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Paper Ballots

Some owners prefer to vote by mail using paper ballots instead of voting electronically during the meeting. California Civil Code §5115 permits this method, and Propty provides tools to record and count paper ballot votes while maintaining ballot secrecy under §5120.

What you'll need
  • Access to the Events section
  • Paper ballots (physical) sent to residents or returned from mail-in voting
  • The Inspector of Elections (required to certify paper votes)
  • List of participants who will vote by paper ballot
California Civil Code §5115 and §5120

Section §5115 permits voting by mail-in ballot for elections conducted under the election procedures. Section §5120 requires that ballots be kept secret and not linked to voter identity. Paper ballots and electronic votes must be counted separately, then combined in the final tally.

Designating Paper Ballot Voters​

Before the meeting, identify which participants will vote by paper ballot and mark them in the system:

Step 1: Open the Event​

Navigate to Events in the sidebar and click the event where you need to designate paper ballot voters.

Step 2: Go to Participants Tab​

Click the Participants tab to view all registered participants.

Step 3: Select a Participant​

Find a participant who will vote by paper ballot and click their row to open their details.

Step 4: Set Voting Method​

In the participant details panel, find the Voting Method field and select Paper Ballot.

Click Save. The participant is now marked as a paper ballot voter.

Bulk Designation (Optional)​

To mark multiple participants as paper ballot voters at once:

  1. Open the Participants tab
  2. Use the checkbox column to select multiple participants
  3. Click Bulk Actions → Set Voting Method → Paper Ballot
  4. Click Apply

All selected participants are now marked for paper voting.

How Paper Ballot Voters Appear in the System​

Paper ballot voters are visually distinguished in the system:

ElementAppearance
Participant ListMarked with a Paper badge or icon
Voter CountListed separately from electronic voters
Check-In StatusCan be marked "Checked In" or "Not Checked In" at the event
Voting RecordsVotes are stored without linking to voter identity

Recording Paper Ballot Votes During the Event​

The Inspector of Elections records paper ballot votes as they are received:

Step 1: Open the Event at Meeting Time​

Navigate to Events and open the event. The event must be marked as Active for voting to proceed.

Step 2: Open the Active Poll​

Click the Polls or Voting section to see active ballots. Find the poll you need to record votes for (for example, "Board Director Election").

Step 3: Record a Paper Vote​

Click Record Paper Vote or Add Paper Ballot in the poll details.

Step 4: Select the Participant​

A dropdown or search field appears. Find and select the participant voting by paper ballot.

Step 5: Record Their Vote​

For each ballot item, select their vote choice:

  • For (yes)
  • Against (no)
  • Abstain

If the ballot has multiple items or questions, repeat for each one.

Step 6: Confirm and Save​

Click Save Vote. The vote is recorded in the system.

Repeat for All Paper Ballots​

As paper ballots arrive or are counted, repeat these steps for each paper ballot voter.

Ballot Secrecy and Privacy​

Propty maintains ballot secrecy by:

  • Not storing voter names with votes — votes are kept anonymous in the results
  • Only the Inspector can see which participant cast which ballot
  • Final results show counts only — no individual voter identities are published
  • Paper and electronic votes are separate — ensuring transparency in the count

This complies with California Civil Code §5120, which requires that election procedures protect the secrecy of the ballot.

Paper and Electronic Vote Tallies​

The final election results show both methods:

CategoryCount
Electronic VotesVotes cast during the live event via the voting platform
Paper BallotsVotes recorded from mail-in or in-person paper ballots
Total VotesSum of electronic and paper votes

Both methods are weighted equally in the final count (unless your bylaws specify otherwise).

Removing a Paper Ballot Designation​

If a participant's voting method changes (for example, they decide to vote electronically instead):

  1. Open the event → Participants tab
  2. Click the participant
  3. Change Voting Method from Paper Ballot to Electronic
  4. Click Save

Their previous voting method is updated.

Common Scenarios​

Scenario 1: Mail-In Voting Before the Meeting​

Some owners receive ballots in the mail, vote, and return them before the meeting date. You record these votes before the event starts using the Record Paper Vote workflow above.

Scenario 2: In-Person Paper Voting at the Meeting​

Some owners attend the meeting but prefer to vote on paper instead of using the online system. The Inspector records these votes live during the event.

Scenario 3: Mixed Voting (Paper and Electronic)​

If an owner votes both electronically and by paper ballot, the electronic vote takes precedence and the paper ballot is invalidated. Document this in the meeting notes.

After the Vote: Certifying Results​

Once all paper and electronic votes are recorded:

  1. The system automatically combines the tallies
  2. The Inspector of Elections reviews the final count
  3. The Inspector signs the meeting report to certify the results (see Meeting Reports and Digital Signatures)
  4. The certified report is published to participants
Record Retention

Keep copies of physical paper ballots for at least one year or as required by your state law or CC&Rs. Document the chain of custody (who received and opened each ballot) for audit purposes.

Next Steps​