How to Create an Online Election — Step-by-Step Guide

Why Create Your Election Online?

Running an election used to mean printing ballots, setting up physical polling stations, and spending hours counting votes by hand. Today, online elections eliminate those hassles entirely. Whether you are electing a student government president, a nonprofit board of directors, a union representative, or a homeowners association committee, moving your election online saves time, money, and effort while making the process more accessible for every eligible voter.

Online elections consistently deliver higher voter turnout because participants can cast their ballots from any device, anywhere in the world, at a time that works for them. Results are calculated instantly, eliminating the risk of human counting errors. And with modern platforms like TapVoter, the entire process is free for elections of any size.

Paper Elections

Requires physical presence at a polling location
Manual vote counting is slow and error-prone
Printing and mailing costs add up quickly
Limited to a single time window for voting
Difficult to accommodate remote or traveling members
No real-time tracking of participation

Online Elections

Vote from any device, anywhere in the world
Instant, automated vote tallying with zero errors
No printing, postage, or venue rental costs
Voting window can span multiple days or weeks
Accessible for members across different time zones
Monitor participation in real time as votes come in

Step 1: Choose Your Voting Method

The first and most important decision when creating an online election is selecting the right voting method. Different methods suit different situations, and your choice affects how voters interact with the ballot and how winners are determined. TapVoter supports five proven voting methods, each designed for specific scenarios.

Direct (Plurality)

The simplest and most familiar method. Each voter selects one candidate per position, and the candidate with the most votes wins. Best for straightforward elections with two candidates or when simplicity is the priority.

Ideal for: Simple yes/no decisions, two-candidate races

Ranked Choice (IRV)

Voters rank candidates in order of preference. If no candidate wins a majority, the last-place candidate is eliminated and their votes are redistributed to the next preference. This continues until a winner emerges, eliminating the need for costly runoff elections.

Ideal for: Contested races with 3+ candidates

STAR Voting

Score Then Automatic Runoff. Voters score each candidate from 0 to 5 stars. The two highest-scoring candidates advance to an automatic runoff, where the candidate preferred by more voters wins. This method is highly expressive and reduces strategic voting.

Ideal for: Maximizing voter expression

Approval Voting

Voters can approve (vote for) as many candidates as they like. The candidate with the most approvals wins. This method is simple to understand and tends to elect broadly acceptable candidates rather than polarizing ones.

Ideal for: Finding consensus candidates

Multi-Winner

Designed for electing multiple people to a board, committee, or council. Voters select up to a specified number of candidates, and the top vote-getters fill the available seats. Perfect when you need to fill several positions at once.

Ideal for: Board and committee elections

Not Sure Which to Pick?

Direct is best for simple elections with only two candidates per position. Ranked Choice is ideal for contested races with three or more candidates, as it ensures the winner has broad support. If you want voters to express nuanced preferences, consider STAR Voting. For board elections where multiple seats need to be filled, use Multi-Winner.

Step 2: Set Up Positions and Candidates

Once you have selected your voting method, the next step is defining the positions voters will be filling and adding the candidates running for each position. A well-organized ballot helps voters make informed decisions quickly.

Adding Positions

Create a position for each role that needs to be filled in your election. Common positions include President, Vice President, Secretary, Treasurer, and Board Members. You can add as many positions as your election requires, and each position can have its own set of candidates.

Give each position a clear, descriptive title
Order positions logically, with the most important positions first
Consider adding a brief description of each position's responsibilities

Adding Candidates

For each position, add the candidates who are running. TapVoter lets you include optional photos and biographical information to help voters identify and learn about each candidate before casting their ballot.

Add a candidate name for each person running
Upload candidate photos so voters can easily identify them
Write a short bio highlighting qualifications and platform

Tip for Multi-Position Elections

If your election has many positions, organize them in a logical order that matches your organization's hierarchy. Voters will move through the ballot position by position, so putting the most important roles first helps maintain engagement throughout the voting process.

Step 3: Configure Language, Branding, and Cover Page

Personalizing your election builds trust and gives voters a professional experience. TapVoter provides several customization options to make the ballot feel like it belongs to your organization.

Choose Your Language

TapVoter supports over 30 languages for the ballot interface. Select the language that your voters are most comfortable with. All ballot instructions, buttons, and system messages will appear in the chosen language, making it easy for voters worldwide to participate.

Upload Your Logo

Add your organization's logo to appear on the ballot. This visual branding immediately signals to voters that the election is official and associated with your organization, increasing trust and participation rates.

Customize the Cover Page

The cover page is the first thing voters see when they open their ballot. Add a welcome message, election instructions, or any important information voters should know before they begin voting. A clear, friendly cover page sets the right tone for the entire voting experience.

Set Up a Closing Page

After voters submit their ballot, they see a closing page. Customize this with a thank-you message, information about when results will be announced, or any follow-up instructions. This is your chance to leave voters with a positive impression.

Step 4: Add Voters

Adding voters to your election is how you control who can participate. TapVoter offers three flexible methods for adding voters, so you can choose the approach that works best for your organization's needs and size.

Manual Entry

Add voters one by one by entering their first name, last name, and email address. This method is best for small elections or when you need to add a few additional voters to an existing list. Each voter receives a unique voting link via email.

Best for: Small groups or adding individual voters

CSV Import

Upload a spreadsheet containing voter names and email addresses. This is the fastest way to add a large number of voters. Simply prepare a CSV file with columns for first name, last name, and email, then upload it to TapVoter.

