For administrators
Company secretaries, lawyers and whoever runs the company: record, convene and document.
Getting started
- What Sttok is and how it is organized Sttok keeps a company's capital register and governance in one place: shareholders and the register of registered shares, operations, general meetings, the management body, signatures, documents and incentive plans. Each person enters with a role, and that role decides what they see and what they can do.
- Add a company To add a company to Sttok, upload its deed of incorporation and click "Read with AI": Sttok fills in the details of the company and its founding shareholders, you check them against the document and create it. Then you record the operations that came after.
- Invite other people and give them a role You invite the people who will run the company with you from Settings, in the "Users" tab, with "Add users" and a "Full" or "Limited" access level. Shareholders, directors and beneficiaries are not invited as administrators: their role comes from the register itself.
- Move between your companies With a single account you can enter every company in which you have a role. To go from one to another, use the company selector at the top of the side menu, or go back to the home page, where your companies are listed, and choose another.
Shareholders and register
- The shareholder list The shareholder list shows who holds shares in the company, how many and what percentage they represent, undiluted and diluted. From there you open each shareholder's profile, and a new one is added with "Add Operation" › "New Shareholder".
- The register of registered shares Sttok's register of registered shares is the complete record of who holds shares in the company, of which class and in what percentage. It is not edited: it builds itself from the recorded operations, and it can be read in several views, from the summary by class to the history of each operation.
- Share classes and numbering A class groups the shares that carry the same rights: how many votes they give, their nominal value and whether they have preferences or restrictions. Each share also carries a number, and knowing which numbers belong to whom is what makes it possible to transfer specific shares.
- Group shareholders with categories Categories are labels the company puts on its shareholders, such as "Founders", "Investors" or a family branch, to group them and find them together. There are also three categories that Sttok assigns on its own from encumbrances: Co-owner, Usufruct and Other encumbrances.
- Encumbrances on shares: usufruct, pledge, co-ownership and option An encumbrance is another person's right over some shares: a usufruct, a pledge, an attachment or a call option. Co-ownership is recorded in the same place even though it is not an encumbrance: the shares belong to several people at once. In Sttok each one is recorded against the specific shares it affects, with its dates and its status, on the shareholder's profile.
- Record and cancel an encumbrance An encumbrance is recorded from the profile of the shareholder whose shares it affects, with "Add encumbrance", in two steps: the encumbrance details (type, dates, numbering and deed) and its participants. When it is lifted, its end date is recorded.
- A shareholder's Transactions tab The Transactions tab on a shareholder's profile lists the operations they have taken part in, with their type, date, amount and the shares that came into or left their position, and below that the dividends they have received. It is their part of each operation, not the whole operation.
- A shareholder's return (ROI) The "Investment and return" block in the Summary tab of a shareholder's profile compares what they have put into the company with what they have received from it. What was invested comes from the capital increases they subscribed and the shares they bought; what was received, from what they were paid when selling and from dividends. The difference is their realized result.
- Issue a certificate for a shareholder A certificate attests, with an administrator's signature, something about the shareholder according to the register of registered shares: that they hold certain shares (ownership), what they are worth (value) or what they have received from the company (income), among others. Sttok generates it from the recorded data and stores it in the Documents tab of the shareholder's profile, under "Issued by the company".
Operations
- Register an operation: what each type asks for Every operation is registered from "Add Operation", on the Operations screen. The first step is almost the same for all types: the date, the document, the comments and the notary details. What changes is the second, because each type does something different to the share capital: create or cancel shares, change their owner, distribute money, reorganize them or exchange them for shares in another company.
- Register a share transfer (sale and purchase) A sale and purchase is registered from "Add Operation" › "Sale and Purchase". In the first step you enter the date and the deed details; in the second, each movement: who sells, who buys, the class, how many shares, their numbering and the price. Each movement is saved to the list and at the end you click "Save Operation". With "Sale and Purchase AI", Sttok reads the deed and proposes the details to you.
- Register a share capital increase A capital increase is registered from "Add Operation" › "Capital increase". In the first step you enter the date, the "New shares" approved by the resolution and the deed details; in the second, each subscriber with their shares, their class and their premium, and at the end "Save capital increase". With "Capital increase AI", Sttok reads the deed and proposes the details to you.
- Register an inheritance or a gift An inheritance or a gift is registered like a sale and purchase, from "Add Operation", choosing "Inheritance" or "Gift". The form is the same, also for "Endorsement" and "Transfer"; only the names of the parties and of the quantity change. The "Price per share" is required here too, and the numbering of the shares travels with them.
- Split, renumbering and reclassification These are the three operations that reorganize the share capital without anyone buying or selling: the split changes the number of shares by setting a new nominal value, the renumbering changes their numbers and the reclassification moves them to another class. They're registered from "Add Operation", and in all three you choose in the second step whether Sttok does it automatically or you specify it.
- Register a dividend distribution A dividend distribution is registered from "Add Operation" › "Dividend distribution". It doesn't move any shares: you enter the total amount, decide whether to apply withholding and Sttok splits it among the shareholders according to their percentage. The record shows each one their gross amount, the withholding and what they receive. Unlike other operations, it has no notary details.
- Fill in an operation by reading the deed To have Sttok read the deed, choose "Capital increase AI" or "Sale and Purchase AI" in the "Add Operation" menu. You upload the document, click "Read with AI" and Sttok fills in what it says: the dates, the notary, the shares and who takes part. What it reads stays marked until you review it. If you don't want it read, tick "Don't fill in the form with this document".
