HOA voting software built for volunteer boards
Most HOA boards vote at meetings, note the outcome in a Word doc, and hope no one disputes it later. There's no record of how each member voted, whether quorum was met, or what exactly the motion said. Hivepoint logs every vote with a permanent, auditable record.
The undocumented vote problem
A homeowner challenges a board decision from six months ago. The board is confident the vote passed — but there's no written record of how each member voted, whether the motion was properly seconded, or whether quorum was actually present.
The minutes say "the motion passed" — but the minutes were written by whoever had time that week, and the level of detail depends entirely on the secretary's habits. Two board members remember the vote differently. No one kept a tally.
Hivepoint logs every vote with each board member's position. The record is permanent and can't be edited after the fact.
What Hivepoint tracks for every vote
- Per-member vote positions — For every motion, log each board member's vote — yes, no, or abstain. Tied votes, contested decisions, and unanimous approvals are all documented with the full breakdown, not just the outcome.
- Quorum verification — Record attendance at the start of each meeting. If your quorum threshold isn't met, the meeting record reflects it — giving you a clear paper trail if the validity of any vote is later questioned.
- Resolution archive — Every passed resolution lives in the meeting record where it was voted on. Budget approvals, vendor authorizations, rule changes, and special assessments are all archived in context — with the full motion text, mover, seconder, and vote tally.
- ARC decision logging — Architectural review approvals and denials are recorded as decisions in Hivepoint. The homeowner's file shows the full ARC history — what was submitted, what the board decided, and when.
- Timestamped audit trail — Every vote record is timestamped at the time it's entered. Records can't be backdated or quietly edited. If your HOA is ever audited, challenged in court, or simply has a new board member asking questions, the history is clean and complete.
- Meeting-linked context — Votes are attached to the meeting where they happened — not floating in a spreadsheet. The full context (agenda item, discussion notes, who was present) is preserved alongside each vote outcome.
Which edition includes voting tools?
Board voting and resolution tracking are included in both editions. Community Edition adds a resident-facing portal — residents can view published meeting minutes and submit ARC requests, but formal resident elections are handled outside the system per your state's requirements.
Board Edition
Vote logging, quorum tracking, resolution archive, ARC decisions
Community Edition
Board tools + published minutes for residents + online ARC submissions
Common questions
How does Hivepoint record HOA board votes?
Every vote is logged inside the meeting record where it occurred. For each motion, you record the outcome (passed/failed/tabled) and each board member's position — yes, no, or abstain. The vote is timestamped and attached to the meeting. It can't be quietly edited after the fact. When a dispute comes up months later, you open the meeting record and see exactly what happened.
Can Hivepoint track whether quorum was met before a vote?
Yes. Each meeting record includes an attendance log — you record which board members were present at the start of the meeting. If your quorum threshold isn't met, the meeting record reflects that. Any votes taken without quorum are documented in context, giving you a clear record if the validity of a vote is ever questioned.
Does Hivepoint handle proxy votes?
Proxy votes can be recorded in the meeting attendance and vote log. When a board member submits a proxy to another member, you log that in the meeting record before the vote. The proxy holder's vote is recorded against the motion in the normal way. The proxy arrangement is documented in the meeting notes, keeping the full context together.
Can HOA residents vote on things through Hivepoint?
Hivepoint is built for board-side vote logging — recording how the board votes on motions and resolutions at meetings. For formal resident elections (board seats, bylaw amendments, special assessments), those processes are typically governed by your state's HOA statutes and may require mailed ballots, independent inspectors, or other procedures. Hivepoint records the final outcome of those elections in the meeting record. It doesn't replace a formal election process.
Where do passed resolutions live after a vote?
Every resolution is stored in the meeting record where it was voted on, and meeting records are permanently archived in Hivepoint. You can find any past resolution by opening the meeting where it was passed. For important governing decisions — budget approvals, vendor authorizations, rule changes — the meeting minutes capture the full context: who moved it, who seconded, how everyone voted, and the final outcome.
What happens to vote records when the board changes?
Vote records stay in Hivepoint permanently. When board members change — which happens every 1–3 years in most communities — the incoming board immediately has access to the full vote history. There's no knowledge transfer needed for past decisions, no hunting through old email threads, and no 'we don't know why we approved that vendor' moments. The institutional memory is in the system, not in people's heads.
Related Hivepoint features
- HOA meeting management software →Agendas, minutes, and vote records — the full meeting toolkit
- HOA secretary software →Recording votes is part of the secretary's role — Hivepoint makes it permanent
- HOA document management software →Approved minutes and resolutions stored in the document library
- HOA board management software →Complete board toolkit — dues, violations, documents, meetings, votes
- HOA violation tracking software →ARC decisions and violation resolutions logged alongside vote records
- Comparing HOA software options? →See how Hivepoint compares to PayHOA, HOA Ally, Buildium, and AppFolio
See vote logging in the live demo
Try the live demo — meeting management and vote logging included. Or tell us your community size and we'll send an exact quote within 24 hours.