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Home </a> <i class="mkb-breadcrumbs-icon fa fa-caret-right"></i> </li> <li> <a href="https://kb.ieee.org/vtools/blog/kbtopic/vtools/"> vTools </a> <i class="mkb-breadcrumbs-icon fa fa-caret-right"></i> </li> <li> <a href="https://kb.ieee.org/vtools/blog/kbtopic/voting/"> Voting </a> <i class="mkb-breadcrumbs-icon fa fa-caret-right"></i> </li> <li> Managing Ballots and Motions </li> </ul> </div> <div class="mkb-single-content"><div class="mkb-single-content__featured"></div><div class="mkb-single-content__text"> <div class="mkb-article-header"> <div class="mkb-article-header__estimate"> <i class="mkb-estimated-icon fa fa-clock-o"></i> <span>Estimated reading time:</span> <span>2 min</span> </div> <div class="mkb-article-header__print"> <a href="https://kb.ieee.org/vtools/blog/kb/managing-ballots/?target=print" onclick="window.open('https://kb.ieee.org/vtools/blog/kb/managing-ballots/?target=print','newwindow','width=1000,height=800');return false;" target="_blank"> <i class="mkb-article-print-icon fa fa-print"></i> </a> </div> <div class="mkb-clearfix"></div><script>jQuery && jQuery('body').addClass('mkb-toc-active')</script> <div class="mkb-anchors-list mkb-anchors-list--dynamic mkb-anchors-list--hierarchical"> <div class="mkb-anchors-list__title"> In this article </div> <ul class="mkb-anchors-list__container"> <li class="mkb-anchors-list__item"> <a href="#" class="mkb-anchors-list__item-link" data-index="0"> <span class="mkb-anchors-list__item-link-label"> 1. Managing an active ballot </span> </a> </li> <li class="mkb-anchors-list__item"> <a href="#" class="mkb-anchors-list__item-link" data-index="1"> <span class="mkb-anchors-list__item-link-label"> 2. Email Log/Send Emails </span> </a> </li> <li class="mkb-anchors-list__item"> <a href="#" class="mkb-anchors-list__item-link" data-index="2"> <span class="mkb-anchors-list__item-link-label"> 3. Print PDF/HTML </span> </a> </li> <li class="mkb-anchors-list__item"> <a href="#" class="mkb-anchors-list__item-link" data-index="3"> <span class="mkb-anchors-list__item-link-label"> 4. Preview the ballot </span> </a> </li> <li class="mkb-anchors-list__item"> <a href="#" class="mkb-anchors-list__item-link" data-index="4"> <span class="mkb-anchors-list__item-link-label"> 5. Managing Closed Ballots </span> </a> </li> <li class="mkb-anchors-list__item"> <a href="#" class="mkb-anchors-list__item-link" data-index="5"> <span class="mkb-anchors-list__item-link-label"> 6. Adding Manual Votes </span> </a> </li> </ul> </div> </div> <div class="mkb-article-text mkb-clearfix"><p>You can manage a Ballot or Motion that is already in progress, or, “Active.” The process is the same for both types of voting.</p> <p>The following options are available while the ballot/motion is active:</p> <ul> <li>Update the ballot close date/time</li> <li>Print the ballot in HTML or PDF format (to use as paper ballots)</li> <li>Send an email to voters or view the email log</li> <li>View the number of members who have voted/voter turnout</li> </ul> <p>When the ballot is closed, you can also use Manage to add manual votes.</p> <p><strong>NOTE:</strong> Only the Election Manager will have access to the “Manage” features. This is to maintain the integrity of the election process.