Create, distribute, track, and close strata committee ballots end-to-end; directly from Microsoft Teams

Overview #

Managing committee decisions in strata management often means waiting for scheduled meetings or manually coordinating email chains across multiple stakeholders. Delays are common, quorum is difficult to track, and there is no easy audit trail.

Merlo AI solves this by enabling full end-to-end digital ballot management directly from Microsoft Teams. Whether you need a simple yes/no vote or a multi-option decision, Merlo handles the entire process; from creation through to result delivery; without any manual coordination.

Key Capabilities at a Glance #

Capability	What Merlo Does	When to Use It
Create a standard ballot	Creates the ballot, generates secure voting links, and sends email invitations to committee members	Single-motion decisions, quote approvals, routine resolutions
Create a multi-option ballot	Structures each option clearly, attaches supporting documents, and distributes to all committee members	Competing quotes, design choices, or decisions with more than two options
Track voting progress	Returns real-time vote counts, individual responses, and a list of non-responders	Monitoring live ballots and ensuring timely participation
Identify and chase non-responders	Identifies members who have not voted and sends personalised reminder emails via Outlook	Ensuring quorum and accelerating decision timelines
Retrieve final results	Returns the final tally, outcome, and a breakdown suitable for meeting minutes	Closing a ballot and recording the decision formally
Cancel a ballot	Withdraws the ballot, notifies committee members, and disables further voting	When a decision changes or the motion is no longer required
Automate result notifications	Monitors deadline or completion and sends the result email automatically	Distributing outcomes without manual follow-up

Important:  All ballots are distributed via secure, personalised links. Committee members do not need a Merlo AI account or login to cast their vote; they simply click the link in their invitation email and respond through a simple web form.

How It Works #

Merlo’s ballot feature follows a simple, five-stage process. Once you submit your request, Merlo handles everything automatically; no manual data entry, no system switching, and no email drafting on your part.

1	You describe the ballot	Type your request in plain English in the Merlo AI Teams chat. Include the strata plan number, the motion or decision, and any supporting details or attachments. You do not need to compile a contact list.
2	Merlo creates the ballot	Merlo creates the ballot in the system, assigns it a unique ballot ID, and structures the motion and options clearly for committee members to review.
3	Merlo distributes invitations	Merlo generates a secure, personalised voting link for each committee member and sends ballot invitation emails via Outlook on your behalf.
4	Committee members vote	Each member receives their personalised email, clicks their unique link, and votes through a simple web form; no login required.
5	You track, chase, and close	Monitor progress in real time, send automated reminders to non-responders, and retrieve the final result once voting closes. Merlo can also notify all committee members of the outcome automatically.

Tip:  Merlo retrieves committee contact lists directly from your strata management system in real time. You do not need to manually compile or check email addresses; simply reference the plan number and Merlo will handle distribution.

Creating a Ballot #

You can create a committee ballot directly from Microsoft Teams using a plain English instruction. Merlo supports both simple single-motion ballots and multi-option ballots where committee members need to choose between competing alternatives.

Creating a Standard Ballot #

A standard ballot presents a single motion for committee members to approve, reject, or abstain from. This is the most common ballot type and is suitable for quote approvals, maintenance decisions, and routine resolutions.

Include the following in your request:

• Strata plan number

• The motion or decision to be voted on

• Any supporting details (optional but recommended)

• A closing deadline if applicable

Example Prompts #

“Create a ballot for Plan 12345 to approve the roofing quote from ABC Roofing for $18,500.”

“Set up a committee ballot for Plan 44100 to approve painting of common areas. Votes close this Friday at 5pm.”

“Create a ballot for Plan 74609 regarding the gutter cleaning proposal, on behalf of the strata manager.”

“Generate a ballot for SP 55667 with the attached resolution papers; set the closing date to 14 days from today.”

What Merlo Does:

• Creates the ballot and assigns a unique ballot ID

• Generates a secure, personalised voting link for each committee member

• Sends ballot invitation emails via Outlook on your behalf

• Includes any uploaded supporting documents in the invitation

Creating a Multi-Option Ballot #

When a decision involves more than two alternatives; such as choosing between competing contractor quotes, renovation designs, or service providers; Merlo can structure each option clearly within the ballot so committee members can review and select their preferred choice.

Example Prompts #

“Create a ballot for Plan 98765 to choose between two pool renovation quotes. I will provide the details.

“Set up a multi-option ballot for SP 88200 to select between three landscaping proposals; attaching the quotes now.”

“Create a ballot for Plan 12345 asking the committee to choose between Option A and Option B for the lobby refurbishment.”

