Our Process

Full-Service Setup & Management

We work with a single point of contact (SPC) that will provide us with the information to set up the electronic vote. We import owner data, set up the ballot, add candidates and/or issues/items and send for review/approval before going live. In a typical annual meeting/board of directors’ election the online voting period is approximately two weeks to 30 days. We will send an invite when voting opens and then 2-3 times per week throughout the vote. We monitor quorum and increase the frequency of the messages if necessary. During the vote we provide the SPC a weekly voting update on quorum and a link to check quorum at any time. We certify and stand by the results acting as a non-biased, third party. Voters who contact us requesting information are directed to the SPC.

The following information is a list of the steps taken once we receive an agreement for e-voting.¹

Voting site setup in 2-3 business days - a website and database are created for the association to use for e-voting; the header/banner of the e-voting site is created with graphics from the associations’ website or with a logo or picture provided

Once the site setup is complete the following is sent to the single point of contact designated in the agreement:

• The email address assigned to the voting site (forwards to the single point of contact email address), suggested communications for snail mail and link to put on your website
• List of items needed to setup the vote
• Instructions to create the owner data needed to upload
• An invoice

When you send us the ballot information:²

• We review it for anything that needs to be corrected and let you know if you need to adjust/fix something
• We create the ballot and send a proof for your review and approval
• We create the invite email message and send a proof for your review and approval

When you send us the owner data file²:

• We review it for anything that needs to be corrected and let you know if you need to adjust/fix something
• Once it’s ready we load it into the database
• We send you the registration code list if randomly generated

When the vote goes live:

• We send the invite email to all email addresses provided in the owner data
• We queue additional invite and reminder emails (typically 2-3 times per week)
• We email the admin a weekly quorum/total vote count update only (candidate tallies are only provided with the final results report)
• We email the admin the final voting results report with detailed spreadsheets (results, who voted, and who didn’t vote) at the end of the vote

¹A minimum of 2 weeks from the receipt of the agreement to the voting start date is needed to avoid additional rush fees
²A minimum of 4 days from the receipt of the ballot information and owner data file is needed to avoid additional rush fees