Managing eVoting on ManageCasa

Introduction

ManageCasa's eVoting feature provides an efficient and secure way for community associations and property managers to conduct elections, surveys, and other important votes. This tool ensures that all eligible property owners can participate in decision-making processes remotely, reducing administrative burden and increasing voter turnout.

This guide will walk you through the setup process, how voting works, and best practices for a successful eVoting experience.

Understanding eVoting

What is eVoting?

eVoting allows community associations and property managers to have their owners/tenants to cast their votes digitally, ensuring a streamlined and transparent election process and can also be used for informal polls or survey. Votes can be weighted based on ownership, anonymity can be enforced, and results can be tracked in real time.

Benefits of eVoting

• Convenience: Owners can vote remotely from any device.
• Security: The system ensures only eligible voters can participate.
• Efficiency: Automated vote counting saves time and reduces errors.
• Transparency: Results can be made available in real time or after voting closes.
• Flexibility: Supports various types of votes, including board elections, surveys, and governing document changes.

Setting Up eVoting

Step 1: Accessing eVoting

1. Log in to ManageCasa.
2. Navigate to More Features > Survey & eVoting.
3. Click New Poll and select eVote to start setting up a new election.

Step 2: Configuring the Poll

1. Choose Voting Type
   • Property-Based Voting: Assigns votes based on property ownership. Each property gets one ballot, and the weight of that ballot is determined by the configured vote weight.
   • Individual-Based Voting: Each eligible user gets one vote, regardless of how many properties they own.
2. Name and Description
   • Enter a descriptive title for the vote.
   • Provide clear instructions, including any legal text or background information relevant to the vote.
   • Attach supporting documents if necessary.

3. Set Voting Dates
   • Define the start and end dates for the voting period.
   • Set the expiration date for when results should no longer be visible to voters.
4. Configure Visibility Options
   • "Show results while voting" (Optional): Displays real-time vote counts to all participants while the vote is in progress.
   • "Voting is anonymous" (Optional): Masks individual voter’s answer so only aggregate results are visible.
   • "Exclude locked accounts" (Optional): Prevents delinquent owners or restricted accounts from voting.
5. Set Quorum Requirement
   • Define the percentage of total eligible votes needed for a quorum.
   • If quorum is not met, the vote will be marked as failed.

Step 3: Adding Properties

1. Select the Association or Subdivision relevant to the poll.
2. Review the list of users or properties included in the vote.
3. For property-based votes, adjust vote weights if necessary (default is 1 per property, but some properties may have a higher or lower weight based on ownership structure). You can check this by going to Properties > Actions, Edit > Voting Weights. If you don’t want the property to be included in the eVote, you can indicate a vote weight of zero.
4. Ensure that properties belonging to the same owner are correctly weighted. Owners with multiple properties can receive multiple ballots.

How Voting Works

Property Owners’ View

1. When voting starts, property owners receive an email notification with a link to vote.
2. Owners can log in to ManageCasa and navigate to Open Voting.
3. They will see all active votes they are eligible for.
4. Owners click on a vote, review the instructions, and select their choices.
5. If the vote allows for multiple selections (e.g., voting for up to 3 board members), owners can choose accordingly.
6. Once submitted, the vote is recorded and cannot be changed.

Live Voting Options

• If "Show results while voting" is enabled, voters can see real-time vote counts as ballots are submitted.
• If "Voting is anonymous" is enabled, no manager or voter can see an individual voter’s answer.

Manual Vote Submission (For Paper Ballots or Proxies)

Managers can record ballots on a voter’s behalf which is useful where the voter is voting by proxy or mailing in a ballot.

1. Navigate to Results > Record Vote.
2. Select the property or owner on whose behalf you are recording the vote.
3. Enter the vote selections as marked on the paper ballot.
4. Attach any supporting documents (e.g., a scanned ballot or proxy authorization).
5. Submit the vote.

Tracking Votes

1. Admins can monitor voter participation in real time.
2. Navigate to the Results tab to view:
   • The number of votes submitted.
   • Vote weights assigned to each property.
   • Whether quorum has been met.
3. Votes can be exported for external validation.

Exporting Results

1. After voting closes, go to Reports > eVoting Report.
2. Export data as an Excel file for record-keeping.
3. Analyze the results to determine winners or measure survey responses.

Best Practices for a Successful eVoting Experience

• Preload Vote Weights
  • Ensure property vote weights are accurately set up before launching the eVote.
  • If necessary, update vote weights manually or via bulk import.
• Draft Before Publishing
  • Save votes as drafts to review settings and ensure accuracy before sending invites.
  • Verify all properties and owners included in the vote.
• Encourage Online Registration
  • Use ManageCasa’s messaging tools to remind owners to sign up and participate.
  • Send email reminders to unregistered users with valid emails.
• Define Clear Voting Rules
  • Specify voting limits (e.g., "Select up to 3 candidates").
  • Ensure owners understand fractional voting weights if applicable.
• Prepare for Manual Vote Entry
  • Have a plan for handling paper ballots and proxy votes.
  • Train staff on how to manually input and verify votes.
• Securely Store Voting Records
  • Keep exported voting reports for future reference.
  • Ensure compliance with your association's bylaws and local regulations.

Frequently Asked Questions (FAQs)

Can I change my vote after submission?

No, once a vote is submitted, it cannot be changed to maintain election integrity.

What happens if quorum is not met?

If a quorum requirement is set and not met, the vote may be considered invalid. Admins will need to determine next steps based on association rules.

How do I ensure only eligible owners vote?

For property-based votes by default, only primary owners receive ballots. For individual-based votes, it’s all based on the filters you specify when creating the vote. Admins can exclude locked accounts and manually adjust the voter list.

Can I run multiple votes at once?

Yes, you can create multiple eVotes simultaneously, including separate votes for different subdivisions if required.

What if an owner has multiple properties?

Each property gets a separate ballot, but admins can consolidate votes by adjusting vote weights.