Tips for a Successful Online Vote

ngugel@hoallife.com Updated by ngugel@hoallife.com

Whether you are conducting a Board of Directors election at your annual meeting or a vote to approve a change to your governing documents, having a successful community vote can feel overwhelming. By using HOALife’s Motions or Polls & Elections feature, you can simplify and streamline this Association function.

Here are a few helpful tips to set you up for success: 

  • Depending on your governing documents and applicable state laws, you will want to ensure your notice of election is sent in ample time. You want to give your owners plenty of time to cast their vote, but not so much they forget. 
Use the Bulk Letter Function with no touch delivery to send notices - No more stuffing envelopes or trips to the post office!
  • Give clear and concise directions in your notice. You can also add any pertinent information to the motion or poll to ensure owners are aware of any special instructions. 

Using the Dynamic Variables feature, add each owner’s property pin to their notice - ensuring they can easily access the Owner’s Portal 
  • After your notice is sent and the vote is live, you will want to remind your owners that their vote is needed. Using the text feature and bulk email feature will allow you to send messaging out quickly and efficiently to owners. These simple reminders make a difference! 
Use Tags To track owners who have not voted and the filter feature to send reminders only to those you need a vote from

  • Once voting is complete and all votes have been cast, export the votes to a spreadsheet to combine with any paper ballots or weighted voting as well download the pdf summary to present at your annual or special meeting. 

Ready to set up your online vote but not sure where to start? Reach out to support@hoalife.com and we will be more than happy to help! 

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