Having the correct details for the voter is essential so that when the ballot cards are sent out they arrive at the right address, addressed to the right person who will cast the vote.
Solomon has the tools to help make this process simple and when used correctly will populate the ballot export CSV with the correct information and format you need at the push of a button.
As we know the voter is rarely based within the hereditament. So we need a way to be able to set capture a different address and direct the ballot card to that address.
Open the business record
Click on people
Click edit on the voter
In the search field type 'address' and populate the voter address
Search postcode and add voter postcode
Search Mailing Preference
Select use 'Person Address'
Note: The 'Export Ballot' function is located at the bottom of the directory.
How addresses work on the Ballot Export
Every row starts with the property. The property address and postcode columns always show the business address as held in the CRM, and those columns never change. The contact address columns work differently. They are only filled in when a voter is being mailed somewhere other than the property.
Each contact record has a Mailing Preference, and the export follows it:
• Use business address (the default): the contact address columns are left blank, because the mail is already going to the property address shown on the row.
• Use person address: the voter's own address and postcode are pulled through into the contact address columns.
• Use liable party address: the liable party address and postcode held on the business record are used instead.
So if you switch a voter to their own address, their address appears in the contact columns and the property address stays exactly where it is. Nothing is overwritten. Your ballot holder then knows to post that voter's papers to the contact address rather than the property.
Two things worth checking before you export:
• The export uses the voter on each business record. If there is no voter we show the primary contact's name against the property, but only a voter's mailing preference will move an address.
• If someone is set to their own address and their address or postcode is blank on their record, those columns come through blank, so it is worth a quick tidy of those records first.