How to Add Voter Contact in Votebuilder

Patrick Vega
By Patrick Vega
10 Min Read

Voter contact is a fundamental component of political campaigns, as it allows candidates and their teams to communicate with potential voters, understand their preferences, and mobilize them to vote. One of the most effective tools for managing voter contact data is Votebuilder, a sophisticated database system widely used by political campaigns, political parties, and advocacy organizations. It allows users to store and organize voter information, track interactions, and enhance outreach efforts.

In this article, we will walk through how to add voter contact in Votebuilder, ensuring your campaign or organization can use this powerful tool to its fullest potential.

Understanding Votebuilder

Votebuilder is a cutting-edge software platform developed by NGP VAN. It is designed to help campaigns, political parties, and advocacy organizations build and maintain a comprehensive data base of voter information. By adding voter contact information into Votebuilder, campaigns can efficiently organize their outreach efforts, track interactions, and maximize voter engagement.

When using Votebuilder, it’s essential to understand its primary features:

  • Voter Data Management: Votebuilder allows campaigns to access and store detailed voter information, including demographic data, past voting history, and contact details.
  • Data Segmentation: It enables campaigns to segment voters by various criteria, such as age, location, and voting behavior, allowing for targeted outreach strategies.
  • Canvassing and Outreach: Votebuilder supports canvassing efforts by organizing data into actionable lists, helping volunteers and campaign teams contact voters efficiently.
  • Reporting and Analytics: Votebuilder offers advanced reporting features to track the success of voter contact efforts and refine strategies for future outreach.

Why Adding Voter Contact in Votebuilder is Crucial

Adding accurate and up-to-date voter contact information into Votebuilder offers several advantages:

  1. Organized Data: Storing all voter contact information in one place helps streamline communication efforts and ensures you’re reaching out to the right people at the right time.
  2. Better Outreach: With segmented data, you can create targeted outreach strategies, increasing the chances of engaging voters effectively.
  3. Efficient Mobilization: During election time, Votebuilder helps track voter behavior, helping campaigns focus efforts on individuals who are more likely to support their cause or need further persuasion.
  4. Data Integrity: By adding voter contact information directly into Votebuilder, campaigns can maintain the integrity of their data, ensuring it’s up to date and reliable for ongoing outreach efforts.

Step-by-Step Guide on How to Add Voter Contact in Votebuilder

To effectively add voter contact information to Votebuilder, follow these steps:

Step 1: Log into Your Votebuilder Account

Before you can begin adding voter contact information, make sure you have access to Votebuilder. Votebuilder is generally available to users through a campaign or organizational account. Once you have the necessary credentials, log into your Votebuilder dashboard.

Step 2: Access the Voter Database

Once you’ve logged in, navigate to the voter database section. This area is where all voter contact information is stored. You’ll see a list of voter records already in the system (if any). To add a new voter contact, look for the “Add Voter” or “New Contact” button, usually located in the upper-right corner of the database page.

Step 3: Fill in the Voter’s Personal Information

When you click on the “Add Voter” or similar option, a new form will appear where you need to input the voter’s details. Here’s the information you will typically need to provide:

  • Full Name: Enter the voter’s full name as it appears in official records.
  • Address: Input the voter’s residential address, ensuring it is accurate and up to date. This information is critical for organizing canvassing efforts and targeting specific areas.
  • Phone Number: Provide the voter’s phone number if available. This will be used for phone banking efforts and other direct outreach methods.
  • Email Address: Add the voter’s email address, which will help with digital outreach campaigns.
  • Date of Birth: This is essential for ensuring the voter is of legal voting age.
  • Gender and Race: These demographic details can be helpful in segmenting voter lists for targeted outreach strategies, although they are optional depending on the campaign’s goals.
  • Party Affiliation: If applicable, mark the voter’s political affiliation (e.g., Democrat, Republican, Independent) based on your campaign’s needs.

Step 4: Add Voter Contact History

The next step involves entering details about prior interactions with the voter. Votebuilder allows you to track communication history, which is valuable for following up on previous contacts and ensuring your team doesn’t waste time reaching out to the same voter multiple times.

Here’s how to record voter contact history in Votebuilder:

  • Contact Type: Specify the type of interaction. This could include phone calls, door-to-door canvassing, emails, or text messages.
  • Date and Time: Record the date and time of the contact. This helps with tracking the sequence of interactions and following up when needed.
  • Contact Outcome: Note the result of the interaction, such as whether the voter was reached, agreed to volunteer, expressed support, or was uninterested.
  • Follow-up Needed: Indicate if a follow-up is necessary, and include any relevant notes that might help future campaign efforts.

Step 5: Add Notes or Tags

Sometimes, adding detailed notes or tags to a voter’s profile is beneficial for future outreach. Notes could include details about the voter’s issues of concern, their likelihood of voting, or specific preferences they may have expressed during the conversation. Tags allow you to group voters based on certain criteria, such as “early vote,” “strong supporter,” or “persuadable.”

For example, you could tag voters who are likely to vote by mail, so you can focus outreach efforts on helping them submit ballots. These notes and tags help create a dynamic view of each voter’s needs and preferences, ensuring personalized and effective outreach.

Step 6: Save the Voter Contact Information

Once all necessary information has been entered, make sure to save the voter record. Votebuilder will store the data in the system, allowing your campaign team to access it at any time for outreach efforts. You’ll be able to view, edit, and update voter profiles as necessary.

Step 7: Segment Voter Data

After adding the contact information, use Votebuilder’s segmentation tools to categorize voters for more effective outreach. For example, you can create lists based on geography, voting history, or party affiliation. This allows you to target specific groups of voters with tailored messages and mobilization strategies.

  • Targeted Outreach: By segmenting voters, campaigns can create more personalized outreach efforts, such as sending specific messages to undecided voters or motivating supporters to vote.
  • Walk and Call Lists: You can create canvassing lists (walk lists) and phone banking lists (call lists) that group voters based on their location or other criteria.
  • Turnout Models: Votebuilder also offers predictive models to help campaigns identify likely voters based on historical data, ensuring the most effective use of limited resources.

Step 8: Monitor and Update Voter Information

Adding voter contact information is an ongoing process. As the campaign progresses, it’s essential to continuously update and monitor the data to keep it accurate. For instance, if a voter moves, changes their contact information, or expresses a change in support, the data should be updated immediately to maintain its value.

Campaigns should also monitor the success of their outreach efforts by analyzing data on voter engagement, response rates, and overall turnout.

Best Practices for Adding Voter Contact Information in Votebuilder

To maximize the effectiveness of voter contact in Votebuilder, consider the following best practices:

  • Consistency: Always enter information in a consistent format, ensuring uniformity across the entire voter database.
  • Accuracy: Ensure that all contact information is accurate to avoid miscommunication and wasted outreach efforts.
  • Data Hygiene: Regularly clean your database by removing outdated or duplicate voter records to maintain data integrity.
  • Privacy and Security: Follow all relevant data privacy regulations and ensure that sensitive voter information is protected.

Conclusion

Adding voter contact information in Votebuilder is a critical step in organizing a successful campaign. By efficiently managing voter data, tracking interactions, and segmenting lists for targeted outreach, campaigns can increase voter engagement and mobilization. The more comprehensive and up-to-date your voter database is, the more effective your campaign will be in reaching and persuading voters. Following the steps and best practices outlined above will ensure that your team makes the most of this powerful tool and achieves the desired outcomes in your outreach efforts.

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