Help Center
A guide to Polys features – the Organizer panel and
the voter app.
the voter app.
How the Organizer panel works
A basic understanding of the interface: how to log in, create or delete a vote.
A. Log In (Log Out) – button for user authorization.
In order to create an account or log in to the Polys Organizer panel, you need to:
The system remembers you whenever you access it from the same device and browser, and there's no need to log in. However, you can always log out or clear the cache of your browser.
B. New vote – button for creating a vote.
С. Copy – create a copy of a vote (template, active or completed vote).
D. Delete – delete the voting template.
E. Archive — only completed votes/elections can be archived.
In order to create an account or log in to the Polys Organizer panel, you need to:
- Enter your email address in the input field.
- Follow the link sent in the email from Polys.
- Save the 64-character password.
The system remembers you whenever you access it from the same device and browser, and there's no need to log in. However, you can always log out or clear the cache of your browser.
B. New vote – button for creating a vote.
С. Copy – create a copy of a vote (template, active or completed vote).
D. Delete – delete the voting template.
E. Archive — only completed votes/elections can be archived.
How to create a vote
How to create a ballot, set voting options and invite voters.
At the 'Creation' stage, the Organizer needs to fill in all the necessary information about the vote and set its parameters.
A. Title or main voting question (maximum of 90 characters). Below you can add a description of the vote and a background image.
B. The name of the organization, for example, "European Youth Parliament in Germany" or "The Ontario Landowners Association". Voters will see this name in the header of the invitation letter and in the voter attachment.
C. Ballot Type is how voters will tick the boxes on their ballot.
B. The name of the organization, for example, "European Youth Parliament in Germany" or "The Ontario Landowners Association". Voters will see this name in the header of the invitation letter and in the voter attachment.
C. Ballot Type is how voters will tick the boxes on their ballot.
In the Polys system, voters can vote in four different ways – a single selection, multiple selections, For / Against / Abstain, or using a multi-option points system.
A single selection vote implies that the voter ticks one box on the ballot.
For multiple selections, the voter will tick several boxes according to the number indicated by the Organizer.
Voting "For / Against / Abstain" allows a voter to vote on multiple issues or proposals within one vote/election.
The multi-option points system is a voting method in which the voter assigns points to the options of their choice. The Organizer needs to indicate the number of points to be distributed to the voter.
A single selection vote implies that the voter ticks one box on the ballot.
For multiple selections, the voter will tick several boxes according to the number indicated by the Organizer.
Voting "For / Against / Abstain" allows a voter to vote on multiple issues or proposals within one vote/election.
The multi-option points system is a voting method in which the voter assigns points to the options of their choice. The Organizer needs to indicate the number of points to be distributed to the voter.
D. Voters - here you can choose who can vote and how.
If you know in advance how many voters you have, you can use the "Add a prepared list of voters" option. In this scenario, voters can get to the vote in two different ways: 1) follow the link from their email or text message, or 2) scan the QR code from the ticket and enter their personal unique code.
If you do not know how many people will vote, select the "Allow anyone to vote" tab. In this case, everyone who follows the link will be able to vote.
If you know in advance how many voters you have, you can use the "Add a prepared list of voters" option. In this scenario, voters can get to the vote in two different ways: 1) follow the link from their email or text message, or 2) scan the QR code from the ticket and enter their personal unique code.
If you do not know how many people will vote, select the "Allow anyone to vote" tab. In this case, everyone who follows the link will be able to vote.
Emails
Who is it suitable for? Private companies, communities, universities and other organizations where each member has their own email address. In this case, the invitation to vote can be sent by email.
How does it work? The Organizer needs to upload a table with the voters' email addresses. Each voter must have an email address. The table containing the addresses must be in CSV format. An example of how to fill in the table can be viewed by clicking on 'Download template'.
How does it work? The Organizer needs to upload a table with the voters' email addresses. Each voter must have an email address. The table containing the addresses must be in CSV format. An example of how to fill in the table can be viewed by clicking on 'Download template'.
Unique codes
Who is it suitable for? Universities, large companies, municipalities and political parties. This type of voting is a combination of online and offline methods. Some voters can vote online and on personal devices, while others who prefer in-person voting can go to a polling station and vote on public devices.
