How to manage an online assembly event

The Assembly Module allows you to host remote events (shareholders' meetings, conferences, board meetings, etc.) while monitoring real-time system access.

Step 1. Event setup

The first step is to configure the event following the procedures outlined in this article.

Step 2. Event validation

Once the configuration is complete and all data has been verified, you can proceed with Event Validation and the distribution of voting credentials to the voters. We recommend performing this step at least 24 hours before the start or several hours in advance (e.g., send credentials in the morning for an afternoon/evening session). This ensures all participants have their access details before the assembly begins.

Step 3. Enabling access

To monitor remote attendance, we suggest enabling system access at least 15 minutes before the proceedings start. As voters log in and enter the event, the attendance tracker will update in real-time - including any proxies - allowing you to verify if the constitutional quorum has been reached.

Note: Attendance in Eligo is recorded upon entering the event platform, regardless of participation in the video conference, which remains an external, non-integrated application.

Step 4. Opening the polls

In an assembly event, voting is managed on a per-ballot basis. To open a vote, click the icon on the far right of the specific ballot and select "Open single ballot" from the dropdown menu.

This allows you to manage individual agenda items sequentially as the meeting progresses.

Step 5. Closing the polls

The ballots can be closed simultaneously using the "Close All" button, or individually by selecting "Close vote" from the ballot’s dropdown menu.

The "Close All" function closes the entire event and locks all ballots, preventing any further voting. Use this only at the conclusion of the meeting once you are sure no further motions or items will be added.

Upon closing each ballot, the voting reports will be generated within seconds.