Your Voter list, done once and done right

A few simple details, so the list carries the society's proper name and its registration. Nothing needs typing in this sample: the boxes show a made-up society.

Townhall records the registration number and the office exactly as you give them. It does not claim to have checked them with the authority; the society's own papers remain the proof.

Save these details and bring the voter list

Bring the list the way you already have it: a spreadsheet, a CSV file, or a paste from any sheet. Partial data is welcome too: send what you have today and add the rest later. Every piece of data is mapped against the Flat Number / House Number / Member ID.

2.1 How would you like to bring the list?

Upload a file Paste the list Download the template (Excel)

ID	Name	Capacity	Mobile	E-mail	Voter	Weight
A-101	SampleOwner Asha	Owner	9000000101	asha@sample.example	Yes	1
A-102	SampleOwner Bharat	Owner	9000000102	bharat@sample.example	Yes	2
A-102	SampleOwner Chitra	Co-owner	9000000103	chitra@sample.example		2
...  (151 rows in all)

2.2 The columns, in plain words

• ✓Partial data may be uploaded. A column or a few IDs can wait; they can be added in a later upload.
• ✓A flat can have more than one owner in the registered papers: add a row for each owner.
• ✓One person for each ID is marked the voter. One ID, one vote.

2.3 E-mail IDs and the IDs they are attached to

One e-mail ID may be attached to more than one ID. When it opens the verification link later, it opens one ID at a time, one by one only.

2.4 Small things to edit (they do not hold anything up)

6 small things to edit. Edit them now or come back later; the list can go on meanwhile.

Lovely: everything is edited.

Edit everything for me (sample) Names are shown in full only in this working table, for the organizer.

Back Read my list and go on

By default every ID has one equal vote. If the society's rules give more weight to some, you may give each its own weight, flat by flat, house by house or member ID by member ID.

3.1 Equal or unequal?

Equal weight (1 for each ID) Unequal: a number for each ID

Quorum and majorities in later meetings and elections use these weights, so an ID with a larger weight counts for more. You can change the weights later; each change is saved as a new version and the earlier versions stay available.

Back Keep this and go on

Who may be the one voter for an ID is the society's own choice. Choose it once; it holds for the whole list.

4.1.1 Who may be the voter?

4.1.3 Who may attend and who may vote, ID by ID

Every Flat ID / House ID / Member ID has its own row. Press Yes or No in each column; the sample starts with Yes, and C-105 shows how a dues-pending ID may attend yet not vote.

Seven of 120 IDs are shown; the others are Yes and Yes until changed.

Please note: the rules differ from one place to another, and from one type of body to another. The society's own registered rules decide; Townhall only records the choice the society makes.

Back Keep this and go on

If the society wishes, only those whose dues are clear on a chosen day may vote. This is entirely optional.

4.2.1 Is there a dues check?

Cut-off date for submission of dues

Leave the box empty and everyone on the list may vote, with no dues check.

Back Keep this and go on

Your list is ready for its first public look. Publish the 1st cut as a PDF the organizer can print and put on the notice board, with the last date for sending correction requests.

5.1 The 1st cut of the Voter list of Sample Heights RWA

IDs

120

Owners

151 (one voter for every ID)

Voters

120

Who may vote

Owner or authorised proxy

Weightage

Equal: 1 for each ID

Total weight

120

5.2 Last date for correction requests

Last date for submitting correction requests:

Download the 1st cut as PDF Print

Back Publish the 1st cut

• ✓The list belongs to the society, not to a single event
• ✓The last date for corrections is written on the PDF
• ✓Every later change makes a new version; older versions are never overwritten

One link, kept the same from the first day to the last. The organizer shares it by e-mail, WhatsApp or any other way, and every person checks their own record through it.

6.1.1 The verification link

6.1.2 What the person sees

1. 1. Open the link The person opens the link shared by the organizer, by e-mail, WhatsApp or any other way.
2. 2. Verify the e-mail Either a 6-digit code sent to the e-mail ID, or Google sign-in.
3. 3. Enter the ID The person enters their Flat Number / House Number / Member ID. One e-mail ID opens one ID at a time, one by one only.
4. 4. Confirm or change The person confirms that the information is correct, or writes the change and the new information. It reaches the organizer.
5. 5. Add documents (optional) Government ID, Registration Paper, Rent Agreement, Proxy Nomination Form, Society ID, Others.

6.1.3 Requests waiting for the organizer

Tick the requests you wish to approve together, then press Approve. Or decide each one on its own row: Accept fully, Accept partly or Reject. An accepted change becomes the updated information, and every step can be moved back to Waiting.

6.1.4 The complete log

Who asked for which data, for which Flat / House / Member ID, from which e-mail ID. One e-mail ID opens one ID at a time.

Back Go on to manual correction

Sometimes it is simplest for the organizer to correct a record directly. Pick the record, write the new information, and it is added to the same complete log.

6.2.1 The record to correct

Flat / House / Member ID

B-202

Field

Name of the voter

Now reads

SampleOwner Harsh

New information

SampleOwner Isha

Apply this correction

6.2.2 The complete log

Back Finish the steps