Our owners votes are based on a percentage rather than having 1 vote per home, how do you handle this?
We use voter weighting for this situation. The file used to preload owner information would need to include the percentages in decimal format.
We still need paper ballots for some of our residents, can your system handle hybrid voting?
The majority of our clients still use paper in combination with electronic ballots.
Physical ballots can either be totaled separately or added to the electronic system for tallying.
I don't have all of my candidate bios. Do I have to setup everything all at once or can I do part now and finish later?
You can edit the election parameters and candidates at any time.
We don't have unique account numbers for home owners to use for registration codes, can we use their lot number?
Some associations use lot numbers for the registration codes without any problems. Using lot numbers opens a potential for cheating since everyone knows what all the lot numbers are. There are other safeguards to help keep this from happening. We only allow an email address to be used once for registering. That means even if someone were to try to register more than once they would have to use a different email address each time they registered. If cheating were suspected an audit can be performed and the election could be run again using random registration codes if necessary. Random codes are usually communicated to the homeowners by mail. Our annual voting package comes with a messaging tool that can send codes to homeowners via email.
Can you produce random registration codes for us?
Yes we can generate random codes.
Is there a length limit on voter registration codes?
No there is no limit.
What kind of characters can be used for the codes?
Codes can be alphanumeric and contain special characters, for example ~!@#$%^&*()_+2'3aD would be a valid code.
Are the email addressescollected during the voting process used by your company for anything beyond messages pertaining to voting?
No, we consider all homeowner data including emails the property of the association. We do not use this information for anything outside of voting related activities.
Do owner's need to register each time they vote?
No, homeowners only need to register to vote once. After a homeowner is registered they will LOGIN to vote in subsequent elections/ballots. The email address they registered with is used as their login in combination with the password they set when they registered. NOTE: You can choose to import all new homeowner data and remove the old data in subsequent elections.
When do we get the voting results?
Results are available in real time to the election administrator. If you chose to have us manage your election we work with the election administrator and report results on a schedule once or twice per week during an election and the final results after an election. If your election ends after our regular hours (8AM to 5PM PST) we will report on the following business day, alternatively final results could be accessed by the election administrator.
What data is available in the result reports?
The results screen in the administration website will show the total number of voters and votes for each candidate/choice. A link to download the full data in CSV format is available in this section as well. The data in the CSV file can be limited to meet your legal requirements. Full data includes the owner information that was preloaded in the system, the information voters provided when they registered/signed up, who/what they voted for, the date & time they cast their ballot, the IP address of the computer they voted from and other miscellaneous election data.
Can we end our election at a certain time?
Yes, elections have start & end date and time settings (time in hourly increments in whole hours, 6, 7, 8 o'clock etc...).
How long should we leave our election open?
HOA’s typically leave voting open for 30 days before the annual meeting although we have had clients leave them open for less. It’s up to you to determine what you want to do and can/must do according to your state laws and corporate documents (bylaws).
If we don’t make quorum can we reopen voting?
Yes the end date can be extended which would reopen voting.
Can we enter the mailed ballots into the electronic system so that it tabulates the results?
Yes, please ask us for details on how this is accomplished.
Do we have to use voter weighting for people that own multiple properties or can they just register and vote for each one they own?
When homeowners register the email address they enter is used to create an account. This means that owners that have multiple properties and get a vote for each one would need to register using a unique email address for each property. Voter weighting is highly recommended, you want to make the barrier to vote as low as possible.
What verification do you use to ensure that there is one registration and one vote per household?
Each homeowner/voter is assigned a unique registration code that is used to create their voting account. A registration code can only be used once. The account they create is used to ensure they cannot vote more than one time in any given ballot/election.