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Documentation › Staff Balloting › B2B Portal - Ballot Contracts › Create Recurring Ballot 🔄 › Client HR - Update the Recurring Schedule {pending update link)

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):

    Example Default Recurring Schedule

    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)

    User to manually determine as it is an optional field

    Example: Image

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

    Text

    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.

  3. 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 **Note: 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

i) Change Start Date & End Date

ii) Change the schedule - finalized

Refer to the fields in the blue box

  1. Click 'Next' button to proceed

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

  3. Proceed to Publish All

  4. Recurrent Events created

  5. Expand the recurrent events.

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

  7. Click Next and Publish

  8. Example: Changes made to the Ballot Name

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

Record in Avalon after the Ballot is created in B2B: