State & local government · Moraph software

Election Worker Management Portal

Recruit, train, assign and pay election workers from one record per worker

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Overview

What you are buying

The Election Worker Management Portal manages the temporary workforce that staffs polling places and vote centers: recruiting applicants, checking eligibility, tracking training and equipment certification, assigning workers to locations and shifts, and preparing payroll. Each worker has one record, so the election office can see who is qualified for which role and which locations are still short. Pay is prepared for your payroll system and approved by your staff; Moraph does not hold funds.

The problem it solves

Election offices staff hundreds or thousands of temporary positions for every election, often from spreadsheets, paper applications and phone calls. Eligibility rules, party-balance requirements, language needs and training certifications have to be checked for each worker and each location, and last-minute dropouts must be filled quickly. After election day, timesheets and stipends are reconciled by hand before payroll can run, and it is hard to show that every worker at every location was trained on the equipment they used.

  • Applicants, assignments and training are tracked in separate spreadsheets
  • Party balance and language coverage are checked by hand for each location
  • Training and equipment certification are hard to prove after the election
  • Hours and stipends are reconciled manually before payroll can run

Who uses it

  • County and municipal election directors and clerks
  • Poll worker recruitment and training coordinators
  • Polling place and vote center supervisors
  • Election office payroll and finance staff
  • State election officials who oversee local jurisdictions

Requirements it supports

Help America Vote Act of 2002 (52 U.S.C. 20901 et seq.)Voting Rights Act Section 203 language minority requirements (52 U.S.C. 10503)Americans with Disabilities Act, Title IISocial Security Act Section 218 and IRS reporting rules for election worker payState election codes on poll worker eligibility, party balance, training and compensation

The product supports these requirements; meeting them remains your organization’s responsibility.

See how it works

A short walkthrough

Illustrative screens with fictional sample data. They show the workflow, not any client’s data or configuration, and the layout of the product itself differs. A live demonstration uses the product with sample data.

  1. Step 1

    Staffing by location

    Assignment coordinators see every location's staffing against plan, with party balance and language coverage checked.

    LocationNeededAssignedParty balanceLanguagesStatus
    Example Library vote center1414MetSpanish: metStaffed
    Sample Elementary School86Short 1 minority partyMetGaps
    Example Community Hall88MetVietnamese: noneGaps
    Precinct 412 Fire Station (fictional)66MetNot requiredStaffed
    Example Senior Center107MetSpanish: metGaps
    Assignment coordinators see every location's staffing against plan, with party balance and language coverage checked.

  2. Step 2

    One worker's record

    Each worker has one record with eligibility, training, certifications and assignments for every election.

    Worker 20517 · Sample Worker (fictional)

    Eligibility
    Registered voter, checked
    Party
    Recorded
    Languages
    English, Spanish
    Role
    Lead clerk
    Assignment
    Example Library vote center, day shift
    Pay status
    Not yet due

    Training and certifications

    • Lead clerk course, passed
    • Ballot-marking device certification, current election
    • !Electronic pollbook module, not complete
    Each worker has one record with eligibility, training, certifications and assignments for every election.

  3. Step 3

    Training completion

    Training coordinators see who still needs which course before they can be assigned.

    CourseRequired forEnrolledCompletedOutstandingNext class
    Poll worker basicsAll roles1,1841,042142Saturday, Example Library
    Lead clerk courseLead clerks21218824Tuesday evening
    Ballot-marking deviceDevice clerks33030129Online module
    Electronic pollbookCheck-in clerks64055288Online module
    Training coordinators see who still needs which course before they can be assigned.

  4. Step 4

    Filling a dropout

    When a worker drops out, the portal lists qualified standby workers so staff can fill the slot and keep the location balanced.

    Sample Elementary School · Check-in clerk · Day shift

    Reason open
    Worker 18842 withdrew
    Needs
    Minority party worker
    Training required
    Poll worker basics, electronic pollbook
    Standby candidates
    4 qualified

    Suggested standby workers

    • Worker 22109, trained, 2 miles away
    • Worker 19430, trained, 3 miles away
    • Worker 23015, pollbook module outstanding
    When a worker drops out, the portal lists qualified standby workers so staff can fill the slot and keep the location balanced.

