cutoff process
  • Communicate deadlines clearly: "Members, please log in now. Voting list closes at 2:00 PM sharp. After that, no new voters can be added."

Test Your Setup

Run a test vote with a small group (staff, organizers) to catch issues:

  • Does the voter list load correctly?
  • Can members log in and vote?
  • Are results displaying correctly?

Automatic Attendance Documentation with Roll Call

NemoVote's Roll Call feature automatically tracks who is logged in during your meeting. This creates a timestamped record of attendance without extra work:

  • Members log in → they appear in Roll Call
  • You can take a snapshot of who is present at any moment
  • This log is useful for compliance and later verification

You don't need to manually "keep a record"—Roll Call handles it automatically. See the Roll Call guide for details on how to use it.

Plan for Edge Cases by Method

With Filtered Voter List:

  • Member arrives after vote opens? If you've set "Should new voters access the voting after it has been opened?" to "Yes", they can vote. Otherwise, inform them they've missed the window.
  • Remote participant's connection drops? They can reconnect and vote if they're on the list—no action needed.

With Link Sharing:

  • Member didn't see the link in chat? Redisplay it or send via direct message
  • Member scans QR code but can't access? They can manually type in the token from their QR code

With QR Codes:

  • Member can't scan the code? They can manually type in the token that's printed on the QR code sheet
  • Late arrival needs a code? Generate an individual code on-demand via User Management
  • Backup for remote participants? Send magic links via email instead

Frequently Asked Questions

Next Steps

You're ready to implement attendance-based voting. Explore these related topics: