Managing attendance and votes

Purpose

The general meeting file calculates the represented share quotas and indicates whether the quorum is reached, based on attendance, proxies and online votes. Votes are weighted by the quotas, and abstentions are not counted as cast votes.

Before the meeting, each co-owner can vote online via their personal link and modify their vote until the meeting opens, so that the votes received in this manner appear directly in the voting table.

Where to find it

1. Co-ownership
2. General meetings

General meeting file, “Attendance” and “Votes” cards.

Steps

1. Click on “Update the list” in the “Attendance” card in order to prepare the list from the units.
2. Indicate the “Attendance” for each co-owner as “Present”, “Proxy”, “Remote”, “Voted online” or “No show”, and enter the “Proxy holder” in the event of a proxy.
3. Use “Copy the link” on a row in order to send a co-owner their personal voting link.
4. In the “Votes” card, select “For”, “Against” or “Abstain” for each item, or click on “Others for” in order to complete the favourable votes all at once.
5. Click on “Record the results” in order for each item to receive its result, “Adopted” or “Rejected”.

Good to know

• A warning appears when a proxy holder holds more than three proxies, so that you can verify the 10% limit.
• Online voting is only open for a convened meeting and closes automatically at the time of the meeting.
• The mention “Voted online” identifies the co-owners whose vote has been received via their link.

Related guides

• Co-ownershipPreparing and convening the general meetingPlan the meeting, establish the agenda with the required majority for each item, and then send the notice by email.
• Co-ownershipDraft and send the minutesHave the AI draft a minutes project from the notes or the recording, review it, and then send it to the co-owners.
• Co-ownershipDefining lots and allocation keysRecord the lots, their shares and their co-owners, and then define the allocation keys specific to each expense, in order to ensure accurate accounting.
• Co-ownershipOpening the owner portalProvide each owner with a personal link to their calls, payments, statements, meetings, documents, and incident reporting.