Written Resolutions and E-Signature

Circulating a written resolution

1. eBoard → Resolutions → New written resolution. Start from a standard wording (approval of financial statements, bank mandate, appointment of auditors…) or draft from an approved paper's recommendation.
2. Attach the papers directors should read, set the deadline and, if the rules allow, choose a secret ballot.
3. Circulate. Eligible directors are notified in their language; the notice names the board and the deadline, never the wording.

Directors decide from their workspace after confirming it's them. The resolution is carried as soon as enough directors agree under the board's threshold (unanimous, majority, three-quarters or a set percentage of all eligible directors), defeated as soon as it can no longer pass, and lapses at the deadline. Reminders go out 48 hours, 24 hours and 2 hours before the deadline to those who have not responded.

Register numbers are given only when a resolution is carried, so the register has no gaps.

Signing

Carried resolutions are signed on the board's signing route — chair then secretary, every director who agreed, or the other routes in Settings → Rules. Papyrus prepares a certificate with the exact wording and the voting record, sends it through Papyrus E-Signature, and files the signed copy in the board's records (under a litigation hold). Every signer confirms an emailed code.

Any other board record — a charter, a policy, terms of reference, an approved contract — can be sent on the same routes from Statutory documents → Send for signature.

Certified extracts

From a resolution or filed minutes, issue a certified extract: a PDF certified by the secretary with a code and QR code. Anyone can check it at /verify/board/{code} — valid, revoked or rescinded. Extracts can be revoked.