Overview
Sometimes a decision can’t wait for the next meeting. A circular motion — also known as a flying minute, circular resolution or out-of-session vote — lets your committee approve a decision by email between meetings. Members vote For, Against or Abstain with a single click, and Process PA records the result for you.
Rules for out-of-session decisions vary between organisations (section 248A of the Corporations Act is a replaceable rule). Always check your own constitution to confirm a circular motion satisfies your requirements.
Create and send a circular motion
- Go to the Motions page and select New.
- Complete the motion’s Title and Description, and add any attachments.
- Set the voting close time.
- Choose who to send it to — all members or a subset — and add an optional message.
- Select Send. The motion is emailed to the chosen members.
How members vote
- Each recipient sees the motion detail in the email and selects For, Against or Abstain.
- Clicking their choice records the vote and shows a confirmation.
Monitor and close the vote
- Watch the voting status on the motion. You can see who has voted, but not how they voted — individual votes remain confidential.
- When voting is complete, Close the voting. If you close before everyone has voted, a warning is shown.
- Once closed, the results are revealed.
- Set the resulting Status of the motion according to your rules — for example, a simple majority or a required percentage.
Page Details
Updated on July 17th, 2026