Prepare
Manage participants, dates, agenda items, questions and communication centrally.
The Executive Standard for Corporate Governance & Board Voting
Convencium unites board chairs, administrators, shareholders, and observers in a single, high-security ecosystem. Effortlessly orchestrate agendas, execute legally compliant online voting, and generate boardroom-ready protocols and minutes with precision.
Voting in progressItem 04 · Participation 86%
Chairperson · Overview
Annual meeting
LiveLive status
86%Present
04/08Agenda
128Participants
Current agenda
03Board reportclosed
04Resolutionopen
05Supervisory boardready
Current results
Controlled by roleAdmin · Chair · Participant
Platform
One platform for the complete voting process
Convencium brings the organisational stages of corporate voting into one platform. The Client Admin prepares the meeting, the Chairperson controls the live voting process and participants vote from their personal accounts. Once the meeting is complete, the results are finalised and made available for documentation.
Conduct
Open questions individually or together and monitor voting progress.
Document
Finalise results and prepare invitations, guides and minutes from templates.
Areas
A focused workspace for every responsibility
Each role receives the functions required for its part of the process.
Client Admin
Sets up users and participants, plans meetings and prepares emails, documents and voting settings.
PreparationChairperson
Opens votes, follows participation and results, and closes the meeting in a controlled way.
Live controlParticipant account
Brings invitations, attendance confirmation, voting, authorised results and minutes into one workspace.
Personal accessGuest access
Provides restricted access for guests or representatives when enabled for the client environment.
Targeted accessWorkflow
From client setup to final minutes
A clear workflow connects setup, preparation, live voting and documentation.
Set up the client environment
The Super Admin defines the company, domain, language and available modules.
Prepare the meeting
The Client Admin records the date, participants, responsibilities and organisational details.
Build the agenda
Agenda items, descriptions and answer options are prepared for the meeting.
Send access details
Templates support communication of invitations, login credentials and deadlines.
Control the vote
The Chairperson opens questions individually or together and monitors participation.
Finalise the results
Once finalised, the meeting is locked and the results move into the documentation process.
Features
Functions for a controlled voting process
From tenant management to finalisation, Convencium supports the recurring tasks behind digital corporate voting.
Preparation
Tenant management
You get a dedicated, secure environment with your own domain name and flexible, configurable modules. This guarantees full data confidentiality for your company and allows you to tailor the platform to your unique business processes.
Roles and permissions
Flexible access management for various user groups eliminates the risk of unauthorized actions and enhances overall system security.
Participant management
A centralized hub to manage master data, capital shares, invitation dispatches, and attendance tracking. This cuts down routine prep time and minimizes the risk of errors in voting lists.
Voting
Voting modes
The ability to open questions one at a time or present all active items for voting simultaneously. This allows you to run the meeting at a pace comfortable for your company while keeping participants engaged.
Voting configuration
Support for anonymous voting, PIN-code access, and diverse response options. You gain full control over the procedure, ensuring compliance with legal requirements and strong protection against fraud.
Real-time quorum control and vote tracking
Automated attendance counting and live monitoring of participant engagement. You can always be confident in the legitimacy of decisions made without wasting time on manual tallying.
Documentation and Analytics
Result visualisation
Instant display of verified results in easy-to-understand charts. This ensures decision-making transparency, speeds up finalization, and simplifies reporting for participants.
Automated protocol and report generation
One-click export of ready-to-use final documents and ballots right after voting ends. This relieves the secretariat’s workload, eliminates typos, and accelerates legal validation.
Secure digital archive of decisions
Reliable storage of all results, minutes, and voting history in a single database. You can easily locate any record during audits or internal reviews, keeping your legally binding data completely safe from loss.
Control
Responsibilities and meeting status remain clear
Convencium separates platform administration, meeting preparation, live meeting control and participation. Visibility and editing rights follow the user role and the current meeting status. Tenant-specific system logs support technical traceability. After final closure, the meeting is locked against further changes.
Preparation
Client Admin · Editing
activeClient Admin · Editing
Live meeting
Chairperson · Voting control
role-basedChairperson · Voting control
Finalisation
Locked state · Protocol
lockedLocked state · Protocol
Verified details about hosting, data protection, encryption, certifications and retention periods will be added only after technical and legal approval.
Documents
Repeatable documents from centrally managed templates
Global templates provide a basis for meeting notices, chairperson guides, minutes and system emails. Dynamic placeholders insert stored company and meeting data. Templates can be organised by legal form and made available within client environments.
Request a demoFAQ
Frequently asked questions
Does online voting on the Convencium platform have legal validity?
Yes. The platform is designed in compliance with corporate legislation requirements regarding remote general meetings and voting. System-based recording of quorum, timestamps of votes cast, and automatic generation of the final protocol ensure full legal legitimacy of the adopted decisions.
How does Convencium guarantee the accuracy of vote counting and quorum?
Counting is carried out automatically based on the participant register data. The system accounts for the type and volume of shares/equity held by each participant, automatically calculates quorum for each agenda item, and excludes votes from individuals with voting restrictions on specific items.
How is a participant's identity verified prior to voting access?
Access is provided via secure personal accounts. Authentication is performed using unique user credentials and/or two-factor authentication (2FA) sent via verified communication channels of the participant.
Is vote secrecy preserved during anonymous voting?
Yes. If the anonymous voting mode is enabled for a question, the system records only the act of voting and the overall distribution of votes, while fully hiding the personal voting results of individual participants in summary report forms and the chairperson panel.
Where and how are company and participant data stored?
Data is stored in secure data centers in compliance with GDPR requirements. An isolated domain is created for each client company with role-based access control, eliminating data leaks or cross-contamination of confidential information.
What happens if a participant or the Chairperson loses internet connectivity?
The participant's session remains active. Upon reconnecting, the page refreshes without data loss, allowing the participant to resume voting on currently open questions. For the chairperson, the system saves the live state of the meeting in real-time, preventing any loss of results.
Can voting results be tampered with after the meeting closes?
No. Once the meeting is concluded and finalised by the chairperson or administrator, the system completely locks any capability to modify questions, votes, or the final protocol. All user actions are additionally recorded in system audit logs.
Which official documents and materials does Convencium support, and at what stages are they generated?
The platform provides automated document workflow throughout the entire meeting lifecycle based on legal templates populated with dynamic data: during the preparation phase (prior to voting), the system generates and sends official notice of convocation (Invitation) and guidelines for the Chairperson; following the vote, it generates the final protocol, which records the voting outcomes and adopted decisions.
Product demo
See how Convencium fits your voting process
Discover how Convencium connects roles, participants, voting and documentation within a structured workflow. Arrange a personal product demonstration.
- Five clearly separated access areas
- Live control and configurable voting
- Documents generated from central templates