💿Create Recurring Ballot 🔄

Client HR - Create a New Ballot

  1. Client HR can only create a recurring ballot after the 'Parent' or 'Base' ballot is created

  1. Proceed to fill out the details like the individual ballot, and publish it.

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

Client HR - Make Recurrent Ballot

  1. Go back to the contract details page (where a list of ballots is listed) - on each ballot, there is a 'Make Recurrent' button (two arrows forming a circular shape)

  2. or click on the 'View/Edit Details' button, the ballot details page will open, and a 'Make Recurrent' button will be available.

  3. To create a recurring ballot or multiple recurring ballots, click this 'Make Recurrent' button.

  4. A 'Create Recurring Schedule' page for that ballot will appear.

Client HR - Create a Recurring Schedule

  1. On the Recurring Schedule page, update the following details

a) Recurring Start Date (refer Note 1, 2 and 3)

b) Recurring End Date (refer Note 1, 2 and 3)

c) Recurrence Pattern (Monthly/Weekly/Daily)

  • Note 1: The start and end dates of the whole recurring period. Example: Monthly recurrence between October and December, so the start date is Oct date and the end date is Dec date.

  • Note 2: The start and end dates are within the contract validity period

  • Note 3: If the ballot item is a package with sessions, the start date should be selected X days before the selected session slot, as well as the end date and the draw date

Recurring schedule : Weekly
Calendar (for reference)

  1. Click the 'Update' button. Validate that the recurring schedule is created with some default information (editable).

Default Schedule

Client HR - Update the Recurring Schedule

  1. The system automatically updates the following fields after clicking the update button. Using examples in the image above (weekly recurrence pattern):

Field Name
Field Data
Explanation

a. Ballots will start this many days before the selected session (editable)

14

if Session date is 26 May 2025, then Ballot Start date is 14 days before 26 May ⇒ 12 May 2025

b. Balloting will continue for this many days (editable)

4

For Session date 26 May 2025, the Ballot end date ⇒ 16 May 2025 (12 May + 4 days)

c. Winner will be drawn this many days after ballot ends (editable)

1

For Session date 19 May 2025, the Ballot draw date ⇒ 17 May 2025

d. Send reminder email this number of days before win expiry date (optional)

[Blank]

The user to manually determine as it is an optional field

  1. Recurring Schedule for the ballot is automatically populated based on the Package details, the recurring start date, the end date, and the recurrence pattern.

Explanation

Week numbers

This is because Recurrence Pattern = Every Week (so if it is Every Month pattern, then this column is a 'Month Number'

Select session (editable)

System auto selects from the package, user can change the session as needed provided the sessions are available and valid in the package

Bid Start Date

Data is from the 'Ballots will start this many days before the selected session' field above.

To change the Bid Start Date, edit entry in this field (purple font).

Bid End Date

Data is from the 'Balloting will continue for this many days' field above. To change the Bid End Date, edit entry in this field (purple font).

Bid Draw Date

Data is from 'Winner will be drawn this many days after ballot ends' field above. To change the Bid Draw Date, edit entry in this field (purple font). Note: Draw Date * >> The date must be greater than the Ballot end date.** source ASD-54092

Action

The 'Delete' button is available for each recurrence, allowing the user to remove unwanted recurrence ballots.

  1. The recurring schedule will also be updated when the data in those fields is updated or changed.

    • The changes done for this guide's purposes are shown in the blue box below

      • Change Start Date and End Date, click update, and a new default recurring schedule is displayed.

      • Change the recurring schedule as well so that

        • Ballot Start date is 9 days before the selected session

        • Ballot End date is 3 days after the start date

        • Bid Draw date is 1 day after the end date **Not: Draw Date * >> The date must be greater than the Ballot end date.** source ASD-54092

        • A reminder email to be sent 2 days before win expiry date

Change start and end dates only -> a new default schedule is created.

  1. Click the 'Next' button to proceed.

  1. The user can Save All as Draft, Publish All, or go Back to edit the recurring schedule.

  2. Proceed to Publish All

  1. Recurrent Events created

  1. Expand the recurrent events.

  1. Users can edit each recurring ballot, such as renaming the ballot names or changing any other details, including the selected session.

  1. Click Next and Publish

  1. Example: Changes made to the Ballot Name

  1. The ballots will be available for employees to participate once the status changes to In Progress. Employee - My Benefits page

  • Refer here for details on placing a bid on the recurring ballot.

Record in Avalon after the Ballot is created in B2B:

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