Going forward: Jobs to be done

Update the cap table

Check out our article on how to use the the cap table-module

Share an investor update

Check out the article on the Updates-module.

Prepare a board meeting or general assembly

Many customers use OwnersRoom to handle board meetings and the general assembly. Here’s a brief guide on how to use OwnersRoom to handle these events.

  1. Create a parent folder for this type of documentation. In the Documents module, create a folder called “Board Meetings” and another one called “General Assemblies”.
  2. Limit the access level of the parent folder. Choose which Groups should have access to the folders and all of its content (including subfolders). For instance, restrict the Board Meetings folder so that only the group called Board of Directors have access.
  3. Add subfolders for every new meeting. In preparation for each board meeting or general assembly, add a subfolder for the the upcoming meeting, for instance “Board Meeting March 2020”.
  4. Notify your board or owners in advance of the upcoming meeting. Go to Updates and send an email to your board or owners, notifying them that the documentation for the upcoming meeting has been provided in the Documents module on OwnersRoom.

    You may choose to include the documents as attachments to the email for everyone’s convenience, or alternatively you can require members to login which provides a bit more security surrounding the documentation.

    Any email replies from board members or shareholders will be sent directly to your email inbox so that you can easily collect feedback, power of attorneys, or registrations in advance of the meeting.
  5. Undertake the meeting. Undertake the meeting in person as normal.
  6. Share and sign the protocol via OwnersRoom. After the meeting, upload the protocol to the meeting’s folder. Collect digital signatures from board members or shareholders using our digital signing tool (coming).
  7. Save documentation in OwnersRoom. Keep the final documentation available through the Documents module in OwnersRoom, ensuring compliance and best-practice governance going forward.

Sign a document

* Feature is currently in beta-testing. More info will come.

Prepare a data room for your fundraising

OwnersRoom can be used to build a simple data room for your fundraising. Start by building your data room in stealth mode before launching the data room to the members of your OwnersRoom once it is ready.

  1. Create data room folder. Go to Documents and create a new folder for your data room (e.g. “Series A Data Room”) using the green action button in the lower right corner.

    Under ‘Access level’, you can operate in stealth mode by clicking ‘Selected groups only’ and then using the check-box for ‘Superadmin & admin’ only. This way, the data room (including all subfolders you create inside the data room) will be hidden from everyone else than those with administrator rights in your OwnersRoom.
  2. Build the structure. Start building the structure of your data room by creating the subfolders of your choice. We have provided some inspiration in the picture below.

    Documents
  3. Add the documentation. Once you have nailed the structure of your data room, start adding your documents. Access each subfolder and drag-and-drop your documents to the chosen folder. Alternatively, use the green action button in the lower right corner to upload documents stepwise.
  4. Manage access to the data room and its subfolders. To make the data room visible to the members of your OwnersRoom, go to the parent folder and change the access level on the parent folder (i.e. “Series A Data Room”). The access level can be changed by using the three-dotted button that appears when hovering over the folder and clicking ‘Manage access’. Typically, the parent folder is made available to all members.

    Note that doing this will change the access level to all the subfolders in the data room so that also these will be made available to all members. If there are any subfolders that should have a more restricted access level than the parent folder, then make sure to change its access level from ‘Same as parent folder’ to ‘Selected groups only’ BEFORE making the parent folder available to all members. After making the parent folder available to all members you can then revisit the access level of the subfolder and choose the group that should have exclusive access to the subfolder.

  5. Launch your data room. Once the appropriate access level has been chosen, go to Updates and send an email to your investors notifying them that the data room has been launched.
Protip

Use email analytics to make sure all investors receive the email and see which investors click the link to access your data room.