Meeting Hub Release Notes

This page contains the most recent Release Notes for Meeting Hub and VoteMax. A summary of the updates is provided below; however the release notes contain further details about updates and changes to the software. These updates may also contain minor fixes and enhancements to improve product stability and performance and are displayed on the last page of the release notes document.

If you encounter any issues while your software is being updated, please get in contact with the StrataMax Support Team at support@stratamax.com.au or on (07) 5575 7422.

Online Voting 2.9.0 | Released 31st August 2026

Secret Voting Setup and Validation

• A new "Enable Secret Voting" setting has been added to VoteMax for eligible general meetings, allowing managers to configure secret voting during meeting creation or from the Meeting Details screen.
• New validation checks alert managers when secret voting settings do not align with motions marked as requiring secret voting.

Returning Officer Management

• Meetings can now be configured to require a Returning Officer from both Standard Meeting Details and Meeting Details.
• Individual motions and committee elections can also be marked as requiring a Returning Officer.
• Managers can select an existing Returning Officer or create a new one directly within the meeting workflow.
• Returning Officer details are now displayed throughout relevant meeting pages, improving visibility and administration.

Attendance Register and Vote Eligibility Enhancements

• The Attendance Register has been separated into dedicated Manage Attendees and Manage Votes views.
• Managers can independently control eligibility for Open Votes and Secret Votes.
• New attendees are eligible for both voting types by default.
• Dedicated exclusion reason functionality has been added to record why attendees are ineligible to vote.

Improved In-Meeting Vote Management

• Attendance and voting controls can now be accessed directly from In Meeting Management.
• Managers can add attendees, manage attendees, and review voting eligibility without leaving the meeting workflow.
• No Proxy Voting controls have been strengthened to automatically exclude proxy-related attendees where proxy voting is not permitted.
• Secret voting responses are permanently sealed when the first secret vote or ballot is opened, ensuring voter anonymity is maintained.

Secret Vote Collection

• The existing Secret Voting Tally has been replaced with a new Secret Vote Collection page.
• Managers can view VoteMax votes, in-meeting votes, total votes received and rejected votes in one location.
• Vote collection progress can be compared against the number of eligible voters.
• Outcomes can be determined automatically or manually entered when required.

Secret Voting in VoteMax

• VoteMax now supports electronic secret voting and secret ballots for eligible meetings.
• Voters can view their own secret voting responses until vote counting commences.
• Secret votes can be cast, amended, or withdrawn up until counting begins.
• Once counting starts, secret voting closes and responses can no longer be changed.

Meeting Rollback and Secret Vote Outcomes

• Rollback behaviour has been updated for meetings containing secret votes and ballots.
• Open motions and attendance information can still be adjusted after rollback.
• Determined secret vote and ballot outcomes cannot be reopened or altered through rollback.
• Changes to determined secret outcomes must be made using the manual override function.

Meeting Documentation

• Meeting Notices automatically include Returning Officer details when required.
• Meeting Minutes now record attendees whose secret votes were rejected.
• Secret vote results now display the number of rejected votes recorded for the motion.

Voting Register Updates

• Online and Offline Voting Registers have been enhanced to better preserve anonymity.
• Secret vote outcomes and counts remain hidden while the meeting is active.
• After finalisation, aggregate results may be displayed while individual secret voting responses remain concealed.

Voting Confirmation Email Improvements

• Voters can now see their own secret vote or secret ballot responses in confirmation emails.
• Interested party confirmation emails continue to protect anonymity and do not reveal secret voting responses.

Returning Officer Reporting

• A new Returning Officer Report has been introduced for meetings containing secret votes or secret ballots.
• The report provides motion information, attendance status, voting eligibility, voting method, and financial status.
• Secret voting participation is recorded without revealing an individual's vote.
• Reports are automatically emailed when the meeting reaches Notice Issued status and again 48 hours before the meeting commences.

Meeting Hub & Online Voting 2.8.8 | Released 12th July 2026

Meeting Hub| Auto-Login from StrataMax

• When opening into Meeting Hub from within StrataMax (provided the user has logged in), the user will be automatically logged in to Meeting Hub, removing the need to log in again.

Meeting Hub & Online Voting 2.8.5 | Released 9th February 2026

Meeting Hub Synchronisation

• Meeting and ballot information in Meeting Hub is now automatically synchronised with StrataMax, keeping meeting details and distributed documents aligned across both systems.

VoteMax | New Controls

• VoteMax now gives lot owners and managers greater control and visibility over pre-meeting voting, making it easier to review, update, and manage declared votes before a meeting commences. See page 3 for more details.

Meeting Hub & Online Voting 2.8.4 | Released 18th December 2025

New Merge Field | Committee Spending Limit

• A new merge field is now available across Meeting Hub to populate the Committee Spending Limit. This value is sourced from Building Information in StataMax. 

VoteMax | End of Meeting 

• A new ‘End of Meeting’ page has been introduced for attendees voting In Meeting via VoteMax. This page provides a clear closing page after the last motion, confirming the end of voting and allowing voters to exit the meeting and return to the VoteMax Meetings page.

