4.10 Creating the meeting report

After all the meeting points have been voted on and you've finished your meeting (4.09 Starting and voting in a meeting), you can now end your meeting and view the automated report.

Once you've clicked on the 'End meeting' button as shown above, you will end up on the report page. At the top you'll have the option to switch languages for the report between Dutch, French and English as well as go back to the meeting page by clicking the 'Meeting' tab.

Once the report has been generated, you will get an overview of all the information about your HOA and the meeting on the first page. This consists of:

• HOA (Address, VAT number)
• Name of the meeting
• Date of the meeting
• A table with for each attendee: their name, units/shares, present from/until, procuration holder
• Number of attendees present and total number of co-owners
• Number of shares present and total number of shares

On the following page(s), there will be a section for each agendapoint, showing what has been voted on, the comments written for that agenda point during the meeting , eventual outcome of the voting and whether it has passed or not.

In case something is missing from the report or you'd like to change something, you can add/edit anything in the file by using the text editor functions on the page.

Once you're satisfied with the report, click on the blue buttons at the top to either save and sign on paper or save and sign digitally. 

If you choose sign digitally, the system will save a first version of the report and the signature modus will open up.

Once activated, the following people can sign in the following order:

1. Syndic

2. President

3. Owners

Only the first two are mandatory. Once finished signing, click on 'Save report definitly'.

Upon saving, you will see the signed report before you, and the report will be added to the document model on your meeting page. 

Automatically, the latest version will be marked for 'Communication'. This means, the marked report will be used for sending the meeting report via mailing batch. If you want to mark another document as the report, then simply select it and click on the button 'Communication'. Make sure to turn it off for the old report.

By clicking 'Portal' you can also share the report on the owners portal.

To send the meeting report to your co-owners, click the action button at the top of your meeting page and click 'Send report'.

This will open a selector where you can select your template. Once selected the preview model will open where you can see what each owner will get sent via email and/or letter. The signed meeting report will automatically be added as an attachment.

See attachment the signed meeting report. If you want to add another attachment individually, you can use the left button. If you want the add an extra attachment for all owners in the mailing, click the right button.

Once sent, the system will generate a mailing batch where you can track and follow up the sent emails and letters.