What Merlo Does:

• Structures each option clearly and distinctly within the ballot

• Includes supporting documents and quotes if uploaded

• Sends voting links to all committee members as per a standard ballot

Creating a Ballot from Uploaded Documents #

If you have a meeting agenda, resolution paper, or motion document ready, you can upload it directly to the Merlo AI Teams chat and ask Merlo to create the ballot based on the content of that document. Merlo will read the file, extract the relevant motion details, and structure the ballot accordingly.

Example Prompts #

“Create a new ballot for strata plan 12345 using the motion documents I’ve uploaded.

“Generate a ballot for SP 55667 based on the resolution papers attached; set the closing date to 14 days from today.”

Tracking Ballot Progress #

Once a ballot has been sent, you can monitor voting progress in real time at any point. Merlo returns a live status update showing who has voted, what they voted, and who has not yet responded; so you always know exactly where a decision stands.

Example Prompts #

“Get the status of ballot 456.”

“Who has voted and who hasn’t responded in ballot 456?”

“Show all active ballots for Plan 12345.

“Filter ballots for SP 55667 to show only those that are currently active.”

“List all closed ballots from the past 90 days across all plans.”

What Merlo Returns:

• Total votes received to date

• Breakdown by response type (Yes / No / Abstain)

• Full list of voters and their individual responses

• List of committee members who have not yet responded

• Current voting progress as a proportion of total committee members

Identifying and Chasing Non-Responders #

Waiting on non-responders is one of the most common causes of delayed committee decisions. Merlo can identify which committee members have not yet voted and send them personalised reminder emails automatically via Outlook; without you needing to track down contact details or draft individual messages.

Example Prompts #

“Show me who hasn’t voted in ballot 456 and send them a reminder.”

“Send a reminder to all non-responders in ballot 789 for Plan 98765.”

“Who still needs to vote on ballot 456? Chase them up.”

What Merlo Does:

• Identifies all committee members who have not yet cast a vote

• Generates personalised reminder emails addressed to each non-responder

• Sends reminders via Outlook on your behalf

Tip:  Sending reminders early; particularly for ballots with short deadlines; significantly improves response rates and helps ensure quorum is reached without requiring multiple manual follow-ups.

Retrieving Final Ballot Results #

Once voting closes; either because the deadline has passed or because all committee members have responded; you can retrieve the final result instantly. Merlo returns a complete summary suitable for inclusion in meeting minutes or formal records.

Example Prompts #

“Get the final result of ballot 456.”

“What was the outcome of the last ballot for Plan 98765?”

“Show me the voting breakdown for ballot 789.”

What Merlo Returns:

• Final vote tally (Yes / No / Abstain counts)

• Outcome determination (Passed or Failed)

• Individual voting breakdown per committee member

• A summary suitable for meeting minutes or formal reporting

Automating Result Notifications #

Rather than manually checking when a ballot closes and then notifying committee members, you can instruct Merlo to send the final result automatically once voting ends. Merlo monitors the ballot and dispatches the outcome email when the deadline passes or when all members have voted; whichever comes first.

Example Prompts #

“Send the final result to all committee members when ballot 456 closes.”

“Once ballot 789 closes, notify all committee members of the outcome and include the voting summary.”

“Automatically send the result of ballot 456 to the committee once voting ends.”

What Merlo Does:

• Monitors the ballot deadline or completion trigger

• Sends a result email to all committee members automatically when voting closes

• Includes the final vote tally, outcome, and individual breakdown in the notification

Cancelling a Ballot #

If a decision changes, a motion needs to be amended, or a ballot is no longer required, you can cancel it at any point. Merlo will withdraw the ballot, notify committee members, and immediately disable all voting links.

Example Prompts #

“Cancel ballot 456 for Plan 12345.”

“Withdraw ballot 789; the motion has been deferred.”

What Happens:

• The ballot is withdrawn from the system

• Committee members who have already voted are notified that the ballot has been cancelled

• All voting links are disabled immediately, preventing any further responses

Real-World Usage Scenarios #

The following examples illustrate how Merlo’s ballot feature is used in everyday strata management situations, and the type of prompt that would generate each outcome.

