PollCrew
NorthVote Platform

Election workforce management · Gestion du personnel électoral

Staff every poll.
Prove every step.

PollCrew is Canadian-built, Canadian-hosted workforce management for election administrators — from first application to final payroll export. Purpose-built for the clerk's office. It never touches a ballot.

Book a briefing Read the security posture
Canadian-owned & hosted — never US MFIPPA-first English · Français WCAG 2.1 AA

The problem · Le problème

Thousands of temporary hires. One immovable deadline.

Municipal clerks recruit, screen, train, assign, and pay election workers on a schedule that cannot slip — today with a patchwork of spreadsheets, email, paper forms, and aging US-hosted tools.

0

Real-time visibility

Recruitment is a black box: no live view of which wards are under-covered or whether the applicant pool matches role, language, and accessibility needs.

10–25%

No-shows and withdrawals

Attrition is managed reactively, with standby pools run on paper and phone trees on election morning.

By hand

Training reconciliation

Completions live in a separate LMS. Confirming who is actually trained before assignment is a manual spreadsheet exercise.

US-hosted

Privacy exposure

Worker records hold SINs, banking details, and home addresses — data the category incumbent hosts exclusively in US data centres, in direct tension with MFIPPA expectations.

One system, two products · Un système, deux produits

A portal your applicants trust. A system your team runs on.

Every applicant interaction and every staffing decision lives in one place — no reconciliation between the public funnel and the coordinator's plan.

Product A · What applicants see

Public Recruitment Portal

For retirees on their tenth election and students on their first — mobile-heavy, zero patience for friction.

AppliedScreenedOfferedConfirmedTrainedReady
  • Mobile-first application — progressive, save-and-resume, plain-language, fully bilingual; guardian consent and stream-specific sections appear only when they apply.
  • Passwordless sign-in — magic link or one-time code. No passwords to create, forget, or reset for thousands of temporary workers.
  • Self-service status timeline — applicants see exactly where they stand, view their offer (role, location, dates, pay), and accept or decline online.
  • Training that follows them — deep links into your LMS, live completion status, and deadline countdowns on their own dashboard.
  • Standby pool opt-in — granular availability, travel radius, and roles they're willing to fill — a real bench instead of a phone tree.
  • Returning workers, one click — consent-gated invitations with applications pre-filled from prior campaigns. A 6,000-person cohort re-invited with zero manual entry.

Product B · What your team sees

Internal Management System

For the staffing coordinator who owns the targets — and the clerk who answers to council.

  • “Are we on track?” in under 10 seconds — fill-rate heatmap by role × location × date, training compliance burn-down, attrition risk, and standby-pool depth on one dashboard.
  • Pipeline with a screening rules engine — every application auto-screened against statutory eligibility. Issues are flagged for human review with per-rule results — never silently rejected.
  • Template-generated demand planning — staffing templates × your location list generate the full position matrix. At Toronto scale, ~10 templates replace ~15,000 hand-entered rows.
  • Assisted assignment engine — ranked candidate suggestions scored on distance, language match, experience, availability, and trust tier. A coordinator confirms every assignment; the system never auto-commits.
  • LMS completions, reconciled automatically — CSV import from any LMS (API where available) with prerequisite gating: nobody is confirmed into a role their training doesn't support. Manual override with reason, fully audited.
  • Bilingual communications, all on the record — templated offers, reminders, and training chases, every send logged to the worker record and CASL consent respected.
  • Payroll export, not payroll risk — planned and confirmed hours exported as CSV to your payroll system. PollCrew never moves money.

Recruitment streams · Volets de recrutement

Every program your municipality runs, without custom code

Public Grand public

Open application intake with auto-screening, duplicate detection, and configurable eligibility rules.

Returning Worker Personnel de retour

Invitation-driven, pre-filled from retained profile and work history — consent-gated and tracked as its own funnel.

Internal Staff Personnel interne

SSO-gated “adopt-a-poll” stream for city employees, with manager release approval and trust-tiered role access.

