HOA & Condo Online Voting FAQs

VotingPRO tracks participation by voter and unit.

Once a voter has participated, that participation is recorded in the election. In hybrid elections, online, paper, mailed, and in-person participation can be reconciled within the same election record so the same voter is not counted twice.

That means your Board can offer owners multiple ways to participate without creating multiple disconnected voter lists.

Your Association provides and approves the eligible voter roster before the election.

VotingPRO uses that approved roster to determine who receives voting access. Owners or members who are not included in the approved roster are not granted access to the ballot.

This keeps eligibility decisions with the Association while VotingPRO manages access based on the information provided.

Authentication and ballot selections are handled separately.

VotingPRO can confirm that an eligible voter participated without attaching that voter’s identity to their selections in a secret-ballot election.

That distinction allows Boards and managers to monitor participation without seeing how individual owners voted.

VotingPRO records participation separately from secret-ballot selections.

The system can therefore confirm that a voter participated while keeping the content of that ballot separate from identifying information.

This allows VotingPRO to provide participation reporting, quorum tracking, and audit records without revealing how a specific owner voted.

Yes. VotingPRO was designed around Florida’s electronic voting requirements and supports Associations conducting electronic voting under applicable Florida law.

For Florida condominiums, electronic voting requirements include F.S. §718.128.

For Florida HOAs and POAs, VotingPRO supports electronic voting requirements under F.S. §720.317.

The specific requirements of each Association can also depend on its governing documents and the type of vote being conducted.

Learn more about VotingPRO Compliance
https://voting-pro.com/compliance/

Yes. VotingPRO can support HOA, condo, and community association elections in other states where electronic voting is permitted under applicable law.

Election requirements vary by state and may also depend on the Association’s governing documents and the type of vote being conducted. VotingPRO can configure the voting process around the requirements provided for each election.

If your Association is located outside Florida, contact us to discuss your state, election type, and voting requirements.

Talk to VotingPRO
https://voting-pro.com/contact/

Owners can provide electronic voting consent through VotingPRO.

That consent remains recorded in the platform until it is changed or withdrawn.

Managers and authorized Board users can also identify which owners have submitted electronic voting consent and which have not, making it possible to communicate with each group separately.

Paper voting is handled in two stages.

During the election, the Association can mark the corresponding voter or unit as having participated by paper.

That participation can then count toward quorum and prevent that voter from subsequently casting another vote online.

The sealed ballot does not need to be opened simply to record that the owner participated.

After the election closes, paper ballot results can be entered into VotingPRO.

The system validates the paper votes entered against the voters or units previously recorded as having participated by paper.

Those results can then be combined with the electronic results to create the final election tally.

This gives the Association one election record rather than separate digital and manual counts that need to be reconciled outside the platform.

VotingPRO supports proxy workflows and can record proxy participation and authorization.

The exact proxy process can vary depending on the Association type, the purpose of the vote, applicable requirements, and the Association’s governing documents.

VotingPRO can configure the election around the proxy process applicable to that vote.

In-person attendance and ballots can be recorded in VotingPRO as paper participation.

Recording that participation immediately updates the election record and can update quorum while preventing the same voter from subsequently voting online.

Last-minute paper ballots can be handled the same way before the election closes.

Yes.

Online voting does not require every Association to abandon paper participation.

VotingPRO can be used as part of a hybrid election process where some owners vote electronically while others participate through paper, mail, or at the meeting.

This is particularly useful for communities that want the convenience of online voting without forcing every owner into the same voting method.

VotingPRO is hosted on Amazon Web Services.

AWS maintains multiple independent security and compliance certifications, including SOC and ISO programs.

VotingPRO itself should not be interpreted as independently SOC 2 or ISO 27001 certified solely because its infrastructure is hosted on AWS.

A voting link by itself is not sufficient to cast a vote.

Access is tied to the voter record and VotingPRO’s authentication process.

The voter must successfully authenticate before accessing the ballot.

VotingPRO also recommends unique email addresses per voter when possible, and optional biometric verification can provide an additional identity check when requested by the Board.

Unique email addresses are recommended whenever possible because they create a cleaner identity and communication process.

When an Association has owners who share an email account or has other unusual voter-record situations, those cases can be reviewed during election setup.

Optional biometric verification is also available when a Board wants a stronger identity check.

Election and voter records are stored securely and retained according to the applicable record-retention requirements and the election configuration.

Because record-retention obligations may vary depending on the Association and applicable requirements, the appropriate configuration should be confirmed as part of setup.

When paper participation is recorded in VotingPRO as part of a hybrid election, that participation can be reflected in the election record and quorum tracking.

That allows the Board to understand participation across online, paper, mailed, and in-person voting rather than viewing electronic participation in isolation.

VotingPRO maintains an auditable election record.

Depending on the election, this can include participation records, vote receipts, election activity, and results.

Authorized auditors can review the relevant election records without compromising secret-ballot selections.

Learn more about VotingPRO vote verification and audit records
https://voting-pro.com/audit/

VotingPRO supports exportable election reports including participation information, voter and non-voter records, results, and audit-related reporting.

These reports can be retained by the Association as part of its election records.

Yes.

VotingPRO can track participation while the election is active, allowing authorized users to identify voters who have and have not yet participated.

That information can be used for targeted reminders without revealing any voter’s ballot selections.

The core information includes:

1. The signed VotingPRO proposal.
2. The Association’s approved eligible voter roster.
3. The details and requirements of the upcoming election.

From there, VotingPRO can configure the election and guide the Association through the setup process.

Yes.

VotingPRO provides onboarding and training for managers and Board members, along with voter instructions and support throughout setup and the election process.

The goal is not simply to provide access to software, but to help the Association understand and run the complete voting process.

Voter support is available throughout the election process.

The exact services included should be confirmed in the VotingPRO proposal for the Association’s election.

The VotingPRO proposal defines the platform and services included within the scope of the election.

Optional services, including on-site attendance or other additional services, can be identified separately so the Association understands the scope and cost before the election begins.