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Convocation AGM

Learn how you can automate the convocation letter for the Annual General Meeting

Once you have completed all checks and configured the AGM workflow as described in the AGM essentials article, you can proceed with issuing the convocation for the AGM.

Please note that this learning path may include optional steps and that additional steps required in your specific jurisdiction or due to your internal approach may need to be added. The learning path assumes that templates (either our standard pack or tailored templates) are available in your Corporify environment. If this is not yet the case, or if you would like more information on templates, please contact support@corporify.com.

Below, you will find the relevant articles that explain how to improve and automate the convocation process:

  1. Prepare AGM
  2. Create from template
  3. Send convocation letter

1. Prepare Convocation of the AGM

1.1 Mailbox setup

Before sending out the documents via email, verify which mailbox is linked to your environment. By default, a Corporify 'noreply' mailbox is configured. Update this to a mailbox of your own company before sending the documents.

Click 'here for more information on configuring the mailbox.

1.2 Default folder - add subfolder

You can adapt the existing default folder structure by adding an additional folder in bulk. You can create a new folder for all legal entities associated with your default structure specifically for this year's AGM. This allows you to efficiently add a folder, such as '2025', to all linked entities simultaneously. Click here if you do not yet have a default folder structure active in your silo.

Below you can find a step by step guide on how adapt the default folder.

For detailed instructions, click 'Start tutorial' below.

 

1.3 Portal

You can set up a personalized portal access for each shareholder, allowing them to view an overview of their individual shareholding, including the total number of shares, relevant documents and general information such as the convocation or the annual accounts. 

Before opening the investors portal, we recommend looking into the following articles:

  • Default folder structure: You have likely already configured a default folder structure for the legal entities you manage. If you plan to open the portal for your shareholders, we recommend also setting up a separate default folder structure for them.
  • Branding: you can add a portal banner to align the portal’s look and feel with your company’s branding.
  • Portal notifications: you can choose whether portal users receive an email notification each time you add a document to their document room.
  • Watermark: to add an extra layer of security you can add a watermark to any pdf-document you share via the portal. 

You can create portal access for each shareholder, the set-up differs depending on whether the shareholder is a person or legal entity. 

Below you can find a step by step guide on how to create portal access for a person.

For detailed instructions, click 'Start tutorial' below.

 

Below you can find a step by step guide on how to create portal access for a legal entity.

For detailed instructions, click 'Start tutorial' below.

 

Whether you choose to open the investor portal for each shareholder is optional. As explained below, you can send the convocation letter either by email or via the portal, depending on your preferred workflow.

2. Create the convocation letter

2.1 Add your brand to Corporify (Lay-out)

You have the option to add your letterhead in Corporify, including elements such as the header, footer, font type and font size. The letterhead must be a Microsoft Word template (dotx format). This personalized letterhead can be incorporated into your templates, allowing you to tailor your documents to reflect your unique branding.

Ensure that you thoroughly test the letterhead to confirm its appearance and functionality before sending it out. 

Below you can find a step by step guide on how to add your lay-out in Corporify.

For detailed instructions, click 'Start tutorial' below.

 

2.2 Draft agenda and create the convocation letters (template) 

Draft and prepare the agenda of the next AGM in line with your company’s articles of association and applicable legal requirements. Make sure all mandatory items (such as approval of the annual accounts, discharge of directors, appointment or renewal of directors and auditor and dividend decisions) are clearly listed, together with any additional resolutions you wish to submit to the shareholders.

Once the agenda is finalized and validated internally, you can proceed with the creation of the convocation letter based on this agenda.

Below you can find a step by step guide on how generate the convocation template.

For detailed instructions, click 'Start tutorial' below.

 

If you do not have access to the AGM templates, please contact support@corporify.com for more information on how to activate these templates.

3. Send convocation letter

3.2. Send convocation via mail

We recommend that you edit the columns in your document room to assist with tracking the progress of sending the template. We suggest you add the following columns: 

  • Mail-out recipients: this will enable you to verify that each template has a designated recipient when you send it via mail.
  • Mail-out status: this will enable you to verify that the template is send via mail.

Below you can find a step by step guide on how to edit the columns of your document room.

For detailed instructions, click 'Start tutorial' below.

 

If a shareholder’s mail-out recipient field is empty, go to that shareholder’s page in Corporify and add a mail, or for legal entity, a contact person with a mail. Once this is done, regenerate the convocation template for that shareholder and delete the original version.

Once you have added the relevant columns, verified that each document has a designated mail-out recipient and confirmed that all documents are correctly completed, you can proceed to send the finalized documents via mail.

Below you can find a step by step guide on how to send the convocation letters via mail.

For detailed instructions, click 'Start tutorial' below.

 

3.3. Copy to the document room of each shareholder (share via investor portal)

Once you have created the templates, you have the option to copy the document to the document room of each shareholder. If you have opened the investor portal, the shareholder will be able to see the document via the investor portal.

Below you can find a step by step guide on how to copy documents to another entity.

For detailed instructions, click 'Start tutorial' below.

 

Click 'here' to proceed to the next step. Once you have completed this phase, you can continue with the next step in the learning path. You can already start preparing the convocation in parallel, so both steps can run simultaneously.