What is recorded about a general meeting
The Log tab of the general meeting is its activity history: what happened, who did it, in what role and at what time. It covers the meeting, the notice, the shareholders, voting, documents and signatures, and access. You can filter it by type, by person or by text, and download it in Excel.
On this page
The essentials. If someone ever disputes when a shareholder voted, who recorded a vote or when a proxy arrived, the answer is in the Log of the general meeting, with the day, the time and the person.
Where it is#
Open the general meeting and go to the last tab, Log. At the top it says what it is: the activity history of the general meeting, with its events, the notice, the shareholders, voting, documents and access. Below, how many entries you are viewing out of the total, for example "4 of 4 entries".
What is recorded#
Each entry shows the time, who acted, in what role ("Admin" if it was an administrator, "Shareholder" if it was the shareholder from their page), what they did and what type it is. For example, "Vote recorded", under Voting, or "Proxy recorded", under Shareholders.
Entries are grouped into six types:
| Type | What it covers |
|---|---|
| Meeting | The events of the general meeting: its preparation, its changes and its closing. |
| Notice | The sending of the notice and of the reminders. |
| Shareholders | What the shareholders do with their attendance, such as appointing a proxy. |
| Voting | Each vote, both the one the shareholder casts from their page and the one an administrator records on their behalf. |
| Documents and signatures | The documents of the general meeting and the sending for signature of the minutes, the certificate and the attendee list. |
| Access | The shareholders' visits to their page for the general meeting. |
How someone voted is not recorded: the Log says that someone voted and when, but not whether they voted yes or no. The result is in the Votes tab.
How to read it#
Entries are grouped by day, from most recent to oldest. Each day shows how many entries it has. At the top you have three ways to narrow down what you see:
- By type: one button for each of the six types, showing how many entries it has: "Meeting", "Notice", "Shareholders", "Voting", "Documents and signatures" and "Access". Click one to see only that type and click it again to remove the filter.
- By person: in the "All people" dropdown you choose someone and see only what they did.
- By text: the "Search the log" box searches the entries.
The count at the top changes with the filters: "3 of 4 entries" means you are viewing three of the four there are.
Download it#
Click "Download Excel" to get the Log as a spreadsheet. The Excel file contains only the entries you are viewing: if you have a filter on, for example only "Voting", it downloads only those. Its columns are "Time", "Person", "Role", "Action", "Category" and "Details".
Other evidence Sttok keeps#
- The delivery certificate of the notice, from the Notice tab with "View delivery certificate".
- The proxies, with each shareholder's attendance in the Attendance tab.
- The signed minutes and certificate, in the Documents tab.
Frequently asked questions#
Can I delete an entry that is wrong?
No. The Log is a history: if something was done wrong, correct it in the general meeting and the correction is recorded as a new entry.
Can the shareholders see it?
No. The Log is on the general meeting's page, which is for administration. The shareholder sees their own page.
Why does my name appear as "Admin"?
Because you did that action from the administration side of the general meeting, for example when recording a shareholder's vote in the Votes tab. What the shareholder does from their page shows with their name and the role "Shareholder".
Related
- 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".
- 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" on the meeting page: 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.
- 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.