[Download this guide as PDF at the bottom of the post]

When you're setting up for an online session where you need to limit, or identify your audience, authenticate them, and/or validate that they are eligible to vote, you'll need to use a Participant List.

We have implemented a concept of a Global List (GL) and Participant Groups (PG) in CloudVOTE. What’s the difference between the two?

• Global List is only accessible to a Standard CloudVOTE User and Master/Parent CloudVOTE User
  1. GL contains ALL your organization’s Participants (e.g. trainees from all departments, all facilities, all branches, etc.…)
  2. GL is never meant to be used in anyone’s individual session as a whole. Instead, it’s supposed to be broken up into Participant Groups that form a logical subset of only those Participants who are being polled/tested at that moment in time
• Participant Group is a smaller, logical sub-group of the GL that represents a class, department, plant, or any other smaller unit
  1. PG can be further broken-up into even smaller sub-groups, if needed

Create a Global List

To create a Global List, start on your Account Login page and click on Participants (1):

Once in the Participants module, click the Global List (1) and then Add New Participants (2):

Create all the Columns that will define your Global List or import one from CSV.

Create a Participant Group

When you’re done creating the Global List, you can create a Participant Group by clicking on the Participant Group (1) and then on Create Group (2):

Name your Participant Group, select the members from the Global List below and click Create:

Once the Participant Group (PG) has been created, you can keep editing it (1), assign some tags such as “Sales”, or “Safety Training” (2) to it, associate your Child subscriptions to the PG (3) if you are logged in as a Parent, or you can create a sub-group (4) if you need to split up the PG even further.

Assign the Participant Group to Template(s)

Now it’s time to assign the Participant Group(s) to each of your Templates, so that when you start a session, the Participants are properly identified.

Go to Content tab and click the ‘People’ icon below the Template thumbnail (1). Then select from the drop-down list of existing Participant Groups and click Close.

Start a Polling Session (as an Operator)

Start a session by selecting your desired Template and click the Start Polling Session button.

Select Identified Participants, then select Associated Participant Groups and finally choose from the PG that you’ve created previously and have assigned to this Template.

Join a Polling Session (as a Participant)

After seeing the standard Join a Poll page and entering the general CloudVOTE Join Code, each Participant will have to enter additional information to be let into the session.

Upon entering, the Operator needs to approve/deny the Participant’s entry, while the Participant sees a ‘holding’ message on their device.

If the entry was denied, another message will inform the Participant immediately.

Operator View

If the Operator approves the entry, Participant can now see the content and vote in the session.

During the session, the Operator sees within the Participants tab who has answered the question (2), and who still must cast their vote (1).

Ending the Session and Reporting

After the Session is over, Operator clicks End Session button (1) and confirms (2) by clicking Yes.

Immediately after this, every Participant is ‘kicked’ out of the Session and the Operator returns to CloudVOTE, but in the Reports section.

The available reports are: Response Summary, Texting, and Individual Participants.

Each of the reports can be printed (or ‘printed’ to PDF), as well as exported to Word, Excel and CSV.

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