How does it work?
5 Step Process
Sign the Consent
We are serious about the POPIA legislation and ensure our clients that their data and the data of their clients are used solely for elections. Nothing more.
Register one or more Election
What should you include during the registration of an election?
Your organization's details
Your organization’s logo (only if we do not have the latest one)
The details of the Primary User. This is usually the person responsible for the election at the organization.
The details of the Electoral Officer who will monitor the election.
You will then also have the opportunity to provide the details of up to 4 elections:
1. Specify the Election’s Start Date AND Time.
2. Specify the Election’s End Date AND Time.
3. Specify for how many people a Voter can vote for. This is usually equal to the number of posts or positions that are available.
4. Specify the quorum percentage if applicable.
Compile the Voters Roll
It is your responsibility to compile the Voters Roll. We have a strict format that this Voters Roll should adhere to. If not according to this format, we will send the Voters Roll back. We love you, and therefor would want to use our time to effectively service you as a client.
Each column of the Voters Roll is explained as follow:
- A Name and Surname per Voter/Candidate
- ID_Number: This can be any unique number or a SA ID number
- Mobile_No: We use this to send out an SMS message to the Voter which includes a voting link. The format should strictly be 0836523459 and not +27….
- Email_Address: (Optional). If provided, an email will also be sent to each Voter which will include relevant information and a voting link
- Tag1: Use this field to describe the type of voter. It could be something like Parent or Educator or Worker etc.
- Tag2: This is an additional description field for the Voter. The Voter could be Parent in Tag1 but perhaps Educator in Tag2. (Parent but also Educator at the school) We use Tag1 and Tag2 to make it easy for us to filter our Voter audience for each type of election. These two fields are very important.
- Weight: By default, this will be 1. Weights are used where different groups of Voters have a bigger say than others. A different weight per voter group can be specified.
- Voter: All should be completed with an X as this is a Voters Roll
- Candidate: Indicate a candidate with an X (This can be done later if nominations have not closed yet)
After completing the Voters Roll you can test it by accessing the RollTest tool. You can also use this tool to optionally test the Voters Roll against your organization. From this tool, and when your organization was selected, a button will appear from where you can send the tested Voters Roll directly.
If not tested against your organization, you can also send the tested Voters Roll to hello@votingcrowd.co.za The candidate photos can be sent with the roll or at a later stage.
Start communicating with your Voter Audience
Probably, you will have to start the nomination process at your organization. Educate your voters by sending them the VotingCrowd Tutorial.
Provide us with the nominations
After nominations have closed, you must provide us with the list of Candidates.
You can re-use the Voters Roll to indicate the candidates by marking them with an X.
We also need photos of all the candidates.
The file names of the photos should be the ID_Number (or Unique number) of each candidate as captured in Voters Roll (e.g 76909987456.png).
The photos should preferably be in PNG format.
Optionally, basic CVs can be provided in Text Format which will be converted and included in the emails.
This sounds awesome. Let’s get started!
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