</p> <h2>Managing an active ballot</h2> <p>Sign in with your IEE Account</p> <figure id="attachment_1427" aria-describedby="caption-attachment-1427" style="width: 1364px" class="wp-caption aligncenter"><a href="https://kb.ieee.org/vtools/wp-content/uploads/sites/2/ManageBallots_1.gif"><img fetchpriority="high" decoding="async" class="size-full wp-image-1427" src="https://kb.ieee.org/vtools/wp-content/uploads/sites/2/ManageBallots_1.gif" alt="" width="1364" height="582" /></a><figcaption id="caption-attachment-1427" class="wp-caption-text">Click to Enlarge</figcaption></figure> <p>Click on “Ballot Dashboard”</p> <figure id="attachment_1428" aria-describedby="caption-attachment-1428" style="width: 1359px" class="wp-caption aligncenter"><a href="https://kb.ieee.org/vtools/wp-content/uploads/sites/2/ManageBallots_2.gif"><img decoding="async" class="size-full wp-image-1428" src="https://kb.ieee.org/vtools/wp-content/uploads/sites/2/ManageBallots_2.gif" alt="" width="1359" height="740" /></a><figcaption id="caption-attachment-1428" class="wp-caption-text">Click to Enlarge</figcaption></figure> <p>Find the ballot you wish to manage in the list of Active Ballots and click “Manage”</p> <figure id="attachment_1776" aria-describedby="caption-attachment-1776" style="width: 1024px" class="wp-caption aligncenter"><a href="https://kb.ieee.org/vtools/wp-content/uploads/sites/2/Ballot1.gif"><img decoding="async" class="wp-image-1776 size-large" src="https://kb.ieee.org/vtools/wp-content/uploads/sites/2/Ballot1-1024x594.gif" alt="" width="1024" height="594" srcset="https://kb.ieee.org/vtools/wp-content/uploads/sites/2/Ballot1-1024x594.gif 1024w, https://kb.ieee.org/vtools/wp-content/uploads/sites/2/Ballot1-370x215.gif 370w, https://kb.ieee.org/vtools/wp-content/uploads/sites/2/Ballot1-768x446.gif 768w" sizes="(max-width: 1024px) 100vw, 1024px" /></a><figcaption id="caption-attachment-1776" class="wp-caption-text">Click to Enlarge</figcaption></figure> <p>On the next screen, you will be able to see the options available to you.</p> <figure id="attachment_1777" aria-describedby="caption-attachment-1777" style="width: 1024px" class="wp-caption aligncenter"><a href="https://kb.ieee.org/vtools/wp-content/uploads/sites/2/Ballot2.gif"><img loading="lazy" decoding="async" class="size-large wp-image-1777" src="https://kb.ieee.org/vtools/wp-content/uploads/sites/2/Ballot2-1024x733.gif" alt="" width="1024" height="733" srcset="https://kb.ieee.org/vtools/wp-content/uploads/sites/2/Ballot2-1024x733.gif 1024w, https://kb.ieee.org/vtools/wp-content/uploads/sites/2/Ballot2-370x265.gif 370w, https://kb.ieee.org/vtools/wp-content/uploads/sites/2/Ballot2-768x550.gif 768w" sizes="(max-width: 1024px) 100vw, 1024px" /></a><figcaption id="caption-attachment-1777" class="wp-caption-text">Click to Enlarge</figcaption></figure> <h3>Email Log/Send Emails</h3> <p>If you view the email log, you will be able to see the info about the email itself, and what emails have already gone out.</p> <figure id="attachment_1778" aria-describedby="caption-attachment-1778" style="width: 1024px" class="wp-caption aligncenter"><a href="https://kb.ieee.org/vtools/wp-content/uploads/sites/2/Ballot3.gif"><img loading="lazy" decoding="async" class="size-large wp-image-1778" src="https://kb.ieee.org/vtools/wp-content/uploads/sites/2/Ballot3-1024x431.gif" alt="" width="1024" height="431" srcset="https://kb.ieee.org/vtools/wp-content/uploads/sites/2/Ballot3-1024x431.gif 1024w, https://kb.ieee.org/vtools/wp-content/uploads/sites/2/Ballot3-370x156.gif 370w, https://kb.ieee.org/vtools/wp-content/uploads/sites/2/Ballot3-768x323.gif 768w" sizes="(max-width: 1024px) 100vw, 1024px" /></a><figcaption id="caption-attachment-1778" class="wp-caption-text">Click to Enlarge</figcaption></figure> <p><strong>Note: </strong>Only three (3) emails can be sent per election, and emails can only go out once every 72 hours. All emails sent to voters will include the creator of the ballot as one of the recipients. If it is time to send an email, you may do so by clicking “Email” in the menu.</p> <h3>Print PDF/HTML</h3> <p>To view and print the ballot in PDF or HTML format (for distributing paper ballots), click one of the options in the menu. The PDF/HTML will show on the screen where you can then print out the ballot.