How do general assemblies and votes work in Heroes PMS?
The general assemblies module lets a condominium manager or owners’ association prepare the agenda, send the invitation to every owner and collect votes from the owner portal or the Heroes Owner app. Each vote is weighted by unit share, majorities are calculated instantly and the minutes are stored with the residence documents.
A typical assembly, step by step
- Check the unit shares. Votes count by share, so everything starts from the shares recorded on each unit in Buildings, units and residents. Reviewing them once before the assembly season avoids disputes on the day.
- Prepare the agenda. List the resolutions owners must decide: the annual budget, major works, a contract renewal, the election of board members. Write each resolution so it can be answered with a clear yes or no.
- Invite the owners. The agenda and invitation are sent to every owner. Put the supporting papers, such as quotes, accounts or draft house rules, in the document library so owners can read them before they vote.
- Collect the votes. Owners vote from the owner portal or the Heroes Owner app, on a phone or a computer, wherever they are. Each vote is weighted by the share of their unit.
- Read the results. Majorities are calculated for you, resolution by resolution. Nobody spends the evening adding up shares in a spreadsheet, and the result is the same for everyone who checks it.
- Publish the minutes. The minutes are stored with the documents and shared with owners, so every decision remains easy to find months or years later.
Who is it for?
The module is built for property managers, syndics and building management companies that run one or several residences, and for the boards of self-managed owners’ associations. It helps most in situations like these:
- Many owners live abroad or travel often, which is common in Southeast Asian condominiums, and few can attend in person.
- Units have very different sizes, so a simple show of hands does not reflect each owner’s weight.
- A manager runs several assemblies a year across different buildings.
- The board wants a clear, shared record of every decision taken.
Votes are included in the Condo Pro and Condo Enterprise plans.
Paper assemblies vs Heroes PMS
| Task | Paper, email and spreadsheets | With Heroes PMS |
|---|---|---|
| Invitations | Printed, posted or emailed one by one | Agenda and invitation sent to every owner |
| Voting | Show of hands or paper ballots in the room | Owners vote from the portal or the Heroes Owner app |
| Weighting | Shares added up by hand | Each vote counts by unit share |
| Results | Tallied after the meeting, with room for error | Majorities calculated instantly |
| Minutes | A file on someone’s laptop | Stored with the documents and shared with owners |
Practical tips for a smooth assembly
- Check your local rules first. Notice periods, quorum and majority thresholds depend on the law of your country and on the bylaws of your residence. Build your agenda and timetable around them.
- Keep one question per resolution. Combining a budget and a works contract in one vote frustrates owners who agree with only half of it.
- Share the papers early. Upload quotes and accounts to the document library and post an announcement to all residents, so the vote is informed and nobody feels rushed.
- Restrict sensitive files. A document can be shared with all owners, a single building or the board only. Keep draft contracts for the board until they are ready.
- Help owners log in before the day. A short reminder on how to open the owner portal or the app saves many phone calls during the vote.
- Turn decisions into action. Approved works can become work orders in Maintenance, and a new budget can be issued as charges in Charges and arrears.