Situation	How Merlo Helps
A roofing contractor has provided a quote that needs urgent committee approval	Ask Merlo: “Create a ballot for Plan 12345 to approve the roofing quote from ABC Roofing for $18,500.” Merlo creates the ballot, generates voting links, and sends invitations to all committee members immediately.
Two competing pool renovation quotes need a committee decision	Ask Merlo: “Create a ballot for Plan 98765 to choose between two pool renovation quotes; I’ll provide the details.” Merlo structures both options clearly and sends the ballot to committee members for review.
A ballot has been open for three days and several members have not responded	Ask Merlo: “Show me who hasn’t voted in ballot 456 and send them a reminder.” Merlo identifies the non-responders and sends personalised reminder emails via Outlook on your behalf.
A ballot has closed and you need the result for meeting minutes	Ask Merlo: “Get the final result of ballot 456.” Merlo returns the full tally, outcome, and individual voting breakdown ready to paste into your minutes.
A motion has been withdrawn before the ballot deadline	Ask Merlo: “Cancel ballot 456 for Plan 12345.” Merlo withdraws the ballot, notifies committee members, and disables all voting links immediately.
You want the committee to receive the result automatically when voting closes	Ask Merlo: “Send the final result to all committee members when ballot 456 closes.” Merlo monitors the deadline and dispatches the outcome email automatically.
You have motion papers uploaded and want to create a ballot without retyping the details	Upload the document and ask Merlo: “Create a new ballot for strata plan 12345 using the motion documents I’ve uploaded.” Merlo reads the file and structures the ballot accordingly.

Tips for Getting the Best Results #

Best Practice	Guidance
Always include the plan number	The strata plan number is how Merlo identifies the correct committee list and strata records. Always include it in your ballot request.
Be specific about the motion	The more clearly you describe the decision to be voted on, the more accurate and professional the ballot invitation will be. Avoid vague descriptions.
Set a deadline upfront	Include a closing date and time in your original request; e.g., ‘votes close this Friday at 5pm.’ Merlo will include the deadline in the invitation email sent to committee members.
Attach supporting documents before requesting	If the ballot requires supporting documents such as quotes or reports, upload them to the Teams chat before making your request. Merlo will include them in the invitation email.
Use ballot IDs for follow-up	Merlo assigns a unique ballot ID when the ballot is created. Note this ID; you will need it to check status, send reminders, retrieve results, or cancel the ballot.
Send reminders before the deadline	Do not wait until the closing date to check on non-responders. Send reminders a day or two before the deadline to maximise participation.
Automate result notifications at creation	If you know you will want the result sent to the committee automatically, include this instruction when you create the ballot rather than as a separate step later.
Keep quorum requirements in mind	Merlo tracks response counts and presents voting data, but the quorum and decision-making rules defined in your strata scheme’s by-laws and applicable legislation apply. Merlo does not automatically determine whether a quorum has been met.

Frequently Asked Questions #

Do committee members need a Merlo AI account to vote? #

No. Each committee member receives a personalised email containing a secure voting link unique to them. They click the link and cast their vote through a simple web form; no login, no account, and no app download is required.

Can I set a deadline for a ballot? #

Yes. Include the closing date and time in your request when creating the ballot; for example, ‘votes close this Friday at 5pm.’ Merlo will include the deadline in the invitation email sent to committee members and monitor the ballot against that deadline.

Can I cancel a ballot after it has been sent? #

Yes. Ask Merlo to cancel the ballot using its ballot ID: ‘Cancel ballot 456 for Plan 12345.’ Merlo will withdraw the ballot, notify committee members (including those who have already voted), and immediately disable all voting links.

Can Merlo send ballot results to the committee automatically once voting closes? #

Yes. Include this instruction in your request: ‘Once ballot 456 closes, send the result to all committee members.’ Merlo will monitor the ballot and send the outcome email automatically when the deadline passes or when all members have voted.

What quorum rules apply to digital ballots? #

Merlo tracks responses and presents the vote count and breakdown, but the quorum and decision-making rules applicable to your strata scheme; as defined in your by-laws and relevant legislation; apply. Merlo does not automatically determine whether a quorum has been reached; that determination remains the responsibility of the strata manager.

Can I include supporting documents in the ballot invitation? #

Yes. Upload the relevant documents (quotes, reports, specifications, resolution papers) to the Teams chat before making your request. Merlo will include them as attachments in the invitation email sent to committee members.

What information does Merlo return when I check ballot status? #

Merlo returns the total votes received, a breakdown by response type (Yes / No / Abstain), a list of individual voters and their responses, and a list of committee members who have not yet responded; all in real time from the live ballot data.

Can I create a ballot on behalf of a strata manager? #

Yes. Simply include this in your request; for example, ‘Create a ballot for Plan 74609 on behalf of the strata manager.’ Merlo will create and distribute the ballot accordingly.

What happens if a committee member’s email address is wrong or outdated? #

Merlo retrieves committee contact details from your strata management system. If a contact detail is incorrect, it needs to be updated in the strata system. Once corrected there, Merlo will use the updated information automatically for future ballot distributions.

How do I find the ballot ID for a ballot I have already created? #

The ballot ID is returned by Merlo when the ballot is first created and will appear in the Teams chat at that time. If you need to retrieve it again, ask Merlo: ‘Show all active ballots for Plan 12345’ and Merlo will list the relevant ballots with their IDs.