Help and guides

• Before you start
• Choosing a method
• Your voter list
• Getting invitations delivered
• Running it fairly
• Bylaws
• Security level
• Observers
• Voters without internet
• For voters

Before you start: a checklist

1. Read your rules. Check what your constitution or bylaws say about who can vote, notice periods, quorum, and the method for each position, and that they allow online voting.
2. Agree who runs it. Name an election officer or committee, ideally people who aren't candidates.
3. Settle the voter list. Decide who's eligible, and fix the list's cutoff date before you invite anyone.
4. Close nominations first. Finalize candidates and their statements before voting opens.
5. Publish the timeline. Tell members when voting opens and closes, and when results will be announced.
6. Do a test run. Try a small practice election with your committee before the real one.

Choosing a voting method

• One seat, clear favorites: single choice is simple and familiar.
• One seat, several strong candidates: ranked choice avoids a winner most members opposed, because votes move to each voter's next choice.
• Several identical seats (a council or a board at large): multi-winner fills them with the most-supported candidates.
• A yes/no decision (a bylaw change, a motion): a referendum, with the pass rule your rules require.

See exactly how each one counts on How it works.

Preparing your voter list

• Use one row per voter, with first name, last name and email. Add a group column if some positions are only for part of your membership.
• Export from your membership system or spreadsheet as CSV. ElectionKeeper flags duplicates, likely typos such as "gmial.com" and empty rows before saving.
• Only include people who have agreed to hear from your organization, and who are eligible under your rules.
• Keep the file somewhere safe, and delete local copies after the election.

Getting invitations delivered

Email invitations come with paid elections. On Free, share each voter's link or print key cards.

• Tell members in advance that their voting invitation will come from hello@electionkeeper.com, in your organization's name.
• Ask them to check spam or promotions folders if it hasn't arrived.
• Watch the delivery status of each invitation, and follow up with anyone whose email bounced.
• For in-person meetings, print key cards and hand them out at the door.

Running it fairly

• Give every candidate the same space for their statement and photo.
• Keep results sealed until voting closes, so early counts can't influence late voters.
• Decide in advance how you'll handle write-ins, ties and disputes, and write it down.
• Publish the results and the official report together, so members can see how they were reached.

Do your bylaws allow online voting?

Many organizations' rules say elections must be "by ballot" or held at a meeting. Under Robert's Rules of Order, voting online needs authority in your bylaws, and a ballot requirement can't be waived, even by unanimous consent. Many nonprofit laws allow electronic ballots unless your bylaws say otherwise. If yours don't mention online voting, consider adding wording like this at your next general meeting:

This is an example, not legal advice. Check it against your own rules and any laws that apply to you.

Choosing a security level

• Standard suits most elections. Nothing to set up, and you can open the results a minute or two after voting closes.
• Strict suits contested elections, and elections where someone running them is also a candidate. Only your team holds the key that opens the results, so not even ElectionKeeper can count them before you do.
• Looking after a Strict key: save the recovery code somewhere safe and offline (a printed copy in a locked drawer works well), and add a second key holder from your team. If every copy is lost, the results can't be recovered.

Observers and scrutineers

An observer watches the election without being able to change it: an independent returning officer, or a representative for each candidate. Observers see the timeline, turnout and admin log, but never voter details or ballots. After the count they can co-sign the official report. In Strict elections, you can also require an observer's approval before the results are unlocked. Observers are included from the Standard plan up, and on both yearly plans.

Members without internet access

• Print a key card for each member who needs one, and set up a supervised device (a laptop or tablet) at your venue.
• Let the member vote privately: the helper steps away once the voting page is open, unless the voter asks for help.
• Clear the browser between voters, or use the device's guest mode.
• Tell members about this option when you announce the election, so anyone who needs it can ask.

For voters

How do I vote?

Open the link in your invitation, or go to the voting page and type the key from your invitation or key card. You don't need an account.

I lost my key, or never got an invitation.

Contact the organization running your election. They can send you a new key. ElectionKeeper can't, because only your organization knows who's eligible.

Can my organization see how I voted?

No. Organizers see whether you've voted, never your choices. Read more on the security page.

What's my ballot code for?

After voting closes, find your ballot code in the published list of counted ballots to confirm your ballot was counted. The code doesn't reveal your choices.

My browser crashed while I was voting.

Open your voting link again on the same device and carry on where you left off. If you can't get back to that device, contact the organization running your election.

It's asking for a member number.

Some organizations ask for a second detail, such as a member number or postcode, as well as your key. Your invitation says which one. If you don't know it, ask your organization.

Still need help?

Email hello@electionkeeper.com, or see the contact page for what to include.