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Board approval software

Board Votes Without the Reply-All Chaos

Proposals, vendor quotes, and resident requests deserve a clear decision — not a 40-message email thread. CommunityVault gives your board one place to review, vote, and record the outcome.

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Why email is a bad place to make decisions

Votes buried in threads

One member replies "yes", another replies to an older message, a third votes by text. Nobody is sure of the count.

Context gets lost

The quote, the photos, and the resident's original request live in different emails, so members vote without the full picture.

No clear outcome

The thread just stops. Was it approved? Who's telling the resident? Who's calling the vendor?

Hard to prove later

When a homeowner asks why something was approved, the board has to reconstruct the decision from old inboxes.

Deadlines slip

Without a due date, a vote that should take two days takes two weeks.

Turnover erases history

When officers leave, their inbox — and the record of what they voted for — leaves with them.

How CommunityVault helps

A clear process for every board decision

Create an approval

  • ✓Give each decision a title, description, category, and due date
  • ✓Link it to the resident request it relates to
  • ✓Send a resident request to a vote in one step
  • ✓Your board notification email is alerted when a request is sent to a vote

Vote with context

  • ✓Approve, Reject, or Abstain — with an optional comment
  • ✓See the running tally and how much of the board has voted
  • ✓See whether a majority has been reached
  • ✓Change your vote while voting is open

Record the decision

  • ✓Mark the approval Approved, Rejected, or Closed
  • ✓Add a final decision note explaining the outcome
  • ✓Approving or rejecting updates the linked resident request
  • ✓Reopen an approval for voting if circumstances change

Export and share

  • ✓Export a timestamped PDF record of any approval
  • ✓Each vote shows member, choice, date, and comment
  • ✓Print a board approval summary report
  • ✓Pending approvals are included in the Board Handoff Pack

CommunityVault is a records, communication, and governance platform. It does not process dues payments or handle accounting.

How it works

From proposal to recorded decision

  1. 01

    Propose

    Create an approval or send a resident request to a vote, with a due date.

  2. 02

    Discuss and vote

    Members read the details and vote Approve, Reject, or Abstain with comments.

  3. 03

    Decide

    Finalize the outcome and add a decision note.

  4. 04

    Document

    Export the PDF record and keep the decision with the rest of your board records.

FAQ

Board approval software FAQ

What can the board vote on?
Anything that needs a board decision. Approval categories include resident requests, vendor quotes, policy updates, meeting minutes, reimbursements, maintenance projects, events and facility use, and board resolutions.
How does voting work?
Each approval has a title, description, category, and due date. Board members vote Approve, Reject, or Abstain and can add a comment. The approval shows the running tally, how much of the board has voted, and whether a majority has been reached. A member can change their vote while voting is open.
How is the final decision recorded?
When voting is done, the board marks the approval Approved, Rejected, or Closed and adds a final decision note. If something changes, the approval can be reopened for voting.
Can we export a record of the vote?
Yes. Each approval exports as a PDF record showing the description, vote tally, each member's vote with date and comment, the final decision note, and the date the record was generated.
Does this replace our official meeting or legal requirements?
No. CommunityVault helps your board organize, record, and document decisions. Whether a decision made outside a meeting is valid depends on your governing documents and local law, so check with your association's counsel.

Related

Resident request trackingMeeting minutes softwareNonprofit board portalHOA board management software

Make your next board vote the easy part

Explore the interactive demo with sample data, or start your 14-day free trial — no credit card required.

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