How does it work? The Organizer needs to indicate the number of voters. After creating a vote, the Organizer can print a file with voting tickets. Each ticket will include a QR code with a link to vote and a personal unique code. The voter will have to scan the QR code with their smartphone and enter a unique code to access the vote. The Organizer is responsible for distributing tickets to the voters.
How does it work? The Organizer needs to indicate the number of voters. After creating a vote, the Organizer can print a file with voting tickets. Each ticket will include a QR code with a link to vote and a personal unique code. The voter will have to scan the QR code with their smartphone and enter a unique code to access the vote. The Organizer is responsible for distributing tickets to the voters.
Public vote
Who is it suitable for? Organizers of conferences, meetings and public events. Anyone who follows the link in the public domain will be able to take part in the vote.
How does it work? After creating a vote, the Organizer will receive a public link that they can share with voters. Anyone who follows the link will be able to vote. Note: the free plan does not include authorization for a public vote. This means there is a risk voters may vote more than once if they follow the link from another browser or clear their cache. This issue can be partially solved by manually stopping voting when the total number of known voters is reached.
How does it work? After creating a vote, the Organizer will receive a public link that they can share with voters. Anyone who follows the link will be able to vote. Note: the free plan does not include authorization for a public vote. This means there is a risk voters may vote more than once if they follow the link from another browser or clear their cache. This issue can be partially solved by manually stopping voting when the total number of known voters is reached.
E. Voting duration. The Organizer needs to set a time and date for voting to start and end using the time and date picker.
The Organizer can choose to start a vote immediately, without choosing a date or time. This can be done by clicking the 'Start voting after launch' button. Voting will start as soon as all the fields are filled in and the 'Create vote' button is clicked.
The Organizer can also end a vote at any time, without choosing an end date or time. This can be done by clicking the 'Stop voting manually' button in the calendar settings. For more information on how to end a vote, see 'When voting results appear'.
The Organizer can also end a vote at any time, without choosing an end date or time. This can be done by clicking the 'Stop voting manually' button in the calendar settings. For more information on how to end a vote, see 'When voting results appear'.
F. Fields with options or candidates. You can add photographs and descriptions to the options or candidates by clicking 'Add images and descriptions'.
G. The Organizer can click the 'Preview' button when all the settings are complete and the fields are filled in. This shows how the vote will appear in the voter app on a smartphone, tablet or computer.
H. After everything is checked, you can start voting. To do this, you need to click the 'Create vote' button.
G. The Organizer can click the 'Preview' button when all the settings are complete and the fields are filled in. This shows how the vote will appear in the voter app on a smartphone, tablet or computer.
H. After everything is checked, you can start voting. To do this, you need to click the 'Create vote' button.
What happens after voting starts
Actions the Organizer needs to perform, and how voters cast their votes.
After a vote starts, the 'Voting' stage begins.
The following appears on the right of the screen:
The following appears on the right of the screen:
- a countdown timer – if the start or finish of voting was scheduled for a specific time;
- a 'Finish voting' button – if a time and date are not specified for the end of voting.
The subsequent voting scenarios depend on the type of voter access.
Emails
After voting starts, voters will receive an email inviting them to vote. Voters will need to follow the link from the email and cast their vote. The Organizer will be able to observe the turnout in real time in the application used for creating the vote.
Unique codes
1. The Organizer needs to download and print unique codes for the voters. There are two files with codes in different formats – the first file contains only the codes themselves and is intended for voting on public devices. The second file contains a QR code with a link to vote and a unique code, and is intended for voting on personal devices.
2. The Organizer must independently distribute codes to voters and provide them with a link to vote if the first file type is used. The voter will follow the link, enter a unique code and vote.
3. If the Organizer uses a file with a QR code, then the link is embedded in it. In this case, the Organizer needs to print tickets with codes and distribute them to voters. Voters will scan the QR code with their devices, enter a unique code and vote.
2. The Organizer must independently distribute codes to voters and provide them with a link to vote if the first file type is used. The voter will follow the link, enter a unique code and vote.
3. If the Organizer uses a file with a QR code, then the link is embedded in it. In this case, the Organizer needs to print tickets with codes and distribute them to voters. Voters will scan the QR code with their devices, enter a unique code and vote.
Public vote
The Organizer needs to copy the link and publish it in the presence of the voters. The Organizer can expand the vote in a new tab and move it to the general screen – this can be done by using the 'View on screen' button. Voters will be able to vote as soon as they see the link.
