What is an assembly and why digital matters
An assembly is a deliberative, representative body whose purpose is to make decisions for the direction of the organization and to deliberate on affairs of common interest. For example, in a corporate context it may concern strategic decisions or the appointment of leadership roles; in a union context, it serves as a key tool for protecting workers’ rights.
Assemblies differ from regular meetings because participants—defined by internal rules or regulations—have a right to attend and exercise voting rights.
The main steps of an assembly are convening, accreditation, holding and deliberation. Compared with traditional systems, digitizing assembly operations can cut expected expenses by up to 90% and significantly reduce the time required to organize and manage the event.
Let’s explore how Eligo’s digital voting platform can simplify the organization of an assembly.
How to organize an effective assembly with electronic and online voting
Preparation/Convocation
Notice to members can be sent in different ways: by email, posted on an internal portal, or via digital channels. With a digital voting platform, it is possible to send invitations directly by email along with supporting materials and access credentials.
In Eligo Assembly, the following information is included easily:
- Date and time
- Physical or virtual location of the assembly
- Agenda
- Supporting documentation
- Link to the live stream or video conferencing platform
Once the participant list is uploaded, mass emails can be sent to those eligible to vote. If email addresses are missing, a digital form can be shared to collect contact information beforehand.
The entire setup process can be completed in just a few minutes.
Verification of members present (quorum)
Before beginning the assembly, organizers verify that the minimum number of participants has been reached. If the organization uses weighted voting, this can also be managed by the platform automatically.
Eligo provides a dashboard for tracking attendance in real time, whether the event is remote, in-person, or hybrid. This information is recorded and becomes part of the final summary of the assembly.
Conduct of the Assembly with electronic and online voting
Once quorum is confirmed, the assembly can begin with a click.
Each agenda item is discussed, and participants cast their votes digitally—either online or in person. Votes are recorded in real time. After each vote, results can be viewed instantly and, if needed, projected for transparency.
The meeting proceeds until all agenda items have been addressed.
Deliberation and Minutes
At the end of the meeting, organizers can close the assembly and automatically generate a comprehensive report containing:
- Start and end times
- Attendance records
- Voting results
- Agenda items and outcomes
- Name of the chairperson and secretary
- Notes on the regularity of attendance and quorum
This report is digitally generated and can be archived or shared immediately, ensuring maximum transparency and efficiency.
Why digital voting is the smart choice for modern assemblies
Digitizing the preparation and execution of an assembly makes the entire process smoother, more efficient, and more accessible—even when the event takes place entirely in person. From sending convocations to verifying attendance and collecting votes, every step can be managed through a single, centralized platform.
This approach eliminates logistical burdens such as printing paper ballots, manually counting votes, or managing spreadsheets of attendees. Organizers can focus on facilitating meaningful discussions, while the platform ensures accurate tracking, real-time quorum monitoring, and transparent results.
For participants, the experience becomes more user-friendly: voting can be done securely from a personal device, with instant confirmation and anonymity guaranteed. Each member, whether present physically or attending remotely, plays an active and traceable role in the decision-making process.
By embracing digital tools like Eligo, organizations not only save time and resources—they also foster greater participation, build voters’ trust, and set a new standard for inclusive and democratic governance.
A concrete example? Discover how GEDI Publishing Group simplified internal elections by unifying different voting areas in a secure and transparent digital platform.
Want to make sure your voting process is also fully compliant with national and international regulations? Learn more in our guide on how to vote online according to law.
Ready to simplify your next assembly with electronic and online voting? Book a free demo with Eligo.