Youth & Special Programs Programmes jeunesse

Kids-vote and civic-education polls with age-specific eligibility and guardian consent built into the form.

Streams are configuration, not code. Eligibility rules, attestation wording, and retention periods live in a versioned, reviewable domain pack — statutory logic your office can read, not logic buried in software. Supporting a new jurisdiction or program is content, not a code release.

The full lifecycle · Le cycle complet

From first application to final paycheque export

01

Apply

Mobile-first intake across every stream, bilingual, WCAG AA.

02

Screen

Auto-screened against statutory rules; flags reviewed by humans.

03

Offer

Offers with expiry and cascade; accept or decline online.

04

Train

LMS completions reconciled; prerequisite gates enforced.

05

Assign

Ranked suggestions; a coordinator confirms every placement.

06

Work

Check-in, no-show alerting, and standby dispatch on E-day.

07

Pay

Hours approved and exported to your payroll system as CSV.

08

Retain

Consent-gated profiles and certified purge — your call, per your schedule.

Security & privacy · Sécurité et vie privée

Designed to pass your privacy impact assessment,
not just your demo

Election worker records contain SINs, banking details, and home addresses. PollCrew treats that as the design constraint — data residency, minimization, and auditability are architecture, not addenda.

Canadian-owned. Canadian-hosted. Never US.

Production data, backups, and logs live in Canadian data centres, operated by a Canadian-owned company — contractually guaranteed. Email delivery through Canadian-hosted providers. No worker data ever crosses the border, and none of it sits under a US vendor's disclosure obligations.

MFIPPA-first by design

Collection notices at every intake point, role-based access, and full access logging. Retention and certified purge follow your records schedule — configured, not promised. Quebec Law 25 readiness for consent granularity and PIA support.

Data minimization, enforced

SIN and banking details are never on the application form. They're collected only after offer acceptance in a separate secured step, encrypted at the field level, and purged unconditionally at campaign close-out.

Every change on the record

An append-only audit log captures who changed what, when, and the before/after on every worker record — including every screening override, with the reason. Communications are logged for access-request readiness.

Access control that fits a clerk's office

MFA for all internal users; SSO via Entra ID, SAML, or OIDC for staff streams. Field-level encryption for financial identifiers with restricted decryption roles. Encryption in transit and at rest throughout.

It never touches a ballot

No voting, no tabulation, no results, no voters' list. PollCrew manages people, not ballots — which keeps the security and procurement conversation where it belongs.

The procurement checklist, answered

For your PIA & RFP appendix
Canadian data residency — production, backups, and logs; contractual guarantee
WCAG 2.1 AA accessibility across applicant and staff interfaces (AODA)
Full English/French UI and communications templates
CASL-compliant consent and suppression management for re-recruitment messaging
ESA-aligned retention support for pay and hours records
SOC 2 Type II on the committed roadmap
99.9% availability during campaign windows, with election-day war-room support
Full-fidelity CSV export of every entity and report — an explicit no-lock-in commitment

Procurement fit · Adapté à l'approvisionnement

Built the way municipalities actually buy

À la carte, like your other election software

Election software is contracted separately from provincially rented hardware. PollCrew slots into that motion — a workforce tool, procured on its own merits, with no dependency on your tabulators or pollbooks.

Your data is yours, in Excel if you want it

Every entity and every report view exports to CSV at full fidelity. Import your voting-place list, legacy worker history, and LMS completions the same way. Leaving is as easy as arriving — which is exactly why you won't need to.

Service is the SLA

99.9% availability during campaign windows and a staffed war-room commitment on election day. Support under load is where incumbent tools have failed clerks — it's where we've committed hardest.

Next step · Prochaine étape

Debriefing 2026?
Plan the next one on PollCrew.

We're partnering with Ontario municipalities for pilot deployments — a by-election or the next general cycle. Bring your post-election debrief; we'll bring a working system and a security posture your privacy office can take apart.

Book a pilot briefing Request the security brief