On general assembly day, the most time-consuming job at the door is the attendance list, known in Türkiye as the hazirun list. Finding hundreds of members' names on a paper list, collecting signatures and working out whether the quorum has been reached before the meeting starts often delays the opening. In this article, we explain what the hazirun list is, how it is prepared and how you can speed up general assembly entry with a digital roll call.
What is a hazirun list?
The hazirun list is the list of members entitled to attend the general assembly, on which members who come to the meeting sign next to their names. The word “hazirun” means “those present”. The list does two jobs: it documents who attended the meeting and shows whether the meeting quorum has been reached. For every organization that holds a general assembly, such as associations, chambers, cooperatives and companies, keeping this list accurately matters for the validity of the meeting.
How is a hazirun list prepared?
1. Identify the members entitled to attend the general assembly
The basis of the list is an up-to-date membership record. Changes such as unpaid dues, resignations or new members should be processed before the meeting; if your bylaws set a condition for attending the general assembly, the list should be prepared accordingly.
2. Make the list legible and ordered
Members should be listed alphabetically, together with their membership numbers. What wastes the most time at the door is searching for members who share a surname or whose names have garbled Turkish characters.
3. Announce the meeting on time
The date, time, venue and agenda of the general assembly should be announced to members within the period set out in the bylaws and the applicable legislation. For associations in Türkiye, this is generally at least fifteen days before the meeting; always check your own bylaws.
4. Set up signing and roll call at the entrance
At crowded general assemblies, a single registration desk is not enough. Splitting the list by letter ranges and opening several desks reduces the queue, but it also makes the quorum count harder: each desk's count has to be added up separately.
How is the meeting quorum calculated at a general assembly?
Under the rules for associations in Türkiye, a general assembly as a rule convenes with an absolute majority of the members entitled to attend; matters such as amending the bylaws or dissolution require a higher majority. If a majority is not reached at the first meeting, no majority is required at the second meeting, but the number of members attending cannot be less than twice the total number of members of the board of directors and the audit board. For exact ratios, rely on your organization's bylaws and the relevant legislation.
In practice, the problem is not the calculation itself but the timing: the presiding committee wants to know how many members are in the hall before opening the meeting. With a paper list, that number only emerges after all the desks' signatures have been counted.
What are the problems with a paper hazirun list?
- Queues: Each member's name is searched for one by one on the list; at crowded general assemblies, entry delays the start of the meeting.
- Late quorum: The number of members in the hall is unknown until the desks have finished counting.
- Recording errors: Signatures on the wrong line and illegible names can later become grounds for objection.
- Archiving burden: Typing the list into a computer and producing attendance statistics after the meeting becomes a separate job.
How do a digital hazirun and QR roll call work?
A digital roll call does not do away with the signature list; it digitizes preparing the list, searching for names at the door and counting. Here is the flow in Wibilet for association general assembly management:
- The member list is uploaded from Excel. First name, last name, membership number and contact details are imported into the system in one go.
- Each member receives a personal QR invitation. The invitation is sent by email and WhatsApp and includes the meeting venue and time. For details, see our QR invitation system page.
- The QR code is scanned at entry. Staff scan the member's QR code with a phone; there is no need to search for names, and entry takes a few seconds. Scanning continues even if the internet connection drops.
- The number of members in the hall is visible in real time. The presiding committee sees on the dashboard whether the quorum has been reached before opening the meeting.
- The list is ready when the meeting ends. Who came, who didn't and entry times can be downloaded as Excel; the printed list for signatures is also prepared from this record, correctly ordered.
An important note: Wibilet does not handle voting at the general assembly and does not prepare seating plans. The system manages invitations, entry, roll call and the attendance list; voting and the minutes continue under your organization's existing procedures.
How does a digital roll call help your general assembly?
- Entry queues drop from minutes to seconds.
- The quorum is known with certainty before the meeting opens.
- The attendance list is ready as soon as the meeting ends, with no manual data entry.
- You have members' attendance history for the next general assembly.
If you want to start preparing for your general assembly now, you can request a demo and see a sample dashboard with your own member list.
Frequently asked questions
What does hazirun list mean?
The hazirun list is the list of members entitled to attend the general assembly. Members who come to the meeting sign next to their names; the list both documents attendance and is used to calculate the meeting quorum.
Who prepares the hazirun list?
The list is usually prepared by the board of directors, based on up-to-date membership records and taking into account the attendance conditions in the bylaws.
Does a digital roll call replace signatures?
If the legislation and your bylaws require a signed list, signatures continue. A digital roll call speeds up preparing the list, searching for names at the door and counting the quorum, and makes the signed list accurate and properly ordered.
How are QR invitations sent for a general assembly?
Once the member list is uploaded to the system as an Excel file, a personal QR invitation is sent to every member by email and WhatsApp in one go.
