How does Assembly verify attendees?

Members are loaded from your register before the meeting and matched to unique credentials. At login each member confirms an SMS one-time passcode — email OTP where no mobile number is held.

Three things then hold the register honest through the meeting. Single-session enforcement, so one set of credentials cannot be used in two places. Device binding, which ties the session to the device that passed the code. And continuous presence checks, which confirm the member is still attending rather than still logged in.

Singpass and Myinfo verification can be added where your organisation qualifies — it requires a separate application and approval, so it is scoped per engagement rather than switched on.

How is quorum calculated?

Against your rule, not a generic one. Assembly is configured to whichever basis your constitution or statute uses:

• Headcount — a fixed number or proportion of members present
• Share value — the 30% basis used by management corporations under strata law
• Lot or unit entitlement, with joint owners resolved to a single vote by register order
• Contribution status — members in arrears excluded where the rules require it

The chair console shows quorum as a live figure with the underlying count behind it, and flags the moment quorum is lost. Physical and online attendance are counted into one number, so a hybrid meeting never has two registers to reconcile.

How does voting work?

Resolutions are configured in advance with their own thresholds — ordinary, special at 75%, or the 90% resolutions strata law requires for exclusive use of common property. Assembly applies the threshold and declares the outcome against it, rather than leaving the chair to do the arithmetic under pressure.

Ballots are secret. Votes are recorded against entitlement and timestamped. Members not eligible to vote on a given resolution are identified before the ballot opens rather than filtered out afterwards. Results export in a form a scrutineer can reconcile line by line, and read-only auditor access can be granted for the meeting itself.

Can members vote before the meeting?

Yes. Members can cast their vote in the days before the meeting, on the same secret ballot, without appointing anyone as proxy. Advance votes are held sealed until the chair opens the poll, then merged into the live tally. A member who turns up and votes live replaces their own advance vote automatically.

For organisations whose real problem is reaching quorum at all, this is usually the single most useful thing on this page.

Can one holding be split across different votes?

Yes. A nominee or custodian holding on behalf of several beneficial owners can split a single holding across for, against and abstain on the same resolution, in the proportions instructed. The split reconciles against the holding in the voting record, so a scrutineer can see the arithmetic rather than take it on trust.

Can a member be barred from one resolution but not the others?

Yes. Eligibility is set per resolution, not only per member. A member required to abstain on a single item — an interested person in a related-party transaction, or a candidate standing in their own election — simply does not receive that ballot, and votes normally on everything else.

How are proxies handled?

Proxies are submitted electronically ahead of the deadline your rules set — 48 hours before the meeting for management corporations. Assembly validates each appointment against the register, applies any cap on how much a single proxy holder may carry, and blocks the duplicate counting that happens when a member appoints a proxy and then turns up in person.

Advance voting instructions are captured with the appointment, so a proxy holder's votes are recorded as instructed rather than reconstructed on the day.

Can people attend without being members?

Yes, at your discretion. Auditors, advisers, counsel and press are admitted with individualised observer codes. They see and hear the meeting, cannot vote, and are excluded from the quorum count. Their access is logged exactly like a member's.

What is Oracle?

Oracle is Klobbi's engagement and transcription layer, and it runs inside Assembly. Live AI transcription and translation, text Q&A, polls, and an AI-drafted summary after the meeting. Members pre-submit questions through a link emailed after registration.

Two deliberate omissions: there is no member-to-member messaging, and materials cannot be downloaded. Both are common requests from clubs and listed companies who do not want a meeting turning into a forum, or their board papers circulating afterwards.

What does the chair see?

A single console: live quorum, the resolution queue, the Q&A stack, and the control to open and close each ballot. The chair opens a vote, watches participation climb, closes it, and declares the result from a figure the system has already checked against the threshold.

Your project manager sits beside the chair for the meeting. Nobody is learning the console on the day.

Why do MCST AGMs go wrong?

Not the agenda. The arithmetic.

Quorum for a management corporation general meeting is subsidiary proprietors representing at least 30% of total share value, present in person or by proxy — and if that is not met within thirty minutes, those present may constitute a quorum provided at least two subsidiary proprietors are there in person. That is a rule you can state in one sentence and get wrong in a hall of four hundred people with a clipboard.

Then the proxies. Forms due 48 hours before. A cap on how much a single proxy holder may carry. Signatures to check, instructions to read, joint owners to resolve to one vote, and subsidiary proprietors in arrears who may not be entitled to vote at all.

Do that manually and every contested resolution has a second argument waiting behind it: not what was decided, but whether the count was right.

How does Assembly handle the 30% share-value quorum?

It calculates it continuously, on share value rather than headcount, and it counts the hall and the online attendees into one number.

