4.05 Adding procurations

As a property manager you can easily manage and add new procurations in Vera. Procurations can be manually inputted but also registered by owners from inside the portal. When an owner is registering his or her attendance for a meeting through the portal the option to also give a procuration to somebody else is present. Procurations that are linked from the portal will need a manual review from the property manager. In Vera a procuration is valid if following criteria are met : the procuration holder does not receive more than 3 procurations and if more than 3 procurations are linked the total amount of shares gathered can’t exceed 10% of the total amount of shares linked to the meeting division key. 

If a meeting has been created you can add procurations by following these steps :

1. Open a meeting
2. Navigate to the card « Procurations »
3. Click on the plus to add new procurations 
4. Fill in the necessary information
   1. Type : Option between general and specific procuration
      1. General procuration : the procuration main holder can freely vote in name of the owner
      2. Specific procuration : the procuration main holder can only vote on specific agendapoints that were filled in by the owner
   2. Procuration granter : the contact or company that gives the procuration
   3. Procuration main holder : the contact or company that receives a procuration and is marked as main holder
   4. Procuration secondary holder : the contact or company that receives a procuration and is marked as secondary holder
   5. Received on : date when the procuration was received
   6. Remark : free text that serves as an internal remark for the property manager
   7. Document : the procuration document + signature can be digitally uploaded and linked to the procuration 

Vera provides the property manager with an easy way to check the validity of procurations, this view can be found in the tab « Procuration holders ». Here you can follow up on the following things

• Contacts and companies that received a procuration
• Amount of procurations per contact and company
• Amount of shares that a contact or company has received
• A visual representation of the total amount of shares received to indicate validity

Please keep in mind that this part is only for viewing purposes, nothing can be edit here. Procurations need to be added and managed in the tab « Procurations ».

The owners that use the portal provided by Vera have the option to register their attendance through the portal but also to input a procuration if they can’t attend the meeting. The owner can follow these steps to make a procuration.

1. The owner needs to be logged in on the portal
2. The first item the owner sees is a section with the upcoming meetings and a button to register his or her attendance for that meeting
3. Attendance can also be registered by navigating to the menu « Meetings » and clicking on the button (Register Attendance) for the correct meeting. 
4. A new page will appear so that the owner can choose between being present or not being present
5. If the owner chooses not be present the option to input a procuration will appear. 
6. The owner needs to complete following steps to correctly fill in a procuration
   1. Procuration type :
   2. Procuration main holder :
      1. Option to choose another contact or company that is owner in the building
      2. Option to choose somebody that is not an owner, either family, friends or a complete stranger
   3. Procuration secondary holder :
      1. Option to choose another contact or company that is owner in the building
      2. Option to choose somebody that is not an owner, either family, friends or a complete stranger
   4. Remark : the owner can input a remark that will be visible for the property manager
   5. Signature : a signature can be inputted that will be sent as a PDF to the property manager

After all these steps have been filled in the procuration will be ready for review by the property manager. If the procuration is valid the procuration can be accepted.