Creating & Editing Votes
Zayuk gives associations and association managers the power to distribute votes & association membersners the power to vote quickly in case issues arise.
Last updated
Zayuk gives associations and association managers the power to distribute votes & association membersners the power to vote quickly in case issues arise.
Last updated
Zayuk Safe’s e-voting system allows HOA board members and general members to participate in key decisions through a secure online platform. Whether it’s electing positions, changing rules, or approving budgets, the system supports different vote types with flexible parameters. Below is the user documentation for creating a vote, allocating it to the appropriate group, and customizing it based on the type of vote.
Initiate a New Vote:
Select “Create Vote” to open the voting configuration window.
Define Vote Details:
Title: Enter a descriptive name for the vote (e.g., “Position Change - Treasurer” or “Rule Change - Pet Policy”).
Voting Group: Choose the group that will participate in the vote:
Board: If only board members are allowed to vote.
General: If all members of the HOA are eligible to vote.
Set the Vote Type from the following options:
Position Change
Used for elections and filling vacant board/officer positions.
Allows voters to elect or re-elect positions such as Board Member, President, Treasurer, or Secretary. You can select eligible candidates and define the term they are being voted on for. Additionally votes to remove persons from positions can be down here.
Select Owners: Select property owners from the list to allow participation in the vote.
Rule Change:
For amending or adding new rules and regulations within the HOA.
Requires voters to approve or reject changes to the HOA’s governing documents. Be sure to attach the new rule or amendment being voted on.
Select Rule: Select rule from Governance section to change.
Assessment
For approving special assessments for funding projects or repairs.
When an assessment is proposed, this vote includes a field to define the assessment amount, allowing members to approve or deny the specific monetary request.
Amount: Assessment amount to be taken from HOA members.
Budget
For approving the annual or special budget proposals.
For voting on the annual budget or a special budget item. This type will only be available for board votes unless otherwise configured.
Other
Any other type of vote where specific parameters can be added, depending on the needs of the community
Use this for any other types of votes that don’t fit the predefined categories.
Set the Voting Duration:
Start Date: Choose the date and time when voting will begin.
End Date: Choose the date and time when the voting will end. All votes must be cast within this window.
Add a Description (Optional):
Include any additional information that voters may need to make an informed decision. This could include explanations, consequences of the vote, or detailed context around the issue.
Submit the Vote
You can notify the group once the vote is created by selecting the “Notify” button, which sends a reminder or announcement to all eligible voters.
This functionality streamlines HOA governance by allowing quick, transparent decision-making, helping ensure that every member’s voice is heard, whether it’s for leadership elections or approving important financial decisions.
Users can edit the parameters of a vote up to 24 hours before the vote starts.
After this 24-hour window, all vote parameters are locked, and no further edits can be made. This ensures the integrity of the voting process and prevents any last-minute changes.
Votes can be deleted entirely by the vote initiator up to 24 hours before the vote begins.
Once the 24-hour mark is reached, votes cannot be deleted. This policy ensures that users have sufficient time to review and finalize their decisions, while preventing manipulation or abrupt removal of critical votes just before voting starts.