  5. Step 5

    Election day at a location

    The supervisor's log records check-ins, issues and the end-of-day confirmation that drives pay.

    Example Library vote center · Election day

    1. All 14 assigned workers checked inLocation supervisor
    2. Worker 20517 moved to device stationLocation supervisor
    3. Standby worker sent to Sample Elementary SchoolAssignment coordinator
    4. Hours confirmed for all workersLocation supervisor
    5. Location closed and log submittedLocation supervisor
    The supervisor's log records check-ins, issues and the end-of-day confirmation that drives pay.

  6. Step 6

    Approving the payroll batch

    Finance reviews hours, stipends and exceptions before the payroll file is exported.

    LocationWorkersHoursStipendsExceptionsStatus
    Example Library vote center14196$2,9400Ready
    Sample Elementary School8112$1,6801 missing check-outReview
    Example Community Hall8110$1,6500Ready
    Example Senior Center10138$2,0700Ready
    Finance reviews hours, stipends and exceptions before the payroll file is exported.

Workflows

The principal workflows

  1. Recruit

    Applicants apply online or are entered by staff, and each application is checked against your eligibility rules before the person joins the worker pool.

    • Application captured online, on paper or at outreach events
    • Voter registration and residency checked where your rules require it
    • Party affiliation, languages spoken and availability recorded
    • Ineligible applicants told why, with the reason recorded
    • Eligible applicants added to the pool for the election

  2. Train

    Workers are enrolled in the classes their role requires, and attendance, test results and equipment certifications are recorded against their record.

    • Required courses set for each role and piece of equipment
    • Workers book in-person classes or complete online modules
    • Attendance and assessment results recorded by the trainer
    • Certifications issued with the election they apply to
    • Workers missing required training flagged before assignment

  3. Assign

    Workers are placed at polling places and vote centers for each shift, with staffing, party balance and language coverage checked for every location.

    • Staffing needs set by location, role and shift
    • Assignments suggested from the qualified pool, for staff to confirm
    • Party balance and language coverage checked for each location
    • Workers confirm by email, text or phone
    • Dropouts replaced from standby lists, with each change logged

  4. Pay

    After the election, supervisors confirm attendance and hours, and the portal prepares a payroll file for your payroll system once finance staff approve it.

    • Supervisors confirm who worked and their hours at each location
    • Stipends and hourly pay calculated from your pay rules
    • Exceptions such as missing check-outs reviewed
    • Finance approves the payroll batch
    • Payroll file exported to your payroll system

Roles and permissions

Who does what in the product

Each role below is a starting point. During implementation we set them up to match your teams, and every action anyone takes is recorded in the audit trail.

Election director

Election director, county clerk, registrar of voters, elections supervisor

Owns the election workforce: the rules, the staffing plan and the approval of pay.

Sees

  • Every worker, location, assignment and training record
  • Staffing, party balance and language coverage across all locations
  • Payroll batches and their status
  • The full audit trail

Does

  • Approves eligibility, party-balance, training and pay rules
  • Sets staffing plans for each election
  • Approves payroll batches before export
  • Decides appeals of eligibility decisions
  • Grants auditors and state reviewers scoped access

Cannot

  • Edit or delete entries in the audit trail
  • Approve a pay adjustment they entered themselves
  • Change a worker's recorded training results
Approvals
Approves rule changes, payroll batches and eligibility appeals.
Notified about
Locations still short as the election approaches, payroll batches ready for approval and eligibility appeals.

Recruitment coordinator

Poll worker recruiter, outreach coordinator, election specialist

Builds a qualified worker pool with the languages and party mix the election needs.

Sees

  • Applications and their eligibility check results
  • The worker pool by language, party and availability
  • Recruitment needs by location

Does

  • Reviews applications and records eligibility decisions
  • Enters paper and event applications
  • Contacts applicants and past workers
  • Manages student and special programs

Cannot

  • Override an eligibility rule without director approval
  • Approve pay
  • Change training results
Approvals
Exceptions to eligibility rules are approved by the election director.
Notified about
New applications, eligibility checks needing review and recruitment gaps by language or party.

Training coordinator

Poll worker trainer, training coordinator, voting equipment specialist

Makes sure every worker is trained and certified for the role and equipment they will use.

