Robert's Rules of Order for Online Elections: A Board Member's Guide
A practical guide for board members, association leaders, and nonprofit executives who want to run online elections that comply with Robert's Rules of Order.
Last updated: April 2026
Robert's Rules of Order is the most widely used manual of parliamentary procedure in the United States. It governs how meetings are conducted, how motions are made, and how elections are run. The 12th edition (RONR 12th ed., published 2020) includes updated guidance on electronic meetings, making it directly relevant to organizations that want to conduct elections online. With proper bylaws authorization and a voting platform that supports secret ballots, authenticated access, and quorum tracking, online elections can fully comply with Robert's Rules.
Why boards use Robert's Rules
Robert's Rules of Order provides a standardized framework for running fair, orderly meetings. Thousands of HOAs, nonprofits, professional associations, co-ops, and corporate boards reference it in their bylaws. For elections specifically, Robert's Rules ensures that every member has an equal voice, that nominations follow a transparent process, and that voting is conducted in a way that protects the integrity of the result.
The challenge is that Robert's Rules was originally written for in-person meetings with paper ballots and voice votes. As organizations shift to online voting, board members often wonder which rules still apply, which ones need to be adapted, and what their bylaws need to say to make digital elections valid.
This guide answers those questions in plain language. You do not need to be a parliamentarian to follow along.
What RONR 12th edition says about electronic meetings
The 12th edition of Robert's Rules (often abbreviated RONR 12th ed.) made a significant update: it formally recognizes electronic meetings as a valid format, provided the organization's bylaws authorize them. This was a direct response to the growing need for virtual and hybrid meetings, accelerated by the events of 2020.
Under Robert's Rules of Order Newly Revised (RONR, 12th edition), Sections 9.30 through 9.36, an electronic meeting is any meeting where members can participate simultaneously using technology. The rules require that all members who are entitled to attend can do so, that they can hear (or read) the proceedings, and that they can vote. The key principle is that electronic participation must offer substantially the same opportunities as in-person attendance.
For elections, this means an online voting platform must allow every eligible member to cast a ballot, must protect ballot secrecy when a secret vote is required, and must provide a reliable way to verify that only eligible members voted. These are not aspirational goals. They are procedural requirements.
Nomination procedures for online elections
Robert's Rules recognizes several methods of nomination. Here is how each one translates to the online context.
Nominations from the floor
In a virtual meeting, members can nominate candidates verbally (on video/audio) or via chat. The chair repeats each nomination aloud, asks if the nominee accepts, and the secretary records it. This works exactly like an in-person meeting, just through a screen.
Nominations by a committee
A nominating committee prepares a slate of candidates in advance. The slate is shared electronically before the meeting. At the meeting (or in an asynchronous election notice), members are told they may still nominate additional candidates from the floor or by written submission before a stated deadline.
Nominations by petition
Members submit nominations in writing with a required number of supporting signatures. For online elections, this can be handled via email or a digital form, as long as your bylaws define what constitutes a valid "written" nomination in an electronic context.
Self-nomination
Some organizations allow members to nominate themselves by a deadline. This is the simplest method for asynchronous online elections. Candidates submit their name, qualifications, and a statement, and the administrator adds them to the ballot.
Voting methods: traditional vs. online
Robert's Rules defines several voting methods. Not all of them translate directly to a digital platform, but each one has an online equivalent that preserves the intent of the procedure.
| Method | Traditional | Online equivalent |
|---|---|---|
| Voice vote (viva voce) | Chair asks for "ayes" and "nays" aloud | Not applicable to online elections. Use a For/Against motion instead. |
| Show of hands / rising vote | Members raise hands or stand to be counted | A real-time poll where votes are visible to the chair as they come in. Useful for non-sensitive motions during a virtual meeting. |
| Ballot vote (secret ballot) | Paper ballots collected and counted by tellers | Anonymous digital ballots. Voters authenticate with a personal link, but their vote is not tied to their identity in the results. This is the standard for board elections. |
| Roll call vote | Secretary calls each member by name and records their vote | Voter participation tracking shows who has voted (but not how they voted in a secret ballot). For non-secret roll call votes, the platform records each member's choice. |
For board elections, Robert's Rules strongly recommends the ballot vote (secret ballot) to protect members from social pressure. This is the default for most organizations and the most important method to get right online.
Quorum rules for online elections
Under Robert's Rules, no business can be conducted without a quorum. This applies to elections as well. If quorum is not met, the election results are invalid, regardless of how many people voted.
The default quorum in RONR is a majority of the entire membership. However, most organizations set a lower quorum in their bylaws because achieving 51% attendance is impractical for larger groups. Common thresholds for associations and nonprofits range from 10% to 25% of eligible members.
The good news: online voting tends to improve participation significantly. When members can vote from any device over a multi-day window, the logistical barriers that suppress in-person turnout are removed. Many organizations find that quorum problems diminish or disappear once online voting is available.
