Organization and remote or hybrid holding of

Firstly, the characteristics of the meeting to be held are parametrised:

- Advance and second calls, type of quorum, whether or not there is a proxy vote, whether there is a casting vote, types of census, representatives, etc.

- Restrictions on access to the room once the meeting has begun, possibilities for amendments and/or comments on the items on the agenda, possibilities for participation by attendees during the meeting, etc.

Once it has been decided how the meeting is to be held, it is set up, specifying the date, time and location (in the case of hybrid meetings, with a physical and virtual meeting room).

The meeting notice is created, defining the items on the agenda and the texts and images to be included in the communications to be sent to the people to be convened, who form the census of the meeting.

Agenda items can be of different types (information only, voting). Voting must be configured as to whether it is anonymous or public, the majority required and the associated documentation.

Generic documentation can also be associated with the whole meeting.

Finally, various aspects of how the meeting is to be run are parameterised: attendance confirmations, secure access methods for accessing the meeting, approval of minutes at the end of agenda items, etc.

Communication by certified e-mail to the members of the census, with the possibility of monitoring the status of this communication (delivered, open).

Those invited can confirm their attendance and, if the organisation allows it, anticipate or delegate their vote in a specific protected access portal, for access to which they must use the identification method enabled by the meeting administrator.

When the time comes for the meeting, it can be held entirely remotely ("virtual meeting") or in a physical room with some ("hybrid meeting") or all ("face-to-face meeting") participants.

In the case of a virtual room, participants participate via video call in a virtual room that displays all connected participants.

The product allows the management of agenda items, automatic quorum and voting, integration of telematic and physical participants.

. The meeting is managed by a person who opens the agenda, gives the floor, etc. This person can be the secretary of the organisation or he can delegate the management to a Councilbox expert who will manage the application on his behalf and according to his guidelines. Depending on how the meeting has been set up, it will be possible to make changes or not, give the floor or block it, etc.

At the end of the meeting, the system automatically produces minutes, generated from the texts of the agenda, comments and votes. These minutes can be edited before they are closed and sent to the participants.

In the case of a virtual room, a recording of the meeting is also generated.

All events and actions carried out from the sending of the call to the closing of the minutes are recorded in a private, secure and immutable way thanks to Councilbox's Blockchain technology. This evidence will be used to demonstrate a posteriori any aspect related to the course of the meeting, providing the necessary legal certainty.