Shareholder register management for entities with thousands of members
Sttok manages the register of members, the notice and running of the general assembly, and voting in entities with hundreds or thousands of members: mutual societies, cooperatives, companies with a broad membership and businesses with widely spread capital. The platform manages more than 250,000 shareholders and members today. AXA is a Sttok customer.
Beyond a certain size, the problem changes nature
With twenty members, the register is a list. With five thousand, it is an operation.
Calling a meeting stops being twenty emails and becomes a process with deadlines, attendance checks and a trail for every message sent. The quorum is no longer estimated by eye. Joiners and leavers are no longer one-off events but a continuous flow. And some members haven't updated their details in years, so a share of every notice never reaches them.
None of this is solved by more people doing the same thing. It is solved by changing the tool.
Who has this problem
Mutual societies. The member is both a shareholder and a policyholder. The membership changes with every policy taken out or cancelled, and the general assembly is called on that live base.
Cooperatives. Spanish law requires a register of members, with each member's contributions to the share capital. In cooperatives with thousands of members, joiners, leavers and the repayment of contributions are continuous work.
Companies with widely spread capital. Businesses that have been around for decades, where each succession has fragmented the shareholding a little more, until it reaches hundreds of holders. See the solution for family businesses.
Entities with long-standing members. Associations, clubs and entities where the relationship goes back a long way, and so do the contact details.
Situations it handles
Notifying thousands of members, and being able to prove it
A notice of meeting has deadlines and formal requirements, and you need to be able to show it was done properly if someone challenges a resolution. Sttok sends to the whole membership and keeps a record of every communication.
The quorum
With a large base, the quorum depends on how many members attend, how many appoint proxies and to whom. Sttok calculates on the actual register at the time of the notice, not on a list exported weeks ago.
Proxies at scale
In entities with many members, appointing a proxy is the usual way to take part. Sttok collects the proxies, checks that they comply with the limits in the bylaws and adds them to the count.
Voting
In person, by proxy or electronically, on the same base and with a single count. The results stay linked to the resolution and the minutes. The legal requirements for a virtual general meeting are in the guide to virtual general meetings (in Spanish).
Continuous joiners and leavers
The register isn't a snapshot. Sttok keeps the history of every joiner, every leaver and every change, so at any moment you can rebuild who was a member on a given date. It is what you need when a past resolution is reviewed.
Rebuilding a register with thousands of lines
Many entities arrive with the register split between an old database, several spreadsheets and paper records. Loading the history is part of onboarding, and for large bases it is planned in phases.
Certificates and proof of membership
When a member needs to prove their membership or their contribution, the certificate comes out of the register with the current data.
Letting members help themselves
The member portal reduces the volume of individual queries. Each member sees their position, their history and the documents the entity shares, without having to ask for them. See the investor portal.
General assembly, general meeting, board
Sttok manages each body under the name that applies to each entity. General assembly in cooperatives and mutual societies, general meeting in companies, and general assembly of shareholders, board of directors or directorio in the Latin American jurisdictions where that is the terminology.
The product is built on Spanish corporate law. Specific regulatory coverage for each country and each sector regime is assessed case by case.
Today vs with Sttok
| Today | With Sttok | |
|---|---|---|
| Register of members | An old database plus several spreadsheets | A single register, with history per member |
| Notice of meeting | Mass mailing with no individual trail | Sent to the whole base with a record of each communication |
| Quorum | Calculated on an exported list | Calculated on the current register |
| Proxies | Collected on paper and counted by hand | Collected, checked against the bylaws and added to the count |
| Voting | A separate count for each method | A single count on the same base |
| Joiners and leavers | Recorded, but the trail of when is lost | Dated history, reconstructable for any day |
| Member queries | Arrive one by one | Individual portal access |
Frequently asked questions
Is there a limit on the number of members? Not in the way the product is designed. Sttok manages more than 250,000 shareholders and members in total, and entities with large bases are one of its use cases. Specific sizing is reviewed in the demo.
We are a cooperative. Does it cover the register of members required by law? Sttok keeps the register of members with their contributions to the share capital, joiners, leavers and history. Compliance with the applicable cooperative regime, which varies between Spain's national and regional laws, is reviewed case by case.
Can members vote electronically at the assembly? Yes. Electronic voting sits alongside in-person and proxy voting, with a single count.
Many members' contact details are out of date. Does this solve it? The platform doesn't track anyone down on its own, but it does identify which communications don't arrive and keeps a record of attempts, which is the starting point for cleaning up the base.
How long does it take to load a base of thousands of members? Setup takes a few hours per company. Large bases, or those with a scattered history, are planned in phases.
Do members need to install anything? No. Access is through the browser.
Get started
More than 250 customers manage more than 500 companies with Sttok, with more than 250,000 shareholders and more than €20 billion in equity.