Votegrain pilot: buyer overview

Fit, scope and limits

The standard first pilot is for UK-registered companies and LLPs making internal organisational decisions. Other organisation types need separate eligibility and contract review.

Agree one real decision and the voting and reporting features needed to evaluate it. The signed Order lists the enabled modules, capacity, roles, onboarding and training; anything not listed is outside the purchased scope.

AI

Include AI in your pilot evaluation, with a limited scope agreed before activation. Agree the number of initiatives and the generation allowance in your AI-enabled Order and AI Use Schedule. An AI-enabled Order must name the features and finite allowance, incorporate the AI Use Schedule and pass provider checks before activation. The published standard Order does not itself enable AI.

Exports and sharing

Exports and external sharing are disabled unless the signed Order names the enabled path, approved recipients and customer controls.

Separate assessment

Public or political elections, statutory or regulated votes, formal shareholder, charity or union governance, and employment or other high-impact individual decisions are outside the standard pilot and need separate assessment.

One decision can test preparation, voting, authorised result release and evidence review. Cross-decision patterns need multiple compatible, released decisions that the reader is allowed to see.

The six-stage evaluation

1. Fit and scopeYour organisation and Votegrain
2. Customer-owned setupCustomer Organisation Admin
3. Prepare and reviewInitiative Editor to Organisation Admin
4. VoteEligible voters
5. Authorised releaseOrganisation Admin, with optional configured automatic release after preparation
6. Evidence reviewOrganisation Admins, Analysts and permitted readers

Who does what

Organisation Admin

Manages people and settings for their organisation. Can prepare and publish decisions, close voting and release results under the agreed rules. Cannot bypass ballot privacy.

Initiative Editor

Prepares the question, options and voter list for decisions they can work on. Cannot publish, close or archive a decision.

Voter

Reads the options, casts one eligible vote and sees results when they are released to them. Cannot change the decision or see other people's ballots.

Analyst

Explores results, trends and the evidence behind them within their permitted scope. Cannot edit decisions, manage people or generate AI analysis.

Read-only Invitee

Reads only the published decisions or reports shared with them. Cannot vote, edit, export or manage settings.

Tenant Owner

Looks after account billing and organisation setup, and reviews account audit history and reports. Separate permissions are needed to vote, edit decisions or change an organisation's settings.

Agree success before starting

Choose evidence owners and review these questions together. They are evaluation measures, not promised outcomes.

• Decision definition: The customer can state the question, boundary, owner and closing condition before setup begins.
• Content quality: The agreed context and option criteria are complete enough for the intended participants to compare the alternatives.
• Voter clarity: Representative voters can find the context, understand the ballot setting and submit without a process workaround.
• Governance: Preparation, publication, voting, closing and release move through the intended roles and permissions.
• Result trust: Authorised reviewers can follow the deterministic result, privacy treatment and evidence limitations without seeing individual choices.
• Fit decision: The customer records what worked, what blocked the process and whether another decision is an appropriate next step.

Explore the illustrative preparation journey. Its synthetic examples are not customer results.

Cost, term and activation

The signed Order sets the fixed pilot fee in pounds sterling. The standard pilot uses a manual invoice after signature and before activation, not self-service checkout. Scope and capacity are agreed before payment.

Unless the signed Order states different dates, the standard pilot runs for 30 calendar days from activation. It expires without automatic renewal. Continuing requires a new signed Order.

Read the complete order terms, including cancellation and payment conditions.

Pilots are paid and sales-assisted. We agree scope, capacity, invoicing, support and terms before activation. Requesting a demo does not place an order or start a service.

Support and the end of the pilot

Agree who supports participants, who administers the decision and how issues reach Votegrain. Name the evidence owner, the end-of-pilot review and the records the customer needs to keep. Confirm any enabled export, handover and retention arrangements before relying on Votegrain as the only copy.

Diligence before activation

The signed scope, customer setup, privacy requirements and operating checks must be complete before service starts. A demo request does not replace them.

• Product security boundaries
• AI controls and limitations
• Legal centre
• Customer agreement
• Pilot order
• Data processing
• Privacy
• Legal security overview
• Accessibility statement

Website descriptions and demonstrations do not alter an executed Order. This commercial summary follows PILOT-ORDER-2026-08-29-V2. Check the current terms when sharing a saved copy.