Onsite Registration Best Practices

Having a well-structured and defined process to prevent duplicate entries during registration when multiple people are collecting registrants requires a well-structured process and is important to ensure that registrants are only included once in the voter list, and reduces confusion.

Centralized Registration System

The most effective way to avoid duplicates is to use a centralized system for registration. This could be:

  • Online Registration Form: Tools like Google Forms, Microsoft Forms, or dedicated event registration software (e.g., Eventbrite, Cvent). They automatically handle data entry and prevent simultaneous duplicate submissions for the same email or unique identifier.
  • Shared Spreadsheet (with caution): If an online form isn't feasible, a shared spreadsheet (Google Sheets, Excel Online) can work, but it requires stricter protocols (see below).

Define Unique Identifiers

Establish a mandatory unique identifier for each registrant. This allows for quick checks and prevents duplicates. Common unique identifiers include:

  • Email Address: Often the best choice, as most people have a unique email.
  • Phone Number: Another good option, especially if email isn't universally available.
  • Member ID: If registering within an organization
  • Unique Registration Code: Pre-assigned codes if you're sending out invitations.
  • Full Name + Date of Birth: Can be used in combination for higher certainty, but requires careful input.

Clear Communication and Training for Registrars

Before registration begins, all people assisting with the collection must be thoroughly trained and understand the process.

  • Standardized Data Entry: Provide clear instructions on how to enter data consistently (e.g., "Last Name, First Name," specific date formats).
  • Emphasize Unique Identifiers: Stress the importance of obtaining and verifying the unique identifier.
  • Duplicate Checking Protocol: Teach them how to check for duplicates before adding a new entry (see next section).
  • What to Do if a Duplicate is Found: Provide a clear procedure (e.g., "Do not add the entry," "Confirm with the registrant if they've already registered," "Flag for review").
  • Regular Check-ins: Schedule brief meetings or check-ins during the registration period to address any issues or questions.

Real-time Duplicate Checking (When Using Shared Spreadsheets)

If you're using a shared spreadsheet, implement real-time (or near real-time) checks:

  • Conditional Formatting: Set up conditional formatting in your spreadsheet to highlight duplicate unique identifiers as they are entered.
  • Search Functionality: Instruct registrars to use the "Find" or "Search" function (Ctrl+F or Cmd+F) to quickly check if a unique identifier or name already exists before adding a new row.
  • Designated "Checker": If feasible, have one person dedicated to quickly reviewing newly added entries for duplicates in real-time or at frequent intervals.
  • Timestamp Column: Add a "Timestamp" column so you can see when entries were added and by whom (if the system tracks user edits). This can help in reviewing potential duplicates.

Post-Registration Audit and Deduplication

Even with the best real-time measures, some duplicates might slip through.

  • Scheduled Audits: Regularly review the registration list for duplicates. This could be daily, or multiple times a day, depending on registration volume.
  • Deduplication Tools: Use spreadsheet functions or dedicated software to identify and merge or remove duplicate entries.
    • Spreadsheet Functions: UNIQUE, COUNTIF, and REMOVE DUPLICATES (Excel, Google Sheets).
    • Data Cleaning Software: For very large datasets, consider specialized tools.
  • Manual Review of Potential Duplicates: When duplicate unique identifiers are found, manually review the entries to determine which one is correct or if they truly are duplicates of the same person.
  • Communication for Confirmed Duplicates: If a duplicate is confirmed, decide whether to delete one entry, mark it as a duplicate, or merge the information, and communicate this to relevant parties if necessary.

ElectionBuddy Voter List Entry

  • Once the data is reviewed and free of duplicates, add your finalized list to ElectionBuddy.
  • Ensure that at all times, only 1 administrator is accessing the voter list to ensure no overlap in entry.



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Jul 28, 2025

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