Best for: Large organizations with existing member lists

Generate Voter Keys

Create anonymous, single-use access codes that you can distribute to voters however you prefer. This method is ideal when voter anonymity is a priority or when you do not have email addresses for all voters.

Best for: Anonymous voting or in-person distribution

Important: Voter Keys Are Single-Use

Each voter key can only be used once. Once a key is used to cast a ballot, it cannot be reused. This ensures that every voter gets exactly one vote and prevents duplicate ballots. Keep your voter keys secure and distribute them only to eligible voters.

Step 5: Set Dates and Launch

With your ballot built and voters added, the next step is configuring when your election starts and ends. Getting the timing right is crucial for maximizing voter turnout and ensuring a smooth election process.

Configure Start and End Dates

Set a clear start date and end date for your election. The voting window should be long enough that all eligible voters have a reasonable opportunity to participate. For most organizations, a voting period of 3 to 7 days works well. For larger or more geographically dispersed organizations, consider extending the window to 10 to 14 days.

Set a start date that gives you time to notify all voters in advance
Allow enough time for voters in different schedules to participate
Avoid scheduling around major holidays or busy periods

Time Zone Considerations

If your voters are spread across multiple time zones, plan your start and end times carefully. TapVoter displays all times in the election organizer's configured time zone. Make sure to communicate the voting deadline clearly to voters in different regions so nobody misses the cutoff.

Set your time zone in your TapVoter account settings
Include the time zone when communicating deadlines to voters
Consider ending the election at a time that is reasonable for all time zones

Ready to Launch

Once your dates are set, review everything one final time: positions, candidates, voter list, language settings, and branding. When you are satisfied, launch your election. TapVoter will automatically open voting at the scheduled start time and send notifications to your voters.

Step 6: Monitor Results in Real-Time

Once your election is live, TapVoter gives you a powerful dashboard to track how things are going. You can monitor participation rates, see who has voted, and watch results come in as ballots are cast.

Live Dashboard

Your election command center provides a real-time overview of the election's progress. Track the number of ballots cast, see the current participation rate as a percentage of eligible voters, and identify when voting activity is highest.

See total ballots cast and participation percentage in real time
Track which voters have and have not yet voted
View real-time vote counts if you have enabled that option

Live Monitor for Observers

TapVoter provides a shareable live monitor link that you can give to election observers, board members, or anyone who needs to watch the election unfold. The live monitor displays participation data on a dedicated page that updates automatically, so observers can follow along without needing access to your admin dashboard.

Share a public link for election observers
Auto-updating display requires no page refreshes
Builds transparency and trust in the election process

Step 7: Close and Share Results

When voting ends, it is time to close the election and share the results with your organization. TapVoter provides multiple ways to close your election and distribute the outcome.

Closing the Election

You have two options for closing your election:

Automatic closing: The election closes at the scheduled end date and time. No action required.
Manual closing: End the election early from the command center whenever you are ready.

Sharing and Exporting Results

Once the election is closed, results are finalized and ready to share. TapVoter provides several ways to distribute the outcome:

Shareable results link: Generate a public link to the results page that anyone can view
CSV export: Download a detailed spreadsheet of all votes for your records
Transparency log: Access a complete audit trail of all election events

Transparency Log

The transparency log records every significant action taken during the election, from creation to closing. This provides a verifiable audit trail that builds confidence in the integrity of the results. Share the transparency log with stakeholders who want to verify the election was conducted properly.

Common Mistakes to Avoid

Even with a great platform, there are common pitfalls that can derail an otherwise well-planned election. Here are the most frequent mistakes and how to avoid them.

1. Not Testing Before Launch

Always run a test election before launching the real one. Create a mock election with a small group of testers to verify that the ballot looks correct, the voting method works as expected, and voters can access their ballots without issues. A five-minute test can save hours of troubleshooting during a live election.

2. Setting the Voting Period Too Short

A voting period that is too short can significantly reduce participation. Not everyone checks their email daily, and some voters may be traveling or have busy schedules. Give voters at least 3 to 5 days to cast their ballots. For organizations with members in multiple time zones, consider a full week or more.

3. Forgetting to Add All Eligible Voters

Double-check your voter list against your organization's membership records before launching. Missing even a few eligible voters can undermine confidence in the election results and may require you to extend the voting period or restart the process entirely. It is much easier to verify the list upfront than to fix it mid-election.

4. Not Communicating the Voting Method to Voters

If you are using Ranked Choice, STAR, or Approval voting, make sure voters understand how the method works before they open their ballot. Include a brief explanation in the election announcement email and on the cover page. Voters who understand the process are more likely to complete their ballot and feel confident in the results.

5. Choosing the Wrong Voting Method

The voting method cannot be changed after the election is created. Take time to evaluate your options before making this decision. Consider how many candidates are running per position, whether you need to fill multiple seats, and how familiar your voters are with different voting systems. When in doubt, Direct voting is the safest choice for simple elections, while Ranked Choice works well for competitive multi-candidate races.

Conclusion

Creating an online election does not have to be complicated. By following these seven steps — choosing a voting method, setting up positions and candidates, configuring language and branding, adding voters, setting dates, monitoring the process, and sharing results — you can run a professional, transparent, and accessible election for your organization.

TapVoter makes the entire process simple and free for elections of any size. With five voting methods, real-time monitoring, support for over 30 languages, and built-in transparency features, you have everything you need to conduct fair and trustworthy elections online.

Ready to get started? Create your free account on TapVoter and launch your first online election today.