COMMITTEE MANAGEMENT USER GUIDE

In this tutorial, we will show you how to create your committee that will participate in your events such as a general meeting or a board of directors for example. But first, let’s detail the different frameworks in which companies come together.

For every company created in the world, meetings have to be organized to discuss the situation of a company.

For small companies, it’s at least once a year for :

  • General Assembly : Annual meeting with all the shareholders.
  • Extraordinary General Assembly : Meeting organized with the shareholders in order to take strategic decisions which have direct impacts for them (Merger, election of directors, …) 
  • Board of Directors : a recognized group of people who jointly oversee the activities of an organization.

For small to medium companies or companies with several shareholders, they are structured in committees with their own duties:

  • General Assembly : Annual meeting with all the shareholders.
  • Extraordinary General Assembly : Meeting organised with the shareholders in order to take strategic decisions which have direct impacts for them (M&A, election of directors, …) .
  • Board of Directors : a recognized group of people who jointly oversee the activities of an organization.
  • Executive Committee : a committee with executive powers who deals with daily actions and decisions inside the company.
  • Remuneration Committee : committee to advize the board of directors concerning the employee salary packages, …
  • Strategic Committee : a committee to advize the board of directors concerning the strategy.
  • etc.

These committees are composed of members and have periodical meetings.  Members can be either individuals or a legal entities (a company). Legal entities are always represented by an individual.

The members of committees are elected for a period and must attend to the periodical meeting. Usually, they have functions (chairman, secretary, etc) and areas of expertise (financial, IT, HR, …).

Let’s move on to the practical side of your committee. In order to create it, go to the “Committees” tab on the left side of your screen and click on the “+” at the bottom right.

You will be able to assign a name to your committee (General Assembly, Board of Directors, etc.) according to your needs. Then choose the company for which you want to create this committee and define its mission in a few words. Finally, you still have to complete the periodicity of the event (annual, biannual, quaterly, monthly, bimonthly, weekly or custom).

Your committee now created, click on it. You arrive on the overview of your committee. You can now customize it by clicking on the pencil in the top left corner of your screen. You will have the possibility to modify the information completed in the previous step as well as to choose your different templates regarding the convocation, the proxy and the meetings. Each template is available in English and French.

The “Convocation” template contains the information that will be completed during the planning of your event. The data will be automatically updated.

The “Proxy” template is to be used when you cannot be physically present at the event. It allows you to fill out a proxy form so that another committee member can replace you at the event.

Finally, the “Meeting” template will use the information completed during the event to write the minutes to be signed by all committee members.

Let’s move on to the addition of members. To do this, click on the “+” at the bottom right of the “Members” tab. Click on “Add individual” and fill in the information about this person (last name, first name, address, etc.).

You may also add a “Company Representative” who will be the member representing that company on that committee. Then click on “Add Company” to add the company’s details.

Once the members have been added, you will be able to complete their information by clicking on the pencil in the top right corner of the selected member. You will be able to choose him/her:

  • A function: Chairman, member, observer, permanent guest or secretary.
  • Governance: HR, IT, Financial, Legal, etc.
  • A start and end date

Finally, at the top of your screen, you have two features:

Delete committee” which allows you to delete your created committee.

View committee history” to see all the changes made within this committee.

* Several different email addresses can be used for different committees on the same account.