What are Virtual & Hybrid Meetings?
Condominiums and Homeowner Associations (HOAs) hold annual meetings where residents vote on important community matters. These meetings can be held in-person, virtually, or through a hybrid meeting format. The Virtual Meeting feature leverages video conferencing to create a secure and professional meeting environment. Participants receive a direct link via Condo Control, making it easy to participate without any additional software. The Hybrid Meeting feature offers a similar setup to Virtual Meetings with additional considerations for on-site attendees. Some core elements of our Virtual and Hybrid Meeting feature include:
- Moderation services to support the technical aspects of your meeting including: setting up the meeting, quorum count, and managing live voting, motions, and speaking requests.
- An electronic voting system that allow participants to submit their votes in advance or appoint a proxy to vote on their behalf.
- Real-time polling that combines advance voting results with real time votes to provide an immediate and accurate result.
- Optional meeting recordings for future reference or record keeping.
Why Choose Virtual or Hybrid Meetings?
Virtual and Hybrid Meetings allow communities to connect with residents in a way that is convenient and accessible for them. There are several benefits to utilizing our Virtual or Hybrid Meeting feature:
- Cost Savings: Virtual formats eliminate the need for physical space and reduce travel time making them more efficient and cost effective.
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Improved Participation: Virtual and Hybrid meetings lead to better attendance from residents and as such more participation and diverse input.
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Increased Flexibility: Virtual and Hybrid formats allow residents to join meetings from anywhere, using a variety of devices, making it easier for them to participate and for you to reach quorum.
- Enhanced Record Keeping: Virtual platforms offer features like recording, chat logs, and screen sharing, making it easier to document discussions, decisions, and action items.
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Environmental Impact: Virtual and Hybrid meetings reduce paper ballot usage supporting sustainability efforts in community management.
Subscription Requirements
Virtual & Hybrid Meetings available as a pay-per-use add-on
Virtual & Hybrid Meetings available as a pay-per-use add-on
Feature Requirements
There are two group permissions related to Virtual and Hybrid Meetings (listed under the Proxy Voting section). Staff-level user groups, like Property Managers, must have both the “Can Access Proxy Feature” and “Can Administer Proxy” permission enabled to create and manage virtual meetings. Resident-level user groups, like Owners or Tenants, only require the “Can Access Proxy Feature” permission to access the online ballot and join the virtual meeting within the Condo Control platform.
Virtual Meeting Dashboard
Virtual and Hybrid meetings are accessed from within the Condo Control platform.
Recommended Resources
For instructions on how to configure and utilize the Virtual or Hybrid Meeting feature, refer to the guides below.
Have ideas or suggestions on how to improve this feature? Share your thoughts on the Condo Control Feedback Forum and vote on other ideas that are important to you and your community.