Company Secretary Agent
The Company Secretary Agent turns board and committee meeting recordings or transcripts into comprehensive minutes in your house format. It extracts actions with owners and deadlines, tracks resolutions, records attendance, quorum and declarations of interest, and checks that Companies Act, MOI and King Code requirements are captured accurately.
Ideal forCompany secretarial teams
The difference
From 3-5 hours per meeting to 15-20 minutes
Your company secretary spends less time drafting and more time advising the board on governance.
Done by hand
3-5 hours per meeting
With the Vanine agent
15-20 minutes
Time returned to your team
90%
Indicative figures. We measure your own baseline in the first fortnight so the numbers you see are yours.
Stronger evidence of board oversight
King V places more weight on documented board oversight. The agent makes sure decisions, resolutions and declarations of interest are captured accurately every time.
Uses what you already have
Teams transcripts already exist for most board and committee meetings. The agent turns them into a solid first draft, so your company secretary edits rather than writes from scratch.
Actions that do not slip
Every action is captured with an owner and deadline and tracked through to completion, giving the chair and the board clear follow-up.
Capabilities
Board-ready minutes, resolutions and actions within minutes of the meeting.
Built for company secretaries of JSE-listed, state-owned and large private companies, governance officers and company secretarial service firms.
Automated minutes generation
Converts recordings or transcripts into structured board and committee minutes that capture discussions, decisions and resolutions in the format required for company records.
Action item extraction
Identifies every action discussed, assigns owners from the conversation, extracts deadlines and creates a trackable follow-up list.
Governance compliance check
Cross-references meeting content against your MOI, board charters, the Companies Act, King IV or King V and, for listed companies, the JSE Listings Requirements to confirm required items are documented.
Resolution tracking
Captures board resolutions, round-robin written resolutions and shareholder resolutions with precise wording and approval status, creating a clear audit trail.
Attendance, quorum and interests
Records attendance, apologies and proxies, confirms quorum and notes directors' declarations of personal financial interests and recusals.
Template consistency
Produces minutes in your organisation's standard format every time, keeping records consistent and easy to search.
How it works
From your systems to a result you sign off
Minutes are finalised only after the company secretary edits and approves them. Approved actions are then created as tasks for their owners.
Connect the places your board records already live.
Teams meeting transcripts or recordings, the agenda and board pack from SharePoint or your board portal, and your MOI and board charters. Already use something else? We connect that too.
- OpenAI Frontier
- Microsoft 365 (Teams transcripts, SharePoint, Outlook, Word)
- Copilot Studio
- Board portals (Diligent, iBabs)
- Task and action tracking tools
- Your own AI platform or models
Triggers when a Teams meeting ends and the transcript is saved, or on request in Teams, Copilot Studio or OpenAI Frontier.
Draft minutes, a resolutions register and an action list in your house template, saved to SharePoint or your board portal.
Step by step
- 01
The board or committee meeting ends and the transcript is saved.
- 02
The agent drafts minutes, resolutions and an action list in your house template.
- 03
It checks attendance, quorum, declarations of interest and MOI, Companies Act and King requirements.
- 04
The company secretary edits and approves the draft.
- 05
Approved minutes are filed to SharePoint or the board portal and actions are assigned to their owners.
Deployment
Runs inside the tools your team already uses
The same agent and the same cited output, delivered three ways: through the AI assistant you have rolled out, on a model you host yourself, or inside your own software.
In the frontier assistant you already pay for
We publish the agent as an MCP server. Add it as a connector and your team calls it from the chat they use every day, with no new tool to learn.
"Draft the minutes from the September board meeting"
- meeting
- Board, 28 Sep 2026
- template
- House minutes v5
On a model you host yourself
Run the agent on open-weight models in your data centre or private cloud. Your board records never leave your network, which keeps POPIA and data residency straightforward.
- Llama
- Mistral
- Ollama
- or any OpenAI-compatible endpoint
Inside your own software
Trigger a run from your own workflows, and push the finished output into your ERP, GRC or reporting systems. We build the integration with your team.
- REST API
- Webhooks
- Batch jobs
- Embeddable review panel
Governed the same way, every route
Whichever way your team reaches the agent, identity, permissions and audit stay with your existing controls.
- Single sign-on through Entra ID, Okta or Google Workspace
- Reads only the documents each user is already allowed to open
- Every tool call written to an audit log you can export
How we deliver it
One agent, three ways to hold it
Start where your team already works, then take it as far into your systems as the value justifies.
DATA SECURITY & PRIVACY
Your board records stay yours.
The agent runs inside your tenancy, reads only what each task needs, and never trains on your board records. Every step is logged so your auditors can see exactly what it touched.
Built for regulated work.
+YOUR BOARD RECORDS NEVER LEAVE YOUR ENVIRONMENT
More agents
More agents we build for South African enterprises
Each one is built on the same foundation: your documents, your rules, and your people signing off.
Precision AI for Institutional Workflows
