Electronic voting helps boards collect member votes with turnout tracking, receipts, and a certification record.
Create the draft
An admin starts by creating a draft ballot. A ballot includes:
- Title
- Vote type
- Description
- Question
- Options
- Passing threshold
Draft ballots are board-only and are not visible to members until published.
Add supporting documents
Admins can attach supporting documents to a ballot. Use this for materials voters should review before casting a vote, such as:
- Candidate statements
- Informational flyers
- Proposed amendment summaries
- Background documents
- Board-provided voting instructions
Supporting documents can be added while the ballot is being prepared. They appear with the ballot so eligible members can download and review them before voting.
Keep the file names clear. For example, use "2026 Board Candidate Statements" instead of "scan-final.pdf".
Publish the ballot
Publishing snapshots the eligible voter list. This is important because it preserves who was eligible at the time the vote opened.
Each eligible member can vote once.
Privacy and records
HoatzinHome is designed so board-facing participation records can show who voted and receipt information without exposing individual choices in the voter list.
Close and certify
When voting ends, close the ballot. After review, certify the result and export the certification CSV for your records.
Records reminder
Electronic voting requirements can vary by governing documents and state law. HoatzinHome helps preserve turnout, receipts, supporting documents, and certification records, but your board should confirm notice, paper ballot, in-person voting, and retention requirements with your management company or association counsel.