Reports & Exports
Download voting results, anonymized ballots, participation records, and admin activity logs. Keep your records complete for compliance, transparency, and board meeting minutes.
Overview
Every VoteAlly voting session generates exportable data across four categories. These exports give you a complete, auditable record of what happened during any vote, from aggregate results down to individual admin actions.
Exports are available from the Reports & Activity tab inside any voting session. All files are CSV format, ready to open in Excel, Google Sheets, or any spreadsheet tool.
Satisfy board governance requirements with complete voting records. Attach exports to meeting minutes for a verifiable audit trail.
Share anonymized results with your membership. Ballot exports prove vote integrity without revealing who voted for what.
Download and archive participation data and results for long-term storage outside VoteAlly. Keep your own copy before voter information is automatically removed.
The admin activity log tracks every action taken by every administrator, including IP addresses and timestamps.
Export Types
Final Tally Results CSV
The primary results export. Contains the vote count and percentage for every option on every question. For motions, this shows pass/fail totals. For elections, this shows each candidate's vote count and their share of the total.
| Column | Description |
|---|---|
| QuestionID | Unique identifier for the question |
| QuestionTitle | The question text as displayed to voters |
| Status | Question status (OPEN, CLOSED, etc.) or round number for STV |
| OptionID | Unique identifier for the candidate or option |
| OptionName | Display name of the candidate or option (e.g. "Yes", "No", "Jane Smith") |
| Votes | Number of votes received |
| Percentage | Share of total votes (e.g. "65.2%") |
No voter identity: This export contains only aggregate counts. There is no way to connect a vote count back to an individual voter.
Anonymous Ballot Audit CSV
A raw, anonymized record of every ballot cast during the session. Each row is one ballot. This export is designed for independent verification: anyone can confirm that the number of ballots matches the reported totals, and receipt codes let individual voters verify their ballot was recorded.
| Column | Description |
|---|---|
| BallotID | Unique system identifier for the ballot record |
| ReceiptCode | The receipt code shown to the voter after casting (for self-verification) |
| Timestamp | Date and time the ballot was cast (standardized format) |
| QuestionID | Which question this ballot was cast on |
| QuestionTitle | The question text for readability |
Fully anonymized: This export does not include voter email, name, or any identifying information. The ballot's actual vote choice is not included either. It proves a ballot exists and was recorded, nothing more.
Voter Participation CSV
Shows every eligible voter and whether they participated in each question. This is the "who voted" report, not the "how they voted" report. Use it to track engagement, follow up with non-voters, or verify quorum.
| Column | Description |
|---|---|
| Voter's email address | |
| Name | Voter's display name (if provided) |
| MemberID | The voter's member ID (e.g. unit number, membership number) |
| QuestionTitle | The question being reported on |
| Participated | YES or NO |
| VotedAt | Date and time the voter cast their ballot (blank if they did not vote) |
| Weight | The voter's vote weight (1 for standard, higher for weighted voting) |
Anonymity preserved: While this report shows who voted, it does not reveal what they voted for. Vote choices are never linked to voter identity in any export.
Admin Activity Log CSV
A complete audit trail of every administrative action taken on the session. This includes session creation, question changes, voter imports, status transitions, and export actions themselves. Every entry records who did it and when.
| Column | Description |
|---|---|
| Timestamp | Date and time the action occurred (standardized format) |
| User | Email of the admin who performed the action |
| Action | Action type (e.g. QUESTION_CREATED, STATUS_CHANGE, VOTERS_IMPORTED) |
| Target | The object acted upon (question title, voter email, session name, or voter count) |
| Details | Additional context (status changes, updated fields, file names, reasons) |
How to Export
Open your voting session
Navigate to the voting session you want to export data from. You can access any session from your organization dashboard.
Go to the Reports & Activity tab
Click the "Reports" tab in the session sidebar. This opens the reports page with all export options and the activity log.
Choose your export type
You will see three export cards: Voter Participation, Final Tally Results, and Anonymous Ballot Audit. Click "Download CSV" or "Download Audit Logs" on the card you need.
Download begins immediately
The CSV file downloads directly to your browser. No waiting, no email delivery. The file is generated on-demand with the latest data at the time of download.
For the Activity Log, use the inline export button
The Admin Activity History section at the bottom of the page has its own export button (the download icon next to the search bar). This export respects any active filters, so you can narrow down the data before downloading.
STV / Ranked Choice Results
Ranked choice (Single Transferable Vote) questions produce a different format in the Results CSV. Instead of a single row per candidate with a flat vote count, STV results include round-by-round data showing how votes transferred between candidates until winners were determined.
VoteAlly uses a proportional transfer method (Weighted Inclusive Gregory) to redistribute surplus votes, and the Droop quota (the minimum number of votes needed to win a seat) to determine winners. All of this is reflected in the export.