When voting results appear
Viewing and sharing results with voters.
As soon as the voting period ends or the Organizer clicks the 'Finish voting' button, the results will be displayed to all the vote participants.
The results also appear in the Organizer panel. Voters can see the results on their devices if they click on the link they used to vote.
The results of completed votes can be printed and displayed on the general screen.
The results also appear in the Organizer panel. Voters can see the results on their devices if they click on the link they used to vote.
The results of completed votes can be printed and displayed on the general screen.
How the voter app works
A basic understanding of the interface: list of votes, timer, exit button.
Voters can use a desktop tablet or smartphone to vote.
A. Menu – this button opens a list of available votes.
B. Arrows to switch between multiple votes.
C. Exit – button to terminate the session.
D. This field displays the voting status. Here voters can also see a countdown timer to the beginning or end of the vote.
E. Indicates voting duration.
F. Number of votes a participant can cast.
B. Arrows to switch between multiple votes.
C. Exit – button to terminate the session.
D. This field displays the voting status. Here voters can also see a countdown timer to the beginning or end of the vote.
E. Indicates voting duration.
F. Number of votes a participant can cast.
Voting with email access
Voters can access a vote using a link in an email.
Invitation
After the Organizer creates a vote, they can send an email inviting voters to participate. All voters will receive an email with an invitation to vote.
To take part in a vote, the voter needs to click the 'Go to vote' button.
After clicking on the link to the voting app, the voter can view the options or candidates by clicking the 'Show Options' button.
The timer at the top of the screen shows the time until voting starts.
After voting starts, the voters will receive another email notifying them that voting has begun.
Voting
Once voting is under way, voters needs to choose one or more options or distribute points between the options and click the 'Vote' button.
The number of votes that a voter can cast for one or more options is determined by the Organizer.
After choosing the options, a voter can return to the voting page and observe the turnout, and/or take part in any other votes.
Results
When the vote is complete, the results will appear on the voting page. Voters can return to this page by following the link in the invitation letter.
Voting can be ended at the scheduled time or manually stopped by the Organizer.
A voter can see how the voting ended on the voting page.
A voter can see how the voting ended on the voting page.
Voting access using unique codes
Voters can vote by following a link and entering an eight-digit unique code.
Invitation
After the Organizer creates a vote, they can print tickets with access to the vote and distribute them to voters.
To go to the voting page, the voter needs to scan the QR code from the ticket or enter the link to the voting page in a browser.
The voter will then be asked to enter a personal unique code.
After the voter enters a personal unique code, they will be directed to the voting page.
This is where the voter can view the options or candidates.
Voting using codes without ticket
The Organizer of the vote can distribute unique codes for access to vote not only on tickets but also in any other convenient format: for example, via SMS or email. In this case, the Organizer must also independently provide voters with a link for voting, for example, by publishing it on the organization's website.
After the voters receive a link to vote, they will need to follow the link and enter a unique access code.
After the voters receive a link to vote, they will need to follow the link and enter a unique access code.
Voting
After voting is under way, voters can select one or more options and click the 'Vote' button.
The number of votes that a voter can cast for one or more options is determined by the Organizer.
After choosing their options voters can return to the voting page and observe the turnout, and/or take part in any other votes.
Results
When the vote is complete, the results will appear on the voting page.
Voters can return to the voting page if they scan the QR code again from the ticket or enter the link into a browser.
Public vote
Voters can access a vote if they follow a link in the public domain. Anyone who sees the link can vote.
Invitation
After the Organizer creates a vote, they can share the link to the vote with all the participants. Everyone who follows the link will be able to vote.
The Organizer can also display the vote on the general screen, for example, if it is taking place at a conference or other public event. In this case, voters must scan the QR code with their smartphone camera in order to proceed to voting.
The Organizer can also display the vote on the general screen, for example, if it is taking place at a conference or other public event. In this case, voters must scan the QR code with their smartphone camera in order to proceed to voting.
Voting
After voting starts, the voter can select one or several options and click the 'Vote' button.
The number of votes that a voter can cast for one or more options is determined by the Organizer.
Results
When the vote is complete, the results will appear on the voting page and on the general screen.
Still have questions?
If you didn't find the answer to your question here, please check out our FAQ. If that doesn't help, please send a request via the contact form.
Polys is a blockchain-based online voting platform backed with underlying crypto algorithms.