If you’re following our three-part guide, you’ve already seen the WHY—when and why to use proxies and the risks to avoid—and the HOW—timelines, ballot/proxy design, and turnout communications.
This final installment is about execution: putting it all into motion with a practical workflow and the specific AssociationVoting tools—proxy options, hybrid support, eligibility controls, quorum tracking, and clear audit trails—that translate best practices into admin actions.
Proxy Types Supported by AssociationVoting
- Proxy assigned by a voter
- Proxy assigned by the admin (voting manager)
- Voter abstains, no proxy assignment (for quorum purposes where allowed; voter does not see the ballot; no proxy assigned)
- Voter casts own ballot (no proxy; member votes directly)
For scenarios (1) and (2), proxies can be:
- Limited (principal can see ballot and direct choices)
- General (principal may not see ballot; proxy holder selects choices within rules)
Most platforms let you restrict proxy holders to members and permit revocation until the deadline. (In AV, these proxy formats and signature capture are supported in a dedicated Proxy Voting configuration.)
Put It In Motion: An Execution You Can Adapt
Use this as a starting point and adapt to your bylaws:
- Proxy window opens: members receive a secure link to assign a proxy.
- Proxy validation: signatures and validation are configurable; restrict proxy holders to members if required; optionally allow revocation before the deadline.
- Voting opens: Principals who didn’t assign a proxy vote directly. Validated proxy holders receive (or see) ballots for principals they represent, with clear labels and any direct instructions.
- Voting closes: automatic cutoff; no late proxies/ballots accepted.
- Reconciliation & certification: audit logs confirm no double‑voting; paper + online totals merge into the official result.
Communications That Help (Without Over-messaging)
- Three-touch pulse often suffices: (1) Announcement (2) Opening day (3) Deadline reminder. Keep each message short, plain-language, and personalized with the member’s name and their direct link.
- Consider targeted reminders only to non-voters and “uncast ballot” nudges that help people finish what they started; many platforms offer these as optional services or automations (e.g., Announcement, Turnout Booster, Voter Verification, and an Uncast Ballot prompt in AV).
How AssociationVoting Makes It Easy
AssociationVoting is designed for membership-based elections, including HOAs/POAs, associations, fraternities/sororities, and clubs.
Key ways AV streamlines elections and proxy voting:
- Simple ballot setup: configure races, motions, and instructions with consistent candidate formatting.
- Proxy support: collect and track proxy assignments so a proxy holder can vote on behalf of an absent member according to your rules.
- Quorum tracking: monitor participation (including proxies) in real time to see where you stand before the deadline.
- Hybrid election service: include paper ballots alongside online voting—AV can incorporate mailed or faxed paper ballots into official totals and acknowledge any rejected ballots for full transparency.
- Personalized printable ballots: generate member‑specific PDFs with tracking identifiers to simplify mailing and tabulation while preventing over‑counting.
- Duplicate prevention & eligibility controls: enforce “one eligible member = one counted ballot,” with clear flags for internally entered paper ballots vs. online votes.
- Clear audit trail & results exports: time‑stamped activity, channel breakdowns, and downloadable summaries for board certification and records.
Bring Calm to Your Next Election
Whether you’re running a small club vote or a complex HOA board election with proxies and paper ballots, AssociationVoting helps you plan, execute, and certify results without chaos. Want to see how your current process could be simplified end‑to‑end?
Bring calm to your next election. Request a walkthrough and try AssociationVoting free for two weeks—no credit card required.
Always follow your bylaws and applicable laws. This article is general guidance, not legal advice.
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