Sees

  • Courses, classes and enrollments
  • Each worker's training and certification history
  • Workers assigned without required training

Does

  • Schedules classes and publishes online modules
  • Records attendance and assessment results
  • Issues certifications for the election
  • Sends reminders to workers with outstanding training

Cannot

  • Assign workers to locations
  • Certify a worker without a recorded result
  • Approve pay
Approvals
Changes to required courses for a role are approved by the election director.
Notified about
Class enrollments, assigned workers missing training and classes below or over capacity.

Assignment coordinator

Poll worker coordinator, staffing coordinator, precinct operations specialist

Places qualified workers at every location and shift and keeps locations staffed through election day.

Sees

  • Staffing plans and gaps by location, role and shift
  • Qualified workers and standby lists
  • Party balance and language coverage checks

Does

  • Assigns workers to locations and shifts
  • Confirms suggested assignments and records worker confirmations
  • Replaces dropouts from standby lists
  • Moves workers between locations on election day

Cannot

  • Assign a worker who lacks required training without director approval
  • Change eligibility decisions
  • Approve pay
Approvals
Assignments that break a party-balance or training rule are approved by the election director.
Notified about
Dropouts, unconfirmed assignments and locations falling out of balance.

Location supervisor

Precinct inspector, chief judge, vote center lead, polling place manager

Runs a polling place on election day and confirms who worked and for how long.

Sees

  • Workers assigned to their location and their contact details
  • Their location's log
  • Training status of their workers

Does

  • Checks workers in and out
  • Records issues and requests replacements
  • Moves workers between stations at their location
  • Confirms hours at the end of the day

Cannot

  • See workers at other locations
  • Change pay rates or approve pay
  • Edit hours after submitting the log, except through a correction request
Approvals
Their confirmed hours are reviewed by finance before payroll; corrections after submission are approved by the election director.
Notified about
Changes to their location's assignments and replacement workers on the way.

Election worker

Poll worker, election judge, election clerk, student poll worker

Serves at a polling place and manages their own application, training and schedule.

Sees

  • Their own application, training and assignments
  • Class times and locations
  • Their pay status

Does

  • Applies and updates availability and languages
  • Books classes and completes online modules
  • Confirms or declines assignments
  • Updates contact details

Cannot

  • See other workers' information
  • Change their training results or eligibility decision
  • Change hours after the supervisor confirms them
Approvals
Their eligibility is decided by a recruitment coordinator and their assignment by an assignment coordinator.
Notified about
Application decisions, class reminders, assignments and changes, and payment status.

Payroll and finance

Payroll specialist, election office finance manager

Checks hours and stipends and prepares the approved payroll file.

Sees

  • Confirmed hours and calculated pay by location
  • Exceptions such as missing check-outs
  • Pay details needed for payroll

Does

  • Reviews exceptions with supervisors
  • Enters pay adjustments with a reason
  • Submits batches for director approval
  • Exports approved payroll files

Cannot

  • Approve a batch containing their own adjustments
  • Change assignments or training records
  • Change pay rules
Approvals
Every payroll batch is approved by the election director before export.
Notified about
Batches ready for review, exceptions found and approvals or returns.

Administrator

Application administrator, county IT administrator

Manages users, roles and configuration on behalf of the election office.

Sees

  • Users, roles and offices
  • Configuration such as message templates and locations
  • The record of permission changes

Does

  • Adds and removes staff users, or maps them from single sign-on groups
  • Assigns roles
  • Maintains templates and settings
  • Runs access review reports

Cannot

  • Approve pay or change eligibility decisions
  • See party affiliation unless granted by the director
  • Grant themselves an election role without director approval
Approvals
Role changes that grant access to pay or party data are approved by the election director.
Notified about
Access reviews coming due and accounts not used for a period your policy sets.

