Hero image for a NemoVote podcast article about DKHV’s online election for the Volunteer Council, showing three speakers, the DKHV logo, a volunteer icon, and the NemoVote logo on a dark blue background.

DKHV Online Voting Case Study: Volunteer Council Election

Learn how DKHV digitized its Volunteer Council election with secure online voting, reducing workload and reaching nearly 1,500 volunteers.

Podcast cover image showing Aaron Lesicar and Sina Steiner with the Caritas logo, presenting an online election for the Region Commission using NemoVote for secure church elections.

Secure Online Church Elections with NemoVote

Learn how Caritas Rottenburg-Stuttgart moved from in-person voting to secure digital church elections with NemoVote, KDG compliance, and live support.

Banner showing an online election for the Retail Advisory Board conducted by Goodyear Retail Systems using the NemoVote secure online voting platform.

How Goodyear Retail Systems Digitized Its Franchise Partners Election

Learn how Goodyear Retail Systems moved from paper ballots to digital voting, enabling secure elections, simple access for partners, and faster results.

Result Publication (digital, Audit Logs)

Vote counting (automatic, digital)

Accessibility (Inclusion, Barrier-Free Voting)

Data Retention in Voting

Election Protocols

Electronic Voting Laws

Ballot Design

Secrecy & Anonymity

Election Observers

Majority Types

Nomination Process

Proxy Voting

Quorum Requirements

Authentication & Identification Methods (2FA, Biometrics, eID)

Voter Registration / Digital Voter Register

Helpdesk / Voter Support

AGM Voting (Annual General Meeting)

Association Elections

Board Elections Online

Committee Voting

Shareholder Voting

University Elections

End-to-End Encryption

GDPR-Compliant Voting

Real-Time Results

Single Sign-On (SSO) for Voting

Two-Factor Authentication

Email Voting

Weighted Voting

Hybrid Voting (Hybrid Voting)

Mobile Voting / App-Voting

Voting machines

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

Broadcast Messages to Voters in real-time

Ballot comments

Protocol Comments: Add text to the protocol as admin

Dynamic Voting Rights: Add or Remove Voters During Open Votes

Email Voting: Cast Your Vote with a Magic Link

Voting Results: Export

Fullscreen Mode: Optimal View for presentations

Votes Management: Step-by-Step

Multiple Choice

Reset Passwords in NemoVote: 3 Ways explained

Roll Call digitally and quorum check

Sealed Voting

Projector Mode: Presenting results live

System Settings

User Management: Access levels, functions and overview

Voter List Management: Creating voter groups and subgroups

Welcome Page for voters: Advantages, Best Practices and customizations

Voting Results: Features

Weighted Voting: Master weighted online elections

1. Start Your First Online Voting Project

Voter Invitation: Sending credentials via email

Voter Onboarding: A Comprehensive Guide

Delete Voting Data: Data Privacy and GDPR compliance

Troubleshooting: Voter Access Instant Solutions

Proxy Voting in Online Elections

Recording Voting Protocols with Comments

Change Your Voting Password easily in self-service

Dark Mode: How to Activate Dark Mode

Edit My Voter Profile: Self-Service Voter Management

Full Screen Mode: Share voting results live at your general assembly

Multi-Language Voting: Choose from 10+ Languages

Proxy Voting for Voters

Reset or Change a Voter’s Password

Results: Voting Results Display (Voter)

Online Voting Cast Ballot


### Chapters
- [Introduction and Data Privacy Commitment](#introduction-and-data-privacy-commitment)
- [Why Delete Your Data](#why-delete-your-data)
- [How Administrators Delete Voter Data](#how-administrators-delete-voter-data)
- [Automatic Server-Side Data Deletion](#automatic-server-side-data-deletion)
- [Your GDPR Rights](#your-gdpr-rights)
- [Additional Resources](#additional-resources)

![Clear voting data from online voting tool](/public/media/knowledge-base/clear-voting-data.png)

---
## Introduction and Data Privacy Commitment

Data privacy is a core priority at NemoVote. After completing your voting event, you or your organization may want to permanently remove all personal user data from our database.

NemoVote provides clear processes to ensure complete data deletion while maintaining compliance with GDPR and other privacy regulations.

