Voting as a Proxy: How to Manage Your Votes and Delegations in Board Portal

Modified on Wed, 20 May at 3:27 PM

This article explains the improved vote proxy features available in DiliTrust Board Portal. Whether you are delegating your votes to someone else or casting votes on behalf of others, this guide walks you through every step.

✨ What's New: Why This Update Matters

Previously, when a board member delegated their vote to another participant, the delegate's own vote automatically applied to the delegator as well — meaning both votes were always cast the same way. This was a significant limitation for organisations where members may hold different opinions.

With this update, the proxy holder can now vote independently for each person they represent, while still having the convenience of applying a single choice to all proxies at once. Delegation is now clearer, more flexible, and better aligned with real governance practices.

✅ Prerequisites / Getting Started

Before using these features, make sure the following conditions are met:

You are a participant in a meeting that includes votes.
A vote proxy has been granted to you by one or more other participants, OR you wish to delegate your own votes to someone else.
The proxy delegation option is enabled for your organisation (it is active by default — your administrator can disable it if your governance rules require it).

⭐ How to Give Your Vote Proxy to Someone Else

You can delegate your voting rights either from the meeting level or directly from a specific vote. Both options are now more visible and accessible.

Option A — From the Meeting Page (for all votes at once)

Open the meeting in Board Portal.
Go to the participants section and locate your attendance answer.
Select Proxy as your participation answer. A pop-up will appear asking you to choose the person who will vote on your behalf.
Select the delegate from the list and confirm. Your vote proxy is now active for all votes in this meeting.

The proxy delegation option is also accessible directly from near the participants' answers area, making it easier to find than before.

Option B — From a Specific Vote (for one vote only)

Open the meeting and navigate to the relevant vote.
Use the shortcut option (e.g. the action menu) on the vote to select Give proxy.
A pop-up will open — choose the person who will vote for you on this vote and confirm.

Optional: Pre-select Your Vote Answer When Delegating

When giving your proxy for an ongoing vote, you can also pre-select the answer you want your proxy to cast on your behalf. You can additionally leave a comment to guide your proxy.

This option is only available for votes that are currently open (ongoing). It is not available for upcoming or closed votes.
The pre-selected answer will be automatically suggested to the proxy holder when they vote, but they are not forced to keep it.
Your comment will be visible to the proxy holder while they are casting the vote, and will appear in the votes section afterwards.

⭐ How to Cast Votes When You Hold a Proxy

If one or more participants have delegated their votes to you, here is how to cast those votes.

Voting from the Meeting Page

Open the meeting. If you hold a proxy for the entire meeting, you will see a dedicated proxy section at the meeting level showing the delegation.
When you respond to a vote for which you hold a proxy, a pop-up will automatically open showing all votes you need to cast (your own + those of your proxies).
All entries are expanded by default so you can see everything clearly.
Proxy answers are unchecked by default — you must actively select an answer for each proxy.
Use the "Apply my vote to everyone" button to instantly apply your own choice to all proxy votes. You can use this option even if you have already voted — it will override previous choices.
The Confirm button becomes active only once you have filled in all answers (yours and all proxies).
Once confirmed, your vote answer appears at the meeting level.

Voting from the Votes Section

Navigate to the Votes section of the meeting.
Open the relevant vote. All proxy entries will be expanded by default.
Fill in the answer for each proxy (and your own). The Confirm button is disabled until all answers are complete.
You can also use "Apply my vote to all proxies" to cast the same answer for everyone at once.
If you navigate away without confirming, a warning message will appear to remind you that your answers have not been saved yet.

⭐ How to View Your Delegations

Once a proxy is in place, clear visual indicators will appear to help you stay informed:

If you gave a proxy for the whole meeting: a summary banner is displayed at the meeting detail level, and at each individual vote level where applicable.
If you gave a proxy for a specific vote: the proxy information is shown directly on that vote.
If you are holding a proxy for someone: you will see the proxy layout at the meeting detail level.
Multiple proxy sections are expanded by default but can be collapsed when needed.

⭐ How to Revoke a Proxy

You can revoke a delegation you have given at any time, subject to the following rules:

If you gave a proxy for all votes in a meeting (via meeting participation or directly through votes), a general revoke option is available at the meeting level — this will revoke all delegated votes at once.
If some votes have already been cast by your proxy, or if a vote is closed, those specific votes cannot be revoked. Revocation only applies to votes that are still pending.

Cancelling your own votes (as the proxy holder)

If you have already voted as a proxy and need to cancel:

From the meeting page, click on the "answer" section — you can review and remove all votes.
A confirmation message will appear before the cancellation is processed.
After removal, no answer appears at the meeting level and you can start again.

✨ Tips & Best Practices

Use "Apply my vote to everyone" wisely: This is a quick way to cast the same answer for all proxies, but remember it will override any choices already made — use it before making individual selections if you want a uniform vote.
Always confirm before leaving: The system will warn you if you try to leave a vote without confirming, but it's good practice to always click Confirm to avoid losing your entries.
Pre-select your preferred answer when delegating: If you have a clear position on a vote, use the pre-selection feature when giving your proxy. This gives your delegate clear guidance while still allowing them to override if needed.
Leave a comment when delegating: A short note explaining your position can help your proxy understand your intent, especially on complex or sensitive votes.
Check proxy information before voting: Always review the proxy summary at the meeting level before casting votes to ensure you are aware of all delegations.

◾ Limitations & Known Constraints

Pre-selecting an answer when giving a proxy is only available for ongoing votes. This cannot be done for upcoming or closed votes.
When the proxy holder votes, the pre-selected answer from the delegator is shown as a suggestion — it is not locked and can be changed by the proxy.
If you cancel the voting pop-up without confirming, all votes including your own will be removed and you will need to start again.
Revoking a proxy does not affect votes that have already been cast or votes that are closed.
Depending on your organisation's settings, the option to give a proxy at the meeting participation level may be disabled by your administrator. If you cannot find this option, please contact your Board Portal administrator.
The Confirm button remains disabled until every participant's vote has been filled in — partial submission is not possible.

❓ FAQ

Can I vote differently from my proxy?

Yes, that is exactly what this feature enables. As a proxy holder, you can cast a different vote for each person you represent. You are no longer forced to vote the same way for everyone.

Can I give my voting rights to someone else for just one vote, not the whole meeting?

Yes. You can delegate your vote at the individual vote level directly from within the meeting. This is independent from a full meeting-level proxy delegation.

What happens if I give a proxy for the whole meeting and a new vote is added afterwards?

If a new vote is created after you have given a general meeting proxy, you can give proxy for that specific new vote directly at the vote level. The revoke option at the meeting level will still cover all votes, including the new one.

If I pre-select an answer for my proxy, will my delegate be forced to use it?

No. The pre-selected answer is shown as a suggestion when your delegate votes, but they can change it. It serves as guidance, not a binding instruction.

Can I cancel my proxy votes after I've already confirmed them?

Yes. From the meeting page, you can access the "answer" section to review and cancel all votes. A confirmation message will appear before anything is deleted.

What happens if I try to leave the vote page without confirming?

A warning message will appear to let you know that your answers have not been saved. You can choose to continue without saving or return to complete your vote.

I can't find the "Give proxy" option in my meeting. Why?

Your organisation may have disabled the proxy participation option at the meeting level. Please contact your Board Portal administrator to check your organisation's settings.

How do I know if someone has voted on my behalf?

You will see a clear visual indicator at the meeting level and at the vote level showing that a proxy vote has been cast, along with details of who voted for you.