Help CenterThe "voting - surveys" page is located under the main menu in the EasyHOA software. When you click on the "voting - surveys" menu item, you will be taken to the voting - surveys page. At the top of the voting - surveys page you will see the following buttons starting at the top left: Voting Campaigns, Survey Campaigns, Forms, Groups. At the top left of the voting - surveys page is the "voting campaigns" button. When you click on the voting campaigns button you will be taken to the voting campaigns page. On the voting campaigns page you can see a list of all the voting campaigns that have been created. This list has the following column titles will show the following information for each voting campaign in the list: Status, Title, Overall Sharing results, start date, end date, participation, created date, and delete. At the top right of this voting campaigns page is a button called "add voting campaign". If you click on this add voting campaign button you will be taken to the page where you can add a new voting campaign. On this add voting campaign page there is a section at the top titled "Voting campaign information" with the following fields where you need to add information as you are creating this new campaign: Title field where you add the title of the campaign, Form dropdown field where you select which form you are going to use with this voting campaign. Each voting and survey campaign must have a form attached to it because the form is the actual tool used by the owners to submit respond for the campaign. If you do not have a form yet there is a button to the right of this form dropdown field called "new form" where you can create a new form to use. The next fields on this voting campaign information page are the start date, end date, and overall results dropdown. In the overall results dropdown you will select whether you want detailed or anonymous results. Detailed results means you will see detailed information of who filled out and voted in the campaign and anonymous means you will only see the results of the voting not who actually voted. Below this voting campaign information section on the add voting campaign page is a section called "Delivery". This delivery section is where you would determine who you are going to send this new voting campaign to. At the top left of this delivery section on the add voting campaign page is dropdown called "select list and generate recipients". In this select list and generate dropdown you can choose to add, all owners, just board members, authorized voters, or owners not past due. Use this dropdown to select the list of recipients you would like to generate to send this voting campaign to. If you want to create and send to a custom group of owners then to the right of this dropdown is a button called "new group" this new group button takes you to a page called "group information" where you would create a new group by adding a title and then selecting below in the list of recipients who you would like to be included in this new group. Once you check the box out to the left of all the owners you want included in this list click the "save" button at the bottom right. To the right of the select list and generate recipients dropdown is a section called "send this voting even via". This section has three checkboxes labeled: Email, text, owner app. You would check the box next one or all of these labels. This would determine how you want to send this voting campaign out to the owners. You can send it to them via email, text, or the owner app. Once you get to this point you can click on the "save and send" button at the bottom right of the page and your new voting campaign will be created and a notification will be sent to the owners you had selected should be included and will be sent via email or text or owner app. When you select that you want the voting campaign to be sent via email and text the software will send an email or text or both to the owner which will have a link they can click on to open up the form and vote through that form. On the voting campaigns page that shows a list of all the voting campaigns created. On this page there is a column called "delete" but nothing will show up in this column until the voting campaign has been completed. Once the voting campaign has been completed a garbage can icon will show up under this column and you can delete the campaign. To view the results of the campaign, you will need to click on the title of the campaign. When you click on the title of the voting campaign it will take you to the campaign information page for that specific voting campaign. A the top of this campaign information page at the top right is a button called "Preview" when you click on the preview button it will open up a preview page of the form you are using for the voting campaign. This is used to preview what you are sending to the owners when you are asking them to vote. To the right of this preview button is a button called "Results", if you click on the results button it will take you to a page where you can view the responses of the campaign thus far or when completed. At the top left you will see two pages call "Global responses" or "individual responses" with a "print" button at the top right where you can print the results of the campaign. To the right of the results button is a button called "Cancel", if you click on cancel a box will pop up asking if you want to cancel the campaign and not have any results collected. To the right of the cancel button is a button called "complete", if you click on the complete button it will complete and finalize the voting campaign. On the campaign information page below the preview, results, cancel, and complete buttons is a section that lists the voting campaigns title, status, type of campaign, the form being used which is a link that if clicked on will take you to the orginal form page, the dates of the campaign and overall sharing results. To the right is a section called Delivery information that summarizes who the campaign was sent to and how it was sent. On the campaign information page below this summary campaign information is a section called "Users". This users section lists all the owners or users that were included in the campaign. The list of owners has the following column titles: owner name, unit, email, phone, participated, email sent, text sent, print. In this users list there is a checkbox out to the left of each owner where you can select or deselect owners to be included in the report and then you can click on the "export csv" or "export pdf" buttons to export that list to a csv or pdf file. In this user list under the print column you will see a print icon that allows you to create a pdf that is specific for that owner. This pdf is a letter that includes a QR code and link that is specific to that owner. This link is the same link that is emailed or texted to them if that was the delivery method you chose when you created the voting campaign. In this users section you will also see a search bar that allows you to find a specific owner in case you wanted to find their specific voting link or wanted to access the pdf that has their specific voting link to maybe email them this pdf or share with them the link again if they needed. Above this search bar is a button called "send reminders" that allows you to resend the link to all the owners in the campaign again. To the right of this send reminders button is a button called "send individual reminders" which when clicked will only send the reminder with the link to the owners that have their checkbox checked out to the left. So this gives you a couple of different ways to resend the reminder with the voting link. Owners can always vote through their owner app by logging in to their owner account or opening up their owner app and then clicking on the voting - survey menu item. In this user section on the campaign information page you will also see a button at the top right called "change logs" This change logs page is important because it logs any changes that have been made to a vote and who made the change. This helps with transparency and making sure that a board member or someone with access to the software doesn't vote on behalf of an owner or changes an owners vote after the fact. This change logs page has the following column titles: owner name, unit , email, phone, answered date, answered change date, who, and response. On the voting campaigns page to the right of the "voting campaigns" button is a button called "survey campaigns". The surveys campaign button works exactly the same as the voting campaigns button where you can create, view, and manage survey voting campaigns just like the voting campaigns. It has all the same buttons and links. The verbaiage has just been changed to survey campaigns instead of voting campaigns. On the voting campaigns page to the right of the survey campaigns buttons is a button called "forms". If you click on the forms button it takes you to the page that lists any forms you have created that can be used when you are creating a new voting or survey campaign. The list shows the title, created date, duplicate icon, copy to another location icon, and a delete icon. At the top right of this page you will see a "new form" button that will take you to the new form page where you can create a new form. When you click on the copy to another location icon a box will pop up that will allow you to copy that form to the requests forms page and or the websites forms page. This means you can copy a form to those other locations if needed without having to create from scratch a new form. On the voting campaigns page to the right of the forms button is a button called "groups" if you click on this groups button you will be taken to the groups page where you can view any current groups you have created with a button at the top right called "new group" that you can click on to create a new group. These groups are used when creating a new voting or survey campaign so that when that specific group is selected, then the voting or survey campaign is only sent those owners included in that group.
General Note: In regard to Surveys and Voting, when the admin or manager of the HOA creates a survey or a voting campaign and sends the campaign to the owners inside of the HOA, the owners have the ability to respond/vote via their online owner portal. While inside the owner portal, after they have responded and/or voted on the campaign, the owner can edit their response(s) in the campaign as long as the campaign has not yet ended. After the campaign end date, the owner cannot change their response/vote.