Permissions at a glance

ActionDirectorRecruiterTrainerAssignerSupervisorWorkerPayrollAdmin
Review applications and eligibilityFullFullNo accessView onlyNo accessOwn work onlyNo accessNo access
Override an eligibility ruleApprovesNo accessNo accessNo accessNo accessNo accessNo accessNo access
Record training and certificationsView onlyNo accessFullView onlyView onlyOwn work onlyNo accessNo access
Assign workers to locationsFullNo accessNo accessFullOwn work onlyOwn work onlyNo accessNo access
Assign without required trainingApprovesNo accessNo accessNo accessNo accessNo accessNo accessNo access
Check in workers and confirm hoursFullNo accessNo accessView onlyOwn work onlyNo accessView onlyNo access
See party affiliationView onlyView onlyNo accessView onlyNo accessOwn work onlyNo accessNo access
Enter pay adjustmentsView onlyNo accessNo accessNo accessNo accessNo accessFullNo access
Approve and export payrollApprovesNo accessNo accessNo accessNo accessNo accessFullNo access
Change eligibility, training and pay rulesApprovesNo accessNo accessNo accessNo accessNo accessNo accessNo access
View audit trailView onlyNo accessNo accessNo accessNo accessNo accessNo accessView only
Manage users and rolesApprovesNo accessNo accessNo accessNo accessNo accessNo accessFull
  • Full
  • Own work only
  • Approves
  • View only
  • No access

How access is controlled

  • Separation of duties is built in: the person who enters a pay adjustment cannot approve the batch that contains it, and rule exceptions always go to the election director.
  • Roles are configured with you during implementation. You can rename them to match your state's terms, create custom roles, and limit them by county, district or location.
  • Every permission change is recorded in the audit trail with who made it and when, and access review reports list each person's roles for certification before each election.
  • Staff sign in through your identity provider, and roles can follow its groups. Workers have their own self-service sign-in and see only their own record.

Features

What it does

Online application

An accessible public application form that collects availability, languages and the information your eligibility rules need.

Eligibility checks

Your state's rules on residency, voter registration, age, party and conflicts of interest applied to each applicant, with the result recorded.

Student and special programs

Track student poll workers, county employee volunteers and other programs your state allows, each with its own rules.

Training catalog

Courses and modules by role and voting equipment, with class capacity, locations and online options.

Certification tracking

Attendance, assessment results and equipment certifications recorded per worker and per election, so qualifications can be shown later.

Location staffing plans

Required roles, shifts and headcount for each polling place and vote center, with gaps shown as assignments are made.

Party balance and language coverage

Each location checked against your party-balance rules and the languages it needs, before and after every change.

Worker self-service

Workers update availability, book training, confirm assignments and see their schedule and pay status.

Messaging

Email and text messages to workers by election, location or role, with delivery recorded.

Dropout replacement

Standby workers ranked by qualifications and distance for each open slot, for staff to contact and assign.

Time and pay preparation

Hours and stipends calculated from your pay rules, reviewed for exceptions and exported to your payroll system.

Complete audit trail

Every eligibility decision, assignment, certification and pay change recorded with the person and time.

Integrations

How it connects to your systems

Connects toHowWhat flows
Voter registration systemApplicants checked against your statewide or county voter registration system where your rules require a registered voter.Out: applicant name and date of birth for lookup. In: registration status and party, where your rules use it.
Payroll systemApproved pay batches exported in the format your payroll or finance system accepts. Moraph does not hold or pay funds.Out: approved hours, stipends and worker pay details.
HR systemCounty employees who serve as election workers matched to their HR record where their pay is handled differently.In: employee identifiers and status.
Polling place dataPolling places, vote centers and their precincts loaded from your election management system or GIS.In: location names, addresses and precincts for each election.
Learning contentOnline training modules hosted in the portal or linked from your existing learning system, with completion recorded.In: course completion and assessment results.
Email and text messagingMessages sent through Moraph's messaging service or your own provider.Out: messages. In: delivery status and replies.
Single sign-onStaff sign in through your identity provider (SAML or OpenID Connect).In: user identity and group membership for role assignment.
Work APIWorker, training and assignment data available to your reporting tools through the Moraph Work API.Out: workers, certifications, assignments and pay status.

Each integration is confirmed in discovery and specified in the design. See how an engagement progresses.

Security and privacy

How your data is protected

Single sign-on

Staff sign in through your identity provider, so your password and multi-factor policies apply. Workers sign in with verified email and a one-time code.

Role-based access

What each person can see and do follows their role; pay details and party affiliation are limited to the roles you choose.