The chair sees the live figure and the count behind it. When the thirty-minute mark passes without quorum, Assembly runs the waiting period your by-laws specify, recalculates quorum on those present when it expires, and tests the two-in-person condition before telling the chair the meeting may proceed. When quorum breaks mid-meeting — and it does, people leave — it flags before the next resolution is put, rather than after.

How are proxies validated?

Electronically, against the strata roll, before the meeting opens.

• Appointments submitted ahead of the 48-hour deadline, timestamped so a late form is unambiguous
• Each appointment checked against the roll, with joint owners resolved to a single vote by register order
• The cap on lots a single proxy holder may carry enforced automatically, not counted by hand at the door
• Advance voting instructions captured with the appointment
• Duplicate counting blocked when a subsidiary proprietor appoints a proxy and then turns up anyway

What if we cannot reach quorum on the day?

Two answers, and the first one is better.

Vote before the meeting. Subsidiary proprietors can cast their vote in the days beforehand, on the same secret ballot, without appointing a proxy. Advance votes stay sealed until the chair opens the poll. You go into the meeting already knowing where you stand instead of counting heads at ten past eight.

And if you are still short, the reduced-quorum path above runs automatically and the chair announces a real number. The adjournment or the reduced quorum is logged either way.

What about subsidiary proprietors in arrears?

Handled before the ballot opens, not disputed after it closes. Voting entitlement is configured against contribution status as your by-laws define it, so a subsidiary proprietor who is not entitled to vote on a resolution is identified in advance. Nobody is turned away at the microphone.

We are a managing agent. Can we use this across our portfolio?

Yes, and that is the way most of this work runs.

You keep the client relationship. Assembly is the quorum, proxy and voting layer behind it, delivered with a Klobbi project manager, registration desks and staffing on the day. Your council sees a well-run AGM; you stop spending the fortnight before each one reconciling proxy forms.

Multi-property arrangements are quoted across the portfolio rather than one meeting at a time.

Why are society AGMs harder than they look?

Because no two constitutions agree.

A registered society holds its AGM according to the timeline and requirements in its own constitution — there is no single statutory date. Some societies count quorum by headcount, others by a proportion of eligible members, others exclude anyone whose subscription is unpaid. Ordinary members vote, associate members do not, life members might. Committee elections may be first-past-the-post, may need a secret ballot by rule, and may involve more candidates than seats across several positions at once.

Software that assumes one member equals one vote and a simple majority will get your meeting wrong. Assembly is configured against the constitution you actually have.

How do committee elections work?

Multiple positions, multiple candidates, secret ballot, counted in the room.

Each position is configured separately with its own candidate list and rules — single vote, multiple votes where several seats are open, and any eligibility restriction on who may stand or vote for that position. Members vote from the hall or from home on the same ballot. Results are declared per position, and the full record is available to scrutineers.

Where an election is contested and the outcome close, that record is the thing that stops a challenge becoming a dispute.

How does Assembly handle membership classes?

Voting entitlement is set per class and per resolution. Ordinary, associate, life, honorary, corporate — each class carries the rights your constitution gives it, and those rights can differ by resolution. A member who is not entitled to vote on a particular item simply does not receive that ballot.

Subscription status is handled the same way, where your rules make voting conditional on being paid up.

Can members vote before the meeting?

Yes, where your rules permit it. Members cast their own secret ballot in the days beforehand — no proxy needed — and it stays sealed until the chair opens the poll. A member who attends and votes live replaces their own advance vote automatically.

For clubs and societies where reaching quorum is the recurring difficulty, this usually does more than chasing proxy forms ever did.

What about members who are not online?

Most clubs and societies have a membership that spans forty years of age range, and a platform that only works for the confident half is not a solution.

Assembly runs hybrid by default: attend in the clubhouse or from home, one register, one quorum figure. On site, registration desks and loan tablets mean members who did not bring a device still vote, with staff to assist. Nothing needs installing — members click a link, confirm a code, and vote.

What does SGX RegCo expect at a general meeting?

That the format does not cost shareholders their rights.

SGX RegCo's position is that shareholders must be able to attend, ask questions and communicate their views, appoint proxies and vote — whatever the meeting format. Where a meeting is held virtually, issuers are required to provide both real-time electronic voting and real-time electronic communication. These expectations applied to AGMs for financial years ending 30 June 2022 onwards, and to other general meetings seeking shareholder approval from 1 October 2022.

Alongside that sits the vendor standard published by SGX RegCo, the Singapore Institute of Directors and CSIS in November 2022 — the checklist most company secretaries evaluate platforms against. We publish our alignment against it in full, including the gaps.

How does Assembly handle the question window?

Questions arrive before the meeting, not just during it.