Tip: monitor quorum in real time. VoteAlly shows live turnout as members cast their ballots. If your quorum requirement is 15% and you can see that 22% of members have already voted with two days left in the voting window, you know the election will be valid. If turnout is lagging, you can send a reminder before the deadline rather than discovering the shortfall after voting closes.
Proxy voting and Robert's Rules
This is one of the most misunderstood areas. Robert's Rules explicitly prohibits proxy voting in its standard rules (RONR 12th ed., Section 45.70). A proxy is when one member authorizes another to vote on their behalf. RONR considers this incompatible with the principle of deliberation: the idea that members should hear the discussion before casting their vote.
However, many state laws (particularly for HOAs and condominiums) require organizations to allow proxies. If your state law or bylaws mandate proxy voting, Robert's Rules defers to that higher authority. In that case, proxies must comply with whatever rules your jurisdiction sets, typically requiring written authorization and specific direction on how the proxy holder should vote.
Online voting largely eliminates the need for proxies. When members can vote from their phone or computer at any time during a multi-day voting window, the main reason for proxies (not being able to attend in person) goes away. Many organizations that adopt online voting find they can remove proxy provisions from their bylaws entirely, simplifying their governance process.
Adapting traditional procedures to a digital platform
Running an online election under Robert's Rules requires mapping traditional procedural steps to their digital equivalents. Here is a checklist for board members.
Review your bylaws. Confirm they authorize electronic meetings and electronic voting. If they do not, you will need a bylaws amendment before conducting an online election.
Issue proper notice. Send the election notice to all members within the timeframe your bylaws require (typically 10 to 30 days). Include the voting dates, list of candidates, instructions for accessing the ballot, and a statement that the election will be conducted electronically.
Open nominations according to your bylaws. Whether by committee, petition, or open floor, follow the same nomination procedures you would use in person. Document all nominations in writing.
Set up the ballot. Create the election on your voting platform with each confirmed candidate. Include candidate bios and statements so voters have the information they need to make an informed choice.
Authenticate voters. Every eligible member receives a unique, personal voting link. This replaces the sign-in sheet at a physical meeting and ensures that only eligible members can vote, and each member can vote only once.
Open and close the polls. If this is part of a live meeting, the chair formally opens the polls and announces when they are closed. For asynchronous elections, the voting window opens and closes at the times stated in the election notice.
Count the votes and announce results. The platform tallies votes automatically. The chair (or election committee) reviews the results and announces the winners. Provide a summary of the vote count in the meeting minutes or election report.
Preserve the record. Download the election results, turnout report, and audit trail. Attach them to the official meeting minutes. This is your procedural record if the election is ever challenged.
How VoteAlly maps to Robert's Rules requirements
Every procedural requirement in Robert's Rules has a corresponding feature in VoteAlly. Here is how they align.
Secret ballot = anonymous voting
Robert's Rules requires a ballot vote for elections. VoteAlly's anonymous voting mode separates the voter's identity from their ballot so that no one can connect a person to their vote. The admin can see who has voted (for turnout tracking) but cannot see how any individual voted.
Roll call = voter participation tracking
For non-secret votes where the record must show each member's position, VoteAlly tracks participation by name. For secret ballots, it shows who has and has not voted without revealing choices. This satisfies both the roll call and the teller's report requirements.
Quorum = real-time turnout monitoring
VoteAlly displays live turnout as a percentage of eligible voters. You can set your quorum threshold and see at a glance whether the election has met it. No more counting heads in a room or tallying sign-in sheets.
Tellers committee = automated counting with audit trail
Robert's Rules requires impartial tellers to count ballots. VoteAlly replaces the tellers with software that counts instantly and produces a complete audit trail. The results cannot be influenced by human error or bias.
Proper notice = Notice Composer and email invitations
VoteAlly's Notice Composer lets you send formal election notices that include the agenda, schedule, and voting instructions well in advance, as required by your bylaws. Credential-bearing invitations with magic links are sent separately, closer to the voting window. This keeps notice requirements (which may need to go out 10 to 30 days early) separate from ballot access credentials (which should not expire before the election).
Presentation mode = live meeting integration
For elections conducted during a live virtual or hybrid meeting, VoteAlly's presentation mode lets the chair display the ballot on screen, open voting in real time, and show results the moment polls close. This mirrors the traditional flow of "the chair calls for the vote, members vote, the chair announces the result."
Learn more about presentation mode for live meetings.
Worked example: National Association of Landscape Architects
The National Association of Landscape Architects (NALA) has 500 members across 12 state chapters. Their bylaws require elections to follow Robert's Rules of Order, with a 15% quorum and secret ballot voting. In previous years, elections were held at the annual conference, where only 80 to 120 members (16% to 24%) attended in person. Proxy battles and disputed nominations had become a recurring problem.
This year, the board authorized electronic voting and ran the election on VoteAlly. Here is how it went:
- The nominating committee published a slate of 8 candidates for 4 board seats. Members were notified 30 days in advance by email with candidate bios and statements.
- Additional nominations from the membership were accepted by email for 14 days. Two more candidates were added to the ballot, bringing the total to 10.