Encryption and keys

Client data is encrypted, with keys Moraph staff cannot use without explicit, time-bound authorization.

Complete audit trail

Every view of personal data, change, approval and export is logged with the person and time, and cannot be edited.

US-only hosting

Data for US government clients is hosted in the United States region only.

Tested releases

Every release passes security testing gates before it ships, and a software bill of materials is kept for the product.

Company-wide controls, independent audits (SOC 2 Type II and ISO/IEC 27001) and data residency are described in our Trust Center, where you can request the evidence pack.

Reporting

What you can report on

11 standard reports, grouped by who uses them. Each shows who it is for, how it can be broken down, how it is delivered and what it is used for. The data behind them is also available to your own reporting tools.

Operational

Staffing gaps

For assignment coordinators and the election director

Every location's required roles and shifts against assigned and confirmed workers, with gaps highlighted.

Break down by
Location, Role, Shift, District, Status
Delivered as
Live dashboard; scheduled email; CSV export
Used for
Focusing recruitment and assignment on the locations still short.

Party balance and language coverage

For assignment coordinators and the election director

Each location's party mix and language coverage against your rules and needs.

Break down by
Location, Party, Language, Shift
Delivered as
Live dashboard; PDF export
Used for
Showing that every location meets party-balance and language requirements.

Training outstanding

For training coordinators

Assigned workers who have not completed required courses or certifications, with their next available class.

Break down by
Course, Role, Location, Assignment date
Delivered as
Live dashboard; scheduled email
Used for
Getting every assigned worker trained before election day.

Unconfirmed assignments and dropouts

For assignment coordinators

Assignments not yet confirmed by workers, and withdrawals with the slots they left open.

Break down by
Location, Role, Days to election, Reason
Delivered as
Live dashboard
Used for
Replacing workers early rather than on election morning.

Workforce

Worker pool

For recruitment coordinators and the election director

Eligible and active workers by language, party, availability, program and past service.

Break down by
Language, Party, Program, District, Past elections served
Delivered as
Live dashboard; CSV export
Used for
Planning recruitment for the next election.

Application outcomes

For recruitment coordinators and the election director

Applications received, approved, declined and withdrawn, with decline reasons.

Break down by
Source, Decision, Reason, Period
Delivered as
Live view; CSV export
Used for
Seeing which outreach works and evidencing eligibility decisions.

Training and certification record

For election director, auditors and state reviewers

For an election, every worker who served, the role and equipment they worked on and the training they had completed.

Break down by
Location, Role, Equipment, Course
Delivered as
Live view; PDF and CSV export
Used for
Evidencing after an election that workers were trained on the equipment they used.

Pay

Payroll batch summary

For payroll and finance staff and the election director

Hours, stipends, adjustments and exceptions in each batch, and the batch's approval and export status.

Break down by
Location, Pay type, Exception, Batch
Delivered as
Live view; PDF and CSV export
Used for
Approving pay with the exceptions in view.

Pay adjustments

For election director and auditors

Every adjustment to calculated pay, with the reason, who entered it and who approved the batch.

Break down by
Worker, Reason, Entered by, Election
Delivered as
Live view; CSV export
Used for
Reviewing manual changes to pay.

Audit

Audit trail extract

For internal audit and state reviewers

Who did what, when and why for a selected worker, location or election, including eligibility decisions, assignments and pay changes.

Break down by
Record, User, Action, Date range
Delivered as
On request in the product; CSV and PDF export
Used for
Answering audit and public inquiries with evidence rather than recollection.

Election workforce summary

For election director, election board and state officials

Workers recruited, trained, assigned and paid for an election, with staffing coverage by location.

Break down by
Election, District, Location type
Delivered as
PDF; CSV export
Used for
Post-election reporting to the election board or state.

Exports, access and evidence

  • Every report can be exported to CSV, and summary and evidence reports to PDF. Reports can be scheduled to arrive by email for the people entitled to see them.
  • Each report can be filtered and the filters saved, so coordinators can keep their own views for the weeks before an election.
  • Worker, training, assignment and pay data is available through the Moraph Work API for your own reporting tools or data warehouse.
  • Reports respect each viewer's role: party affiliation and pay details appear only for roles allowed to see them, and supervisors see only their own location.
  • Reports for a past election can be rerun and give the same result each time. Running and exporting a report is itself recorded in the audit trail.

