Proxies
Manage proxies so an absent co-owner can be represented at a meeting.
What is a proxy?#
A proxy (or "voting proxy") is a document by which a co-owner authorizes a third party to vote on their behalf at a meeting. Article 1089 of the Quebec Civil Code expressly recognizes this mechanism.
Who can be a proxy holder?#
- Another co-owner
- A family member of the co-owner
- A third party (lawyer, accountant, neighbor, etc.), unless the building bylaws restrict this
Check your building bylaws: some syndicates limit the number of proxies one person may carry (e.g., maximum 3).
Create a proxy in Syndic+#
For an absent co-owner (via the portal)#
Open the meeting
The co-owner goes to Portal → Meetings and selects the upcoming meeting.
Fill out the proxy
Click Give a proxy. They choose their proxy holder from the co-owner list or enter an external email.
Voting instructions (optional)
They can give specific instructions for each resolution (e.g., "For the budget, Against resolution 3"). Otherwise, the proxy holder votes freely.
Sign electronically
Built-in signature via DocuSeal. The PDF is timestamped and archived.
For an admin (on behalf of a co-owner)#
From Meetings → [Meeting] → Proxies, click Add manual proxy, then upload the signed PDF received by email or in person.
Counting proxies#
At the meeting's opening, the chair verifies each proxy:
- Accept: the proxy holder can vote with the principal's fractions
- Reject: invalid proxy (wrong signature, error) — the co-owner is counted as absent
Syndic+ automatically updates the quorum based on accepted proxies.
Limits#
| Rule | Default |
|---|---|
| Max proxies per holder | Unlimited (customizable via bylaws) |
| Proxy validity | Until end of meeting |
| Accepted format | Signed PDF (handwritten or electronic) |
A co-owner cannot give a proxy to the professional syndicate manager — conflict of interest.
After the meeting#
Proxies are archived with the minutes. They become part of the permanent legal record of the meeting.