Sending Invitations and Managing Eligibility

Eligibility answers a simple but consequential question: who is allowed to vote in this assembly? Getting it right (and understanding when it locks) is essential, because it defines both who receives an invitation and what the quorum is measured against. This article explains the model.

Defining who is eligible

When you set up an assembly, you choose its eligible voters in two layers:

• By group. You can let your whole register vote, or restrict the assembly to a single voter group. This lets one register serve different meetings (for example, a shareholders' AGM restricted to your shareholders group, and a separate board election restricted to a board group).
• By exclusion. On top of the group, you can exclude specific individuals from a particular assembly without removing them from your register.

The eligible set is therefore (the chosen group, or everyone) minus any exclusions.

Eligibility is editable until you go live

While the assembly is in draft, you can adjust the register, the eligible group, and exclusions freely. The moment you take the assembly live, Assembley fixes the eligible set for that meeting: it snapshots who is eligible and how much voting power and capital they represent. After that, edits to your register no longer change the meeting's basis. This is deliberate: it keeps the quorum denominator and the invitation list stable so the result can't be challenged on the grounds that the goalposts moved mid-meeting.

How invitations are sent

Invitations go out when the assembly goes live. Each eligible voter receives a personal invitation (typically a unique link) and confirms their identity before reaching the ballot. Because invitations rely on email, accurate addresses matter; clean your register beforehand (see Editing and Removing Voters). For the participant's side of this, see Inviting and Onboarding Participants.

Eligibility and quorum

Eligibility isn't just about access. It sets the denominator for quorum. For a share-based assembly, quorum is measured as a percentage of the eligible share capital fixed at go-live; for an association, against the eligible members. So restricting an assembly to a group also scopes its quorum to that group. See Understanding Quorum.

Where to go next

Once eligibility is set and the agenda is ready, take the meeting live (see Running a Live Assembly). For how the register is built in the first place, see Creating and Managing Voter Groups.

This page is general information, not legal advice. Rules change and your articles of association may differ, so check the current rules or ask an adviser before you rely on it.