Scheduled Elections
Run asynchronous elections over multiple days. Set a voting window, invite your members, and let them vote at their own pace.
What is a Scheduled Election?
A Scheduled Election is an asynchronous voting session where all questions open simultaneously and voters cast their ballots during a defined time window. There is no live meeting component and no admin controlling questions one at a time.
You set a start time and an end time. When the election goes live, every question on the ballot opens at once. Voters receive their unique voting links via email, visit the voter portal whenever it is convenient for them, and work through all questions at their own pace. They can even close their browser and come back later to finish.
When the voting window closes, all questions are automatically finalized and results become available. This format is ideal for board elections, bylaw amendments, annual votes, and any situation where members are spread across different time zones or schedules.
How Scheduled Elections Differ from Live Meetings
VoteAlly offers two session types. Understanding the differences will help you pick the right one for your vote.
| Feature | Scheduled Election | Live Meeting |
|---|---|---|
| Pacing | Asynchronous. Voters participate on their own schedule. | Synchronous. Admin controls the pace in real time. |
| Question control | All questions open at once when the election launches. | Admin opens one question at a time from the Live Control panel. |
| Voting window | Defined start and end time. Can span hours, days, or weeks. | Duration of the meeting itself, plus optional early voting window. |
| Voter experience | Dashboard with all questions listed. Voters choose which to answer first. | Single active question displayed at a time. |
| Closing | All questions close together when the election ends. | Admin closes each question individually or ends the session. |
| Admin presence required | No. The election runs unattended after launch. | Yes. Admin drives the meeting flow in real time. |
| Best for | Board elections, bylaw amendments, multi-day votes, remote members. | AGMs, board meetings, real-time discussion and voting. |
Setting Up a Scheduled Election
Create a new voting session
From your organization dashboard, click "New Session." Give it a descriptive name, such as "2026 Board of Directors Election" or "Bylaw Amendment Vote."
Choose the Election session type
Select "Scheduled Election" as the session type. This tells VoteAlly to open all questions simultaneously when you launch, rather than using the one-at-a-time Live Meeting flow.
Set the timezone
Choose the timezone that applies to your voters. All start and end times will be displayed in this timezone on the voter portal and in email invitations.
Set the start and end dates
Pick a start date/time (when the voting window opens) and an end date/time (when the voting window closes). The end time must be after the start time. Your window can be as short as a few hours or as long as several weeks.
Add questions and candidates
Build your ballot. Add questions (motions, elections, or polls), configure candidates or options, and set rules like maximum number of selections per question. All questions will open together when the election launches.
Import voters and send invitations
Add your voter roster by importing a CSV or adding members individually. Send invitation emails that include each voter's unique, secure voting link along with the election schedule. You can send invitations before or after launching.
Launch the election
Click "Launch Election" to move the session from DRAFT to LIVE. All STANDBY questions automatically transition to OPEN, and voters can begin casting ballots immediately. You can also combine the launch with sending invitations in a single step.
The Voting Window
The voting window is the period between your start time and end time during which voters can cast ballots. Here is what happens at each stage:
- DRAFT: You build your ballot, import voters, and configure settings. Voters who visit the portal see a branded holding page with the election name and schedule. No voting is possible yet.
- LIVE: You click "Launch Election" and every question opens simultaneously. Voters can access their ballots, vote on any question in any order, and return later to finish. The election runs without admin intervention.
- ENDED: When you end the election (manually or at the scheduled end time), all open questions are closed at once. Results are finalized and available for review and export.
Tip: You do not need to be online for the election to run. Once launched, voters participate independently. Check in periodically to monitor turnout, but the system handles everything else.
The Voter Experience
Voters in a Scheduled Election have a different experience from a Live Meeting. Instead of waiting for an admin to open each question, voters see all questions at once and move through them at their own pace.
Dashboard view
When a voter opens their voting link, they see a dashboard listing every question on the ballot. Each question shows its title, type, and whether the voter has already voted on it. Voters can tap any question to view details and cast their ballot.
Vote in any order
Voters are not required to vote on questions in sequence. They can skip a question, come back to it later, or vote on the ones they feel most strongly about first. Each question is submitted independently.
Close and return
Voters can close their browser at any time and return later using the same voting link. Questions they already voted on show as completed, and unfinished questions remain open for them to complete before the window closes.
One vote per question
Once a voter submits their ballot for a question, it is final. Each voter can only vote once per question. Voters see a confirmation receipt after each submission.
Important: Unsubmitted selections are not saved. If a voter selects candidates but does not click "Submit," those selections are lost when they navigate away. Each question must be individually submitted.
Managing During the Voting Window
While the election runs, you have several tools to monitor progress and encourage participation:
The session dashboard shows real-time turnout per question. See how many voters have participated, how many are outstanding, and track overall completion rates.
Send bulk reminder emails to voters who have not yet participated. Reminders include the voter's unique link and the remaining time in the election window.
If SMS is enabled for your organization, send text message reminders to voters who have not yet voted. SMS reaches voters who may have missed the email.
You can add new voters to the roster even after the election is live. New voters receive their invitation and can vote on all open questions for the remainder of the window.
Tip: Plan to send a reminder email halfway through the voting window and again 24 hours before the window closes. This typically yields the highest participation rates.
After the Voting Window Closes
When the election ends, all open questions are automatically closed and results are finalized. Here is what becomes available:
Automatic question closure
Every question in OPEN status transitions to CLOSED simultaneously. No further votes are accepted. This happens whether you end the election manually or it reaches the scheduled end time.
Results available immediately
Results are computed as votes come in, so they are ready the moment the election closes. View tallies, percentages, and pass/fail outcomes directly in the session dashboard.
Export reports
Export detailed results to share with your board or membership. Reports include per-question breakdowns, participation rates, and outcome summaries.
Audit trail
Every action during the election is recorded in the audit log: launch time, emails sent, voter participation, and session close. The audit trail is available for compliance review.
Frequently Asked Questions
Can I extend the voting window after the election has started?
Yes. You can update the end date and time while the election is LIVE, as long as the new end time is in the future. Navigate to the session settings and change the end time. The system will use the updated time for the automatic close.
What happens if a voter is mid-vote when the window closes?
When the election ends, all OPEN questions move to CLOSED status immediately. If a voter has selected candidates but has not yet clicked "Submit," those unsubmitted selections are not recorded. Only ballots that were fully submitted before the close are counted in the results.
Can I close the election early?
Yes. Click "End Election" in the session dashboard at any time to close all open questions and finalize results immediately, regardless of the scheduled end time. This is useful if all voters have already participated or if circumstances require an early close.
Can voters change their vote after submitting?
No. Once a ballot is submitted for a question, it is final. VoteAlly enforces a one-vote-per-voter-per-question constraint. Voters should review their selections carefully before submitting.
Do I need to be online during the entire voting window?
No. Once the election is launched, it runs unattended. Voters participate independently during the window. You can check in to monitor turnout and send reminders at your convenience, but no admin presence is required for the election to function.
Does the election support weighted voting and ranked choice?
Yes. Scheduled Elections support all question types available in VoteAlly, including weighted voting, ranked choice (STV), and cumulative voting. Configure these options when adding questions to your ballot.
Can I use early voting with a Scheduled Election?
No. Early voting is a feature for Live Meeting sessions only. In a Scheduled Election, voters already have access to all questions for the entire voting window, so there is no need for a separate pre-session voting period.
How do voters know when the election opens and closes?
The election schedule is included in invitation emails. When voters visit the portal before the election starts, they see a holding page displaying the session name and start time. During the election, the voter dashboard shows the remaining time in the voting window.
Last updated: April 2, 2026