Maintaining accurate voter registration lists is essential to the integrity of association elections. Associations need to designate a person (or persons, depending on the size of the organization) to ensure that addresses, contact information, and voter statuses are up to date.
To automate this process, use a reliable voting platform like ElectionBuddy to elevate the voting experience and election results.
To vote in an election, an individual must prove that they are the same person on the registration rolls by providing necessary documentation. When someone moves, dies, becomes ineligible to vote (e.g., not paying association dues), or becomes newly eligible to vote (e.g., reaching voting age, joining the association), the voter list needs to reflect these changes.
| Step | Action | Purpose / Benefit | Tools / Tips |
| 1 | Designate a responsible person/team | Ensure voter data is managed consistently | Assign a Vote Clerk or election administrator |
| 2 | Verify voter eligibility | Maintain compliance with bylaws and regulations | Check membership status, age, dues, and documentation |
| 3 | Update contact information | Make sure ballots reach the correct voters | Collect updated emails, addresses, and phone numbers |
| 4 | Track changes in voter status | Account for new, inactive, or ineligible voters | Use software to filter, flag, and categorize voter lists |
| 5 | Use election software | Automate updates and improve accuracy | Platforms like ElectionBuddy can track undeliverable emails, export data, and filter voters |
| 6 | Segregate roles for security | Protect voter privacy and election integrity | Assign specific tasks to Vote Clerk, Monitor, and Admin roles |
| 7 | Review lists regularly | Prevent errors and reduce disputes | Conduct audits between elections and before ballots are sent |
| 8 | Analyze voter engagement | Improve turnout for upcoming elections | Track who hasn’t voted to send timely reminders |
The election process is highly regulated, and associations must adhere to the rules, regulations, and procedures that apply to their organizations. These processes may be outlined in an organization's bylaws and by state or federal regulatory agencies.
For example, the National Voter Registration Act of 1993 prohibits the mass deletion of voters from lists during the ninety days before an election. The Act also limits the reasons a person can be removed from voter rolls.
Accurate voter lists ensure eligible voters receive an electronic or mail ballot at the correct location. It also helps election administrators make informed decisions about the number of ballots and staff needed to run an election, saving money and maximizing resources.
Voter lists are constantly changing, and maintaining them can be a pain in the brain. This is where ElectionBuddy comes in.
The popular voting platform allows administrators to quickly filter lists by voting status, review results within the ElectionBuddy system, or export data to Excel. This functionality helps identify notices marked ‘undeliverable’ so administrators can reach out to those voters for updated contact information.
Analyzing how associations notify members of updates and a list of voters who haven’t voted in recent elections may also help develop a strategy to boost election turnout. Due to the sensitive nature of voting lists, different roles can be assigned to staff to control access and ensure the transparency, security, and integrity of the voting process.
Election responsibilities are carefully segregated in ElectionBuddy. When using the voting platform, the Vote Clerk focuses on voter lists. They can add new voters, update contact information, and assist voters with their voter credentials.
The Vote Clerk can also enter paper ballots into the system, ensuring all eligible ballots are recorded. However, they cannot view voting results or change the ballot setup. The Vote Monitor, Vote Observer, Election Administrator, Organization Administrator, and Organization Owner also play key roles in an election, but they do not track the status of voters.
By clearly defining responsibilities in ElectionBuddy, an association can designate a team member to oversee updates to voter lists. Contact us today to discover why nearly 12,000 organizations chose the platform to manage their voting processes.
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