Feature

Digital Voting / Proxy Automation

Developed by OpenItem, the Proxy Automation System is a secure and compliant feature within the OpenItem app that streamlines participation in any meeting requiring proxy representation. Shareholders can register for meetings and appoint proxies directly from their mobile devices.

The system integrates with the CIPC, automatically pulling in company documents, trust deeds, and title deed conditions into each user’s profile. It also tracks changes in shareholding or corporate structures, allowing users to seamlessly designate a legally recognized proxy to act on their behalf.

This process includes property identification and ownership verification, as well as a “Duly Authorized Representative” button that guides users through completing a secure form requiring POPIA consent.

Once the form is submitted, it is sent to the relevant Homeowners’ Association or Body Corporate for review. Upon receipt, the managing body will process the changes and follow up with the user regarding any outstanding documents required to update the official record of the authorized representative—ensuring a transparent, compliant, and efficient proxy designation process.