Meetings and community events

OpenResi distinguishes two types of gatherings that may be held in a building:

Type	Display name	Purpose	Created via
Formal meeting	"HOA meeting"	Voting on a resolution, quorum, legally binding result	Voting with votingType: in-meeting
Community event	"Community event"	Cleanup days, meetings without voting, neighborly gatherings	Community → Events

This document covers both.

Formal HOA meeting (with voting)

If your gathering includes voting on a resolution, create it as an "in-meeting" vote — not as a community event. Otherwise you will not have the materials for the minutes nor space for paper votes.

Step 1 — creating the vote

1. Voting → New vote
2. Fill in:
   • Title — full wording of the resolution
   • Type: "in-meeting"
   • Initiator: board or a quarter of owners
   • Start / end — the time of the meeting
   • Quorum type — see Results
3. Save as "Scheduled" (draft). Owners do not yet see the vote.

Step 2 — inviting owners

Before the meeting send an announcement:

1. Bulletin board → New post
2. Category "Event"
3. Attach the location and time
4. OpenResi sends email notifications to all owners

Step 3 — activating the vote on the day of the meeting

Just before the start, in the vote detail click "Activate" — the status changes to "Active".

Step 4 — during the meeting

• Owners cannot vote from the app (a notice is shown: "An in-meeting vote can only be held in person")
• The vote counter or chairman records paper votes — see Paper voting
• Every recorded vote requires a photo of the ballot

Step 5 — closing and minutes

After voting ends:

1. Click "Close vote" — the result is locked
2. In the detail a "Download minutes (PDF)" button appears
3. The minutes contain all votes, shares, the result, and citations of the law

Community event (without voting)

For gatherings that do not need a formal voting record:

• Cleanup days (cleaning, planting)
• Neighborly gatherings (cooking, parties)
• Information meetings (introducing a new supplier)
• Group inspections (elevator inspection)

Creating an event

1. Community → Events
2. Click "New event"
3. Fill in:

Field	Required	Description
Title	Yes	Brief title (e.g. "Cellar cleanup")
Description	Yes	Details — agenda, what to bring, contact
Date and time	Yes	Start of the event
Location	Yes	E.g. "In front of entrance A", "Basement"
Photo	No	Max 5 MB (JPEG/PNG/WebP) — shown with the event
Entrance	No	If it concerns only one entrance (otherwise for the whole community)

4. Save

What happens after saving

• The event appears in "Community → Events" for all owners within scope
• The next 3 upcoming events are shown on the owners' dashboard
• OpenResi sends an email notification to all owners (they can turn it off in Settings)
• Owners can immediately respond with RSVP (Attending / Maybe / Not attending)

Tracking attendance

For each event you see the RSVP count by status:

"14 attending, 3 maybe, 2 not attending"

This is the sum from all owners in the building, regardless of whether you see their identity.

If headcount matters

For a cleanup day where physical capacity matters, reach out to those who said "maybe" in the comments under the event or by email.

Editing and deleting

In the event detail you can:

• Edit (change date, description, location) — if it is your post
• Add a comment — visible to everyone
• Delete — author or admin only; this also removes all RSVPs and comments

Deleting an HOA meeting with a vote

Do not delete a meeting that included a vote. After a vote is closed, the audit log must be preserved. If you must postpone, leave the record and create a new one.

After the meeting ends

For formal meetings:

1. Close the vote in the Voting section
2. Download the minutes and archive them (PDF + paper)
3. Optionally: add a comment under the event with a link to the minutes
4. The minutes are available to owners in the detail of the closed vote

For community events:

1. After the date, the event automatically moves to the "Past" tab
2. RSVP buttons disappear; comments remain visible
3. You can add follow-up notes via a comment (e.g. "Thanks to everyone who came — the basement looks great!")