English

Čeština

English

Čeština

Appearance

HOA Board Meeting ​

Board meetings are used for efficient decision-making on day-to-day building matters. Unlike the general HOA meeting, quorum and voting are counted by a simple majority of board members present, not by ownership share.

1. Preparing and Planning the Board Meeting ​

Creating a Meeting ​

  1. In the HOA module go to the Meetings tab and tap + Schedule.
  2. In the Meeting type field select Board Meeting.
  3. Fill in the Name, Description, Location and time range.
Form for scheduling a board meetingDetailed settings for the board meetingAdding documents to the board meeting

Specific Board Settings ​

  • Chairperson has casting vote: Enable if your statutes state that the chairperson's vote decides ties.
  • Public results: If checked, the meeting and its results are visible to all owners. Otherwise only board members and the audit committee can see them.

Building the Agenda ​

After saving, the meeting stays in DRAFT status. All board members can edit it and add items:

  1. In Meeting Agenda tap + Add.
  2. Fill in the item title and description.
  3. Allow voting: Check this to create a digital record of the board's decision.
  4. Attach relevant documents to each item (price quotes, contracts etc.).
Adding an item to the board meeting agendaAgenda item detail with voting enabledBoard meeting draft with prepared agenda items

Publishing the Meeting ​

  1. Tap the Publish button and confirm the action.
  2. Board members receive an immediate notification and the status changes to Scheduled.
  3. If you enabled public results, the meeting will also appear for other owners.
Publish button for the board meetingBoard meeting in Scheduled status

2. Attendance and Opening the Board Meeting ​

Preparing Attendance ​

Two options are available:

  • Traditional: In the meeting detail tap Print → Attendance Sheet. Print the PDF or email it to members.
  • Modern (QR code): Tap QR code and let other members scan from your display, or print it.
Choosing to print attendance sheet or QR codeGenerating the board attendance sheetGenerated board attendance sheet
Printing the QR code for board check-inQR code for digital board check-in

Registering Board Members ​

Check-in is available 2 hours before the meeting starts.

Self check-in (QR code):

Confirming attendance via QR codeSuccessful attendance registration confirmation

If someone doesn't have a phone, the chairperson can check the box next to their name in the member list.

Quorum and Opening ​

For the board, quorum is counted in heads — a simple majority of all board members must be present.

Board meeting is quorateBoard meeting openedDownload or send the attendance sheet

3. Voting and Closing the Board Meeting ​

Voting Process ​

  1. The chairperson starts voting on an item — Start voting button.
  2. All present board members see a Go to voting button.
  3. Each member selects Agree, Disagree or Abstain and taps Vote.
Go to voting on an agenda itemBoard member selecting AgreeBoard member's vote successfully recorded
Interim board voting resultsClose voting on an agenda item

Quick and Manual Vote Entry ​

  • Quick entry: If all members agree, activate the toggle and click Max next to "Agree".
  • Individual clicking: Click the choice next to each member's name in the list.

Closing the Vote ​

Confirming closure of votingBoard voting result locked

Important: Board members who are recorded as present but didn't click any option are automatically assigned "Abstained".

4. Closing the Meeting, Minutes and Sharing Results ​

Closing and Archiving ​

Close Board Meeting buttonBoard meeting moved to the archive

Generating Minutes ​

  1. In the closed meeting detail tap Print → Meeting Minutes.
  2. Optionally enable Show signature for subsequent verification.
  3. Tap Generate.
Selecting Meeting Minutes from the Print menuGenerating board meeting minutesGenerated board meeting minutes

Sharing Results with Owners ​

  • Public results (checked): All owners see the meeting in Archived Meetings after it's closed.
  • Public results (unchecked): The archive is accessible only to board members and the audit committee.

Tip: Even with a private board meeting, you can always upload the generated minutes to the Documents module later if you decide to share the conclusions.