Eligo eVoting in Full outsourcing

With Eligo, customers can outsource the entire voting management to a trained technician, who takes care of all stages, from gathering information to conducting the voting, offering personalized support to voters and ensuring a secure and transparent digital voting process.

Eligo’s Full Outsourcing license offers the opportunity for the client to entrust the entire management of its voting to a specialized technician. In this case, the customer and the technician work in synergy: on the one hand, the customer provides all the useful information for setting up and conducting voting, and on the other hand, the technician takes charge of all the technical and organizational aspects inherent in the platform.

This collaboration, then, is structured in several stages:

  • First contact and information gathering;
  • Voting simulations and preparation of informational materials;
  • Setting up the voting area;
  • Personalization of the voting area with the institutional image of the institution;
  • Opening vote;
  • Monitoring voting and providing data;
  • Closing of voting and submission of ballots;

Let’s see in detail what this is all about.

Customer contact making and information gathering for elections

As mentioned, this is the first phase of communication between the customer and the Eligo technician. It consists of sending an initial introductory e-mail to the customer in which the technician himself introduces himself and indicates the various points that will be covered later. This phase often also includes an initial fact-finding meeting to create, not only a direct channel of communication between the customer and the operator, but also to answer any questions or curiosities about the electronic and online voting platform and to gather all the information useful for setting up the voting area.

Custom demos and guides for voters and administrators

In addition to Eligo’s management of the ballot, with Full Outsourcing it is possible to get support in how the company communicates with the voter. Eligo, in fact, provides a generic or (upon request) customized Voting Guide to be shared on its communication channels, on its website or to be emailed to voters. It is a tutorial that explains the voting process step by step to enable even the least technology-savvy users to cast their votes without difficulty. In addition, you can also request a customized one-minute video tutorial that, just like the guide, shows eligible voters the voting process.

The training, however, is not limited only to voters: the Full Outsourcing project, in fact, includes a “demo,” i.e., a voting simulation organized by the assigned technician and involving the organizers and/or committee members. This simulation consists mainly of a remote meeting in which the specialist sets up a demo area with the same characteristics as what will later be the actual voting and shows all the stages of voting, both administrator and voter side. In addition, participants can be entered as voters and experience firsthand how the platform works.

How the set-up of the voting area is done in a Full Service project.

After the preparation phase, the dedicated Eligo specialist can proceed with setting up the voting area, which includes:

  • Homepage customization: The homepage for logging in to the platform, can be customized with the organization’s logo, a customizable Welcome message, and references for voter support (which will be paid for by the client). In addition, the customized Privacy Policy can be added to be accepted before logging in.
  • Ballot setup: With the information provided by the client, the technician can proceed with ballot setup by setting all the required parameters. Specifically, this involves entering the name of the ballot and any description, opening and closing time, maximum and minimum number of preferences allowed, type of ballot which can be on proposal, on candidates or on list;
  • Uploading Electorate: After defining the parameters, in the case of voting on candidates or lists, the uploading of the electorate, i.e., the list of candidates and any relevant information, is carried out. These, then, will be visible in the ballot and selectable according to the previously defined settings;
  • Uploading El ectorate: At this point you can proceed with the entry of the electorate, i.e., the list of those eligible to vote. These will be uploaded to the platform with First Name, Last Name, Identifier (an alphanumeric, unique code that will also serve as Username), e-mail address, and phone number, if any (if dual authentication with OTP code is provided). With these data, the system can uniquely recognize each voter and allow them access to the voting platform;
  • Sending of credentials: After confirmation by the client on the correctness of all the data entered, one can proceed with sending the voting credentials. These will arrive to voters on the indicated e-mail address along with the link to access the platform. Typically, the mailing is done between 24 and 48 hours prior to voting. 

Eligo evoting in full outsourcing: conducting voting

When the opening day of voting arrives, the Eligo technician will proceed with this operation. From this moment, voters will be able to access the platform and cast their votes.

Throughout the duration of voting, during the scheduled hours, the technician will be available to the customer for any support requests. In fact, as mentioned, the organization will act as a liaison between Eligo and the voter to collect any requests for password regeneration or difficulties in using the platform, and then submit them to the operator who will resolve them promptly. This is an important aspect for the security of the process since it is only the Election Commission or the organization’s Secretariat that can authorize password regenerations or other interventions on the electorate, which are always and in any case tracked.

In the event that support is provided directly to voters, a dedicated number will be set up to which Eligo technicians will respond directly but will always seek authorization from the Election Commission for any intervention.

The final stage is the closing of the ballot and the initiation of the ballot. This will also be carried out by the technician and will take place at the previously agreed upon times. The results will be available in seconds and downloadable from the appropriate menu.

Hybrid or in-person elections, but always with digital voting

A few years after the start of the pandemic, there is an increasing return to in-person activities, and included among these are conferences, assemblies and voting. Does this mean a return to paper ballots is needed? The answer is no. In fact, online voting, in addition to being a means of managing election events remotely, is also an environmentally friendly tool that allows for limiting the use of paper and for fast, transparent, and secure counting.

For this reason, Eligo also lends itself well to hybrid or in-person events. A hybrid event is defined as an assembly or conference that offers voters a dual choice: that of going to the polls and that of voting remotely. This gives voters more decision-making leeway with the consequence of significantly increasing turnout.

In-person events, on the other hand, are those that do not include the ability to vote from home, but only by going to the ballot box. In this case, voters can still cast their vote digitally, either from their own device or one provided by the organization.

Hybrid or in-person events also allow for screen-printed or hard-copy credentials if you cannot access your mailbox to retrieve them.

For this type of voting, Eligo’s technician can train a person designated by the customer to provide on-site support to voters, clearly remaining in contact remotely at all times to support them in this process, or, you can request in-person support from the technician himself by purchasing the appropriate add-on.