---
## Why Delete Your Data

Deleting voter data after elections ensures:
- **GDPR Compliance**: Fulfills data minimization and storage limitation principles
- **Privacy Protection**: Removes personal identifiers like emails, usernames, and voting records
- **Clean Database**: Prepares the system for future elections without legacy data
- **Legal Requirements**: Meets organizational data retention policies

---
## How Administrators Delete Voter Data

![Clear all voters from online voting tool](/public/media/knowledge-base/clear-voter-data-user-management.png)

Administrators can permanently delete voter data through the System Management section. This removes:

- Voter accounts and profiles
- Voting records and ballots
- Login credentials and email addresses
- Associated voter lists

**Important**: Once deleted, this data cannot be recovered. Always export necessary reports before deletion.

<Related>Detailed step-by-step instructions: [System Management](/knowledge-base/admin-functions/system-management)</Related>

---
## Automatic Server-Side Data Deletion

In addition to manual deletion, serverside data including server logs and temporary session data is automatically deleted according to your organization's data privacy agreement with NemoVote.

- **Log retention**: Maximum 7 days
- **Backups**: Removed after plan termination (subject to legal retention periods)

---
## Your GDPR Rights

Under GDPR Article 17 ("Right to be Forgotten"), you have the right to request erasure of your personal data. Contact your organization administrator or [data privacy department](mailto:privacy@nemovote.com) to exercise this right.

NemoVote processes such requests within legal timelines while ensuring election integrity where required.

---
## Additional Resources

Further information on data management and privacy:

- [System Management - Complete Guide](/knowledge-base/admin-functions/system-management)
- [User Management Functions](/knowledge-base/admin-functions/user-management)
- [NemoVote Privacy Policy](/privacy-policy)
- [GDPR Compliance and Online Voting Security](/security)

<Related>Need to manage ballots and voter data before deletion? See [Password Reset Options](/knowledge-base/voter-functions/reset-change-password) and [Cast Ballots](/knowledge-base/voter-functions/voting)</Related>



### Chapters
- [🚨 Instant Help: Act Now!](#instant-help-act-now)
- [Introduction and Overview](#introduction-and-overview)
- [Most Common Causes](#most-common-causes-for-authentication-issues)
- [Solution 1: Resend Email](#solution-1-resend-email)
- [Solution 2: Correct Email Address](#solution-2-correct-email-address)
- [Solution 3: QR Code for Immediate Access](#solution-3-qr-code-for-immediate-access)
- [Solution 4: Manual Password](#solution-4-manual-password)
- [Additional Resources](#additional-resources)

<Image src="/media/knowledge-base/troubleshooting-voter-authentication-checklist.png" alt="Voters without access? Instant solutions with NemoVote" width="400" height="1000" />

---
## 🚨 Instant Help: Act Now!

**Problem:** Your voters are not receiving the Magic Link email?

**Quick checklist (30 seconds):**
1. **Resend email** → User Management > Voters > Envelope icon
2. **Ask them to check spam** → “Please check your spam folder!”
3. **Show QR code** → User Management > Voters > QR code icon (on site or via mail!)
4. **Manually set password and send via email** → User Management > Voters > Key icon

**Your event URL:** 'YOUREVENTNAME.nemovote.com' (top of your admin URL)

**Done!** Now every voter has access.

---
## Introduction and Overview

NemoVote sends access credentials by default as a **Magic Link via email**. Occasionally, this email may not arrive. Don’t panic: Here are trusted solutions!

This article provides fast and compliant help when your voters lack access.

---
## Most Common Causes for Authentication Issues

**Why is the Magic Link email not arriving?**
1. **Wrong or outdated email address**
2. **Email marked as spam or blocked**
3. **No email access / mailbox full**

---
## Solution 1: Resend Email

**First and always:**
1. Go to **User Management > Voters**
2. Click the **Envelope icon** next to the voter
3. **Resend access email**

<Tip> Ask the voter to check their **spam folder**: Access emails often end up there! </Tip>

---
## Solution 2: Correct Email Address

**Wrong email? Fix it now:**
1. Select the voter in **User Management > Voters**
2. Click the **Pencil icon** (edit)
3. Enter the correct email address
4. Save
5. Click the mail icon to send out credentials again

---
## Solution 3: QR Code for Immediate Access

**Voter is on site? Perfect!**
1. Select voter in **User Management**
2. Click the **QR code icon**
3. Show or print the QR code = direct Magic Link access!

<Tip> **Warning:** Show QR code only to the voter! Otherwise others could vote in their place. </Tip>

**Remote?** Download QR code and send it **from your business email** (firewalls rarely block these emails).

---
## Solution 4: Manual Password

**Last resort: Phone or postal:**
Voter has no email access or no email address? Here’s how:
1. Go to **User Management > Voters > Key icon**
2. Manually change password
3. Provide username and password to voter
4. Share event URL: `YOUREVENTNAME.nemovote.com`

**Important:** Refer them to [this login article](/knowledge-base/voter-functions/change-initial-password) (video explains login!)

