Polls, votes and meetings
Scheduling general meetings, following who registered and who gave a proxy, marking them held or cancelled and publishing their minutes.
The Meetings tab of Polls & meetings is where a Complex Admin schedules the owners’ general meetings and runs them.
Who can use it
Sidebar › Polls & meetings › Meetings, under Community. It needs the Manage polls & meetings permission, which a Complex Admin has by default. Votes themselves are on the other tabs: see Votes.
Schedule a meeting
Schedule meeting opens a form:
- Title: 3 to 200 characters.
- Date and time: in the complex’s time zone, and in the future.
- Location and Online link: give at least one. The link must be a full
httporhttpsaddress. - Agenda: 1 to 30 items of 3 to 300 characters each. Move an item up or down, or remove it. An item can be linked to one of the complex’s formal votes, so its result shows next to it.
Schedule saves the meeting and notifies the owners.
Follow the upcoming meeting
The upcoming meeting shows its date, time, place, online link and agenda, with each linked vote’s status or outcome. When several meetings are scheduled, pick one from the date tiles above it.
- Attendance: 41 of 75 units registered, with a bar split into In person, Online and By proxy.
- By proxy: each proxy given, as Owner · Apt 12 → Holder.
Send reminder notifies the owners again. It works only before the meeting starts, and at most once every 12 hours; until then the button is disabled and says when the next one is possible.
Mark as held or cancel
Mark as held and Cancel meeting each ask for confirmation, and neither can be undone. Either one moves the meeting to Past meetings. Cancelling notifies the owners and withdraws the votes cast by proxy that relied on the meeting. A meeting whose start has passed moves to Past meetings, where both actions stay available until you choose one.
Publish the minutes
Once a meeting is held, its row in Past meetings offers Upload minutes. Choose one to three PDF or Word files, one per language, and add a note if needed. Publish minutes adds them to the documents library under Meeting minutes and notifies the owners. Uploading again adds a new version.
Past meetings
Past meetings lists held, cancelled and already started meetings with the outcome of each linked vote. Minutes opens the published minutes.
Owners will register for a meeting or give a proxy themselves in the portal; until then Attendance shows no registrations.
Scheduling, reminders, holding, cancelling and the minutes are written to the audit log.