Shareholders submit questions through a link issued after registration, so the company secretary sees them in advance, can group substantially similar ones, and can prepare and publish responses ahead of the proxy deadline. During the meeting, live text Q&A runs in parallel, with Oracle transcribing and translating proceedings.

Everything asked and answered lands in the Q&A log, which is part of the same-day record — useful when minutes have to be published shortly after the meeting.

How does voting work for a listed issuer?

• Share-weighted. Votes recorded against holdings from the register at the record date, not one-vote-per-attendee
• Split mandates. A nominee or custodian can split one holding across for, against and abstain on the same resolution, in the proportions instructed, reconciled against the holding in the voting record
• Advance voting. Shareholders can vote in the days before the meeting on the same secret ballot without appointing a proxy; the ballot stays sealed until the chair opens the poll
• Proxy-inclusive. Electronic proxy submission is permanent for every Singapore company; advance instructions are captured with the appointment and carried into the poll
• Scrutineer-visible. Real-time attendance and vote records available to scrutineers as the poll runs
• Interested persons excluded, per resolution. A shareholder required to abstain on one item does not receive that ballot and votes normally on every other — applied before the poll opens, not struck out afterwards
• No double counting. One register across physical and virtual attendance

Do we have to replace our share registrar?

No. Your registrar keeps the register and the statutory work that goes with it. Assembly is the meeting layer — identity, quorum, the poll, engagement and the record — and hands back attendance and voting data in a form your registrar can reconcile.

Where the registrar administers your AGM today, we are comfortable working behind them rather than around them.

Why choose a Singapore vendor?

Because on the morning of your AGM, the person who fixes it should be in the building.

Klobbi is Singapore-based, ISO 27001 certified, and holds the CSA Cyber Trust Mark at Promoter tier. Every meeting gets a named project manager who is on site. Registration hardware, staffing and platform come as one engagement rather than three suppliers pointing at each other. Support is in Singapore hours because your meeting is in Singapore hours.

Why this page exists

Because "we need to stream the AGM" is how most organisations first describe the problem — and it is only half of it.

A webcast puts the meeting on a screen. It does not tell you whether the person watching is a member, whether they were still there at item six, how their shares were voted, or what to hand an auditor when a resolution is challenged. Those are governance problems, and they are solved by a different system.

Most streaming suppliers know this, which is why several of them subcontract the voting to a platform vendor. That works. It also means two suppliers, two contracts, two support numbers and a conversation about whose fault it was if the attendance record and the voting record do not agree.

What the broadcast side includes

• A vMix production system with switching, graphics and streaming, configured for your room
• Camera coverage scaled to the venue and the format
• Remote presenters dialling in by URL — directors joining from overseas
• Presentation and hall screens, with the live result board
• Low-latency delivery, with a backup path the crew can switch to
• Recording and full transcript, delivered in the compliance pack

Voting does not run over the video stream. That is a deliberate separation: if the broadcast fails, the poll keeps running and the meeting stays valid.

What the governance side adds

• Each remote viewer verified against your register — personal link plus an SMS code, one session per member
• Live quorum across the hall and the stream, counted into one figure
• Presence checks, so the attendance record reflects who was there at the vote
• Secret ballots weighted to entitlement, with proxies and advance votes merged
• A sealed tally and a compliance pack a scrutineer can reconcile

Already have an AV supplier?

Keep them. Assembly works alongside whatever webcast arrangements you have, and your project manager coordinates with them during testing and rehearsal. We are equally happy being the governance layer behind someone else's production.

And if you are a production company reading this — we partner. Several streaming suppliers send the voting somewhere; there is no reason it should not come to a Singapore team you can reach on the day.

Who owns the member data?

You do. Always.

Klobbi collects and processes attendee data on your behalf and for your meeting only. It is not used to train anything, not shared with third parties, not retained for marketing, and not aggregated into any product dataset. When the retention period ends, it is destroyed.

How do you prove the data was deleted?

We record it. Within 30 days of the meeting ending, your data is deleted and you receive a live video recording of the deletion taking place.

This is unusual, and it exists because "we have deleted it" is not evidence. A recording is something you can put in front of your council, your board, or a member who asks.

What happens if the platform fails during our meeting?

Availability of the voting and Q&A modules is measured continuously against a 99.95% target, and the record for your meeting is issued with your compliance pack — so the claim is something you can check rather than something we assert.

Fail-over systems carry the meeting if the primary path fails, with a recovery objective under 20 minutes. Voting does not run over the video stream, so a broadcast problem never stops a poll. And if the platform becomes unreachable altogether, Assembly reaches every registered attendee by SMS and email on an independent channel, carrying the chair's instructions. The room is never left guessing.

Who inside your organisation can see our data?