**After voting:** Voter should **change password themselves** so you have no further access.

---
## Additional Resources

Everything for smooth voting:
- [Comprehensive User Management](/knowledge-base/admin-functions/user-management)
- [Magic Links & Authentication](/knowledge-base/admin-functions/system-management#authentication-settings)
- [Manage Voter Lists](/knowledge-base/admin-functions/voter-list-management)
- [How Voters Cast Ballots](/knowledge-base/voter-functions/voting)
- [Live Support: team@nemovote.com](mailto:team@nemovote.com)

<Related>🚀 **Still have questions?** [Get Started with NemoVote](/knowledge-base/getting-started/setting-up-nemovote) or contact support directly!</Related>



### Chapters
- [Introduction and Overview](#introduction-and-overview)
- [What is Proxy Voting](#what-is-proxy-voting)
- [How to Set It Up (Admin)](#how-to-set-it-up-admin)
- [How Voters Delegate Their Vote](#how-voters-delegate-their-vote)
- [How Election Managers Delegate Votes](#how-election-managers-delegate-votes)
- [How Proxy Holders Cast Votes](#how-proxy-holders-cast-votes)
- [Key Benefits](#key-benefits)
- [Important Notes](#important-notes)

---

## Introduction and Overview

Proxy voting enables a member who can't attend (e.g., Berlin) to delegate their voting right directly to another member (e.g., Munich). Munich then has two votes: their own, and Berlin's delegated one.

Administrators enable proxy voting for a vote and decide which voter list is allowed to receive delegations for that specific election. From there, voters can delegate their own vote, or an election manager can assign a delegation on their behalf—whichever fits your bylaws.

---

## What is Proxy Voting

**Example:** Berlin can't attend and delegates their voting right to Munich, directly from Berlin's own account. Munich then votes:

1. Once with their own ballot (primary list)
2. Once with Berlin's delegated ballot (proxy)

**Important for legally secure elections:** Munich can vote differently on each ballot. For instance, you can abstain on your own vote but vote yes on the delegated one. Each ballot is a real, independent vote. If [weighted voting](/knowledge-base/admin-functions/weighted-voting) is enabled, Berlin's voting weight automatically transfers with the delegation.

---

## How to Set It Up (Admin)

Proxy voting can be enabled under **Voting Rights** → **Proxy Settings**.

<Related>[For step-by-step instructions](/knowledge-base/admin-functions/proxy-voting#organization-wide-proxy-settings)</Related>

**Proxy Voting with weighted votes**  
If [weighted voting](/knowledge-base/admin-functions/weighted-voting) is enabled, a delegated ballot automatically carries the delegating voter's weight.

---

## How Voters Delegate Their Vote

If you want to offer your voters self-service delegation, they can delegate their vote through NemoVote from their personal proxy voting page.

<Related>[For detailed voter instructions](/knowledge-base/voter-functions/proxy-voting)</Related>

<Tip>Voters can see all delegations they've **received** in the "Received delegations" table.</Tip>

---

## How Election Managers Delegate Votes

Some organizations don't want voters delegating on their own, and some delegations originate from other systems or exist historically. In these cases, you can create the delegation yourself:

<Related>[For detailed admin instructions](/knowledge-base/admin-functions/proxy-voting)</Related>

---

## How Proxy Holders Cast Votes

Voters have the option to submit their delegated votes individually, or to submit their ballot along with all delegated votes at the same time.

<Related>[For step-by-step instructions for proxy holders](/knowledge-base/voter-functions/proxy-voting#casting-a-vote-as-a-proxy-holder)</Related>

1. Selects their own voting right to cast their own ballot
2. Switches to a delegated voting right to cast a second, independent ballot
3. Or checks **"Vote for all voter lists at once"** to submit all ballots (their own and all delegations received) in a single action

---

## Key Benefits

- **Flexible by design:** Voters can delegate their vote in seconds, or an election manager creates a delegation on their behalf. Whatever fits your process and bylaws.
- **Standing or one-off:** Delegations can be permanent or limited to a single time period.
- **Transparent tracking:** Every delegation is logged with sender, recipient, and timestamp, and is visible at any time to the sender, recipient, and election manager.
- **True independence:** Each ballot can be cast differently, and voting weight transfers with the delegation.
- **Compliant by design:** Admins control which voter list may receive delegations. Admins can only delete delegations they created themselves.
- **Live & Email voting:** Works with all voting methods.
- **GDPR compliant:** Legally secure elections also mean data protection compliance. Voters receive no information about other voters' delegations.

