What is PileraVOTES?

PileraVOTES, our new cutting-edge Election and Voting software, is designed to save you time, increase security, help your community achieve quorum, and boost engagement.  With secure eVoting for HOAs, your members can vote conveniently from their smartphones, making it easier to achieve quorum and have a successful voting outcome. 

This help article will guide you through setting up PileraVOTES for your community.  Let’s get started!  

How PileraVOTES works:

1. Voting Platform Setup

First, we will work on building the voting ballot based on your requirements from the Ballot Builder. 

If you are a current client, we will begin by designing your ballot.  Navigate to the “current client setup instruction” below. 

If you are brand new to Pilera, we’ll begin by setting up your community and residents in Pilera. Navigate to the “Non-Pilera Client Setup Instructions” below.

2. Voting begins
   On the voting start date, residents will log into the portal, navigate to the Ballots page under the Community tab (Resources tab on the manager side), and cast a vote. If residents log in before the start date, they cannot access the ballot.  Here’s an example of what the Ballots page looks like. Any current ballots you have requested will show up here:
   
   Take a look at a sample ballot: 

3. Instant results
   Results will be available to administrators in real-time in a visual chart and table format, and can be downloaded into an Excel file.
   

4. Maintain voting history
   After voting concludes, our onboarding team will send you an Excel spreadsheet of the complete results and a zip file of individual resident responses for your auditing and record-keeping purposes.  Additionally, you will have access to PileraVOTES, PileraCONNECT, and PileraENGAGE for the duration of your PileraVOTES purchase.   

Setup Instructions:

Setting up your community with PileraVOTES is simple, and our onboarding team will guide you through every step of the process.  The setup instructions will vary depending on whether your community is a current client of Pilera’s or if you are brand new to Pilera.

Non-Pilera Clients

1) Fill out the Ballot Builder form

To get started, fill out the ballot builder form so we can learn more about your community and voting requirements.  There will be 4 sections to fill out in this form:

• About You - Provide your contact information so we can stay in touch as we build your voting platform. 

• New Client Setup - Customize your experience with Pilera by letting us know who you want to set up as a company admin and if you want to integrate with your accounting system. Alternatively, if you do not want to connect your accounting system, we can import your community data through a spreadsheet, which you will receive in the confirmation email. Setting up your new community includes a one-time fee of $100. Once you fill out the new client setup section, you won’t have to fill it out again during your next vote.     

• Voting Requirements - We will ask you the voting start and end dates and your question(s).  Learn more about the Ballot Builder below.  

• Agreement & Payment - Here, you will agree to the terms of service, submit your payment, and provide your billing address.  

Once you have filled out the Ballot Builder, we will start setting up your community in Pilera.  

2) Verify your community in our testing environment

The Pilera Onboarding team will give you access to your community in our testing environment to confirm that your community data is populating correctly. 
We will reach out to you if issues need to be fixed before your community goes live.  Once you have confirmed your data looks correct in our system, we will have you fill out a Validation form.  

3) Complete your new community setup

Once your community’s data has been verified in our testing environment, we will move it to our live production environment.  Your community/company admins will also receive an
email confirmation containing the link to create your login.          

4)  Ballot Form Completion

The ballot will be added to the resident portal under the Community tab.   

5) Schedule a Training

Our onboarding team will provide a training session where we will discuss the resident registration process.  Based on your requirements, we will kick off the first welcome email batch
for residents, and they can set up their login credentials for voting.   

Current Pilera Clients

• About You - Provide your contact information so we can stay in touch as we build your voting platform.   

• Voting Requirements - We will ask you the voting start and end dates and your question(s).  Learn more about the Ballot Builder below.  

• Agreement & Payment - Here, you will agree to the terms of service, submit your payment, and provide your billing address.  

2) Ballot Form Completion

Our team will work on creating the perfect ballot for you based on your election/voting requirements.  Once it’s complete, the ballot will appear in the resident portal under the Community tab,
and the resources tab for managers.

4) Schedule a Training

Our onboarding team will contact you to schedule a training session on how PileraVotes works.   

About the Ballot Builder Form 

The Ballot Builder form walks you through the process of submitting your community’s voting requirements, such as election start and end dates and questions. 

• Community size

• Setup options

• Normal Setup (4 weeks at no additional cost)

• Expedited Setup: 2 weeks (Additional $100)

• Urgent Setup: 1 week (Additional $200)

• Voting Start and End Dates - This is when your election starts and ends.  You can select a start date and time, as well as an end date and time.

• Ballot question - Fill out the question you want to ask in your election/vote along with the answers.  You can also attach a document with your ballot question and answers.  Each additional question beyond the first is $50/question.  

• Which occupant types can vote - Specify who can vote, such as owners, tenants, and other occupants. 

Conclusion

PileraVOTES is a great way to run a secure and accessible election or voting event for your community.  Through PileraVotes, achieving quorum becomes seamless, and you can save valuable time.