Aller au contenu principal

Pre-Meeting Check-In (Preboard)

Preboard is a pre-meeting check-in flow that allows residents to confirm their attendance, designate a representative (proxy), and review meeting details before the event begins. This streamlines the check-in process and pre-confirms attendance for quorum purposes.

What you'll need
  • Access to the Events section (managers)
  • A preboard link sent in the meeting invitation email (residents)
  • Completion time: 2-3 minutes per resident

What is Preboard?​

Preboard is a dedicated online portal accessible via a unique token-based link: /preboard/[token]. Each resident receives their own personalized preboard link in the meeting invitation email. On this page, they can:

  • Confirm they will attend the meeting
  • Provide any dietary or accessibility needs
  • Designate a representative to vote on their behalf
  • Review the meeting agenda and key details
  • Download supporting documents

For Residents: Completing Preboard​

Check your email for the meeting invitation from your HOA. Click the Pre-Meeting Check-In or Confirm Attendance link. This takes you directly to your personalized preboard page.

Step 2: Confirm Your Attendance​

On the preboard page, you'll see:

  • Meeting date and time
  • Meeting location or video conference link
  • Agenda items

Click I Will Attend or I Cannot Attend to confirm your status. If you cannot attend, you can still designate a proxy to vote on your behalf.

Step 3: Designate a Representative (Optional)​

If you want someone else to vote on your behalf:

  1. Click Designate a Representative
  2. Enter their full name
  3. Enter their email address
  4. Click Confirm

This creates a legally recorded proxy appointment. The representative will be notified and can vote during the meeting on your behalf.

Step 4: Add Special Requests​

If needed, you can note:

  • Dietary requirements
  • Accessibility accommodations
  • Any questions for the board

Click Submit to complete preboard.

Step 5: Confirmation​

You'll see a confirmation message. Your attendance status and any proxy information are now recorded in the system.

For Managers: Preboard Administration​

Viewing Preboard Status​

Monitor resident participation and completion:

  1. Navigate to Events in the sidebar
  2. Open the event
  3. Click the Participants tab
  4. Look at the Preboard Status column
StatusMeaning
Not StartedInvitation sent; resident has not opened the link
In ProgressResident opened the page but did not complete it
CompletedResident fully completed preboard

If a resident did not receive the invitation or needs a reminder:

  1. Open the event → Participants tab
  2. Find the resident in the list
  3. Click the Resend Preboard Link button
  4. Confirm the email address
  5. The link is sent immediately

Manually Recording Preboard Data​

If a resident completes preboard offline (on paper or by phone), you can record it:

  1. Open the event → Participants tab
  2. Find the resident
  3. Click Mark Preboard Complete
  4. Enter any proxy information or notes
  5. Click Save

This marks them as having completed preboard even if they didn't use the online portal.

How Preboard Affects Quorum and Voting​

Once a resident completes preboard:

  • Their attendance is pre-confirmed for quorum purposes
  • They do not need to check in again at the live event (though they may)
  • Any proxy they designated is recorded and honored during voting
  • Their information is locked and cannot be changed without manager approval

This pre-confirmation speeds up the meeting start and ensures accuracy.

Best Practices for Preboard​

  • Send invitations 2-3 days before the meeting so residents have time to complete preboard
  • Follow up with a reminder email the day before if completion is low
  • Set a deadline (typically 24 hours before the event) after which preboard closes
  • Review completion before the meeting so you know expected attendance and proxy holders
  • Have a backup plan for residents who don't complete preboard — they can still check in at the meeting
Quorum Calculation

Preboard completion counts toward quorum. If your bylaws require 50% attendance quorum, preboard completions are included in the calculation. This helps you verify if quorum will be met before the meeting even starts.

After the Meeting​

Once the event starts, preboard closes. Any residents who did not complete preboard can still check in at the live event, but they won't have a pre-recorded proxy or dietary accommodations.

Common Questions​

Q: Can a resident change their preboard after completing it? A: Preboard is locked once submitted. Managers can edit preboard data if needed before the meeting starts.

Q: What if a resident completes preboard but then can't attend? A: Their proxy (if designated) will still be honored. Update their status manually if they notify you directly.

Q: Is preboard required to vote? A: No. Preboard is optional. Residents can still attend and vote at the live meeting even if they skip preboard.

Next Steps​