Documentation

Getting Started

1. Create a Team

Teams represent your association or community. Each team can have multiple ballots (elections) and team members who help manage them.

1. Click Teams in the navigation dropdown
2. Click Create New Team
3. Enter your association name

2. Create a Ballot

A ballot represents a single election event (e.g., "2026 Annual Board Election").

1. Go to your team page
2. Click New Ballot
3. Enter the ballot details:
   • Title - Name of the election
   • Positions Available - How many candidates can win
   • Quorum % - Minimum participation required
   • Use Ownership Percentages - Enable weighted voting

3. Add Units

Units are the properties in your association (apartments, condos, townhomes).

1. From the ballot management page, click Units
2. Add units one by one, or import via the API
3. Include ownership percentage if using weighted voting

4. Add Owners

Owners are the people who can vote. Each owner is linked to one or more units.

1. From the ballot management page, click Owners
2. Add each owner and assign them to their unit(s)
3. Optionally add email addresses for notifications

5. Add Candidates

Candidates are the people running for election.

1. From the ballot management page, click Candidates
2. Add each candidate's name
3. Optionally add a bio or position title

Owner Sign-In

At your annual meeting, owners need to sign in before voting. This establishes quorum and creates a record of attendance.

Running Sign-In

1. From the ballot management page, click Owner Sign-In
2. Find each owner as they arrive
3. Click their name to open the signature pad
4. Have them sign with their finger or mouse
5. Click Sign In to record their attendance

Proxy Voting

If an owner cannot attend but has assigned their vote to another owner (proxy):

1. Set up the proxy relationship in the Owners section before the meeting
2. When the proxy holder signs in, they automatically receive voting power for both themselves and the absent owner

Finalizing Sign-In

Once all attendees have signed in:

1. Click Finalize Sign-In
2. A PDF report is generated with all signatures
3. This locks the attendance record

Voting

Voter Credentials

Each owner receives a unique QR code for voting.

1. From the ballot management page, click Voter Credentials
2. Print the PDF - each page has one owner's QR code
3. Distribute to owners at the meeting

Opening Voting

1. From the ballot management page, click Open Voting
2. Voting is now active for all signed-in owners

How Owners Vote

1. Owner scans their QR code with their phone
2. They see the list of candidates
3. They select up to the allowed number of candidates
4. They submit their vote

Closing Voting

1. When voting is complete, click Close Voting
2. No more votes can be cast

Results & Reports

Vote Tabulator

View real-time results from the ballot management page:

• See vote counts for each candidate
• View weighted totals if using ownership percentages
• Winners are highlighted based on positions available

Results Report

Generate an official PDF report:

1. Click Results Report
2. PDF includes:
   • Election summary
   • Quorum verification
   • Vote totals per candidate
   • Winners declared

Sign-In Report

The attendance record with signatures is available from Sign-In Report.

Weighted Voting

If your association's bylaws require votes to be weighted by ownership percentage:

Setup

1. Enable Use Ownership Percentages when creating the ballot
2. Enter ownership percentage for each unit (should total 100%)

How It Works

• Each vote is weighted by the owner's total ownership percentage
• If an owner has multiple units, percentages are combined
• Proxy votes include the absent owner's percentage
• Quorum is calculated based on percentage, not headcount

Team Members

Invite others to help manage your elections.

Adding Members

1. Go to your team page
2. Click Team Members
3. Enter their email address
4. They'll receive an invitation email with login credentials

Permissions

All team members can:

• View and manage ballots
• Run owner sign-in
• Generate reports

Only the team owner can:

• Add/remove team members
• Delete the team

FAQ

Can I edit an owner after they've signed in?

You can undo a sign-in if needed, but once sign-in is finalized, the record is locked.

What if someone votes twice?

The system prevents duplicate votes. Each owner can only submit one vote per ballot.

Can I reuse a ballot for next year?

Yes! Use the Copy Ballot feature to create a new ballot with the same units and owners.

What happens to the data?

All data is stored securely. PDF reports are saved to cloud storage for permanent records.

Can owners vote remotely?

Yes, once voting is open, owners can vote from any device using their unique QR code link.