Tip: You can navigate to specific sections in the video by selecting the Chapters icon.
Learning Objectives:
1. Explain how to revise proxy details.
2. Summarize how to upload paper proxies.
3. Recall how to view proxy reports and results.
Video Script
Welcome to the Proxy Voting: Updating a Proxy overview. In this video we will demonstrate how to revise proxy details, upload paper proxy forms, and view proxy results.
To get started, select Proxy Voting from the main menu. Here you will see a list past and upcoming proxies with the most recent proxy at the top of the list. When a proxy is draft or scheduled, you can revise the details by clicking the edit icon. To review or update the details of an active proxy, select View.
This will open the review page which is divided into six sections: Summary, Details, Administrative, Reporting, Virtual Meeting, and Results. The Virtual Meeting section is only available if you purchased the virtual meeting package.
Under the Summary section you will see a breakdown of how many notifications were sent and how many proxies have been completed. Hover over each graph to see a more detailed breakdown. You will also see a timeline listing each proxy notification and the proxy due date.
On the right side is a list of how many people responded to the proxy, how many are attending the live event, how many appointed a proxy online, and how many paper proxy forms you received.
To review proxy responses, click Download Responses. Then, select a timeframe from the drop-down menu and click Download. A PDF copy of the applicable proxies will then download to your device. This option is also available under the Reporting section.
The next section on the review page is Details. Here you will see a summary of the proxy details including the list of questions, the notification schedule, and attachments. To revise the event details, click the edit icon beside the applicable section and update the details as needed. You cannot revise the start date, number of units for quorum, or proxy questions in an active proxy.
If applicable, schedule additional proxy reminders by selecting Add Reminders. Then, enter the reminder date and review the email description. If applicable, review the text message and voice message. Once completed, click Save. Your reminder has now been scheduled.
To add of remove proxy attachments, click Update Attachments. Then, upload the new attachment, review, and if applicable, update the email text, and click Save & Send Notifications. The attachment has now been added and the proxy recipients will be notified.
The next section on the review page is Administrative. Under this section you can upload copies of paper proxy forms, view and add excluded unit who are in arrears, and download proxy letters.
To upload a paper proxy form, select the applicable unit from the drop-down menu. Then, upload the scanned proxy form. And select the user the proxy form is form. Once completed, confirm that you are in possession of the original form and select Start proxy on behalf of user.
In the new window, review and confirm that the user’s contact details are correct and click Continue. Then, agree to the Terms and Conditions and if applicable, sign the Terms and Conditions. Once completed, click Save. You will now see a summary of the proxy questions. Click Continue to input the responses. Answer each question using the information provide on the paper proxy form.
After responding to the questions, you will see a summary of the populated proxy form. Confirm all the details you entered are correct and click Submit. The proxy has now been submitted. You can return to the proxy module and will see the completed paper proxy form at the top of the page.
To add additional units to the exclusion list, select New. Then, enter the unit number and click Save. The unit will now be excluded from the event.
The last feature under the administrative section is Download Proxy Letters. To begin, download the custom proxy letter template. Update the template as needed and upload the revised version by selecting Choose File. Then, select Generate to download a package of populated proxy letters that you can print and distribute as needed.
The next section on the review page is Reporting. Here you can download a copy of the completed proxies, a list of the users who said “Yes attending” to the live event, and a meeting signup sheet. Your proxy form type will determine if you can download completed proxies.
Under the Virtual Meeting section, you can start the live meeting. This section is only available if you purchased the virtual meeting package. To start the virtual meeting, click Start Meeting. Then, launch the meeting in your Zoom application and copy and paste the Meeting ID in the box provided. Once completed, click Start. The virtual meeting is now live.
The last section on the review page is Results. Here you will see a breakdown of the proxy responses you received. If you are using our virtual meeting feature, the questions will be shared during the live event and the results will update in real time.
This concludes the Proxy Voting: Updating a Proxy overview. For more information on the Proxy Voting feature, please refer to our user guides.