</p> <figure id="attachment_1779" aria-describedby="caption-attachment-1779" style="width: 1024px" class="wp-caption aligncenter"><a href="https://kb.ieee.org/vtools/wp-content/uploads/sites/2/Ballot4.gif"><img loading="lazy" decoding="async" class="size-large wp-image-1779" src="https://kb.ieee.org/vtools/wp-content/uploads/sites/2/Ballot4-1024x481.gif" alt="" width="1024" height="481" srcset="https://kb.ieee.org/vtools/wp-content/uploads/sites/2/Ballot4-1024x481.gif 1024w, https://kb.ieee.org/vtools/wp-content/uploads/sites/2/Ballot4-370x174.gif 370w, https://kb.ieee.org/vtools/wp-content/uploads/sites/2/Ballot4-768x361.gif 768w" sizes="(max-width: 1024px) 100vw, 1024px" /></a><figcaption id="caption-attachment-1779" class="wp-caption-text">Click to Enlarge</figcaption></figure> <figure id="attachment_1780" aria-describedby="caption-attachment-1780" style="width: 983px" class="wp-caption aligncenter"><a href="https://kb.ieee.org/vtools/wp-content/uploads/sites/2/Ballot5.gif"><img loading="lazy" decoding="async" class="size-full wp-image-1780" src="https://kb.ieee.org/vtools/wp-content/uploads/sites/2/Ballot5.gif" alt="" width="983" height="808" /></a><figcaption id="caption-attachment-1780" class="wp-caption-text">Click to Enlarge</figcaption></figure> <h3>Preview the ballot</h3> <p>To view a preview of the ballot, click “Preview” in the menu. The ballot will show how it will appear to voters.</p> <figure id="attachment_1781" aria-describedby="caption-attachment-1781" style="width: 1024px" class="wp-caption aligncenter"><a href="https://kb.ieee.org/vtools/wp-content/uploads/sites/2/Ballot6.gif"><img loading="lazy" decoding="async" class="size-large wp-image-1781" src="https://kb.ieee.org/vtools/wp-content/uploads/sites/2/Ballot6-1024x772.gif" alt="" width="1024" height="772" srcset="https://kb.ieee.org/vtools/wp-content/uploads/sites/2/Ballot6-1024x772.gif 1024w, https://kb.ieee.org/vtools/wp-content/uploads/sites/2/Ballot6-370x278.gif 370w, https://kb.ieee.org/vtools/wp-content/uploads/sites/2/Ballot6-768x579.gif 768w" sizes="(max-width: 1024px) 100vw, 1024px" /></a><figcaption id="caption-attachment-1781" class="wp-caption-text">Click to Enlarge</figcaption></figure> <h2>Managing Closed Ballots</h2> <h3>Adding Manual Votes</h3> <p>Find the ballot you wish to manage in the list of Past Ballots and click “Manage”</p> <figure id="attachment_1588" aria-describedby="caption-attachment-1588" style="width: 1165px" class="wp-caption aligncenter"><a href="https://kb.ieee.org/vtools/wp-content/uploads/sites/2/ManageBallots5.gif"><img loading="lazy" decoding="async" class="size-full wp-image-1588" src="https://kb.ieee.org/vtools/wp-content/uploads/sites/2/ManageBallots5.gif" alt="" width="1165" height="348" /></a><figcaption id="caption-attachment-1588" class="wp-caption-text">Click to Enlarge</figcaption></figure> <p>You will see a new menu at the top left of the screen. Here, you can view results, report on the results, export the results, and update results (add manual votes)</p> <p>Click on “Update results.”</p> <figure id="attachment_1589" aria-describedby="caption-attachment-1589" style="width: 1194px" class="wp-caption aligncenter"><a href="https://kb.ieee.org/vtools/wp-content/uploads/sites/2/ManageBallots6.gif"><img loading="lazy" decoding="async" class="size-full wp-image-1589" src="https://kb.ieee.org/vtools/wp-content/uploads/sites/2/ManageBallots6.gif" alt="" width="1194" height="589" /></a><figcaption id="caption-attachment-1589" class="wp-caption-text">Click to Enlarge</figcaption></figure> <p>To add manual votes, click the button to do so. <strong>Note:</strong> you will need to have the member # of the member for whom you are adding the vote.</p> <p>Enter the member # and record the vote, and click Save.