Hybrid Voting for HOA and Condo Associations
Some owners vote online. Others still vote on paper. VotingPRO brings both into a single, unified count tracked toward the same quorum, combined into the same final results.
VotingPRO doesn’t print, mail, or manage your paper ballot process that stays with your association, exactly as it does today. What VotingPRO does is track paper ballots toward quorum as they arrive, and combine your final paper totals with your online results into one unified, auditable count.
Tracking Paper Ballots Toward Quorum
As paper ballots arrive, your team marks the corresponding unit as having voted directly in VotingPRO crediting it toward quorum immediately, without opening the envelope or seeing how that owner voted. This also means those owners stop receiving reminders, since VotingPRO already knows they’ve voted.
Your board always knows exactly where participation stands, whether votes are coming in online or by mail. Use our quorum calculator to see exactly how many votes your association needs before you start.
One Final Count, Every Vote Included
Once your paper ballots are counted, enter the totals directly into VotingPRO even live, during the meeting. The platform combines them automatically with your online results into a single, final tally.
No separate spreadsheets. No manual reconciliation between two sets of numbers in front of your board, your attorney, and your residents.
Need Help Processing Paper Ballots?
Most associations handle their own paper ballots using the process above. If your team would rather not manage that internally, VotingPRO also offers paper ballot processing as an optional add-on ask your VotingPRO representative for details.
The Recommended Paper Ballot Counting Procedure
To keep every paper vote private and secure, VotingPRO recommends the same procedure election professionals use:
When a ballot envelope arrives, mark the unit as having voted — this credits it toward quorum without opening the envelope.
On the day of the meeting, open each envelope and separate the ballot from it without viewing how the owner voted.
Discard the envelopes — once separated, the envelope no longer needs to be linked to the ballot.
Shuffle the separated ballots together before counting, so no ballot can be traced back to the order the envelopes were opened.
Count the shuffled ballots. At this point, there's no way to connect any vote to the owner who cast it.
This protects ballot secrecy the same way an in-person secret ballot does even though the vote arrived by mail. See our full compliance overview for more on how VotingPRO approaches ballot secrecy and audit trails.
Biometrics Meets Electronic voting: Elevate Security with VotingPRO Facial authentication feature.
In an increasingly digitized world, security and trust are essential elements. That’s why VotingPRO was created with the purpose of providing a comprehensive solution that allows registering, verifying, and identifying individuals through biometrics and passive liveness detection. Our solution features anti-spoofing technology based on Artificial Intelligence, certified to ISO/IEC 30107 levels 1 and 2.
Who VotingPRO's Hybrid Voting Serves
HOA
Homeowner board elections, special assessments, and every vote your association runs, with the notice periods your bylaws require.
CONDO
POA / Community
Member elections, special assessments, and every vote your community runs. Same platform, same process, same level of support.
Frequently Asked Questions
What counts as hybrid voting?
Hybrid voting means combining online voting with paper ballots for the same election — VotingPRO tracks both toward one quorum count and one final tally.
Does VotingPRO print or mail our paper ballots?
No. Your association manages paper ballots the same way it does today. VotingPRO tracks them toward quorum and combines the final results with your online tally.
How does VotingPRO know a paper ballot was received?
Your team marks the corresponding unit in VotingPRO as soon as the ballot arrives — before it’s even opened. That owner is credited toward quorum and stops receiving reminders.
Can we enter paper results during the meeting itself?
Yes — paper totals can be entered live, and VotingPRO combines them with the online results automatically.
How does this protect ballot secrecy?
By separating the ballot from its envelope before counting, then shuffling the ballots together — the same anonymity protections as an in-person secret ballot.
Can an HOA use both paper ballots and electronic voting in the same election?
Yes, VotingPRO tracks paper and online ballots toward the same quorum and combines them into one final, unified tally.
How do you prevent duplicate votes in a hybrid HOA election?
Each unit or owner is marked as having voted the moment their ballot paper or electronic is received, preventing that owner from voting a second time through either method.
Do paper and electronic votes count toward the same quorum?
Yes every vote, whether cast online or on paper, is tracked toward the same quorum count in VotingPRO.
Can owners still vote on paper if an HOA offers electronic voting?
Yes, offering electronic voting doesn’t require an association to eliminate paper ballots. VotingPRO supports both simultaneously, combined into one final result.
Ready to combine online and paper voting for your next election?
contact us now to get a quote!
