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Use Motions And Votes

Capture, publish, and audit board voting records

In This Article

Before You Begin
Prerequisites
Record A Motion And Vote
Publish A Vote To The Public Site
Link A Vote To Minutes
Run Motion And Vote Reports
Vote Deprecation Details
Troubleshooting

 

Before You Begin

The Motions and Votes feature provides a dedicated space to formally record, publish, and report on board voting activity. Instead of capturing votes directly inside minutes, you now manage all motions and voting records from a centralized meeting tab.

This update improves transparency, reporting, and audit readiness. It introduces structured vote tracking, public publishing controls, and downloadable reports — including detailed vote history by member.

With this release, the legacy vote function inside minutes is deprecated. Existing historical votes remain visible in read-only format, but all new votes must be recorded using the Motions and Votes tab.

 

Prerequisites

To use Motions and Votes:

  • Voting members must be configured in your meeting or organization settings

Record A Motion And Vote

  1. Open the meeting.
  2. Select the Motions and Votes tab.
  3. Click New Vote.
  4. In the slide-out panel, complete the required fields:
    • Select an Agenda Item.
    • Enter the Motion text.
  5. Record the vote counts.
    • You may mark the vote as Unanimous Yes if applicable.
    • A unanimous “no” option is not available.
  6. Review the calculated outcome.
    • The system automatically marks the motion as Carried or Failed based on majority.
    • You may manually adjust the outcome if needed.
  7. Choose one of the following:
    • Record
    • Record and Publish
  8. Click Save.

Additional Motion Status Options

Before recording a vote, you may mark a motion as:

  • Tabled
  • Withdrawn

These options are no longer available after a vote has been recorded.

 

Publish A Vote To The Public Site

If the meeting is designated as a public site meeting, you can publish voting results.

  1. Follow the steps to create a new vote.
  2. Select Record and Publish.
  3. Save the vote.

Once published:

  • The vote appears immediately on the public meeting page.
  • The vote also appears in the full agenda view.
  • Individual vote counts display for each voting member.

If you select Record only, the vote remains internal and does not display on the public site.

 

Link A Vote To Minutes

You cannot initiate a vote directly from the minutes editor. Instead, you must link an existing vote record.

  1. Record and save the vote in the Motions and Votes tab.
  2. Navigate to the meeting minutes.
  3. Locate the relevant decision section.
  4. Link the existing vote record.

Important:

  • This is a one-time import.
  • The vote does not dynamically sync with the original record.
  • Future edits to the vote will not update the minutes.

 

 

Run Motion And Vote Reports

Motions and Votes includes built-in reporting tools to support governance and audits.

  1. Select Reports on the left hand side of the screen.
  2. Choose a date range.
  3. Generate the report.
  4. Download the CSV file if needed.

Available Reports

Motion Report

  • Displays motions within a selected timeframe
  • Includes meeting, motion text, outcome, and totals

Vote Record Report

  • Displays individual voting history by member
  • Includes how each member voted, associated motions, and meeting details
  • Designed to support audit requirements

 

Vote Deprecation Details

The previous vote functionality inside minutes has been deprecated.

  • All historical votes remain accessible in read-only format.
  • Users cannot edit or create new votes within minutes.
  • The Motions and Votes tab is now the single source of truth for vote records.

This change improves reporting accuracy and ensures consistent record-keeping across meetings.

 

Troubleshooting

Why can’t I see the Record and Publish option?
The meeting must be configured as a public site meeting to enable publishing.

Why are some members excluded from the vote?
Only designated voting members are included. Review your meeting or organization settings.

Why didn’t my vote update in the minutes after editing it?
Linked votes are not dynamic. You must manually update the minutes if changes occur after linking.

Can members submit votes electronically?
No. Motions and Votes is designed for administrative record-keeping. It does not function as a live polling tool.

 

Questions? Contact your CSM or write to the Support team at support@boardable.com