How to Create a Vote, Ballot, or Survey in myHOAst
The following steps describe how to use a HOAst product to create a vote that requires meeting a minimum quorum or number of votes received. Since these steps are the same regardless of the HOAst product, all HOAst products will be referred to as myHOAst.
*NOTE: These steps are the same as Appendix A from the myHOAst User Guide.
1. Add a Meeting: Create a meeting using the meeting name, location, date, and time from the paper notice of the meeting. Be sure to keep the meeting name unique from one year to the next. If the paper notice refers to McCrady HOA Membership Meeting, create an electronic meeting called 2020 McCrady HOA Membership Meeting. This way the name of the meeting will be different each year.
If this is a meeting that requires a quorum, specify the opt-in deadline date and the opt-out deadline date. These are relative dates and are based on the board resolution the board passed.
If this is myHOAstMulti, specify the groups that are allowed to submit an online vote for this meeting.
2. Create a Ballot, Proxy Vote or Survey: Create the vote(s). Multiple votes can be created for the same meeting. Copy the information from the paper version of the vote(s). The question to provide to myHOAst is the same question that appears on the paper vote. The choices to select will also match the paper vote. If there is documentation provided with the paper vote, attach it to the electronic vote as a single PDF file
3. View, Edit & Delete a Vote or Survey: Review the submission. Once a vote is submitted, no changes may be made to the meeting or the vote(s). Carefully review the vote(s) created before they become “live”
4. Open the Voting Time: Open the vote, i.e., make the vote visible to the voters when they logon
5. Send Email to Voters: Send an email to the voters letting them know an electronic vote has been created and is now ready to be submitted electronically. It is recommended this email be sent from within myHOAst AND from the user’s own messaging service. Attach the file named Brief Logon Instructions
Typical language for this email:
One or more electronic votes have been created on our voting website. Please log in and submit your vote(s). If you never received login credentials or forget the site URL or your credentials, use the attached instructions.