Learn how to control participant access, manage attendance requirements, and configure proxy voting capabilities. Each section provides a detailed explanation of individual settings and their impact on assembly management and the participant experience.
As an assembly administrator, you control several important configuration options when setting up an assembly. Each setting affects how participants access and engage in voting.
The default settings work for standard general assemblies. This manual explains each setting and how it affects your assembly operations.
Access
Allow Participant Access Without Admittance
This setting controls whether participants need approval before joining your assembly.
By default, you must review and approve all participants before they can access the assembly. This helps you control attendance for assemblies where you need to verify participants according to organizational rules. Many organizations require voters to be physically present for valid participation.
With the default setting, voters must present themselves when they physically attend the assembly. For remote online meetings that are still live assemblies (not period or asynchronous voting), this default setting still lets you confirm that participants are actively present during the meeting.
When you enable this setting, participants can join the assembly immediately after registration without waiting for approval. This is useful for situations where an invitation alone provides enough authorization to participate. Please note that this is the default and only option for period voting and non-live assemblies.
In addition, for scenarios where you only invite participants as they show up, this setting can be enabled to avoid the need to admit them, since you already confirmed their attendance by inviting them.
Important: This way of inviting participants is only recommended for scenarios where you don't beforehand at all know, who are the eligible voters at the assembly. This setting should not replace proxy voting.
Note: Review the separate guide on conducting the onboarding process for invitees when using presence requirements.
Allow Participant Access to Anyone with a Shareable Link
This setting determines who can access your assembly.
By default, only participants you specifically invite can access the assembly. This creates a closed event where you must invite each participant.
When you enable this setting, anyone with the assembly link can register and participate, subject to any admittance requirements you've configured above. You can share this link through email, messaging platforms, or websites. With this setting, anyone who has the link can attempt to register for the assembly.
Important: Don't use the shareable link option for confidential or sensitive assemblies as it reduces your control over who can attempt to register.
Participation
Allow Participation by Proxy
This setting determines whether proxy voting is permitted in your assembly.
By default, all eligible voters must vote directly themselves. This requires direct attendance and participation from all voters. Some organizations' bylaws or legal requirements mandate direct voting only, particularly for certain types of decisions.
When you enable this setting, eligible voters can appoint proxy holders to vote for them when they cannot attend or participate directly. This allows voters who cannot personally participate in the assembly to still cast their votes.
Allow Representative as Proxy Voter
This setting controls who can serve as a proxy holder when you enable proxy voting.
By default, proxy holders must be other eligible voters among the assembly participants. This keeps all voting power within the originally invited group of participants. Use this default when your organization's rules don't permit external representation.
When you enable this setting, eligible voters can appoint external individuals (who are not eligible voters themselves) as their proxy. These representatives become proxy voters and vote on behalf of the voter who appointed them. Enable this when your organization's rules permit outside representation.
Allow Participants to Appoint Representative as Proxy Voter
This setting determines who can create proxy appointments when you allow representatives.
By default, only you and other administrators can appoint representatives as proxy voters. This gives you centralized control over the proxy process and ensures that only approved external representatives can serve as proxy voters. Keep this default when your organization's rules require administrator oversight of all proxy arrangements.
When you enable this setting, participants can directly appoint their own representative proxy voters without administrator involvement. This puts the responsibility for proxy selection with the individual voters themselves.