- Correct a registered operation For a registered operation you can edit its date, the comments and the notary details, with "Edit" on its record. What defines it, such as the parties, the shares and the numbering, can't be edited. If the mistake is in the last operation, "Undo operation" undoes it and you register it again; if not, it's corrected with another operation.
Shareholder meetings
- Create a general meeting From Meetings, click "New meeting" and fill in the "Meeting preparation" form: the date, how people attend, who chairs, how voting works and the items on the agenda. When you click "Save", the meeting is saved as a draft and nothing is sent to the shareholders until you send the notice.
- Send the notice of a general meeting When the general meeting is ready, open it and click "Actions" › "Send notice". Sttok shows you which shareholders and representatives it goes to, lets you send yourself a test and sends it with "Send now".
- Send reminders to those who have not responded With the general meeting already convened, open "Actions" and click "Send reminder". You choose who it goes to: all participants, only those who have not yet appointed a proxy or voted, or the ones you select. It goes out with "Send now".
- What the shareholder receives and what they can do Each shareholder receives the notice by email with a link to their page for the general meeting. From there, including on their phone, they appoint a proxy, vote when voting is open and consult the documents.
- Record attendance on the day of the general meeting In the Attendance tab of the general meeting, click "Register attendees". In the "Meeting attendance control" dialog, mark who attends and who is represented, and click "Confirm N attendees". Only attendees are reflected in the minutes.
- Open and close voting With the general meeting convened, switch on "Voting active" on its card in the list so that shareholders can vote from their page, record in the Votes tab the votes of those voting in the room and, when you finish, click "End meeting": voting closes and the result of each item is fixed.
- The minutes and their signature Sttok drafts the minutes and the certificate of resolutions with the data of the general meeting: the chair and secretary, the attendees and the result of each item. In the Minutes tab you review them and click "Request signature". In the Signatures tab you track who has signed.
Signatures
- Send a document for signature A document is sent for signature in an envelope. In Signatures, "New signature" asks you for the document, the role and the person who signs, and a message. From a general meeting, the minutes are sent with "Request signature". Each signer receives an email to sign, and in Sttok you see who has signed and who is missing.
- Remind whoever still has to sign While an envelope is waiting for signatures you can send a reminder to whoever is missing with "Send reminder", from the envelope's own page. The deadline is not extended: if the envelope expires without all the signatures, a new one is sent.
- The statuses of a signature envelope An envelope is "Sent" while it waits for signatures, "Completed" when everyone has signed and "Expired" if the deadline arrives and someone is missing. The status depends only on who has signed and on the date, so it changes on its own.
Incentive plans
- What an incentive plan is An incentive plan is how Sociedad Ejemplo, S.A. shares with its team part of the value it creates: it grants you units that become yours over time and that turn into money when the company opens a liquidity window.
- What a liquidity window is A liquidity window, or buyback offer, is the period during which someone, often the company itself, buys part of the vested units of an incentive plan at a set price. In Sttok it is a purchase offer in "Incentive market", and in a company that is not listed it is the way to turn those units into money.
- Open a buyback offer In Sttok, a buyback offer is a "Unit purchase offer" in "Incentive market". You choose who buys (it can be the company itself, through treasury shares), how many units, the price per unit, the limits per seller and the dates. Beneficiaries accept it and you manage each transaction from the "Admin panel".
- The pool and the resolutions that change it The pool is the total number of units the company has reserved for its incentive plans. It is approved by the general meeting, grows or shrinks with new resolutions, and is split into units granted to beneficiaries and units available to grant.
- Create an incentive plan You create a plan from "Incentive Plans" ("Plans list" menu) with "Add Plan": the plan type, the name, the start date, the plan's shares (pool), the price per unit, which is the exercise price, and the vesting schedule (cliff, vesting and speed). You can create it as a draft and ask Sttok to generate the conditions for each beneficiary.
- Grant units to a beneficiary Granting means giving a person a number of units of a plan, with "Add Beneficiary" in "Incentive Plans", which opens the "Add Beneficiary to the incentive plan" dialog: the beneficiary, the plan, the grant date, the units and the invitation date. The grant inherits the plan's conditions, unless you change them for that person, and Sttok can send them the invitation letter to sign.
Account and settings
- Turn company features on or off In Settings › "Features" you decide which parts of Sttok each company uses: modules such as the incentive market or the election of directors, what a beneficiary sees in their profile, the classic shareholder view or the decimals of amounts. Each setting is a switch and applies only to that company.
- The company's details Settings › "Basic details" holds the company name, the CIF, the type of company, the currency and the registered office, as well as settings that decide how Sttok works for that company: whether shareholders are notified, whether they can see the full shareholder base, whether it is a holding or test company and which language the emails are sent in. You edit them by clicking any row.
- The company's value and the value certificate Settings › "Company Value" keeps the history of the company's valuations, which the profiles use to estimate what the shares are worth. In "Share Value" you prepare, year by year, the book value for the value certificate shareholders receive, with its template and its email notification.
- Users and permissions The users who manage a company are in Settings › "Other Users", under "Administrator users". They are added with "Add users", using just their email, and can have "Full" access or "Limited" access to some sections. Shareholders, directors and beneficiaries are not added here.
- The company's colors and logo In Settings › "Customization" you set the corporate color and logo: those of the Sttok header and those of the frame of the emails shareholders receive. Changes are applied with "Apply changes" and undone with "Reset values".
- The sender of emails The emails Sttok sends on behalf of the company (notices of meeting, reminders, notifications) go out with the sender you set in Communications › "Sender": the address, the name people see and, if you like, a different address for replies. Before saving you can send yourself a test email.