Orchestra allows companies to send shareholder communications from within the platform and notifies shareholders by email when communications are generated. Once communications are generated, they will be accessible from within the platform by company administrators and shareholders, fulfilling the legal requirement to do so.
To create and view shareholder communications, you will need to be logged in and have access as a company administrator to make any changes. From your dashboard, click the ‘Communications’ dropdown from the left-hand side toolbar and select ‘Communications'.
On the next page, you will be able to create new communications and view existing ones that have been sent out previously.
To create a new communication, click 'Create communication'. On the next page, you can add a title to the new communication and body text to accompany the update.
Once the content of the shareholder update has been entered you will be able to set the parameters of the update below the Description box.
Access permissions is one of the most important selections you can make. You have 2 options:
- Administrator only - only Administrators are notified by email of the Communication and can view the Communication on Orchestra
- Investors & Administrators - both Investors and Administrators are notified by email of the Communication and can view the Communication on Orchestra
The Access permissions that are selected when you publish your Communication are those that are applied and the email notifications are sent out. Editing a Communication and changing the Access permissions post publishing does not generate an email notification resend. For example, expanding Access permissions from 'Administrator only' to 'Investors & Administrators' post publishing does not send an email notification to Investors.
You can link a Document collection to your Communication. For example, you may have a Document collection for 'Shareholder Updates' in your Document Vault, where your regular updates to shareholders are stored. The Access permissions of your Document collection will need to match the Access permissions of the Communication you're creating. For example, if you're creating a Communication to Investors & Administrators then you will only be able to link to Document collections that are viewable by Investors & Administrators.
If your Communication isn't ready to send yet, you can click 'Save as draft'.
Once you have finished creating the Communication, click 'Create and publish' and a new Communication will be generated. Orchestra will then send email notifications based on the Access permissions, to notify that a new Communication has been created.
The Communication email notification has a link to the Communication. For security purposes, the link can be used to access the Communication twice before login is required. The link only allows access to the relevant Communication and any attached documents.