The verdict in three sentences
Emailing board packs to 11 directors exposes a listed Geneva group to leaks of inside information and to conflicting versions of documents. A custom secure board portal costs CHF 30,000 to 60,000 and ships in 12 weeks, with two-factor authentication, watermarking, read-only viewing, online votes and electronically signed minutes. It pays back in about 3 years through secretariat time saved and, unlike a market licence at EUR 8,000 to 15,000 per year, stays hosted in Switzerland under your own rules.
The risks of running a board by email
A board pack contains unpublished accounts, acquisition plans and executive pay. For a company listed on SIX Swiss Exchange, these are inside information under the Financial Market Infrastructure Act, supervised by FINMA.
| Current practice | Concrete risk | Possible consequence |
|---|---|---|
| PDFs sent as attachments | Forwarded to a third party in one click | Leak of inside information |
| Directors' personal email accounts | Accounts without two-factor authentication | Hacking, impersonation |
| Multiple versions of the pack | A director votes on an outdated version | Challenge to a resolution |
| Votes by email or phone | No timestamped proof | Weak legal standing of minutes |
| Minutes signed on paper | 2 to 4-week circuit | Delays in mandatory disclosures |
| No access log | Impossible to know who read what | No investigation possible after a leak |
Features and their cost
| Feature | Description | Share of budget | Essential |
|---|---|---|---|
| Two-factor authentication | Code via authenticator app or SMS at each login | 10% | Yes |
| Document library | By meeting, audit committee, remuneration committee | 20% | Yes |
| Personal watermark and read-only | Name and date on every page, download blocked | 15% | Yes |
| Private annotations | Director's notes visible only to them | 10% | Advised |
| Online votes and resolutions | Timestamped vote, automatic quorum | 15% | Yes |
| E-signed minutes | Signature circuit for chair and secretary | 15% | Yes |
| Audit log | Who opened which document, when, from which device | 10% | Yes |
| Offline mobile app | Reading on a plane, remote wipe | 5% | Advised |
These are 2026 market estimates for Geneva. A portal extended to several subsidiaries and an investor area moves into the CHF 60,000 to 120,000 range.
Custom build or market licence
| Criterion | Custom portal | Market portal licence |
|---|---|---|
| Upfront cost | CHF 30,000 to 60,000 | CHF 0 to 3,000 setup |
| Annual cost | CHF 4,000 to 8,000 maintenance and hosting | EUR 8,000 to 15,000 |
| 3-year cost | CHF 42,000 to 84,000 | EUR 24,000 to 45,000 |
| Data hosting | Chosen by the group, including in Switzerland | Vendor servers, often outside Switzerland |
| Fit with articles of association | Complete | Partial |
| Time to go live | 12 weeks | 2 to 4 weeks |
The revised Federal Act on Data Protection, in force since September 2023, frames cross-border transfers: Swiss hosting simplifies compliance, which is often the deciding factor for Geneva groups.
Mini case study
Claire, general counsel and board secretary of a listed Geneva trading group (illustrative persona), runs 6 board meetings and 8 committee meetings a year for 11 directors. She spends about 20 hours per meeting assembling, sending and chasing, or 280 hours a year. A custom portal at CHF 45,000, with CHF 6,000 of annual maintenance and Swiss hosting, cuts that to 8 hours per meeting, saving 168 hours a year. At a loaded cost of CHF 120 per hour, that is CHF 20,160 a year of secretariat time, or CHF 14,160 net of maintenance: the CHF 45,000 is paid back in about 3.2 years. Against a licence at EUR 12,000 per year, the custom portal is not cheaper on cost alone; Claire chooses it for Swiss hosting and full fit with the group's articles.
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FAQ
Are online board votes valid for a Swiss company limited by shares?
Since the 2023 company law reform, the Code of Obligations allows board resolutions by electronic means unless a member requests oral deliberation. Updating internal regulations typically costs CHF 2,000 to 6,000 in legal fees.
How do we stop a director from forwarding a document?
The portal shows documents read-only with a personal watermark on every page and blocks downloads. A screenshot remains possible, but the watermark identifies the source of any leak.
Can directors abroad use it?
Yes, from a browser or the mobile app, with a 1 Mbit/s connection being enough. App-based two-factor authentication avoids international SMS.
How long does go-live take?
Twelve weeks, including 2 weeks of workshops with the board secretariat and 1 pilot meeting. Directors are trained in a single 30-minute session.
What does a penetration test cost?
An independent penetration test before go-live costs roughly CHF 8,000 to 20,000 in Geneva. It is strongly recommended for a listed group and can be repeated every 2 years.
Let's scope your project. Tell us how many directors, committees and meetings per year you run: we will price your board portal with a 12-week schedule. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
