About Orgbrain
Orgbrain is a Norwegian company that provides a digital solution for board administration, including the execution of general assemblies and annual meetings.
Through the platform, you can securely and easily access relevant information and cast your vote.
The solution works on mobile, tablet, and PC/Mac.
Register User
The first contact you, as a shareholder or member of an organization, typically have with Orgbrain is when you receive an invitation to a general assembly or annual meeting.
At the bottom of the email, you will find a button that takes you further in the process.
If you are already registered and logged in to Orgbrain, clicking the button will take you directly to the meeting card for the general assembly or annual meeting. If you do not have a user account in Orgbrain, you will be directed to a page where you can register your account.
You can adjust how your name is displayed if it is incorrect. You can also choose a different email address, which may be useful if you want to keep all Orgbrain activity linked to the same email address. Next, you enter a personal password, accept the terms and conditions, and click the registration button. No fees are charged for creating an account.
After clicking the registration button, you will be asked whether the device is trusted. If you are using a device that is not your own or not secure, select «No».
When you have made your choice, you will be taken directly to the meeting.
Language Settings
Get Started
At the top of the meeting card, you will find practical information about the meeting, as well as buttons for key actions. For example, you may be able to vote in advance if this option is enabled.
The main buttons in this section allow you to indicate whether you will participate or not, or to grant a proxy (if this option is available). You can change your participation status at any time before the meeting starts if your situation changes.
NB: If you have not confirmed your participation before the meeting starts, you will not be able to vote during the meeting.
Give Proxy
You will be able to choose whether to assign the proxy to the chair of the board or to another person. If you select another person, you must enter their name and email address.
If the person you assign does not have an Orgbrain user account, they will be prompted to register. They will then receive access as a shareholder/member and can vote on your behalf. This access remains valid until the meeting date.
In the proxy form, you can add instructions to the proxy holder. To complete the process, confirm by selecting electronic signature and click «Confirm proxy».
The proxy holder will receive an email notification, unless you disable notifications in the bottom-right corner of the form.
Go to the guide for granting a proxy
Menu Options
At the top of the meeting card, you will find icons that provide access to various functions.
The first icon is a video symbol. Click this to join the meeting via video conference.
The second icon is a chat symbol. This can be used if chat is enabled for the meeting.
The third icon is an envelope. Click it to view a copy of the email invitation you received.
A fourth icon will appear if you have given or received a proxy. Click this to view the proxy.
Agenda
In the Overview tab, you will find the agenda.
The agenda may contain different types of items: information items where a briefing is given, decision items to be adopted or rejected, personal elections where one or more individuals are elected, and alternative elections where different proposals are put to a vote.
If an attachment is included, you can access it by clicking the paperclip icon. You can also find attachments in the «Attachments» tab.
Confirm Participation
30 minutes before the start of the meeting, the “Confirm participation” button becomes visible. Click the button to be able to vote during the meeting.
Cast Vote
It is easy to cast your vote in Orgbrain. If the company has enabled it, you can vote as soon as you receive the meeting notice. If not, you can only vote once you have confirmed your participation and the meeting has started.
The agenda may include three types of items that can be voted on:
- Decision items – to be adopted or rejected
- Personal elections – one or more individuals are elected, for example the chair of the meeting
- Alternative options – where different options are put to a vote, for example selecting a supplier when there are multiple candidates
If you have been granted a proxy, you will also see a list of the people you represent in the same view, where you can vote on their behalf.
To vote on decision items, click «For» eller «Against». If you click incorrectly, you can change your vote by clicking «Edit vote».
You can change your vote or withdraw it from the item.
For personal elections, you select the candidate(s) you wish to vote for and click «Vote». You can easily change your vote by clicking «Change vote».
Just as the secretariat at a physical meeting can review your ballot to ensure correct registration and results, the same applies when voting in the portal. Users with administrator rights in the company can, upon review, see how you have voted.
Technical Issues
Most technical issues occur when an outdated browser is used. The solution supports the latest versions of Chrome, Edge, Firefox, and Safari.
When using video conferencing, some users may forget to grant access to their microphone and camera. This can be managed in your device settings (PC or mobile). In most cases, users are prompted during first login to allow access to the microphone and camera.
We recommend logging into the system on the same day you receive the meeting invitation, so you have sufficient time to identify and resolve any potential issues.
Security
For increased security, we recommend that all users enable two-factor authentication (2FA). You can do this by clicking your initials in the top-right corner and selecting «Account settings» from the menu.