How to Create a Participatory Round

Step 1: Access Round Management

1. Navigate to Group Settings

2. Select the Funding Rounds tab

3. Click Create New Round

Step 2: Configure Basic Settings

Required Fields:

• Title: Give your round a clear, descriptive name

• Description: Explain the purpose and goals (supports embedded YouTube/Vimeo videos)

• Submission Criteria: Define what information proposals must include

• Budget Requirement: Choose whether budget details are required or optional

Step 3: Set Voting Parameters

Choose Your Voting Model:

For Co-Budgeting (Real Money):

• Select "Currency" from the dropdown

• Choose your currency (defaults to your local currency)

• Set the total funding amount available

For Priority Voting:

• Select "Voting"

• Configure token allocation:

  • Total tokens to distribute

  • Tokens per voter

  • Minimum tokens per project

  • Maximum tokens per project

Step 4: Define Participation Rules

• Submission Eligibility: Set required roles/badges for proposal submissions (defaults to all members)

• Voting Eligibility: Set required roles/badges for voting (defaults to all members)

• Custom Terminology: Change "Projects" to whatever fits your context (e.g., "Proposals", "Initiatives")

Step 5: Schedule Your Round (Optional)

Set dates for automatic phase transitions:

• Proposal submission start date

• Submission deadline

• Voting start date

• Voting end date

Note: You can also advance phases manually with confirmation prompts

Best Practices for Setting Up Rounds

Setting Up Successful Rounds

• Clear Criteria: Define exactly what information proposals need

• Appropriate Timeline: Allow sufficient time for each phase

• Balanced Participation: Consider who can submit vs. who can vote

• Communication: Use the description field to explain goals and expectations

Facilitating Discussion

• Model Engagement: Stewards should actively participate in discussions

• Encourage Questions: Create space for clarification and collaboration

• Maintain Focus: Keep discussions centered on the round's objectives

• Support New Participants: Help people understand the process

Managing Voting

• Explain Token Logic: Help participants understand how to allocate effectively

• Prevent Gaming: Consider minimum/maximum allocations to encourage broad support

• Transparent Process: Communicate why editing stops during voting

• Clear Deadlines: Give participants adequate notice about voting closure

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Technical Notes

Notifications

• Stewards receive notifications for all new submissions

• Participants receive digest notifications about new submissions (during Discussion phase)

• All participants are notified when rounds advance to new phases

• Results notifications are sent to all participants when voting ends

Data & Privacy

• Voting results are transparent to all round participants

• Chat rooms are private to round participants only

• Submission edit history is maintained for accountability

• Round data can be exported for external fund distribution

Integration Points

• Rounds can be featured in group menus for visibility

• Event posts can be associated with rounds for presentations

• Results data supports external fund distribution processes

• Email digests include round updates and notifications

Note: Actual fund distribution currently happens outside of Hylo, though the platform provides transparent voting results to support accountability in the distribution process.