Bring invitations, attendance and minutes together. Prepare cooperative meetings digitally
Before a general or delegate meeting, current lists, documents and responses need to come together. We build a workflow that supports preparation while leaving decisions with the responsible bodies.
Preparing a meeting is different from taking decisions.
We establish your meeting format and the requirements provided by your advisers for invitations, representation and records. Digital organisation is not automatically a legally valid online voting system. That needs a separate assessment and explicitly agreed scope.
What the solution can support
Prepare invitations
Create the recipient list from checked member or delegate records. Delivery methods, deadlines and content follow your requirements and are approved before sending.
Combine responses
Match registrations and proxy documents to suggested records. Responsible staff resolve unclear representation; attendance remains separate from voting eligibility.
Draft minutes
AI can prepare a draft from approved notes and the agenda. Decisions, vote counts and wording are checked against original records.
From the current workflow to a tested solution
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01
Define the scope
Select a typical case and the important exceptions. Agree data sources, roles and acceptance criteria. A workshop is not a prerequisite for implementation.
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02
Agree the offer
You receive a binding offer for the agreed scope. Flexible projects have agreed effort and cost ceilings. Additional ideas are discussed and priced before implementation.
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03
Introduce and operate
Your team checks the solution with suitable examples. Migration, training and optional support are agreed as needed. Scope, access and available capacity determine the schedule.
Which data can go where?
We agree data sources, permissions, retention and allowed external connections. Processing can take place locally or on dedicated servers, depending on your needs. Cloud AI is used only for approved content. Location, model usage and contractual terms are checked for the specific application.
A clear starting point and an agreed price
The first call is free. For a detailed assessment, our AI audit costs EUR 500 excluding VAT. It covers selected workflows, recommendations, specific project ideas and practical guidance on use and secure design.
The full EUR 500 is credited towards subsequent consulting or implementation. If we find no economically worthwhile AI use case, the audit fee is waived. Only expenses agreed in advance, such as travel, remain payable.
Simple, clearly defined applications start at EUR 2,000 excluding VAT. This is not a package price for the entire solution described here. Migration, integrations and operational requirements affect the work. Hardware, licences, hosting and support may cost extra. VAT is additional.
Related next steps
Member and share administration
When contacts, shares and payments live in separate files, every enquiry requires reconciliation. We connect these records with clear responsibilities and a reviewable change history.
Explore the applicationMember portals for cooperatives
A portal can reduce repeat calls when members find current information there. We design documents, personal information and enquiries as a connected workflow with appropriate access rights.
Explore the applicationQuestions about this project
Can you support delegate meetings?
The workflow can include delegate lists, substitutes and other information you require. Your responsible staff and advisers determine the applicable rules and confirm eligibility. The software implements those reviewed requirements.
Can we keep our existing systems?
We examine existing features and interfaces before planning a new solution. Integration is agreed only for parts whose technical and economic feasibility has been checked. Planning includes identifying the authoritative source and who reviews changes.
Which workflow would you like to simplify?
Describe the task, the software involved and the recurring questions. A description without confidential original documents is enough for the free first call.