How online voting works for associations
Online voting for associations means members cast their votes through the association's member portal instead of on paper or in person. In Assocializa, association management software by Softaliza, members vote with their own login, the ballot is secret, each member votes only once, an audit trail records the process and the minutes are generated automatically when voting closes.
Because voting runs on the same member records you keep for dues and communication, the people voting are your members, each with their own account. There is no separate voter list to maintain in another tool.
Assocializa is built for medical and scientific societies, professional associations, unions, federations and clubs. It is not designed for homeowners' or condo associations.
Why associations move elections online
Running association elections online solves problems that paper ballots and in-person voting cannot:
- Members are spread out. When members live in different cities or countries, a vote that depends on being in the room leaves many of them out.
- Voting takes a few minutes. Members vote from their phone or computer, whenever it suits them during the voting period.
- No paper to print, mail or count. The election committee no longer counts ballots by hand.
- Results people can check. A secret ballot, an audit trail and minutes generated automatically make the process transparent.
- Less work after the vote. The minutes are ready for review as soon as voting closes, instead of being written from scratch.
What makes an online vote trustworthy
A board election is only as good as the confidence members have in it. Four elements make that confidence possible.
Secret ballot
Each member's choice stays confidential. The result shows the totals for each option, not how individual members voted, so members can vote freely.
One vote per member
Members vote with their own login, and each member can vote only once. The result reflects your membership, one member at a time.
Audit trail
Every vote runs with an audit trail, so the process can be reviewed if a result is ever questioned. That protects the board as much as the members.
Minutes generated automatically
When voting closes, the minutes are generated automatically. Your board or election committee reviews them and files them with the association's records, instead of writing them from scratch.
Elections and statutory consultations
Online voting in Assocializa covers the two kinds of decisions associations most often put to their members:
- Elections, such as choosing the board, a council or a committee.
- Statutory consultations, the decisions your bylaws reserve for members, such as amending the bylaws, approving the annual accounts or changing the dues policy.
Both run with the same secret ballot, one vote per member, audit trail and automatically generated minutes.
How to run an online election, step by step
1. Check your bylaws
Read what your bylaws say about elections: who can vote, who can run, how candidates are nominated, how long voting stays open and how results are announced. If the bylaws only mention paper ballots or in-person voting, ask your legal advisor whether an amendment is needed before your first online election.
2. Update your member records
The vote is only as reliable as the member records behind it. Check categories and contact details, and make sure every member has a valid email address: members log in with their email, and a wrong address means a member who cannot vote. If your records still live in spreadsheets, see our guide to switching from spreadsheets.
3. Set up the ballot
Write the question, list the candidates, slates or options and set when voting opens and closes. Give members enough days to vote, and publish the rules of the election before voting opens.
4. Announce the election
Tell members when voting opens, how long it stays open and how to vote. Use segmented email to reach the members who can vote, post the candidates' information on the news timeline and keep the bylaws and the election rules in the document library, where members can read them before they vote.
5. Open the vote and remind members
Once voting opens, members vote from the member portal on any phone or computer. Send a reminder by email before voting closes, so members who have been busy still have time to vote.
6. Close, review and announce
When voting closes, the result is ready and the minutes are generated automatically. Review the minutes with the election committee, keep the audit trail with your records and announce the result to members by email and on the news timeline.
Common questions from boards
Do members need training to vote online?
Usually not. Members already log in to the member portal with their email to pay dues and download receipts, and voting happens in the same place. A short email explaining when voting opens and where to vote is usually enough.
What if a member's email is wrong?
Fix it before voting opens. This is why updating member records is a step of its own: an accurate email address is what lets each member log in and cast their vote.
Can we run several votes in the same year?
Yes. Elections and statutory consultations are separate votes, so you can hold an election for the board and, at another time, a consultation on the annual accounts.
What it costs
Online voting is part of the Advanced plan, at USD 120 per month, a fixed price for your association whatever the number of members. Advanced includes everything in the Essential plan, plus full cash flow, courses, activities and events, the document library, the news timeline, a forum with moderation and an online store. Premium, at USD 200 per month, includes online voting too.
There is no setup fee, data migration and human support are included, and you can cancel with 30 days' notice. Compare the plans in our pricing section.
Watch the demo to see Assocializa plan by plan.