View & Participate in Online Meetings

Meeting Management allows owners to view upcoming meetings, participate in voting, submit committee nominations, and manage proxy appointments directly through the Portal.

The options available for each meeting depend on how the meeting has been configured by the Strata Manager.

Before You Begin

To participate in a meeting:

• You must have access to the building within the Portal.
• The meeting must have been issued by the Strata Manager.
• Voting must be enabled for the meeting where applicable.

Access Upcoming Meetings

To view upcoming meetings:

1. Log in to the Portal.
2. Open the relevant building profile.
3. Navigate to Meetings.
4. Open the Upcoming Meetings tab.

All meetings available to you will be displayed.

View Meeting Details

Open a meeting to view important information, including:

• Meeting date and time
• Meeting venue
• Video conferencing details (if applicable)
• Meeting agenda
• Motion information
• Supporting documents
• Voting availability

You can review meeting details at any time before the meeting concludes.

Submit Committee Nominations

Where a committee nominations motion exists, you can nominate candidates directly through the Portal.

To submit a nomination:

1. Open the relevant committee nomination motion.
2. Select the menu options for the motion.
3. Choose Record nominations.
4. Enter the nominee details.
5. Click Save.

Your nomination will be recorded against the motion.

Add Proxy Details

If you are unable to attend a meeting, you may be able to appoint a proxy.

To add proxy details:

1. Open the meeting.
2. Navigate to the Voting details section.
3. Select Add proxy details.
4. Enter the required information.
5. Save the proxy appointment.

The proxy information will be available to the Strata Manager when attendance is recorded.

Remove a Proxy Appointment

If required, you can remove a proxy appointment before the meeting.

To remove a proxy:

1. Open the Voting details.
2. Click the 3 dot menu.
3. Choose Delete.

Participate in Pre-Meeting Voting

If pre-meeting voting has been enabled, you can cast your vote before the meeting begins.

To vote:

1. Open the meeting.
2. Open the relevant motion.
3. Select your vote - In favour, Against, or Abstain.

Votes remain editable until the voting cut-off date and time.

You can return to the meeting and update your vote as many times as required before voting closes.

Participate in Online Voting

If online voting has been enabled, you can vote during the live meeting.

As the Strata Manager progresses through the agenda, voting becomes available for the motion currently being considered.

To vote:

1. Open the active motion.
2. Select your vote - In favour, Against, or Abstain.

Once submitted, your vote is immediately recorded.

Request a Poll Vote or Secret Ballot

Where online voting is enabled, you may be able to request a poll vote or secret ballot for the current motion.

To submit a request:

1. Open the motion.
2. Open the available actions menu.
3. Select either:
   • Request Poll Vote, or
   • Request Secret Ballot

The request is sent to the Strata Manager for review.

Note: Poll vote and secret ballot requests can only be submitted before you have cast your vote on the motion.

Voting Availability

Voting permissions are controlled by the Strata Manager.

Depending on the meeting configuration, you may be able to:

• Vote before the meeting begins
• Vote during the live meeting

If voting options are not displayed, they may not have been enabled for the meeting.

What Happens Next?

After the meeting concludes:

• Voting closes.
• Meeting outcomes are recorded by the Strata Manager.
• Meeting minutes will be issued according to delivery preferences.

Committee Members and Owners should contact us with any further questions regarding this process.