California HOA
Electronic Voting

Before an HOA can use electronic voting, its election rules must authorize it. That requires general notice at least 28 days before the rule change takes effect, plus annual statement language explaining how homeowners can opt in or out of electronic voting.

In practice, this is the step that determines whether the rest of the election can run cleanly. If the rules are not updated early enough, the association cannot send electronic consent notices on time or rely on an accurate electronic voter list later in the cycle.

The electronic consent notice is what turns electronic voting from an idea into a usable voter record. At least 120 days before the election, and 126 days on Condo Elects' recommended schedule, the association sends each homeowner a notice showing their current voting method and the email that will be used if they vote electronically.

Homeowners then have 30 days to opt in or opt out. Once that period closes, the association needs a reliable voter list, verified ballot emails, and a clear record of which units must still receive paper ballots.

For annual elections, recalls with replacement candidates, and other votes that require nominations, nomination forms should go out at least 94 days before the election. Electronic voters can receive them by email, while paper voters continue through the mail stream.

Candidates then have 30 days to respond. A good system confirms receipt, records who filed, stores candidate statements, and keeps the candidate registration list current without forcing the manager or inspector to reconcile separate submissions by hand.

The pre-ballot notification should be sent at least 60 days before the election, or 62 days on Condo Elects' schedule. This notice gives homeowners the candidate list when applicable, election timing, meeting details, and instructions for participating by mail or electronically.

For electronic voters, this is also where the user experience matters. A connection test should be simple, direct, and tied to the correct election page so homeowners can verify access before ballots are live.

The electronic ballot must be delivered no later than 30 days before the election, or 32 days on Condo Elects' schedule. A compliant HOA electronic voting system needs to authenticate the voter, protect ballot secrecy, encrypt the ballot in transit, and preserve the separation between identity and vote once submission is complete.

The ballot experience should still feel simple. Homeowners should be able to review candidate statements or proposal documents, understand quorum and approval thresholds, submit their vote, and receive confirmation without navigating a confusing portal. Once submitted, the ballot is irrevocable.

When quorum is reached and the meeting opens, electronic ballots can be decrypted for counting, paper ballots can be opened and tallied, and write-in votes can be standardized by the inspector where needed. The key is that electronic and paper voting should reconcile into one certifiable result.

The association should receive a certificate, an anonymized tally sheet, and the underlying election records required for later review. A strong system does not just announce the outcome. It preserves the source data the inspector relied on to certify it.