</p> <figure id="attachment_1590" aria-describedby="caption-attachment-1590" style="width: 916px" class="wp-caption aligncenter"><a href="https://kb.ieee.org/vtools/wp-content/uploads/sites/2/ManageBallots7.gif"><img loading="lazy" decoding="async" class="size-full wp-image-1590" src="https://kb.ieee.org/vtools/wp-content/uploads/sites/2/ManageBallots7.gif" alt="" width="916" height="460" /></a><figcaption id="caption-attachment-1590" class="wp-caption-text">Click to Enlarge</figcaption></figure> <p>Confirm the vote and click Save.</p> <figure id="attachment_1591" aria-describedby="caption-attachment-1591" style="width: 917px" class="wp-caption aligncenter"><a href="https://kb.ieee.org/vtools/wp-content/uploads/sites/2/ManageBallots8.gif"><img loading="lazy" decoding="async" class="size-full wp-image-1591" src="https://kb.ieee.org/vtools/wp-content/uploads/sites/2/ManageBallots8.gif" alt="" width="917" height="555" /></a><figcaption id="caption-attachment-1591" class="wp-caption-text">Click to Enlarge</figcaption></figure> </div> <div class="mkb-article-extra"> <div class="mkb-article-extra__hidden"> <span class="mkb-article-extra__tracking-data" data-article-id="952" data-article-title="Managing Ballots and Motions"></span> </div> <div class="mkb-article-extra__actions"> <div class="mkb-article-extra__rating fn-article-rating"> <div class="mkb-article-extra__rating-likes-block fn-rating-likes-block"> <div class="mkb-article-extra__rating-title">Was this article helpful?</div> <a href="#" class="mkb-article-extra__like" data-article-id="952" data-article-title="Managing Ballots and Motions" title="Like"> <i class="mkb-like-icon fa fa-smile-o"></i> Like <span class="mkb-article-extra__stats-likes"> 0 </span> </a> <a href="#" class="mkb-article-extra__dislike" data-article-id="952" data-article-title="Managing Ballots and Motions" title="Dislike"> <i class="mkb-dislike-icon fa fa-frown-o"></i> Dislike <span class="mkb-article-extra__stats-dislikes"> 1 </span> </a> </div> </div> </div> <div class="mkb-article-extra__stats"> <div class="mkb-article-extra__stats-pageviews"> <span>Views:</span> <span>708</span> </div> </div> </div> </div></div> <div class="mkb-article-extra__navigation-wrap"> <h3>Continue reading</h3> <div class="mkb-article-extra__navigation"> <div class="mkb-article-extra__navigation-item mkb-article-extra__previous-article"><i class="fa fa-angle-double-left"></i> Previous: <a href="https://kb.ieee.org/vtools/blog/kb/about-voting/">About Voting</a></div> <div class="mkb-article-extra__navigation-item mkb-article-extra__next-article">Next: <a href="https://kb.ieee.org/vtools/blog/kb/creating-a-new-ballot/">Creating a New Ballot</a> <i class="fa fa-angle-double-right"></i></div> </div> </div> </div></div></div> </div> <footer id="colophon" class="site-footer"> <div class="container"> <div class="row"> <div class="col-lg-12 col-md-12 col-md-12 col-sm-12 col-xs-12"> <ul id="menu-footer-navigation" class="menu"> <li><a href="https://kb.ieee.org/vtools">Home</a></li> <li><a target="_blank" href="http://www.ieee.org/sitemap.html">Sitemap</a></li> <li><a target="_blank" href="https://www.ieee.org/accessibility-statement.html">Accessibility</a></li> <li><a target="_blank" href="https://www.ieee.org/about/corporate/governance/p9-26.html">Nondiscrimination Policy</a></li> <li><a href="http://www.ieee-ethics-reporting.org">IEEE Ethics Reporting</a></li> <li><a href="http://www.ieee.org/site_terms_conditions.html">Terms and Conditions</a></li> <li><a target="_blank" href="https://www.ieee.org/security_privacy.html">IEEE Privacy Policy</a></li> </ul> </div> </div> <div class="row"> <div class="col-lg-8 col-md-7 col-sm-12 col-xs-12"> <p>© Copyright 2024 IEEE – All rights reserved. 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