Combining scheduled voting with live conference guide
In this guide, we explain how to combine scheduled voting with live conference voting – in other words, using both voting rounds with ballot slides in one election. This may apply to your organization if, for example, you need to have a phase of early voting leading up to a General Assembly, in which case you need to switch to live conference voting.
Please note that there are important disclaimers regarding this process – find them here.
Start by setting up your election system as you would normally. Refer to the https://assemblyvoting.atlassian.net/wiki/spaces/KB/pages/10125341 for guidance in this process.
Ensure that you have, at least, a contest, voter group(s), voters, and a voting round.
Proceed with voting using the Scheduled voting setup, until you need to switch to the Live Conference setup.
Video Guide
If you initially have set the election configuration to scheduled during the early voting phase, you should ensure that the status is switched to “Open” for the Live Voting part.
Create a ballot slide and ensure that under “Voting Round”, you select the corresponding voting round that you created previously. Read more on slides here. Note we strongly recommend you attach the scheduled voting round to a ballot slide after the early voting period is over.
Now you can proceed with the live voting, using the conductor panel, and you will be using the same voting round as before. Refer to https://assemblyvoting.atlassian.net/wiki/spaces/KB/pages/23855578 on how to execute a live voting event.
This will re-open the voting round and any votes that were cast during the early voting phase will now also be in the ballot used in the live voting.
All votes both from the early voting and the live voting will now be all in one single voting round.
Video Guide
*Note that once the voting round is re-opened while in live voting, all voters can access the ballot – including voters from the live mode and the scheduled mode. Voters who voted during the scheduled mode will be able to recast their vote in the live mode if recasting has been allowed.
Disclaimers
If an election is cleared all votes and results will be deleted and cannot be recovered. Furthermore, the original scheduled voting round will be detached from the ballot slide, and the ballot slide will create its own voting round only for the live voting mode.
This means that if you want to recreate the scheduled voting round you will need to start the configuration over. Due to this reason you will not be able to base the real/production voting scenario on the same voting rounds and ballot slides as the test/demo mode voting. An individual scheduled voting round is required for testing purposes with a ballot slide.
Once you are ready to set up the real/production voting scenario we recommend you setup a new scheduled voting round, initiate production mode, and then after the early voting period is over attach the scheduled voting round to a ballot slide for the live voting mode.
If a ballot slide is reset that contains a scheduled voting round all votes from both early voting and live voting will be cleared and cannot be recovered. Furthermore, the original scheduled voting round will be detached from the ballot slide, and the ballot slide will create its own voting round only for the live voting mode. This means that if you want to recreate the scheduled voting round you will need to start the configuration over.