Registering proxies

An admin registers proxies on the meeting's Proxies tab. Each proxy lets one member (the grantor) be represented by another member (the grantee) for the whole meeting. The grantee then votes for the grantor from their own voting page.

Before you start

• A proxy can only be held by a member on your register. Both the grantor and the grantee must be members of the same organisation. Assembley cannot register an outside proxy holder, such as an adviser or a family member, even where your rules allow one. Danish companies, for example, may be represented by any proxy (selskabsloven § 80).
• Keep the written proxy yourself. Assembley records who represents whom, with an optional note, but does not store the proxy document. If your rules require a written proxy, keep it in your own records; under the Danish Companies Act, for example, it must be written and dated (§ 80).
• Elections where votes are distributed across candidates. On these items, a holder cannot cast a ballot for the member they represent, so that member has no vote on the item. If your meeting has such an election, tell the grantor in advance.
• Decide on a limit when you create the meeting. In the new-meeting setup, the question "Will members be able to give proxies?" has two answers: "Not expected" or "Yes, with a limit". If you choose a limit, enter it in Most proxies one person may hold. Leave it empty for no limit. The limit cannot be changed after the meeting is created, and it is frozen when the meeting goes live.
• Decide how proxies count towards quorum. The setting Voters represented by proxy has three options (see Settings below). You can set it when you create the meeting or on the Settings tab until the meeting goes live. After that it is shown with a lock and the text "Locked when the meeting went live".
• Plan. For companies, proxies are part of the Corporation plan or the proxies add-on; if they are not on your plan, the tab shows "Proxies are part of Corporation". Other organisation types have proxies included.

Register a proxy

1. Open the meeting from your dashboard and go to the Proxies tab.
2. In the Register Proxy card, choose the member giving the proxy under Grantor (gives proxy). Members who have already given a proxy for this meeting are not listed.
3. Choose the member receiving it under Grantee (receives proxy). The grantor is not listed here.
4. Optional: add a note under Notes (optional), for example where the written proxy came from.
5. Click Register proxy. The button is active only when both members are chosen.

The proxy appears under Registered Proxies as "Grantor (number of shares) → Grantee", with your note. The heading shows how many proxies are registered and how many members are represented. Registering takes effect at once; there is no approval step, and members cannot register proxies themselves.

Revoke a proxy

1. On the Proxies tab, click the bin icon next to the proxy.
2. Confirm Revoke under "Revoke this proxy? It stays in the register, marked revoked."

The proxy stays in the register, struck through, with the time it was revoked. It no longer counts and no longer votes; a ballot already cast through it stands. Each revocation is logged as "Proxy revoked". Once the meeting has ended, proxies can no longer be added or revoked, because they are part of the meeting's record.

What the proxy holder sees

On their voting page, the holder sees Voting as with a tab for Myself and one tab for each member they represent. They submit a separate ballot for each person, and can see which ballots are not started, in progress or submitted. Where a limit applies, the page shows how many proxies they hold and the limit for the meeting.

Each ballot cast for a grantor counts with the grantor's weight, not the holder's. The holder is marked present; the grantor is counted as represented. On secret items, the choice is as secret as any other ballot. The receipt that shows a ballot was cast is in the grantor's name, and the verification code belongs to the holder who cast it, so the grantor cannot check that code themselves.

Settings and what they do

Setting	Where	What it does
Will members be able to give proxies?	New-meeting setup	"Not expected" or "Yes, with a limit".
Most proxies one person may hold	New-meeting setup	Maximum number of members one holder may represent. Empty means no limit. Frozen when the meeting opens.
Voters represented by proxy: Not configured	New meeting, or Settings tab	Represented voters are listed, but not counted towards quorum.
Voters represented by proxy: Only voters present count	New meeting, or Settings tab	Only voters present count towards quorum.
Voters represented by proxy: Represented voters count	New meeting, or Settings tab	A present holder also brings the voters they represent, with their weight.
Notes (optional)	Register Proxy card	Free text kept with the proxy, for example where the written proxy came from. The document itself stays in your own records.

One proxy covers the whole meeting. There is no per-item proxy, no expiry date, no document upload and no voting instruction field.

Where proxies show up afterwards

• Minutes: the attendance line shows how many attended in person and how many were represented by proxy, with the proxy rule used.
• Evidence package (PDF): a Proxy Register section lists each grantor, the shares delegated, the representative, the notes, when it was registered, and its status (accepted, or revoked with the time).
• Activity log: each registration is logged as "Proxy registered", and each revocation as "Proxy revoked".

Common mistakes

• "This shareholder has already assigned a proxy". Each member can give only one proxy per meeting. Revoke the existing proxy first if it should go to someone else.
• "Grantor and grantee must be different". A member cannot hold their own proxy.
• The holder is over the limit. Registration is refused with a message that the person already represents the maximum. If the limit changed before the meeting opened, check it again: at voting time the frozen limit applies, and a holder above it can cast only their own ballot.
• The grantor votes as well. Only one ballot per member is accepted on an item. Whichever arrives second, the grantor's own or the holder's, is refused.
• Elections that distribute votes. On elections where votes are distributed across candidates, a ballot for another member is not accepted (see Before you start). The holder votes only for themselves there.
• The grantor has no vote. A proxy ballot cannot be cast for a member whose shares carry no vote, or who has left the register.
• Proxies after the meeting. Once the meeting has ended, the register is closed. Register every proxy before or during the meeting.
• Self-registration meetings. On meetings where members register themselves, the Proxies tab is not shown, and registration is refused with "This meeting has no proxies: everyone registers and votes for themselves."