Role-based access, scoped to your meeting. Your project manager and the delivery team assigned to it; nobody else. Auditor and scrutineer access is read-only and granted by you, and their access is itself logged.

The platform enforces the same boundary from the member side: there is no member-to-member messaging, members cannot see each other's votes, and meeting materials cannot be downloaded where you have chosen to restrict them.

What certifications does Klobbi hold?

• ISO/IEC 27001 — the information security management standard the SID vendor standard names as an acceptable security baseline
• CSA Cyber Trust Mark, Promoter tier — Cyber Security Agency of Singapore
• PDPA — Klobbi operates as a data intermediary under the Personal Data Protection Act

Certification documentation and the Cyber Trust Mark assessment are available to evaluators under NDA.

Available without contacting us

• Standard alignment — our line-by-line statement against the SID / SGX RegCo / CSIS vendor standard, including the requirements we do not fully meet
• Platform specifications — identity, quorum, voting, proxy, engagement and record capabilities in full
• Delivery methodology — the six-phase cycle, what we do and what we need from you
• Data protection position — ownership, retention, deletion with video evidence, PDPA role

Available under NDA

• ISO 27001 certification documentation and scope
• CSA Cyber Trust Mark (Promoter tier) assessment
• Platform availability records
• Maximum concurrent capacity and load-testing results
• Business continuity and disaster recovery plan
• Reference contacts

Responding to your RFQ or tender

Send us your documents in your format. We will respond to your specification, your evaluation criteria and your submission deadline rather than returning a standard capability statement that ignores three quarters of what you asked.

If your process runs through GeBIZ, we are a term contractor for SkillsFuture Singapore, e2i and SportSG and are familiar with the requirements.

Questions worth asking any vendor

Including us. If a vendor cannot answer these plainly, that is information.

• What is your measured historical availability on the voting module, and can you evidence it?
• What is your recovery time if the platform fails mid-poll, and what is the fallback?
• Who owns the attendee data, how long do you keep it, and how do you prove deletion?
• Which requirements of the SID vendor standard do you not meet?
• Who physically attends on the day, and what happens if they are unwell?
• What is your maximum tested concurrent attendance, as opposed to your theoretical one?

We publish our answer to the fourth one on the standard alignment page. Very few vendors do.

Bring your constitution

If you have it to hand. Most of the useful conversation is about your rules, not our screens — your quorum basis, your proxy limits, whether your constitution even permits a virtual meeting.

What we will show you

• A member registering, verifying and joining — the real flow, on a phone
• Quorum building live, then breaking, and what the chair sees when it does
• A poll opened, proxies and advance votes merging, the tally sealed, the chair declaring
• The compliance pack that comes out at the end

What happens next

We reply within one working day with two or three times. The call is a demonstration and a scoping conversation — if Assembly is not right for your meeting, we will say so on that call rather than after three follow-ups.

If you would rather not book a call yet, we can send the specifications, security documentation and standard alignment in writing.

Why we built Assembly

We had been running conferences and member events for years — registration desks, badge printers, hybrid streams, exhibition halls. Clients kept asking us to run their AGM on the same stack, because we already held their member list and already turned up on the day.

An AGM is not a conference. If a conference check-in desk miscounts, nobody is harmed. If an AGM miscounts, a resolution passes that should have failed, and someone can challenge it. The stakes are legal, not logistical — and general event software is not built for that. Nothing in a conference platform knows what a quorum is, what a proxy deadline means, or why a share-weighted poll is not the same as one vote per head.

So we built the thing that does. Assembly handles eligibility, verified identity, live quorum against the correct denominator, proxies with their statutory cut-offs, weighted and split voting, per-resolution exclusions, and a sealed record of every one of those decisions. Then we kept the part we were already good at: a named project manager, rehearsals, and people physically in the room on the day.

What we believe about this market

The information should be free. The rules governing a Singapore AGM are public. We publish them plainly, with citations, including in the guides that might let you run your meeting without us. What we sell is the tooling and the accountability, not access to the regulations.

Say what you do not do. Our statement against the SID vendor standard lists the requirements we do not fully meet alongside the ones we do. An evaluator will find the gaps anyway. Finding them in our own document is a better start to a relationship than finding them in a reference call.

Someone has to be in the room. Remote support is not support when a poll has stalled and ninety people are watching the chair. Our engagements include a named project manager and on-site staffing, because that is where the risk actually sits.

Who runs it

Klobbi is led by James Sie, Managing Director, who founded the company in 2018 and has directed its move from event logistics into governance technology. Assembly's product decisions, regulatory positions and published content are reviewed by him personally before release.

The wider team is 10–25 people across Singapore and Thailand, covering engineering, project management and event operations. Assembly engagements are delivered by the same operations team that runs our conference work, which is deliberate: they have already spent years being held to a start time.