How to hold your association's general assembly online

Send the notice the way your constitution requires

Most constitutions require notice a set number of days before a general assembly, with the agenda attached. Create the meeting in your association's Nyocte group with the date, time, and agenda items, and attach the documents members must read: the annual report, the accounts, any motions. Members are notified in the app; post the same notice in your other channels so nobody can say they did not know.

Prepare the agenda as decisions, not topics

"Finances" is a topic. "Approve the 2025 accounts" is a decision. Write each agenda item as the decision the assembly must take, name the person who will present it, and estimate the time. A general assembly with six clear decisions runs in ninety minutes; one with twelve topics runs all afternoon.

Open the room early and count the quorum

Start the meeting fifteen minutes before the official time. Members join from a browser or the app with their name; the host admits them from the waiting room if you use one. Attendance is recorded as people arrive. When the official time comes, compare the count to the quorum in your constitution and announce it. If quorum is not met, follow your constitution's rule, which is usually to adjourn and reconvene.

Run each vote with a deadline

For every decision, open a vote on the meeting with the motion text, the options, the quorum, and a deadline. Members present vote immediately. Members who joined late, lost connection, or could not attend vote from the app before the deadline. The result, with the count, is recorded with the assembly.

Take minutes on the meeting itself

The secretary writes the minutes on the meeting as it proceeds: who presented, what was decided, the vote result, and the follow-up actions with owners. Because the minutes live with the meeting, next year's assembly can open last year's in one tap.

Close with the record

End the assembly by reading the decisions taken. Publish the minutes to the group, keep the recording available to members, and create the follow-up tasks with due dates. The association now has a record it can show to any member, a bank, or a registrar.