Upload a Private Member List

How To: Upload Private Member List

Overview

For private elections, administrators must upload a member list so invitations can be securely sent to eligible voters. UrVote allows administrators to upload a CSV file containing member email addresses, which are then used to distribute voting invitations and access codes.

This guide explains how to upload your member list and send invitations after publishing a private election.

When You Would Use This

Uploading a member list is required when running a private election, where only invited members are allowed to participate.

This step happens after publishing your election and selecting private access.

Step-by-Step: Uploading Member Emails

1. After publishing your election, select Private when prompted for election access.
2. You will be directed to the Send Invitations page.
3. Select Browse to upload your member list.
4. Choose your CSV file containing member email addresses.
5. Upload the file.

Once uploaded, UrVote automatically processes and counts all valid email entries.

6. Confirm that the total number of members displayed matches your expected count.
7. Select all uploaded members.
8. Click Send Invitations to distribute voting access.

Members will immediately receive invitations containing their one-time access codes.

Email Privacy & Security

For privacy and election security:

• Email addresses are automatically hashed during the election.
• UrVote does not store member lists beyond what is required for the active election.
• Member data is removed after the election concludes.

This ensures voter privacy and reduces long-term data exposure.

CSV File Format Requirements

To ensure a successful upload:

• Emails should be organized in one column only.
• Each row should contain one email address.
• Avoid extra columns or formatting when possible.
• Remove empty rows or duplicate entries.

Correct formatting helps prevent upload errors and missing invitations.

Tips & Best Practices

• Double-check your member count before sending invitations.
• Confirm there are no typos in email addresses.
• Remove duplicate emails before uploading.
• Test with a small group if running your first election.

Common Questions

Can invitations be resent later? Yes. Administrators can resend invitations at any time.

Can members be added after publishing? Yes. Additional members can be invited after an election has started.

What happens if an email is incorrect? That member will not receive an invitation until corrected and resent.

Next Steps

After uploading your member list, you may want to:

• Add additional members later if needed
• Monitor live election results
• Help voters recover access codes