Overview
The Meetings feature provides comprehensive tools for scheduling and managing all types of residential building meetings, fully compliant with UK leasehold law and Companies Act 2006 requirements.AGM - Annual General Meeting
Yearly statutory meeting for company business, accounts approval, and director elections
EGM - Extraordinary General Meeting
Called for urgent matters that cannot wait for the next AGM
Resident Meeting
Informal meetings for community discussions and updates
Residents' Association
Meetings for recognised resident associations under the Landlord and Tenant Act
UK Governance Compliance
All meeting features are designed to comply with the Companies Act 2006, RICS Service Charge Code, and UK leasehold legislation.
Notice Periods
| Meeting Type | Minimum Notice | Statutory Basis |
|---|---|---|
| AGM | 14 days | Companies Act 2006 |
| EGM | 14 days | Companies Act 2006 |
| Resident Meeting | 7 days | Best practice |
| Residents’ Association | 14 days | Landlord and Tenant Act 1985 |
Resolution Types
Ordinary Resolution (>50% majority)
Ordinary Resolution (>50% majority)
Used for most routine business including:
- Approving annual accounts
- Appointing auditors
- General building matters
Special Resolution (75% majority)
Special Resolution (75% majority)
Required for significant decisions including:
- Changing company articles
- Major capital expenditure
- Changing the company name
Meeting Workflow
Create Meeting
Set the meeting type, date, time and location. Choose between in-person, virtual (video), or hybrid format.
Set Agenda
Add agenda items with descriptions. The system automatically includes statutory items for AGMs (accounts, director elections, etc.).
Send Notices
Automated notices are sent to all eligible attendees with the required notice period. Includes proxy forms and access links.
Track Attendance
Monitor RSVPs and proxy submissions. System tracks quorum requirements in real-time.
Conduct Meeting
Use the built-in tools for taking votes, recording resolutions, and capturing minutes.
Key Features
Quorum Tracking
The platform automatically calculates and tracks quorum requirements based on your company’s articles:- Real-time quorum status display
- Proxy vote counting
- Alerts when quorum is at risk
Proxy Voting
Digital proxy form submission
Secure proxy validation
Automatic counting in votes
Audit trail of all proxies
Video Conferencing
For virtual and hybrid meetings:- Integrated video meeting links
- Screen sharing for presentations
- Recording capability (with consent)
- Breakout rooms for discussions
Document Management
All meeting documents are automatically organised:- Agendas and notices
- Proxy forms
- Voting records
- Minutes and resolutions
- Supporting documents
Permissions
| Action | Directors | Leaseholders | Management Company |
|---|---|---|---|
| Create meetings | ✅ | ❌ | ✅ |
| Edit meeting details | ✅ | ❌ | ✅ |
| Add agenda items | ✅ | ❌ | ✅ |
| Vote on resolutions | ✅ | ✅ | ❌ |
| Submit proxy | ✅ | ✅ | ❌ |
| View minutes | ✅ | ✅ | ✅ |
| Generate notices | ✅ | ❌ | ✅ |
Getting Started
Schedule Your First AGM
Step-by-step guide to setting up your Annual General Meeting
Proxy Voting Guide
Learn how to configure and manage proxy voting
The Meetings feature is available for all RTM companies, RMCs, and Share of Freehold buildings.