Emailing entity stakeholders, electronic voting & vote tracking, email tracking & more
Can I use Kudocs to stakeholders with updates about the company? Yes. You can use Kudocs to send shareholder updates. It is very quick and easy to do. Not only does it make it easy for you to send and your shareholders to receive these updates, but they are stored in Kudocs for future reference, and can be referenced by your shareholders via the shareholder dashboard.
For more information see: https://www.kudocs.co.uk/guides/send-shareholder-update-notification/
Can I email stakeholders for electronic voting on resolutions? Yes. You can use Kudocs to send out shareholder and board written resolutions on a wide range of matters. As well as sending out the resolution, the stakeholders will be able to vote easily & securely using Kudocs (including geolocation and metadata records). Kudocs will count the votes and calculate % to be able to determine if the resolution has passed (more than 50% for ordinary, at least 75% for special, 100% for director resolutions). Kudocs will then create a pdf with all signatures for you. So there is really very little you have to do!
You can also add manual votes to resolutions if a particular stakeholder is unable to vote electronically.
How do I track vote responses and will Kudocs update a process once a resolution is passed (or rejected?). You can see the status of any live vote by opening the process in question and scrolling down the page to the vote tracker. This will show you details of who has & has not voted, the current voting %, give you the option to add manual votes and resent emails to those who have not yet voted, etc. Once the vote is passed (or rejected), Kudocs will automatically update the process status, move on to the next stage of the process (if relevant – e.g. Companies House filing), generate a resolution pdf, etc. Provided the resolution has reached it’s expiry date, even if a resolution has been approved or rejected, those stakeholders who have not yet voted still can do so, and their votes will be added to the record and pdf as appropriate.
Where do I find votes that are in progress?. You can find this information in multiple places: on your Portfolio or My Companies Dashboard (“Live Processes”), when you open the company on the company dashboard (“Live Processes”) or in the Live & Completed Processes tab:
Can I track emails (delivery status and read status) sent by Kudocs? Yes. In the activity timeline (which shows the full history of a process and the entity on Kudocs) whenever an email is sent from Kudocs we track the status of the email (sent, delivered, failed, clicked, opened) together with a timestamp of the most recent activity. Just hover over the mail icon to find out more.
Can I resend emails that have been sent already? Yes – just open the relevant process, scroll down to the process being emailed and then you can either resend an individual email or resend to all that have not yet responded.
Can I add multiple email recipients? Yes – but only 1 recipient can take any action required in the the email. For more information see here: https://www.kudocs.co.uk/faqs/can-1-stakeholder-have-more-than-1-contact-email-address-additional-recipients/
Where do emails that are sent from Kudocs come from? What address & how does the email name display in an inbox?
The email address that we used to send emails from the Kudocs system (e.g. user invitations, shareholder votes, emails with shareholder certificates attached, process update emails, Companies House filing notifications, etc.) is notifications@kudocs.co.uk.
Portfolio customers can, however, edit the part of the email before the @ sign. i.e. to their name – something like “bestcosecteam@kudocs.co.uk”.
This is easy to do. Just go to Portfolio settings and you can see what the current email sender address is (default is notifications@kudocs.co.uk). Click on {Edit} to change this to whatever you want. You can always review and edit these changes.
The sender email address is different to the display name (which is how the email sender appears in the recipient’s inbox, rather than the email address). Display name will depend on whether the email is sent in relation to an entity (which can be controlled in the settings page of the entity) or a portfolio.
In all cases, the email sender address is the same. e.g. the email sender address may be “bestcosecteam@kudocs.co.uk”, but the email will appear in an inbox as “Kudocs Example Ltd”.
