Proxy management

Proxies let an eligible voter appoint someone else to vote on their behalf. Proxy rules and collection both live on the election Proxies tab (under Governance in the sidebar).

Enable proxy rules

  1. Open the election and go to Proxies
  2. Expand Proxy settings and toggle Proxies allowed
  3. Configure:
    • Directed proxies — holder must vote per the grantor's instructions
    • General proxies — holder votes at their discretion
    • Require validation — new proxies start as pending until an admin approves them
    • Max proxies per holder — limit how many proxies one person can hold (0 = unlimited)
    • Expiration policy — typically end of election
  4. Click Save settings on the Proxies tab

Jurisdiction templates set sensible defaults — for example, Florida templates allow directed proxies only; California HOA disables proxies entirely.

Collecting proxies

On the Proxies tab you can:

  • Copy a public proxy intake link for owners to submit appointments electronically
  • Review the proxy register — grantor, holder, scope, status, and submission date
  • Approve, reject, or revoke individual proxies when validation is required
  • Export the proxy list for meeting records

Proxy statuses

  • Pending — submitted, awaiting admin review (when validation is on)
  • Approved — active for quorum and voting purposes
  • Rejected — declined by an administrator
  • Revoked — cancelled by the grantor or an administrator

Proxies and quorum

Approved proxies typically count toward quorum alongside ballots cast. Check your jurisdiction template and governing documents — Ontario condo, for example, commonly includes proxies in quorum calculations.

Public proxy form resources

ElectoSense also publishes free proxy form templates for boards that need paper backups:

Best practices

  • Enable proxy validation for any election where proxy fraud is a concern
  • Set a max-proxies-per-holder limit if your bylaws cap proxy concentration
  • Close proxy intake before you open voting, or clearly communicate cutoff times
  • Retain the exported proxy register with your meeting minutes