Turn an AGM or special-meeting agenda into an online ballot with exact motion wording, eligibility checks, and structured For, Against, and Abstain choices.
Route ballot records to Google Sheets, Slack, and Zapier.
Sample prompts for the ballot builder
Choose a prompt, replace the sample motions with your agenda, or send it to the builder. The field list is a preview.
Audience
Association members voting on the AGM agenda
Format
Identified ballot with one choice per motion
Prompt size
276 chars
Example ballot structure
Identified ballot with one choice per motion
Member name and membership number
I confirm I am eligible to vote
Motion 1: Approve the previous minutes
Motion 2: Adopt the annual report
Motion 3: Approve the proposed budget
Suggested ballot tags
Eligible ballots
Needs review
Late submissions
Copy the motion number and wording from the issued agenda so members can match the ballot to the discussion in the meeting.
Step 1
Prepare
copy approved motions and voter rules
Step 2
Verify
confirm eligibility or voting code
Step 3
Vote
record For, Against, or Abstain
Step 4
Count
filter valid ballots and total each motion
A ballot the secretary can run
A structured ballot gives members consistent choices and the secretary response data that can be checked against the meeting record.
Place the motion number, full text, and neutral context directly above its options.
Ask for a member number, voting code, or eligibility declaration before the ballot.
Consistent For, Against, and Abstain values simplify filtering and tallying.
Match the meeting rules
Choose whether ballots identify voters, how amendments appear, and what needs review.
Collect member details to reconcile ballots with the register or attendance route.
Omit identity questions and use a separately distributed code when access needs checking.
Show an amended motion conditionally when the chair moves voting to that version.
Reveal proxy references and instructions only for proxy holders.
Meeting-day workflow
Draft early, test every path, and open the form when voting begins. Apply your association's own rules.
Provide the meeting type, voter rules, ballot format, and exact numbered resolutions.
Confirm each option, required decision, proxy route, and anonymous-ballot field.
Test members, remote attendees, abstentions, and proxies; then check the export.
Close on time, review eligibility flags, and total each motion's choices.
Online ballot vs paper and chat
The right method depends on meeting rules, member access, and the number of motions.
Field guide
Adapt these six sections to the association's agenda and procedures.
Meeting details
Put the association, meeting type, date, and ballot identifier at the top to distinguish the current vote.
Voter eligibility
Request a name and number for identified voting. For anonymity, omit identity and distribute codes separately.
Motion block
Use one required choice per resolution, matching the agenda number and wording.
Amendments & proxies
Use conditions for proxy questions and amended wording. Label every version clearly.
Review & confirmation
A review step catches skipped motions. Confirm the ballot reference without exposing choices on a shared screen.
Secretary's count
Use predictable motion names and test how each choice appears. Add a review status without altering submissions.
Related tools
Pair the ballot with election, RSVP, membership, minutes, and follow-up tools.
Collect membership applications for the association office.
Open toolCollect attendance plans before a member meeting.
Open toolStandardize notes and decisions for draft minutes.
Open toolFAQ
Practical answers for association secretaries preparing an online ballot for members.
It is an online ballot for motions at an annual or special general meeting. It identifies the meeting, checks the voter route or eligibility, presents numbered motions, and records For, Against, or Abstain for counting.
Include meeting details, a ballot reference, the required eligibility check, and one choice field per motion. Use approved wording and distinct For, Against, and Abstain options. Add proxy details, review, comments, and a neutral confirmation when needed.
Yes. Omit name, email, and membership-number questions. If access needs control, distribute one-use codes separately and test whether notifications or integrations expose identity. Check the complete setup against your organization's rules.
Prepare labeled original and amended versions. Conditions can reveal the version called for a vote; verify withdrawn wording cannot be submitted. For an unexpected amendment, pause, update, test, and reshare the ballot.
Yes. Ask for the proxy holder, appointing member, authorization reference, and whether instructions are directed or discretionary. Review that route against the association's appointment record before counting.
Reconcile member numbers, issue one-use codes, or compare declarations with the attendance register. Mark questionable entries for review. Test in advance; one form field cannot confirm every voter's status.
Use predictable motion names and fixed choices, then review the response table or export. Separate flagged ballots before totaling. The appointed counters apply quorum and threshold rules and record the announced result.
Yes. Makeform provides unlimited free forms and responses, so you can generate, edit, test, and publish without a response cap. The paid tier removes the Makeform badge.
Turn the agenda into a countable member ballot.
