Communications and signatures
Built-in communications and e-signature
Sttok emails notices and notifications to shareholders and directors, with proof of delivery. Documents are signed with DocuSign without leaving Sttok, signatures are placed automatically above each name, and everything signed is filed in the company records. Everything is logged.
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More than 250 clients keep their records in Sttok
How it works
Communicate, sign and file, on the same platform
No jumping between email, the signing tool and folders: every step stays with the company it belongs to.
- 01
Communicate
Notices, messages and reminders to shareholders and directors, by email, with the company's sender name and logo. Every delivery comes with its certificate: to whom, when and with what result.
- 02
Sign
Minutes, certificates and any other document are sent for signature with DocuSign. Sttok suggests the signers and places the signatures above each name. Each signer signs from their computer or phone.
- 03
File
Sttok shows who has signed and who is missing. Signed documents are kept in the company records and the minutes go into the minute book, without uploading anything by hand. The log keeps every delivery and every signature with its date and time.
How e-signature works (in Spanish)How communications work (in Spanish)
What's included
Everything that is communicated and signed, inside the company
Communications and signatures
Built-in email communications and e-signature, with automatic filing in the company records.
- Certified communications
- Notices and messages emailed to shareholders and directors, each with its status and proof of delivery.
- Own sender identity
- Communications go out with the company's email signature and logo.
- Reminders
- A reminder to those who have not replied to the notice or have not signed.
- Electronic signature
- Minutes, certificates and any other document, signed with DocuSign without leaving Sttok. Included in the Advanced and Pro plans.
- Automatic signature placement
- Sttok finds each signer's name in the PDF and places their signature above it.
- Tracking every signature
- Who has signed and who is missing, with each envelope's deadline.
- Automatic filing
- Signed documents are kept in the company records and the minutes go into the minute book.
- Log of deliveries and signatures
- Every delivery, proxy, vote and signature, with its date and time, and no way to delete it.
Common situations
Common situations when communicating and signing
A general meeting has to be called
Emails the notice to each shareholder and their representatives, with proof of delivery and reminders to those who do not reply.
The minutes have to be signed
Sends the minutes and the certificate for signature with DocuSign to the chair and the secretary, and files them signed in the minute book.
A dividend is paid
Tells every shareholder at once, in the company's name, and keeps proof of each delivery.
A board meeting is due
Sends the notice to each director with the documents and a calendar invitation.
A PDF needs several signers
Places the signatures above each name automatically and tracks who has signed and who is missing.
Someone says they never got the notice
The delivery certificate and the log show who it was sent to, when and whether it was delivered.
| Situation | What Sttok does | More information |
|---|---|---|
| A general meeting has to be called | Emails the notice to each shareholder and their representatives, with proof of delivery and reminders to those who do not reply. | |
| The minutes have to be signed | Sends the minutes and the certificate for signature with DocuSign to the chair and the secretary, and files them signed in the minute book. | |
| A dividend is paid | Tells every shareholder at once, in the company's name, and keeps proof of each delivery. | |
| A board meeting is due | Sends the notice to each director with the documents and a calendar invitation. | |
| A PDF needs several signers | Places the signatures above each name automatically and tracks who has signed and who is missing. | |
| Someone says they never got the notice | The delivery certificate and the log show who it was sent to, when and whether it was delivered. |
What our customers say
Companies that call meetings, communicate and sign with Sttok.
“Sttok has allowed us to digitise and automate all our corporate governance, from holding board meetings to keeping the shareholder register, ensuring maximum legal certainty in all our corporate processes.”
“Sttok has been a key tool for managing our cap table and shareholders' meetings. It has let us automate manual tasks and save time generating documents and e-signatures.”
Figures
Companies that already keep their records in Sttok
- clients
- +250
- companies managed
- +500
- shareholders and partners
- +250,000
- equity under management
- +€20bn
More than 250 clients manage more than 500 companies. The average of two companies per client reflects the group profile of Sttok's users.
FAQ
Frequently asked questions about communications and signatures
Do I need a separate DocuSign account?
No. DocuSign signing is built into Sttok: the document is sent for signature from the company itself and each signer receives the DocuSign email.
Which plans include e-signature?
The Advanced and Pro plans. Email communications and their proof of delivery are in every plan.
Do emails go out in the company's name?
Yes. Communications go out with the company's email signature and logo, and the recipient knows who to reply to.
What does the delivery certificate show?
Who it was sent to, when and with what result: delivered and bounced. Sttok issues it from the log of each delivery, and it can be downloaded as a PDF.
Do I have to place the signatures by hand on each document?
No. Documents generated by Sttok, such as the minutes, already know where each person signs. On your own PDF, Sttok finds each signer's name and places their signature above it; if it cannot find one, it says so and you place it by hand.
Where do signed documents end up?
In the company records, next to the meeting, board meeting or transaction they come from. The signed minutes go into the minute book with one click.
Talk to a corporate expert
Book 30 minutes and we’ll show you Sttok applied to your companies
Tell us about your company or group: how many companies and shareholders it has, how it holds general meetings and board meetings, and how it signs its documents and communicates with its shareholders. We’ll prepare a personalised demo with your cases.
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+€20bn of capital managed