For HOA property managers

Owners' meetings: collect RSVPs and proxies digitally

One form with the invitation: who attends, who sends a proxy, who needs documents in advance? Instead of counting reply slips, you see the status in your dashboard at any time — and know what to expect before the meeting.

Create your RSVP form
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~2 Std of slip-counting and chase calls saved per meeting

Every meeting, the same routine

Reply slips trickle in

The invitation goes out, then the waiting starts: reply slips arrive by post, fax, email attachment or not at all. Your team keeps a tally and types names into a spreadsheet — for every single meeting anew.

Proxies arrive incomplete

Owners sending a proxy often omit the representative's name, the signature, or hand it in on the day itself. Checking at the door costs time — and sparks debates before the meeting has even started.

Venue size and quorum stay guesswork

Will 15 or 60 owners show up? Without reliable RSVPs you book the room on a hunch and only learn the turnout on site. That makes preparation and chairing needlessly tense.

How RSVPs work with Questee

  1. 1

    Send the form with the invitation

    You set up the RSVP form: name and unit, attending yes/no, the representative's name if sending a proxy, optional matters to raise. The link (or QR code) goes into the invitation — by letter and by email.

  2. 2

    Owners reply in a minute

    One question per screen, on phone or PC. Conditional logic shows the proxy fields only for "I will be represented" — attendees are done in three clicks. Even elderly owners get through without help.

  3. 3

    You see the status — continuously

    Every reply appears instantly in the dashboard and via email notification. You see the attendance rate and announced proxies at a glance, plan the venue and door list reliably — and only chase those who are genuinely missing.

Built for everyday HOA management

Conditional logic

Proxy fields only appear for represented owners — attendees finish in three clicks.

Email notification

Every reply lands instantly in the management inbox — nothing gets lost in filing.

File upload

Attach the signed proxy as a photo or scan — for pre-checking before the meeting day.

One-per-screen

One question per screen — self-explanatory for every age group among the owners.

Hosted in Germany

Owner data stays GDPR-compliant on German servers, Art. 28 DPA included.

Your own branding (Pro)

Your company's logo and colours — the RSVP looks official, not like a third-party tool.

A fraction of an HOA-portal subscription

Free to test (3 forms, 100 responses/month). Pro with unlimited forms for all your buildings, your branding and AI — €12/month, €9/month billed annually.

Free

3 forms, 250 responses/month

Pro

Unlimited, 10,000 responses/month, AI included

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Questions from HOA practice

Does the online RSVP satisfy German HOA (WEG) form requirements?
The form is an organisational tool, not a substitute for statutory or community-agreement form requirements. Whether a proxy needs text form or written form depends on your community agreement — the management checks that as before. The form collects the details and the document in advance, so checking happens before the meeting day instead of at the door.
How do owners submit the signed proxy?
Right in the form via file upload: print or handwrite the proxy, sign it, photograph it, upload it. The management reviews the documents in advance and resolves issues calmly by phone — instead of in the queue outside the meeting room. The representative can bring the original to the meeting if your community agreement requires it.
What about owners without internet access?
The classic paper reply slip stays in the invitation as a fallback — nobody is excluded. In practice, most owners reply online because it is faster; your team adds the few paper returns to the same overview. That alone halves the data-entry effort.
Is owner data stored GDPR-compliantly?
Yes — hosting exclusively in Germany, encrypted transfer, tenant-isolated database. You receive the Art. 28 GDPR data processing agreement for your records of processing. Names, units and proxy documents do not sit in a US cloud, but where owners and advisory boards expect them.
Why not a full HOA portal with voting features?
HOA portals are powerful — and accordingly expensive, onboarding-heavy and often oversized for smaller managers. Meeting RSVPs are a sharply defined problem that a good form without mandatory login solves. You start today, without a rollout project, training or per-unit portal fees.
Can I run a separate form per building?
Yes — create one form per HOA (unlimited on Pro) or use one central form with a building selector at the start. Separate forms per building keep the evaluation clean; duplicating an existing form takes seconds.
Can owners submit agenda items in advance?
Yes — add an optional free-text field "Which topics should be discussed?". Concerns reach you in a structured way before the deadline instead of as interjections during the meeting, and you can prepare the agenda properly. Inclusion on the agenda remains the management's decision under the usual rules.

Plan your next meeting with real numbers

Create the form, add the link to the invitation, watch the replies come in. Start free, no contract.

Create your form now