How to Manage Elections with NemoVote: Step-by-Step Guide

Chapters

• Introduction
• Understanding Election Status
• Setting Up a Vote
  • Creating a New Vote
  • Setting Up Vote Choices
  • Explaining Vote Settings
  • Setting Up Voting Rights
• Opening a Vote
• Managing Votes
  • Functions of Open and Closed Votes
• Sharing Results
• Conclusion and Support

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Introduction

Managing online elections with NemoVote is straightforward, but understanding the workflow ensures a smoother experience. This guide takes you through every step, complemented by short videos. If you prefer not to watch the videos, the text below explains everything in detail.

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Understanding Election Status in 20 Seconds

When you log into NemoVote as an administrator, the first thing you see is the election status dashboard. Here's what the states mean:

1. Draft Votes: Votes prepared but not yet active. These are editable and not visible to voters.
2. Open Votes: Active votes open for voter participation.
3. Closed Votes: Completed votes that are archived for viewing or exporting results.

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Online Election Set Up in under 2 Minutes

Creating a new Vote

In 15 seconds

To create a new vote:

• Click on the Create Vote button on the dashboard.
• Add a title and description.
• Use the description field to include links (e.g., to budgets), images (e.g., nominees), or tables for additional context. This way NemoVote enables features like Candidate Profiles.

Setting Up Vote Choices

Watch this 18 seconds video

NemoVote allows you to configure vote choices:

• Motion Voting: Use the Make it a motion Button for standard options like In Favor, Against, Abstain. You may still edit them and add or delete more choices
• Custom Choices: Create up to 100 choices. You can add or remove choices with the (+) ad (-) buttons.
• Multiple Choice:
  • Exactly: Specify the exact number of choices a voter can select.
  • Minumum/Maximum: Define a minimum and maximum range for selections.
  • More Information

Explaining Vote Settings in Under A Minute

Customize your vote settings for a tailored experience:

1. Who can see the results?: Result Visibility. Decide if results are visible to only admins or to both admins and voters.

   Only voters that where eligible for a vote (i.e. in a voter list that was added to a vote) will be able to access the results. A voter cannot access a result for a vote where they had no right of participation

2. Should the usernames of users who have already voted be displayed?: Vote Casting Visibility. Track whether voters have cast their votes (but not their choices).

3. Should the voter’s choice remain anonymous?: Secret vs. Non-Secret Votes. Secret Ballots are encyrpted and cannot be linked to a voter, even on database level. In a non-secret election, the administrator can view who cast which vote.

4. How should the voting weight be calculated?: Voting Weight. Choose between individual weights or weights based on voter lists. More Information

5. Should the results be accessible before the vote is closed?: Live Results. Display real-time results or hide them until the vote closes.

6. Should new voters access the voting, after it has been opened?: Allow changes to voter eligibility during an open vote. If this option is set to "Yes", newly added voters are automatically added to the respective vote and are granted voting rights. If they are deleted, they also lose their voting rights if they have not already voted. More Information

7. Automatic Closing: Schedule the vote to close automatically after a specific time.

   Select the date and time within your local time zone! Users of other timezones will see this time calculated to their local timezone in „My votes" when the vote is opened.

Setting Up Voting Rights in 20 Seconds

Assign voting rights to determine participation:

• All Voters: Default setting for general participation.
• Proxy Voters: Set up separate voter lists for proxy voting. More Information
• Subgroups: Restrict participation to a specific subset of voters.

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How to Open a Vote

Once your vote is set up, you can:

• Click Create and keep it in draft mode for further adjustments.
• Click Create & Open to activate the vote immediately. A pop-up will ask if you want to send email notifications to voters, providing a direct link to the vote.

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Managing Votes

What Functions have Open and Closed Votes?

Manage your votes efficiently:

• Draft Votes:
  • Copy: Create a duplicate for similar motions.
  • Open: Enable voters to cast their ballot.
  • Edit: Here you can edit the vote
  • Delete
• Open Votes:
  • Copy: Create a duplicate for similar motions.
  • Close: End the vote manually.
  • Results: Monitor live progress (if enabled).
  • Projector-Mode: Share results in a presentation-friendly mode. To use its full potential, use the Full Screen Mode
  • Share: Copy the unique vote URL to distribute it via email, intranet, or social media. Login however, is still required.
• Closed Votes:
  • Copy: Create a duplicate for similar motions.
  • Results: View results of the closed vote within NemoVote.
  • Voter Ballots: Check individual ballots. For secret ballots, review the encrypted hash to proof record as cast.
  • Projector-Mode: Share results in a presentation-friendly mode. To use its full potential, use the Full Screen Mode
  • Export Results: Download a PDF of the full or partial results.
  • Delete

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Got the Results?

Next learn How To Share the Results

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Conclusion and Support

With this guide, you’re ready to run successful elections using NemoVote. Read this article to understand How to Start Your First Online Voting Project. Still not sure? Reach out to us for live support during your election via team@nemovote.com