FAQ & Troubleshooting

I didn't receive the email invitation.

First, check your Spam or Junk folder. The email subject contains "Invitation to Vote" and comes from your organization.

If you still can't find it, contact your administrator to verify they have the correct email address and ask them to resend the invite from the Voter's tab.

Can I vote on my phone or tablet?

Yes! The platform is fully responsive and works on all modern smartphones, tablets, and computers.

No app download is required - everything runs securely in your web browser (Chrome, Safari, Firefox, Edge).

What if I lose connection while voting?

If your internet connection drops, simply refresh the page or reopen your "Magic Link". The system will restore your session automatically.

Your vote is only recorded when you see the "Vote Confirmed" screen with your receipt code. If you didn't see this confirmation, your vote was not submitted.

How do I know my vote is secure and counted correctly?

Every vote generates a unique receipt code. Save this code after voting.

Your ballot is protected with AES-256 encryption and stored separately from your identity. It is impossible to link your name to your vote choice.

Administrators can publish a list of all receipt codes (without revealing votes) so you can verify your code appears in the final tally.

What is the difference between a Live Meeting and a Scheduled Election?

Live Meetings are designed for real-time events like AGMs. The administrator opens and closes questions one by one, and voters see the active question change on their screen.

Scheduled Elections are self-paced. All questions appear on a single page, and the ballot stays open for an extended period (for example, a one-week voting window).

How long do you keep my personal data?

VoteAlly has an automated data retention policy. By default, 90 days after a voting session closes, all personal information like names and emails is permanently deleted. This window is configurable per organization.

The anonymous ballot receipts remain intact permanently to preserve the integrity of the audit trail, without exposing who voted.

Can I use this for my HOA, Condo, or Strata AGM?

Yes. VoteAlly is purpose-built for strict governance meetings.

We fully support weighted voting (via CSV import of shares or lot sizes) and strictly enforce the specific "For / Against / Abstain" pass rules required by most state and provincial statutes.

When can I vote? Is there a deadline?

Voting is controlled by your organization's administrator. Questions are opened and closed during your meeting.

When a question is open, you'll see the ballot on your screen. When it's closed, you'll see "Voting Locked" or results (if published).

For live meetings, stay logged in and watch for questions to open. For self-paced voting, your administrator will communicate the deadline.

Can I change my vote after submitting?

No. Once you submit your vote and see the confirmation screen, your vote is final and cannot be changed.

This is by design to ensure ballot integrity and prevent vote manipulation. Please review your selection carefully before clicking Submit.

Does VoteAlly use AI?

Yes. VoteAlly offers optional AI-assisted features for administrators: a session setup assistant that configures your election from a plain-language description, and a readiness advisor that reviews your session before launch.

AI features never receive voter personal information. Only structural session configuration (session name, question titles, voting rules, candidate names) is processed. All AI providers operate under Zero Data Retention (ZDR) agreements, so your data is not stored or used for model training.

Is my data used to train AI models?

No. All AI processing happens through the Vercel AI Gateway with Zero Data Retention enforced. Inputs and outputs are not stored, logged, or used for training by any model provider.

Voter personal information (emails, phone numbers, member IDs) is never sent to AI providers. Only structural session configuration fields are transmitted. Vercel is VoteAlly's sole AI subprocessor; individual model providers are Vercel's subprocessors, not ours.

Can someone else vote for me if I cannot attend the meeting?

Yes, if your organization allows proxy appointments. You appoint another member to cast your vote on your behalf.

The proxy code comes from the member who will vote for you. They generate it in their own voter portal and share it with you, and you enter it in your portal to appoint them.

How do I appoint a proxy?

Ask the person who will vote on your behalf for their proxy code, which they generate from their own portal. Sign in to your portal with your emailed link or your access code, then enter their code.

You must do this before voting opens, and no later than any deadline your organization has set. Appointments close once voting opens even if that deadline hasn't arrived yet.

Can I change my mind after appointing a proxy?

Yes, up until voting opens. You can revoke your own appointment from your portal at any time before that.

After voting opens, only an administrator can void an appointment, and they record a reason for doing so.

Why did I stop receiving voting emails after appointing a proxy?

Because the person you appointed is voting in your place, you no longer receive the voting invitation or reminder emails.

You will still receive the formal meeting notice, since that's owed to every member. When the person you appointed casts their ballot, it carries your weight and you are recorded as represented on that question.

What is the meeting code and where do I get it?

The meeting code is used to check yourself in at meetings that record attendance before voting. It is announced by the chair during the meeting, not emailed or published anywhere in advance.

If you don't hear it, ask the registration desk to check you in by name instead.

I hold several votes. Can I split them between options?

If your organization allows it and you hold more than one vote, for example several units or several proxies, your ballot may let you divide your votes across more than one option instead of casting them all the same way.

When this applies to you, your ballot shows a "Split my votes" switch below the options. Turn it on and a separate field appears for each option.