Digital invitation for your shareholders meeting

Two weeks before the general meeting, someone opens the shareholder spreadsheet: two email addresses bounced last year, one holder now lives in Frankfurt, and the column with share percentages still doesn't add up. Meanwhile the notice has been going round as a PDF attachment since Tuesday and nobody is sure which version is current. A digital invitation for a shareholders meeting keeps all of that in one place, and you can pick a design from the catalogue, fill it in and send the link today.

It's a web page, not a file. People open the link in a browser, with no app and nothing to download, and reply from their phone. The label, date, venue and confirmation form sit in the same editor, and you can change any of them after the notice has gone out.

What digital invitations for a shareholders meeting must carry

Two fields do the heavy lifting on the first screen. In the label field write Joint General Meeting of Shareholders 2026; in the name field, the full registered company name. Then the date, the time and the venue with the street address. If the meeting is hybrid, put the connection link in the phrase field and check the map pin once. The map can be corrected later without reprinting anything.

• Label, date and time read once more in the preview, with the time zone in brackets if any holder is abroad: London 10:00 / Frankfurt 11:00.
• Venue with the full address and the map pin confirmed, plus the back-up room written into the phrase field.
• Confirmation form with three options: attending in person, attending through a proxy, not attending.
• A line saying where and by when the formal proxy document has to be requested.
• The link opened on a phone that isn't yours, in the language an overseas holder will use.

The quorum starts in the list, not in the room

If a notice has been forwarded three times through WhatsApp, it isn't a notice any more. It's a rumour with a time attached. The invitation link never changes and always shows the version that is live, so the copy in the group chat and the copy in the inbox say the same thing.

Time zones deserve their own line. Writing London 10:00 / Frankfurt 11:00 kills the email that lands the day before asking whether the time is local. And the replies arrive inside the invitation in one list — in person, by proxy, not attending — instead of being rebuilt by hand from three threads the night before.

The notice is one link, and it says the same thing to everyone who opens it.

A PDF versus a live link

A downloaded attachment keeps circulating with the old time and last month's agenda. A published invitation shows what is true now: change an item on the agenda and it changes for everyone. Move the meeting to a different room the day before and you edit the venue and the map pin in Joy Studio, save, and that's the whole job. No correction circular, no envelopes leaving with the previous address.

You can upload up to 6 photos of your own — the facade, the side entrance, the room itself — and swap any of them afterwards without touching the rest. On the evening before, one message with the link replaces the thread of 'where is it in the end?' and the blurry photo of a floor plan.

Confirmations land in the same invitation, in an ordered list, so nobody chases answers through WhatsApp or rebuilds the count from memory. The site and the invitation content work in 7 languages — English, Spanish, Catalan, French, Italian, Portuguese and German — so a holder in Milan or Lisbon opens the link and reads the notice in the language they picked. Choose a design, test it free, and publish once the agenda is closed.