Deployment

Where and how it runs

Moraph cloud (US)

Hosted and operated by Moraph in the United States region.

Statewide deployment

One environment for a state and its counties, with each county's workers and locations kept separate and state staff able to see across them, scoped in the proposal.

With a managed service

Optionally run alongside a Moraph managed service for election-period support and platform administration.

Security controls, independent audits and data residency are set out in our Trust Center. Engagement models and what drives a quotation are on Working with Moraph.

Implementation

What a rollout involves

The general phases are on Working with Moraph. For this product, they involve the following.

Rules and roles

We document your state's eligibility, party-balance, training and pay rules with your election director and configure them in the portal.

Worker data migration

Past workers, their contact details and training history are loaded from your spreadsheets or current system, and duplicates resolved with your staff.

Locations and staffing plans

Polling places, vote centers and staffing requirements for the next election are loaded and checked against your election management system.

Training setup

Courses, modules, assessments and equipment certifications are set up, and your trainers learn to record attendance and results.

Payroll export

The payroll file is built to your payroll system's format and tested with your finance team before the first live election.

Training and go-live

Staff are trained on their own workflows, and the portal is first used for an election you choose, with your current process available as a fallback.

Limitations

What it does not do

Worth knowing before you evaluate it.

  • It does not handle ballots, voters or vote tabulation. It manages the workforce only.
  • It is not a payroll system. It prepares an approved payroll file; your payroll system pays workers and handles tax reporting. Moraph does not hold funds.
  • Eligibility, party-balance, training and pay rules are your jurisdiction's decisions under state law; the portal applies and records them.
  • Assignment suggestions are proposals. Election staff confirm every assignment.
  • Voter registration checks depend on access to your voter registration system, granted by the agency that runs it.
  • Background checks, where your jurisdiction requires them, are done through your existing provider and recorded in the portal.
  • Training content for specific voting equipment comes from your office or your equipment vendor; the portal hosts and tracks it.
  • Election-day check-in at polling places relies on the supervisor's device or a paper sheet entered afterward.

Evaluation checklist

What to test in a demonstration or pilot

Questions worth putting to us, and to any other vendor you are considering.

  1. Load a sample of your past workers and locations and build a staffing plan for a mock election
  2. Configure your state's eligibility and party-balance rules and test them on edge cases
  3. Have a worker apply, book training and confirm an assignment on a phone
  4. Replace a dropout and check that the location stays balanced
  5. Run a payroll batch and compare the file with what your payroll system expects
  6. Confirm role separation: who can approve pay, change rules and see party affiliation

Questions

Frequently asked questions

Who owns the worker data?

Your jurisdiction does. How it is returned to you and deleted at the end of the agreement is set out in the contract.

Does the portal pay workers?

No. It prepares an approved payroll file for your payroll system, which pays workers and handles tax reporting. Moraph does not hold funds.

Can it handle our state's party-balance rules?

Party-balance and other assignment rules are configured from your state's election code during implementation, and every location is checked against them.

Can a state use it for all its counties?

Yes. A statewide deployment keeps each county's workers and locations separate while state staff can see across them.

How is it priced?

As a subscription, usually measured by the size of the jurisdiction or the number of workers managed, with implementation charged separately. See Working with Moraph for what drives a quotation.

Is there an accessibility conformance report?

Ask for one through the procurement request form at /how-to-buy/request, naming the version you are evaluating.

Next steps

Evaluate Election Worker Management Portal

Book a demonstration

See the product working with sample data, focused on your workflows.

Request a demonstration

Request a technical briefing

Architecture, integrations, security and hosting, with our engineers and your technical team.

Request a briefing

Factsheet

This page on two sides, to share with colleagues or add to your evaluation file.

Open the factsheet

Buying through a formal procurement? See How to buy for purchasing routes, accessibility conformance reports and company information. Documentation: Election Worker Management Portal guides on docs.moraph.com (getting started and security guides are public; setup, administration and integration guides are for client accounts). Support: Election Worker Management Portal support guide.

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