Shareholder meetings
Prepare the meeting, send the notice, collect proxies and votes, and keep the minutes.
- 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.
- Appoint a proxy for a general meeting If you are not going to attend the general meeting, you can ask someone else to vote for you. You do it from the link in the notice email, in four steps, and sign on the same screen, including on your phone.
- Vote before or during the general meeting When the company opens voting, you go to the general meeting page from the email and, in the Votes tab, click "Vote" on each item, choose Yes, No or Abstain and click "Vote". With "Vote all yes / no / abstain" you vote on all the items at once.
- 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.