Web voting – Organiser

Thanks to web voting, participants can vote safely and easily – even remotely – during the meeting.

The process goes as follows:

Preparation

Setting attendance

First set the attendance:

1. At the top right, click .
2. Adjust the presence or absence of the participants.
3. Click on Save

Assigning substitute in the voting process

Depending on the settings of your digital meeting environment, it is possible to assign a participant for absent participants who will vote in his or her place. This is done as follows:

1. At the top right, click .
2. For the absent participant, select the participant who will vote for him or her in the drop-down menu No replacement.
3. Click on Save.

Automatically creating the votes for attachments on the agenda

Votes for attachments can be quickly created automatically:

1. Go to your meeting dashboard and log in.
2. Click on the Agenda module.
3. Create a new agenda or open an existing one.
4. Add (an) attachment (s) to the agenda item for which you want to create a vote by clicking on the paperclip in the agenda item.
5. Select the document type. To this document type (in the political environment this is usually the motion and the council proposal) the Create voting in agenda functionality must be added. This has already been set by your administrator or by the Helpdesk.
6. Click on Generate votes at the bottom right to generate the votes automatically. In the agenda item, the voting icon with the number of votes for that agenda item is now visible.

Creating a vote manually

It is also possible to manually add a vote without an attachment.

1. Click on in the agenda item.
2. Click the plus at the top right.
3. Select a document or voting type.
4. Add a number if necessary.
5. Enter the title.
6. Save.
7. Click Agenda in the top left corner of the breadcrumb to return to the agenda.

Political setting: Agenda visibility

Then set the visibility of the agenda:

1. Click on the pencil at the top right.
2. Select Members for Visible to.
3. Save.

Making the vote available to the participants

Then make the votes available to the participants:

1. Click the Details tab in the top left.
2. Click Customize Participant Votes.
3. Select Yes from the Voting active drop-down menu.
4. Select Yes for Pre-voting to allow voting before the meeting. (Availability of this option depends on the settings.)
5. If you choose the above option, you can select the start date at Start pre-vote on and select the stop date at Stop vote on.
6. Select Yes for Delegate votes to allow a participant to vote for an absent participant. (Availability of this option depends on the settings.)
7. If you choose the above option, set the date and end time of the delegation under Delegation possible through.
8. Click on Save.

The voting process

When voting via the Details tab is activated, you can activate the voting process in the meeting.

1. In the agenda overview, click on to open the voting page.
2. Click on start meeting. The option to vote is now visible to the participants.
3. All votes are visible under the heading Votes. Depending on the settings, you can open and close the moods one by one or all at once.
4. Click on Open in an agenda item. It is now possible to vote for that item.

The voting process for the participant in the web environment

1. When the participant opens the agenda, the voting button is also available in the top left corner.
2. The participant clicks the button and the voting page will be opened.
3. The titles of the agenda items are visible under the All votes heading.
4. The participant clicks on the title of an agenda item.
5. Once voting has been opened for the item, the options for, against and, depending on the institution, abstain and blank will become available.
6. The participant casts his / her vote and clicks save.
7. In this way, he/she casts a vote for all available votes.

Closing the vote and the voting results

1. Click close when the participants have cast their vote.
2. The status of the vote and the number of voters is immediately visible to both the organizer and the participant.
3. Click on the blackboard icon in front of the counter for a detailed overview of the vote.
4. You can reopen the vote by clicking on reopen.

Closing the meeting

1. Click Close Meeting when the voting process is complete.
2. Confirm by clicking Close meeting again.

Download XML

The voting process is secured with blockchain technology. You can download the proof of this by clicking on Download xml at the top right of the voting page.

You can now close the voting page.

Votes in the report

The votes from the agenda are included in the report.

Overview of all agendas with votes

In the Voting in agenda module, an overview of all agendas with votes can be seen. Here you can quickly access the voting page.