Digital general meetings: prepare every stage

A digital general meeting remains a meeting of co-owners, subject to rules on notice, voting majorities and traceability. The tool should support the meeting arrangements and make it possible to retrieve the records supporting each result.

Prepare the notice and attachments

Check recipients, the agenda, proposed resolutions and required documents. Verify notice periods and delivery rules for the meeting using the official French meeting-notice guide. An ordinary email or app notification is not automatically a legally compliant notice.

Distinguish participation methods

Attendance in person, remote participation, proxy representation and postal voting require different handling. A postal voting form must reach the managing agent at least three clear days before the meeting. The conditions are explained in the official guide to conducting a general meeting.

Prepare the attendance list, proxies and votes received before the session. Generating a form does not establish that its votes are automatically included in the results.

Test access before the meeting

Using demonstration accounts, check that a co-owner can open the right documents and find the correct meeting. Verify the resolution displayed, voting rights and how a result is recorded. Agree on a practical fallback if someone loses their connection.

Review the results before publication

For each resolution, reconcile votes, ownership shares and the applicable majority rule. Changes in attendance must be taken into account. Then prepare the minutes and retain the approved version with the necessary supporting records.

Kopro supports notices, resolutions, attendance and votes during the session. Postal voting forms can be generated, but the complete workflow for entering those votes is not yet integrated. Electronic registered delivery requires an external provider; it should not be treated as a service already connected within Kopro.