Overview
Annual General Meetings are among the most important events in a company's calendar. Shareholders must be verified, votes recorded accurately, and proxies handled correctly, whether the meeting is held in a boardroom, online, or both.
Our client, a group of companies, had been running its AGMs on a paid third-party platform. We built them a purpose-built, in-house AGM management platform that brings shareholder participation, voting, and meeting operations under their own control.
The Challenge
The client's existing setup worked, but it came with limitations:
- External dependency. Shareholder meetings and voting relied entirely on a paid third-party platform.
- No in-house control. The client wanted to own the platform that manages shareholder participation, voting, and meeting activity.
- Multi-company needs. The platform had to support several companies under one group, not just a single entity.
- Flexible participation. Shareholders needed to appoint proxies and vote before the meeting, not only during it.
Our Solution
We developed a web-based AGM management platform that handles the full AGM lifecycle, from shareholder onboarding to the meeting itself.
Shareholders register through a dedicated AGM portal and are verified by email and mobile before they can participate. Eligible shareholders can vote during the meeting or cast an early vote in advance. They can also add and manage proxies where applicable. The platform integrates with Zoom, Microsoft Teams, and Twilio for virtual participation, and supports virtual, physical, and hybrid AGM formats.
A central admin panel lets the client's team manage shareholders, meetings, voting, and day-to-day AGM operations across every company in the group.
Key Features
| Feature | What it does |
|---|---|
| Shareholder Onboarding | Registers shareholders on the AGM platform |
| Registration Link Sharing | Shares the AGM registration link with shareholders |
| Email & Mobile Verification | Confirms shareholder identity before access |
| Voting Module | Lets eligible shareholders vote during the meeting |
| Early Voting | Lets shareholders vote ahead of the scheduled meeting |
| Proxy Management | Lets shareholders add and manage their proxies |
| Group of Companies Support | Runs AGMs for multiple companies from one platform |
| Meeting Integration | Connects with Zoom, Teams, and Twilio |
| Meeting Formats | Supports virtual, physical, and hybrid AGMs |
| Admin Panel | Manages shareholders, meetings, voting, and operations |
The Shareholder Journey
- The shareholder is onboarded onto the AGM platform.
- They receive the AGM registration link.
- They register and complete email and mobile verification.
- They access the AGM, virtually or in person depending on the format.
- If eligible, they vote, either early or during the meeting.
- Where applicable, they add a proxy to attend and vote on their behalf.
Technology
| Layer | Technology |
|---|---|
| Frontend | Next.js |
| Backend | Spring Boot |
| Database | PostgreSQL |
| Meeting and Communication | Zoom, Microsoft Teams, Twilio |
The Outcome
In 12 weeks, the client moved from a paid third-party tool to a platform it owns and controls. The new platform:
- Removes the dependency on an external AGM vendor
- Supports every company in the group from a single system
- Gives shareholders more flexible ways to take part, through early voting, proxies, and virtual or hybrid attendance
- Gives the client's team one admin panel to run the entire AGM
Book a free consultation and find out what it would take to build a platform like this for your organization.