Meeting Hub & Online Voting 2.8.3 | Released 4th November 2025

QLD General Meeting Notice | Committee Elections

• The QLD General Meeting Notice template for Committee Elections now includes enhanced details for both nominees and nominators. This update aligns the notice format with the nomination fields introduced in Release 2.7.4.

New Merge Fields | Inspections Register

• New merge fields are now available to incorporate Inspections Register data into motions and agenda items. See page 4 for more details.

Meeting Hub & Online Voting 2.8.2 | Released 13th October 2025

Attachments Enhancement

• Attachments submitted with meetings or motions now display the full document name from DocMax, making it easier to identify.

Meeting Hub & Online Voting 2.8.1 | Released 23rd September 2025

Attendance Register | New Buttons

• New buttons have been introduced on the Attendance Register to make it easier to manage meetings based on their status. Commence, Resume, Review, and Finalise.

Meeting Hub & Online Voting 2.8.0 | Released 15th September 2025

Meeting Hub | Attendance Register Enhancements

A major upgrade to the Attendance Register improves how managers prepare for and manage meeting attendance. The refreshed interface allows adding, updating, and managing multiple attendees or apologies simultaneously.

View Confirmed and Unconfirmed Participants

• The register now shows attendees, apologies, and individuals yet to confirm attendance, including those in the building roll and office bearers.

One Click Attendance

• Inline buttons allow managers to quickly mark attendance types with a single click.

Enhanced Record Selection

• Checkboxes and selection indicators enable multi-select actions, including selecting all, current page, or none. A toggle allows automatic selection of linked records.

Bulk Update Attendees

• Multiple records can be updated at once using the new ‘Update Attendance’ button and dropdown options.

Filtering and Display Options

• New ‘Show’ buttons allow toggling between Attendees, Unconfirmed, Selected, and All records.

Add Unlisted Attendee

• Managers can now add attendees not on the building roll via the ‘Add Unlisted’ button.

Add Additional Capacities

• Assign additional roles (e.g. Proxy, Office Bearer) to existing attendees with dropdown selections.

Add Votes

• Votes can be entered directly from the Attendance Register using the ‘Add Votes’ button.

Update Financial and Voting Eligibility

• New buttons allow setting/unsetting financial and voting eligibility indicators for selected attendees.

Update Names

• Given Name and Surname can now be edited directly from the Attendance Register.

Meeting Overview Enhancements

• The ‘Attendance’ dropdown is renamed to ‘Attendance Register’ and includes options to launch the register or download the sign-in sheet. Commencing a meeting now opens the Attendance Register for validation.

In-Meeting Management Enhancements

• New buttons provide direct access to the Attendance Register and toggle the Attendance Bar.

General Improvements

• Attendee name field in Meeting Hub now supports over 1000 characters.

Meeting Hub & Online Voting 2.7.5 | Released 23rd June 2025

Highlight the last template that was selected

• The Template Group Details page in Meeting Hub has been enhanced to highlight the template that was last selected via the select, edit or delete buttons.

Alert managers when votes for a lot are potentially being duplicated.

• When adding votes for an attendee / lot combination in Meeting Hub where votes have already been declared for the lot, a new message is displayed to alert the manager of the potential duplication of votes. The alert will vary by building type.

Meeting Hub & Online Voting 2.7.4 | Released 9th June 2025

Copying a standard meeting and linked template groups

• The standard meeting copy function has been enhanced to allow you to include the template groups as part of the copy process.

Committee Nomination Details

• The ‘Committee Nomination Details’ page has been enhanced to allow the details of a nominator to be captured for a committee nominee when the nominator is a lot owner.

Meeting Hub & Online Voting 2.7.3 | Released 11th February 2025

Support for four additional legislative acts

Meeting Hub and Online Voting have been enhanced to cater for four additional legislative acts. Meeting Hub and the Offline Voting Register are now able to complete calculations and determine outcomes for the following legislative acts:

• ACT - Unit Titles Act 2001
• ACT - Community Title Act 2001
• QLD - Associations Incorporation Act 1981
• QLD - Building Units and Group Titles Act 1980

Meeting Hub & Online Voting 2.7.2 | Released 13th January 2025

Meeting Creation | Number of lots and committee members

• The total number of lots and the total number of committee members have been introduced in the ‘Building’ section of the ‘Meeting Creation’ screen.

Merge fields in Meeting Hub

• Two new merge fields have been added and one has been amended.

Online Voting Register | Generation and Export

• The ‘Voting Register’ menu on the ‘Meeting Overview’ screen now includes the option to export an up-to-date snapshot of the voting progress (the ‘Online Voting Register’) to PDF.

Alerts for Owners

• The ‘VoteMax Meeting Overview’ screen has been enhanced to alert the owner when votes have already been declared for their lot(s) by another authorised party.

Meeting Hub & Online Voting 2.7.1 | Released 16th December 2024

Vote On Option Only Enhancements

• When creating a 'Vote on Options Only' motion type, the 'Required Resolution' field on the Motion Details page will appear as read-only and will be set to a range of default values, determined by meeting type and state.