What each round row contains:
| Field | Value |
|---|---|
| Status | "Round 1", "Round 2", etc. instead of the question status |
| Votes | The candidate's vote total in that round (may include partial votes from transfers) |
| Percentage | Replaced by candidate status: "elected", "eliminated", "hopeful", or "exhausted" |
Additional summary rows:
- Exhausted Ballots per round: ballots where all of the voter's ranked candidates have been eliminated, so the ballot can no longer count toward any remaining candidate
- Quota: the minimum number of votes a candidate needs to win a seat
- Winners: the final list of elected candidates
- Total Exhausted: the total number of ballots that could no longer count toward any candidate, across all rounds (only shown if greater than zero)
Tip: When presenting STV results to your board, the summary rows at the bottom give you the key numbers: the quota, the winners, and how many ballots were exhausted. The round-by-round detail is available for anyone who wants to verify the counting process.
Activity Log Filtering
The Admin Activity History table supports several filtering options to help you find specific records. All filters can be combined, and the CSV export respects whatever filters are active.
Text Search
Use the search bar to find records matching admin emails, question titles, voter emails, session names, or action reasons. The search runs across multiple fields simultaneously.
Action Type Filter
Click the "Action" column header to open a dropdown of all action types recorded for this session. Select a specific type (e.g. SESSION_STATUS_CHANGED, VOTER_IMPORTED) to show only those records.
Date Range Filter
Click the "Timestamp" column header to set a start and/or end date. This narrows the log to a specific time window. Useful for isolating activity on a particular meeting day or investigating a specific incident.
Tip: Apply your filters first, then click the export button. The downloaded CSV will contain only the filtered records, making it easy to produce focused reports for specific investigations or time periods.
Data Format & Security
File Format
CSV (Comma-Separated Values) with standard text encoding. Compatible with Excel, Google Sheets, Numbers, LibreOffice, and any data analysis tool.
Column Headers
Every CSV includes a header row as the first line. Column names are consistent across exports and use a combined-word format (e.g. QuestionTitle, ReceiptCode, VotedAt).
Timestamps
All timestamps use a standardized format in UTC (e.g. 2025-03-15T14:30:00.000Z). This ensures consistent sorting regardless of your local timezone.
Spreadsheet Safety
All cell values are cleaned so that special characters cannot be misread as spreadsheet formulas. This protection is applied automatically to every export.
Audit Trail
Every export action is itself logged in the activity log. The system records who downloaded the export, how many records were included, and what filters were applied (for activity log exports).
Compliance & Best Practices
- Export immediately after closing a session. Download all four exports as soon as the session ends. VoteAlly has configurable data retention periods, and voter personal information is automatically removed after the retention window. Once that happens, participation exports will no longer contain email addresses and names.
- Attach results to your board meeting minutes. The Results CSV provides the official vote counts. Include it as an appendix to your meeting minutes for a complete governance record.
- Archive ballot audits separately. The anonymous ballot audit is your proof of vote integrity. Store it alongside (but separate from) the results so that an independent party could verify the count if challenged.
- Use the activity log for dispute resolution. If a member questions a procedural decision, the admin activity log shows exactly what happened, who did it, and when. Export the relevant window with date filters.
- Keep participation records for quorum verification. The participation export proves that enough eligible voters participated to meet quorum requirements. This is especially important for HOA annual meetings and bylaw votes.
- Store exports in your organization's document management system. CSVs are small, portable files. Upload them to your SharePoint, Google Drive, or board portal alongside your other governance documents.
Frequently Asked Questions
Are exports anonymized?
It depends on the export. The Ballots CSV is fully anonymized with no voter identity information. The Results CSV contains only aggregate vote counts. The Participation CSV includes voter emails and names because its purpose is to show who participated, but it never reveals how anyone voted. Vote choices are never linked to voter identity in any export.
Can I export while voting is still open?
Yes. All exports are available at any time, including during an active session. The data reflects the current state at the moment you download. Results and participation will update as more votes come in, so an export taken mid-session is a snapshot, not the final record.
What format are the files?
All exports are CSV files with standard text encoding and a header row. They open directly in Excel, Google Sheets, Numbers, and any spreadsheet or data analysis tool. Timestamps use a standardized format in UTC for consistent, unambiguous date handling.
Is there a limit on how many records I can export?
Results, ballots, and participation exports include all records for the session with no limit. The activity log export caps at 10,000 records per download. For sessions with very large audit trails, use the date range filter to export in segments.
Can I see who exported data?
Yes. Every export action is recorded in the admin activity log. The log entry includes the admin email, the export type, the number of records exported, and a timestamp. For activity log exports, it also records which filters were applied.
What happens to exports after voter personal data is removed?
If you export before voter personal data is removed, your downloaded files retain the original data. If you export afterward, the Participation CSV will have blank email and name fields because that information has been removed from the database. Always download participation data before the retention window expires.
Last updated: April 2, 2026