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.
On this page
Before you start
- The general meeting must be ended, with "End meeting". That way the result of each item is already fixed in the text.
- The chair and the secretary appointed for the meeting, with their email addresses.
What Sttok drafts#
The Minutes tab has two sub-tabs, one per document:
| Document | What it contains |
|---|---|
| Minutes | Place, date and time; who chairs and who acts as secretary; the attendees, present or represented, and the percentage of the share capital they hold; each item with the result of its vote. |
| Certificate | The certificate of the resolutions passed, issued by the secretary with the approval of the chair. |
Both come from a template filled with the data of the general meeting. That is why you should record attendance properly first: only attendees are reflected in the minutes.
Review and request the signature#
- Open the Minutes tab and review the text. Start in the "Minutes" sub-tab.
- Click "Request signature". The document is sent for signature to whoever has to sign it.
The certificate is sent the same way: open the "Certificate" sub-tab and repeat the steps.
What happens next#
- In the Signatures tab you choose the document (Attendee list, Minutes or Certificate) and see its "Date sent", how many "Have signed" out of the "Total signers" and the "Signature status". Below, each signer with their "Signature date" and their "Signature status". Click "Refresh list" to see the latest signatures. To remind those who have not signed yet, see Remind whoever still has to sign.
- When everyone has signed, the signed minutes appear in the Documents tab of the general meeting, under "Notice and Minutes".
Frequently asked questions#
Who signs the minutes?
As a general rule, the chair and the secretary of the general meeting. Your articles of association take precedence. In the Signatures tab you can see who the signers of each document are.
I have sent the minutes for signature and there is a mistake.
What gets signed is the document that was sent.
Can I request signatures on the attendee list?
Yes. In the Signatures tab, the "Attendee list" has its own signature tracking, like the minutes and the certificate.
Related
- 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 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.
- 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.