How online condo voting works
Set up the meeting, collect proxies, verify participation, run live ballots, reconcile quorum, and export the final voting record from one organized workflow.
Built for AGMs and special owner meetings where proxy handling, attendance, eligibility, voting, and reporting need to stay clear.
Step 1
Guided voting setup
Before any ballots are issued, the property manager completes a structured setup process that controls the owner list, proxy package, default proxy holder, and meeting materials. Setup locks automatically once the proxy campaign opens.
- Upload the owner list with unit numbers, eligibility, and contact details
- Set the default proxy holder and configure voting items
- Upload meeting materials included in the proxy package
- Setup becomes read-only once ballots are issued — no late changes
Step 2
Owner roster and paper proxies
The owner roster gives managers a complete view of eligibility, attendance, and proxy status for every unit. Paper proxies received by mail or in person can be recorded and included alongside digital submissions.
- Per-unit eligibility status applied automatically from the owner list
- In-person attendance tracked at check-in
- Paper proxies uploaded and recorded against the correct unit
- All proxy submissions — digital and paper — contribute to quorum
Step 3
Proxy campaign and live tracking
Owners submit proxies digitally ahead of the meeting. The proxy campaign dashboard tracks submissions, revocations, and proxy rate in real time. Managers see participation building day over day without chasing spreadsheets.
- Real-time submission counts and revocation tracking
- Proxy rate updated automatically as submissions arrive
- Day-by-day bar chart shows campaign momentum
- Campaign closes when setup transitions to the live meeting
Step 4
Live voting during the meeting
The chair controls when each ballot opens and closes during the meeting. Director elections and voting motions run one at a time. Ballots are issued to eligible owners and votes are counted automatically as they are cast.
- Chair opens and closes each voting topic independently
- Ballots issued to eligible owners only — no duplicates
- Live vote count and participation percentage visible to the chair
- Results locked and timestamped when each vote closes
Step 5
Results and facilitator access
After voting closes, results are secured and available immediately. Facilitator or scrutineer access can be granted for the meeting and revoked when no longer needed. Nothing is recalculated or altered after the meeting ends.
- Results locked at meeting end — no post-meeting recalculation
- Facilitator access granted per meeting, not platform-wide
- Access can be revoked at any time by the manager
- Audit trail preserved from setup through results
Step 6
Official reports and meeting records
Once the meeting is closed, the platform produces a complete set of downloadable records suitable for board minutes, governance files, and dispute resolution. Reports include official results, attendance, quorum, and proxy evidence.
- Official Results: PDF and CSV for board and governance records
- Attendance Report: check-in and proxy representation per unit
- Eligibility & Quorum: documented threshold and outcome
- Proxy Evidence: anonymized proxy register for manager access
Everything in one structured workflow
From owner list to official records, the platform covers the full meeting voting lifecycle without spreadsheets, manual counts, or paper-based guesswork.
Owner list, proxy holder, and meeting materials configured before ballots are issued.
Per-unit eligibility, attendance, and proxy status tracked in one place.
Live tracking of digital and paper proxy submissions with revocation support.
The chair controls when ballots open and close. Results are locked at meeting end.
Results are secured and timestamped. Facilitator access can be granted and revoked.
PDF and CSV records for results, attendance, quorum, and proxy evidence.