Physical AGM workflow

1. GET INFORMATION Setup the meeting

Submit meeting details

Admin/Manager Upload details to VOTE Team by jmbmalaysia :
1. Building Details
2. Homeowner Database
( a ) Eligible
( b ) Proxy
( c ) Observers
3. Meeting Agenda, Documents, Voting Questionnaire

2. SETUP VOTE MEETING SOFTWARE Setup the meeting

Get the system running

VOTE Team will setup the system based on your details. It will normally takes 3 - 5 working days. Then, we will carried out one practice session with the managers & committee ( 30 minutes / session )

3. NOTIFY THE OWNERS Pre-meeting preparation

Email & Sms Blasting

VOTE System will blast Email & SMS to all respective owners on the meeting room details

4. VOTER LOGIN Pre-meeting preparation

Voter Enter To Meeting Hall

A hard copy of all owner login details ( login url , username & passwords ) will be printed out prior to the meeting. When owner enter to the hall and register themself, we will provide each owner with their respective login details in a small paper . Owner can login to the apps before the meeting start.

5. CASTING VOTES During the meeting

Casting Votes

When its time to vote, vote team will show the floor how to cast a vote via screen sharing which will be projected in the projector for the floor to see.

VOTE team will be joining the meeting via zoom screen share on host PC.

5.1 ADD ADDITIONAL VOTING ITEM During the meeting

Add Hoc Polls

If there is any item that is missing from the agenda which require a new poll, admin/manager can request a creation of new poll to VOTE team via zoom. (It will take approximately 1 minutes to get that done )

VOTE team will be joining the meeting via zoom screen share on host PC.

6. SHOWING RESULT During the meeting

Live Graphs Results

Result will be shown to the public via live result page by Vote team

VOTE team will be joining the meeting via zoom screen share on host PC.

7. LOGS & REPORTS After the meeting

Fraud Prevention

When meeting ended, VOTE team will export a CSV files with all the voting logs & email to participant for records.

The logs will include data like at what time, who cast a vote to which poll .

PHYSICAL MEETING PROCESS FLOW

TRANSPARENT . NO ACCESS POLICY