Poll Worker Management Software

The vendor required to provide poll worker management software solution to streamline and modernize the recruitment, training, scheduling, and management of election poll workers throughout county.
- System requirements and functionality
1. Core system capabilities
•    Multi-user access with role-based permissions for county election staff and local jurisdiction staff.
•    Real-time data synchronization across all system modules
•    Mobile-responsive design for access on tablets and smartphones
•    Integration capabilities with existing county systems
•    Automated backup and disaster recovery features
•    Compliance with state election laws and regulations
•    Ability for database to be separated and isolated for each of the 28 separate county jurisdictions.
2. Poll worker recruitment and application processing
•    Online application portal for prospective poll workers
•    Customizable application forms with required fields for county
•    Document upload capabilities for required certifications and identification
•    Background check integration and tracking
•    Automated eligibility verification based on residency and age requirements
•    Application status tracking and workflow management
•    Duplicate application detection and merging capabilities.
3. Training management module
•    Training session scheduling and calendar management
•    Online training course delivery and tracking
•    In-person training class registration and attendance tracking
•    Training completion certification generation
•    Skills assessment and testing capabilities
•    Training history maintenance for each poll worker
•    Automated training reminder notifications
•    Compliance tracking for mandatory training requirements
4. Assignment and scheduling functions
•    Polling location database management with capacity requirements
•    Automated assignment recommendations based on worker preferences and qualifications
•    Conflict detection and resolution tolls
•    Position-specific assignment capabilities (judges, inspectors, clerks)
•    Shift scheduling with split-shift support
•    Geographic proximity matching between workers and polling locations
5. Communication management
•    Mass communication capabilities via email, SMS, and voice call
•    Targeted messaging based on assignment, location, or worker attributes
•    Two-way communication portal for worker inquiries
•    Automated confirmation and reminder notifications
•    Emergency communication protocols
•    Communication history tracking and reporting
•    Template library for standard communications
•    Multi-language support capabilities
6. Payroll and compensation processing
•    Time and attendance tracking integration
•    Automated payroll calculation based on positions and hours worked
•    Expense reimbursement tracking
•    Direct deposit information management
•    Tax form generation and distribution (w-2, 1099)
•    Payroll report generation for county finance department
•    Historical earnings tracking per worker
- Data management and reporting
1. Database requirements
•    Personal information and contact details
•    Employment history with county elections
•    Training records and certifications
•    Performance evaluations and notes
•    Availability preferences and restrictions
•    Skills and language capabilities
•    Assignment history
2. Reporting capabilities
•    Standard operational reports for election management
•    Custom report builder with export capabilities
•    Real-time dashboard displays
•    Statistical analysis tools
•    Compliance reporting for state requirements
•    Budget and cost analysis reports
•    Worker performance metrics
•    Training completion rates and gaps analysis.