Enhanced Navigation for GOSIM’s on the ‘Close Meeting’ page

• When a group of same-issue motions (GOSIM) is selected from the summary on the ‘Close Meeting’ page and the GOSIM contains one or more same-issue motions that remain undetermined, the first of these undetermined same-issue motions will now be brought into focus.

Search the Roll for Committee Nominees

• The 'Committee Nomination Details' page has been updated to include a 'Search Roll' button to assist with adding committee nominees.

Meeting Hub & Online Voting 2.7.0 | Released 25th November 2024

New Meeting Creation Process

• The meeting creation process in Meeting Hub has been overhauled to provide a much more streamlined and user-friendly experience. Please see the New Meeting Creation article, including a short video presentation, for more in-depth details.

Meeting Hub & Online Voting 2.6.2 | Released 14th August 2024

Please see page 3 for a list of What's Better that improve stability and performance.

Meeting Hub & Online Voting 2.6.1 | Released 13th June 2024

Motion to Accept Amendments

• The standard motion type of ‘Motion to Accept Amendment’ has been enhanced to default to the category type to ‘Procedural’ when creating a new standard motion, but can still be changed.

Meeting Notice and Meeting Minutes

• The date the meeting notice was last generated is now displayed on the ‘Meeting Details’ and the 'Meeting Overview' screens. Whilst the date the meeting minutes was last generated is now displayed on the 'Meeting Overview' screen.

Meeting Hub & Online Voting 2.6.0 | Released 20th May 2024

In-Meeting Management Enhancements for Committee Elections

• There have been multiple enhancements made to the management of nominations for the ordinary position in Committee Election Motions. Please see page 3 onwards for full details of each enhancement.
• The 'Overrule Result' screen has received multiple visual enhancements (including for Secret Ballots). Please see page 6 onwards for full details of each enhancement.

Meeting Hub & Online Voting 2.5.9 | Released 12th March 2024

Expand and collapse fields

• The ‘Motion Details’ and ‘Standard Motion Details’ screens have been enhanced to allow the 'Body', 'Custom Resolution Body' fields to be expanded and collapsed when their contents are larger than the visible field space.

Linked same-issue motions are withdrawn with the group of same-issue motion

• When you opt to withdraw a group of same-issue motions, a new popup will be displayed to advise that all linked same-issue motions will also be withdrawn.

Meeting Hub & Online Voting 2.5.8 | Released 16th February 2024

• A change was implemented as part of the Online Voting Release 2.5.7 which prevented users from being able to duplicate standard motion titles and standard agenda item titles. The ability to use duplicate titles has now been re-instated.

Meeting Hub & Online Voting 2.5.7 | Released 23rd January 2024

Secret vote/ballot message updated in VoteMax

• The message displayed in VoteMax for a secret vote/ballot has been updated to provide more guidance to voters.

Ballot only meeting indicator enhanced

• The indicator that appears on the ‘Meetings’ page in Meeting Hub for ballot-only meetings has been updated to turn green when:
  • A majority of votes have been received for the meeting.
  • The meeting’s voting window has closed.

Copy a standard motions or standard agenda item

• Standard motions and standard agenda items are now able to be copied in Meeting Hub.

Meeting Hub & Online Voting 2.5.6 | Released 4th December 2023

New indicator showing the number of votes received

• A visual indicator has been added in the 'Active' section of the main ‘Meetings’ screen in Meeting Hub, to show whether the required number of votes have been received for the ballot only meeting.

Search functionality added to ‘Submitted By’ details

• New functionality has been added to the ‘Motion Details’ screen in Meeting Hub to allow the ‘Submitted By’ details to be automatically populated via selecting a lot owner from a drop-down list.

Meeting Hub & Online Voting 2.5.5 | Released 3rd October 2023

Minor modifications to motions in 'Ballot Only' meetings

• The Manage Agenda & Motion Details page has been enhanced when updating motions in ballot only type meetings, to ensure only minor modifications are made.

Enhancements to screens with scrolling capabilities

• A new prompt has been introduced on Meeting Hub screens to advise the user when there are additional items in a list which are accessible by scrolling down.

Introduction of a description for 'Ballot Only' meetings

• A description can now be captured for ballot only meetings via the 'Meeting Details' screen.

What's Better

• WYSIWYG editors have been modified to ensure that all fields, including ones being displayed as read-only fields, appear as expected.
• Enhancements have been made so that when the Motion Details page is accessed, the top of the page will be initially displayed.

Meeting Hub & Online Voting 2.5.4 | Released 30th August 2023

Motion outcomes are shown on motion number buttons

• The In-Meeting Management page has been enhanced to show the outcome of a motion on the motion number buttons, and the colours of the motion number buttons indicate the status of the motion. 

Standard meetings can be copied

• A new 'Copy Meeting' button has been introduced on the Standard Meeting Details page to copy the standard meeting and all agenda items and motions.

What's Better

• The Secret Vote modal has been enhanced to display the correct number of attendees that are eligible to vote.
• Meeting Hub and VoteMax have been enhanced with the latest .NET 6.0 Security Patch Updates.