Activities > Manage Association Meetings


Use this page to create and manage association meetings with the following functionality:


  • Owners can designate a proxy - Owners can select a designated proxy or any individual from the CommunityLink Mobile App.

  • Electronic meeting sign in - Managers can perform a meeting check-in from a laptop or iPad.

  • Contactless meeting sign in - Owners can check themselves into the meeting by scanning a QR code placed around the meeting location.


Create a New Association Meeting


Step 1. Navigate to Activities > Manage Association Meetings.

 

Step 2. Select Add Item from the Page Action drop down menu. 

  


Step 3.  Complete the Association Meeting window. 

 

  • Association - The corresponding association in which the meeting is for

  • Title - Enter the meeting title. 

  • Date - Enter the start date and time for the meeting. 

  • Quorum - Enter the quorum required for the meeting.

  • Location - The area in which the meeting will occur. 

  • Note - Additional notes for the board members. 

  • Designated Proxy - Select a designated proxy (ie. the default proxy) if applicable.  

  • Quorum Only Message - Enter a message to be displayed when the user selects the Quorum Only option.

  • Enable Signature Pad - Check to enable members to sign in via a Topaz signature pad attached to a laptop or computer.

  • Enable Mouse/ iPad signing - Check to enable member sign in via iPad or a mouse.  When checking in with an iPad, owners can sign in with their finger.  When using a laptop/computer, owners can sign with a mouse.

  • Allow Portal Proxy Checkin - Check to allow owners to specify their proxy from the CommunityLink mobile app.

  • Enable Mobile Checkin - Check to allow owners to self-check in by scanning a QR code from their mobile app.  Once the QR code is scanned and validated, the app captures the owner's signature before checking them in.

  • Checkin Start Date - Enter the date and time when owners can be checked into the meeting 

  • Checkin End Date - Enter the date and time when owners can no longer be checked into the meeting

  • Closed - Check to close the meeting once it is complete


 

Step 4. Click the Save button to finalize, or the Save Add button to add more records. 


Manage Meetings - Check In QR Code


Step 1. Navigate to Activities > Manage Association Meetings.

 

Step 2. Use the Search filters to locate the correct meeting. 

  

Step 3. Check the box for the correct meeting.


 


Step 4. Select Generate Entry File from the Page Action drop down menu. This will generate a QR code PDF file for the selected meeting. 

 


Step 5. Click the PDF hyperlink to open the QR code. 



The QR code can be posted at the meeting to allow attendees to self check-in to the meeting.

 


Manage Meetings - Manage Manual Check In 


Meeting Check In can be handled in two different ways. The Organizer can check in attendees manually using the Meeting Check In dashboard on a tablet or laptop, or attendees can check themselves in with a mobile device using a QR code (details below).


Step 1. Navigate to Activities > Manage Association Meetings.

 

Step 2. Use the Search filters to locate the correct meeting. 


Step 3. Click the Manage Check In hyperlink. 


 


Step 4. Use the Search filters to locate the attendees name. 


 


Step 5. Attendees can sign in using a mouse or a touchpad. After they have signed, click the Check-In button at the bottom. 


Manage Meetings - Self Check In 


The Self Scan option allows meeting attendees to scan a posted QR code using the Community Link Mobile App to check themselves into a meeting. 


Step 1. From the main page of the Community Link mobile application, select the menu bar in the upper left corner. 

 


Step 2. Select Association Meetings from the drop down menu.


  


Step 3. Scroll to the correct meeting and click to open it.


 

 

Step 4. Click the Scan to Check In button. 


  


Step 5. Point the camera at the QR code. When the code is identified, it will scan and record the check in. 


 


Manage Meetings - Proxies


Add a Proxy


Step 1. Navigate to Activities > Manage Association Meetings.

 

Step 2. Use the Search filters to locate the correct meeting. 


Step 3. Click the Manage Check In hyperlink. 



Step 4. Use the Search filters to locate the attendees name. 


 

Step 5. Select the Proxy Type from the Proxy Settings window. 


  • Designated Proxy- Select to choose the default, designated proxy for this Owner. 


  • Specified Proxy - Select to assign a selected person to act as proxy. Click the radio button and then select the chosen proxy from the drop down menu. 

Step 6. Click the Save Proxy button. 


Delete a Proxy


Step 1. Follow steps 1-4 above in the Add a Proxy Instructions. 

 

Step 2. Click the Delete Proxy Account button. 

  


Community Link-Designate a Proxy - The following instructions are used for meeting attendees and are accessed on the Community Link Mobile Application. Community Link can be found in the Google Playstore for Android, or in the App Store for IOS products. 


NOTE- These options must be enabled when the meeting is set up. See instructions above for more details. 


Step 1. From the main page of the Community Link mobile application, select the menu bar in the upper left corner. 

 


Step 2. Select Association Meetings from the drop down menu.


  


Step 3. Scroll to the correct meeting and click to open it.


 


Step 4. Select from the following proxy options. 


  • Specified Proxy- Enter the name of the person who will act as your proxy. 

  • Quorum Only- Select if you are assigning a proxy for purposes of making a quorum. This will assign a default proxy.


 


Step 5.  Click the Save Proxy Settings button to save.