For compliant, legally secure proxy voting in online elections.

---

## Important Notes

- **Cascading delegations:** If Berlin delegates to Munich, and Munich has also delegated onward to London, London receives all accumulated ballots from both Munich and Berlin.
- **Revocation:** If a voter deletes their delegation before the recipient has voted, the voting right transfers back automatically. After the ballot has been cast, it cannot be reversed.
- **Deletion rules:** Admins can only delete delegations they created. Voter-created delegations can only be removed by that voter or with technical support.
- **Quorum:** Proxy votes don't automatically count toward attendance in the [rollcall feature](/knowledge-base/admin-functions/roll-call). Create a test election to ensure quorum is reached.



### Chapters

- [The Problem](#the-problem)
- [The Solution: Comments Instead of Paper](#the-solution-comments-instead-of-paper)
- [Practical Scenario](#practical-scenario)
- [Best Practices for Recording Protocols](#best-practices-for-recording-protocols)
- [Next Steps](#next-steps)

---

## The Problem

The PDF export automatically generates a report with results and basic metadata. That's sufficient for many organizations. But not always. Sometimes you need additional information: discussion points, justification for the result, responsibilities for next steps, or notes on quorum and legal validity.

Until now, you've solved this manually: print the report, write notes by hand, scan it, file it away. Time-consuming. Error-prone. Not searchable.

---

## The Solution: Comments Instead of Paper

Instead of paper and a scanner, use [vote comments](/knowledge-base/admin-functions/comment-on-votes). The admin or board leader writes a structured note directly into the system right after the vote closes. It becomes part of the voting record, appears in the PDF export, and stays permanently accessible.

It's not just faster. The information is:
- **Digital**: No paper, no scanning
- **Structured**: Consistent format across all votes
- **Complete**: Notes are linked to results, not stored separately
- **Searchable**: Later, you can search your archive by comment

---

## Practical Scenario

Your board holds a member assembly. Agenda item 5 is a vote on bylaw amendments.

**The old way:**
1. Vote runs online
2. Result: 73% approval
3. Export as PDF
4. Print it
5. Write by hand: "Bylaw amendment valid. Implementation by Board Chair by June 30, 2026."
6. Scan it
7. Paper goes to filing cabinet, digital version ends up somewhere in a folder

**With vote comments:**
1. Vote runs online
2. Result: 73% approval
3. Open the vote, click "Add Comment," and write:
   ```
   [DECISION] Bylaw amendment passed (73% approval)
   [NEXT STEPS] Implementation by Board Chair, report at next assembly
   [DEADLINE] June 30, 2026
   ```

![The input field for a new vote comment. Write your note, result explanation, or metadata here.](/media/knowledge-base/comment-on-vote-text.png)
*Add your comment directly in the system*

4. Export the PDF – comment is already included
5. Done. Everything in one place, digital, permanent.

---

## Best Practices for Recording Protocols

**Write in a structured format:**
Use a consistent template. Easier to write, easier to read later.

```
[AGENDA] Item 5 – Bylaw Amendment
[METADATA] Quorum met (89 of 120), secret ballot conducted
[RESULT] 73% approval, valid
[DISCUSSION] Two opposing votes with justification in written remarks from May 15, 2026
[DECISION] Bylaw amendment passed and valid
[NEXT STEPS] Registry entry by Board Chair, member notification
[DEADLINE] June 30, 2026
[RESPONSIBLE] Treasurer (name)
```

**Who writes:**
- **Admin**: Technical and procedural notes (quorum, ballot type, results)
- **Board leader**: Discussion points, justifications, next steps

Both can add comments – they appear together in the export.

**When to write:**
Immediately after the vote closes, while details are fresh. Not later "at some point."

![The results view with integrated vote comments. The comments are clearly visible and help with documentation.](/media/knowledge-base/comment-on-vote-results.png)
*Your comments are part of the voting results*

![The PDF export shows vote comments in a formatted table, together with the voting results. This enables comprehensive documentation.](/media/knowledge-base/comment-on-vote-export.png)
*Vote comments in PDF export – automatically integrated into your protocol*

---

## Next Steps

To record voting protocols:

1. **Enable the feature**: [Setting Up and Managing Vote Comments](/knowledge-base/admin-functions/comment-on-votes)
2. **Add comments**: Write a structured note after each vote
3. **Export**: The PDF includes comments automatically – ready for filing


Comprehensive Voting Guides and Tutorials