FAQ

We provide our customers with support for all their meeting needs. The easiest way to find an answer is finding it in our FAQ

FAQ - Frequently Asked Questions

On this page you will find answers to frequently asked questions about using Neomeet.

You can view upcoming and past meetings via the “upcoming meetings” and “condominium archives” icons in Neomet’s main menu.

You can access the main menu at www.kokouskutsu.fi, or via a link in your e-mail or text messages.

You can participate in the meeting on any device with an Internet connection and a working browser. You can join via the link in the e-mail or with your phone number at www.kokouskutsu.fi.

You need a microphone to be able to attend the meeting.

We recommend using Neomet with Google Chrome, Mozilla Firefox or Microsoft Edge to ensure the best user experience.

You do not need to download a separate program or application. Neomeet is browser-based software that only requires an internet connection and a web browser. However, you will also need a microphone and speakers / headphones for the actual meeting if you are on a computer. On a smartphone and tablet, these are usually found on their own.

If a shareholder has announced his / her position on the matters to be discussed at the Annual General Meeting in advance, for example by post, but does not participate in the meeting through Neomeet, the shareholder's position may still be taken into account in the system.

In this case, the trustee may add a shareholder to be present and conduct any voting on behalf of the shareholder. It must be noted separately in the minutes that the person was not actually present at the meeting.

The organizer starts the meeting from its own interface. The attendee joins the meeting on their own phone or computer. You can join the meeting via an e-mail or phone text link.

Once you have joined the meeting, the meeting will proceed automatically as the organizer takes it forward step-by-step.

Voting opens automatically when the administrator activates voting.

Share-based means that the number of votes is given in proportion to the shares.

Share-based means that each share group carries one vote.

Vote per person means that each participant has one vote.

 

Voting policy

Open means that votes are cast in public and meeting participants can see what each is voting for.

Closed means that the votes cast are hidden from other participants in the meeting.

 

Vote cutter

According to the Housing Companies Act, the number of votes of a shareholder in a vote held at a general meeting is not more than one-fifth of the total number of votes represented at the meeting, unless otherwise provided in the articles of association. A statutory vote cutter means that if groups of shares held jointly by one person or the same entities alone account for more than 20% of the voting rights, the vote cutter will apply.

Source: Kiinteistöliitto

  1. Check that your microphone is connected to the device and that it is allowed from the browser.

When the site asks permission to use the microphone, press the allow button to grant permission:

  1. Refresh the site by clicking the ‘refresh’ button next to your browser’s address bar or by pressing F5 on your keyboard.
  2. If the previous steps do not help, there may be a problem with your firewall. Using the Neomeet requires that you have outbound UDP ports 10,000 to 50,000 open. Contact your IT administration and ask about the possibility of allowing this network traffic on your ports. You can instruct the IT administration to contact support@neomeet.fi.

 

Others cant hear me

If your voice is not heard, check if you have been muted by the housing manager or if your own mute function is on.

  

My connection was lost during the meeting, what should I do?

No worries. To get back to the meeting, use the link in your email or phone again. You select an ongoing meeting and you are back in the meeting.

The Neomeet program enables digital signing. You can sign from the “ongoing inspections” menu in the main menu.

If you are physically present at the meeting, you can check and sign the minutes on the property manager’s machine.

The minutes will be mailed in hard copy to your home address for signature.

You can access Neomeet via a link in your email or text message.

By logging in to the Neomeet website, you will find a section on the front page that reads Housing Company Archives. By selecting the housing association to which the document relates, you can browse the meeting archive of the housing association.

Start by selecting the upcoming meeting in Neomet for which you want to make a credential. The following menu asks how you want to attend the meeting. In this section, select a proxy.

The digital power of attorney must be made at least 30 minutes before the start of the meeting. 

For more information, click here: shareholder guide

The authorized person will receive a message in their e-mail and / or telephone. The message indicates who he represents and the time of the meeting. The message is accompanied by a joining link that allows him to join the meeting specified by proxy.

It is a good idea to submit paper proxies to the property manager before the meeting or at the latest at the beginning of the meeting, in which case the property manager can add an authorized representative to the system.

The deed of sale acts as a power of attorney, and the property manager adds the voting rights of the old owner to the new owner before or at the beginning of the meeting. After submitting a new deed of sale to the trustee, he can add you as a shareholder and thus make your vote heard at the meeting.

If a shareholder dies, his/her right to participate passes to the estate. We recommend that the shareholders of the estate elect one representative either from among themselves or, for example, an external liquidator. Shareholders must submit proxies, which are known to the elected representative, to the property manager before or at the beginning of the meeting. The trustee puts the proxies in the system and thus authorizes the elected representative to exercise the voting right of the estate. The elected representative may attend the meeting normally through Neomeet or on site.

If a shareholder has announced his / her position on the matters to be discussed at the Annual General Meeting in advance, for example by post, but does not participate in the meeting through Neomeet, the shareholder's position may still be taken into account in the system.

In this case, the trustee may add a shareholder to be present and conduct any voting on behalf of the shareholder. It must be noted separately in the minutes that the person was not actually present at the meeting.

n the Articles of Association, it is possible to allow participation in the Annual General Meeting also with the help of a technical aid. The company's Board of Directors may also make a decision on the matter, unless otherwise provided in the Articles of Association.