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Proxies Tab

Access the Scheduled Meeting​

On the MeetingPal Home Page, locate the left-hand menu. Select Meetings.

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Start editing the meeting​

In the meetings page ,you will see all your meetings and the meetings that you are scheduled to attend.

Click on the 'Manage Meeting' button to begin editing the selected meeting.

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Open the Proxies Tab​

In the selected meeting’s dropdown menu, click Proxies.

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The Proxies page will open.

Understanding the Proxies Page​

The Proxies page allows you to view, create, and manage proxy appointments for the meeting.

A proxy appointment authorises one person to attend and vote on behalf of another eligible attendee.

From this page, you can:

  • View all proxy appointments.
  • Add new proxy assignments.
  • Edit existing proxy details.
  • Remove proxy appointments.
  • Confirm whether proxy forms have been received.
  • Review represented voting rights.

Add a New Proxy Appointment​

Click the Add Proxy button.

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Complete the proxy form.

Typical fields may include:

  • Appointing Owner or Member.
  • Unit Number.
  • Proxy Holder Name.
  • Proxy Holder Email Address.
  • Date Received.
  • Notes or Instructions.
  • Click Save Proxy.

The proxy holder will now be recorded against the selected owner or member.

Edit an Existing Proxy​

  • Locate the proxy appointment in the list.
  • Click the Edit icon.
  • Update the required details.
  • Click Save Changes.

Remove a Proxy Appointment​

  • Locate the proxy record.
  • Click Delete or Remove.
  • Confirm the action.

Once removed, the appointing owner or member will no longer be represented by that proxy.

Search and Filter Proxy Records​

Use the search bar and filters to quickly locate proxy appointments.

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You may be able to filter by:

  • Appointing owner or member.
  • Proxy holder.
  • Unit number.
  • Date received.
  • Voting eligibility.

Review Proxy Representation​

The Proxies tab may display:

  • Number of proxy appointments received.
  • Units represented by proxies.
  • Voting weight represented.
  • Percentage of total representation.

Use this information to assess quorum and voting participation.

Common Uses for the Proxies Tab​

The Proxies tab is useful for:

  • Recording proxy forms submitted before the meeting.
  • Assigning proxy holders to represent absent owners.
  • Reviewing represented voting rights.
  • Supporting quorum calculations.

Best Practices​

Verify proxy forms are valid before recording them.

Confirm proxy holder details are accurate.

Record proxies before the meeting begins.

Review proxy assignments before opening votes.

Important Notes​

Proxy appointments may affect attendance, quorum, and voting calculations.

Only authorized users should add or modify proxy records.

Proxy rules and limitations depend on your organization’s governance requirements.