💿Create & Publish Ballot

Role: Client HR

1. Create New Ballot Client HR clicks on the 'Create New Ballot' button on the contract details page and updates the following details:

   1. Select Reward Service Type > Option: Package or Promocode, example: select 'package' then select the package's item, the user will be brought to the 'Create new Balloting Event' page

   2. 'Create New Balloting Event'

      • Type * >> this is Reward Service types (Package or Promo code)

      • Select an item >> this is the selected package or promo code item

      • Ballot Name * >> Free-text field

      • Ballot Description * >> Free-text field

      • Ballot Start Date * >> The start date must be greater than or equal to the ballot contract start date. Refer to the table below for guidance:

      Contract start date	Present Day Date	The Earliest Ballot Start Date
      13 Mar 2025	7 Mar 2025	13 Mar 2025
      4 Mar 2025	7 Mar 2025	8 Mar 2025
      7 Mar 2025	7 Mar 2025	8 Mar 2025

      • Ballot End Date * >> The end date can equal the contract end date, but cannot be greater than.

      • Draw Date * >> The date must be greater than the Ballot end date.** new update: source ASD-54092

      • Number of winners * >> This is the total number of winners per the ballot

      • Number of days to claim the win (optional) >> This outlines the time frame within which the winner must claim the prize; otherwise, the win will expire.

        • If left blank, the user is not allowed to update an entry in the 'Send reminder email...' field below (with the warning message: The number should be less than the Number of days to claim the win.)

      • Max balloting submission (per event per employee) * -> Only Once or Once a day >> "Only Once" means that a participant can bid only once for that ballot. "Once a day" means a participant can submit daily bids until the ballot ends.

      • Send reminder email this number of days before win expiry date (optional) >> This field can be left blank or has an entry to trigger the email notification. The email is sent to the winner who has not claimed the win.

      Send reminder email this number of days before win expiry date	Number of Days to Claim the Win	Notification Behavior
      Blank (0 days)	Has value (Y days)	No reminder email. Winner can claim the win at any time provided the prize is not expired (Ref win expiry date & time for that ballot). ++
      Has value (X days)	Has value (Y days)	Reminder email is sent X days before win expiry. date. Y cannot exceed X.
      Blank (0 days)	Blank (0 days)	No reminder email. Winner can claim the win at any time provided the prize is not expired (eg. event date/time) (Ref win expiry date & time for that ballot). ++++
      Blank (0 days)	Try to enter value	Cannot enter value with a warning message: Number should be less than the value of Number of days to claim win.

   3. The relevant fields or items must be chosen or updated according to the selected service reward type. Here are the types of service rewards:

      1. Package - Session >> Click here for steps and images >> Continue and complete creating the ballot

      2. Package - Open Date >> Click here for steps and images >> Continue and complete creating the ballot

      3. Promo code >> Click here for steps and images >> Continue and complete creating the ballot

Select Reward Service Type

Package Type

Promo code Type

++ Example: The ballot end is on 10 Mar and draw date is on 11 Mar, but HR approval occurs on 12 Mar. Consequently, the win date is 12 Mar. The win expiry date and time is calculated as 12 Mar plus Y days. For example, if Y equals 3, the win expiry date and time would be 15 Mar at 23:59. The prize must be claimed before 16 Mar. (Ref: Internal Test BAL-AGRO-001-T02 Package-Open Date)

++++ Example: The contract ends on 14 Mar, while the ballot's end and draw dates are on 10 Mar and 11 Mar, respectively. Thus, the win date is 11 Mar, and the expiry date and time for claiming the win is 14 Mar at 23:59. The prize must be claimed before 15 Mar. (Ref: Internal Test AGRO-001 2025 TEST06 Reminder Email (Claim Win))