Invitations, registrations and proxies for your general meeting from one list. One process from invitation to draft minutes.
Before every general or delegates’ meeting your office pulls addresses, registrations and proxies together from several lists. The software sends invitations from the current member list, collects replies and proxies and drafts the minutes from your notes. Member data stays on a server you choose.
CooperativesGeneral meeting Page 5 of 10
How we prepare your general meeting
Walk through your last meeting
We go through your last meeting from invitation to minutes and show which steps the software can take on. AI audit €500, credited in full when you go ahead.
AI consulting for cooperativesSet up the process
We set up invitations, the registration form, the proxy list and a minutes template in line with your statutes. From around €2,000.
AI software for cooperativesReady every year
We keep the process ready for each meeting, update templates and hand everything over in good order when the board or supervisory board changes.
AI agency for cooperativesWhat the software takes on
Send invitations
The software builds the recipient list from your current members or delegates and sends the invitation and agenda by email or as a mail merge letter. You approve the send.
Collect registrations and proxies
The software matches replies and proxies to the right member. If a proxy is missing for an announced representation, your team sees it before the meeting.
Draft the minutes
A draft of the minutes comes together from the agenda, the attendance list and your notes. The minute taker checks resolutions and vote counts.
From registration to a complete attendance list
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01
A registration arrives
Member 184 registers for the general meeting through the form and says they will represent another member.
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02
Proxy missing
The software checks the registration against the proxy list and flags that the other member’s proxy has not arrived yet.
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03
Request and record
It drafts a short reminder with the proxy form, and your team sends it. Once the proxy is back, the representation appears on the attendance list.
Questions about the general meeting
Where is the member data stored?
Wherever you decide: in your office, on a dedicated server in Germany or with a service in the EU. We sign a data processing agreement under the GDPR before we start.
Can we send invitations by email?
Your statutes set the form an invitation must take. We set up sending to match, by email, by post or both.
Does it work for delegates’ meetings too?
Yes. The software then keeps the list of delegates and substitutes and invites the delegates. You decide who confirms entitlements.
What does digital preparation cost?
The initial call is free, and the AI audit costs €500, credited in full towards implementation. Invitations with registration and a proxy list start at around €2,000.
How much work goes into your next general meeting?
In the free initial call, tell us how you prepare invitations, registrations and minutes today. We will show you which steps the software takes on, what it costs and how it works with your member list.