- The administrator uploaded all 500 member email addresses via CSV. 11 addresses bounced and were corrected against the membership database.
- Each member received a personal magic link. One click opened their authenticated ballot. No password or app required.
- The voting window was open for 7 days. On day 3, turnout had reached 28% (140 members), already exceeding the 15% quorum. A reminder email was sent on day 5 to members who had not yet voted.
- By the close of voting, 312 of 500 members (62.4%) had cast ballots, far exceeding the previous in-person attendance of 80 to 120 members.
- Results were tallied automatically. The 4 candidates with the most votes were elected. The full vote count and turnout report were downloaded and attached to the meeting minutes.
- No proxy disputes. No quorum concerns. The election report showed exactly who voted and the anonymized vote totals, satisfying the procedural requirements of Robert's Rules.
The board voted unanimously to continue using online elections for all future officer and board elections.
Common procedural questions
Board members transitioning to online elections under Robert's Rules consistently ask the same questions. Here are clear answers.
Can we vote by email?
Robert's Rules does not authorize email voting in its standard rules. Email lacks ballot secrecy (emails can be forwarded or read by IT administrators) and does not provide reliable authentication. If your bylaws permit email voting, it is technically allowed, but a secure voting platform is far superior. It provides the same convenience as email with proper secrecy and one-person-one-vote enforcement.
Do we need a motion to close voting?
In a live meeting, yes. The chair should announce that the polls are closing and ask for any final votes. For asynchronous elections with a preset voting window, the closing time is established in the election notice and no additional motion is needed. The polls close automatically at the stated time.
Can abstentions change the outcome?
Under standard Robert's Rules, the winner needs a majority of votes cast, not a majority of members. Abstentions (members who choose not to vote) reduce the number of votes cast, making it easier for a candidate to achieve a majority. However, if your bylaws require a majority of the entire membership, then abstentions effectively count against every candidate. Check your bylaws carefully.
What if we have a tie?
Robert's Rules provides that if a ballot vote results in a tie, the election is unresolved and must be repeated. The chair does not cast a tie-breaking vote in a ballot election (unlike a voice vote). In practice, most online elections avoid ties because higher turnout reduces the probability. If a tie does occur, the board should schedule a new ballot.
Can a member change their vote after submitting?
Under Robert's Rules, a member can change their vote before the results are announced, but not after. On a digital platform, this is a configuration choice. VoteAlly locks each ballot after submission to maintain integrity, which is consistent with the principle that votes are final once the polls close.
Tip: update your bylaws before your first online election. Many disputes arise not from the technology, but from bylaws that were written for in-person meetings only. Add language that authorizes electronic meetings and electronic voting. Specify what constitutes proper notice for an electronic election. Define your quorum as a percentage of eligible voters (not attendees at a physical meeting). Your parliamentarian or legal counsel can draft appropriate language. This one-time bylaws update will smooth every future election.
Frequently asked questions
Can we vote by email under Robert's Rules?
Robert's Rules of Order Newly Revised (RONR, 12th edition, Section 45.69) does not authorize voting by email in its standard rules. Email voting can only be used if your bylaws explicitly permit it. Even then, email lacks secrecy and verification safeguards. A secure online voting platform with authenticated access and anonymous ballots is a much stronger option that aligns with the spirit of Robert's Rules.
Do we need a motion to open and close voting online?
Yes, if you are conducting a live meeting with an online voting component. The chair should call for the vote, direct members to cast their ballots on the platform, and then formally close the polls. If you are running an asynchronous election with a set voting window, the motion to conduct the election by electronic means (authorized in your bylaws) covers the entire window.
How do abstentions work in an online election?
Under Robert's Rules, abstentions are not counted as votes for or against. They affect the result only when a majority of the entire membership (rather than a majority of votes cast) is required. In an online election, members who do not submit a ballot are effectively abstaining. VoteAlly's turnout tracking lets you see exactly how many members voted versus how many were eligible.
Does Robert's Rules allow proxy voting?
No. Robert's Rules explicitly prohibits proxy voting unless the organization's bylaws or governing law requires it. If your bylaws do allow proxies, the proxy holder must be authorized in writing and can only cast the vote as directed. Most organizations that switch to online voting find that proxies become unnecessary because members can vote directly from any device.
What quorum do we need for an online election?
The quorum requirement is whatever your bylaws specify. Robert's Rules default is a majority of the entire membership, but most organizations set a lower threshold (commonly 10% to 25% for larger groups). Online voting typically increases participation, making quorum easier to reach. VoteAlly displays real-time turnout so you can monitor quorum throughout the voting window.
Can we use ranked choice voting under Robert's Rules?
Robert's Rules does not include ranked choice (preferential) voting in its standard procedures, but it does not prohibit it either. If your bylaws authorize alternative voting methods, you can adopt ranked choice by a vote of the membership. Many professional associations and nonprofits have amended their bylaws to allow ranked choice elections for multi-seat boards.
Related guides
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