"This ensures quality and saves a lot of time. We eliminate manual steps and reduce the risk of errors."
From Limitations to New Opportunities
Previously, the City of Malmö used a voting system that only worked in a specific meeting room and was based on technology that could no longer be updated. When the need for change arose, the City of Malmö decided to think bigger than simply replacing the old system.
“When we realized we needed to replace the system, we also started thinking about what we could actually improve—not just replace.”
Instead of simply replacing it, this became the starting point for a more well-thought-out and future-proof solution.
Meetings Live was a natural next step
Since the City of Malmö was already using Meetings Plus, Meetings Live was a natural next step. As the first customer, they also had the opportunity to help shape the solution.
“We were able to help define the requirements and ensure that the features truly met our needs.”
The close collaboration with Formpipe is highlighted as a key success factor.
“We maintained close communication and conducted extensive testing together, which allowed us to improve the solution as we went along. Initially, there were some adjustments needed with the new technology, but through analysis and joint testing rounds in the pilot project, these issues were quickly identified and resolved.”
The tests also yielded many valuable development suggestions, which have helped strengthen the product and enable its continued development.
An investment that drives digital transformation
The rollout turned out to be more extensive than expected.
“We had tested it with about 20 users, but in the city council, when we reached 80–100 simultaneous connections, we realized that the network wasn’t sufficient.”
The thick walls of the beautiful historic building from the 1500s also contributed to the weak connection.
– Meetings Live requires a stable connection because everything has to be updated simultaneously for many users. It was an eye-opener for us.
At the same time, it became clear that the introduction of Meetings Live placed higher demands on our overall digital infrastructure. It wasn’t just about the connection; it was about making the technology work in practice on a larger scale.
This effort thus became a driving force for raising the digital standard, which also had positive effects beyond meeting management.
The result: a smoother daily routine and better quality
The introduction of Meetings Live brought not only new technology but also new ways of working. As a result, the experience has varied among different user groups.
For secretaries and administrative staff, the change has been clearly positive.
“The system is much more user-friendly and logical now, and it has become easier to handle a lot of information at the same time.”
For elected officials, the transition has been more significant, even though their tasks are essentially the same—they’re just performed in a new way. For example, instead of manually checking in, requesting the floor, or voting, these actions now take place directly in the Meetings Plus app.
Since they’re already accustomed to preparing for meetings in Meetings Plus, they can now handle more tasks within the same interface.
One of the most significant improvements concerns the flow of information. All information—such as attendance and voting results—is now transferred directly to the Platina case and document management system.
“Previously, we printed out documents and entered the data manually afterward. This provides both quality assurance and significant time savings. We eliminate manual steps and reduce the risk of errors.”
A solution that grows with you
The City of Malmö is already seeing new opportunities ahead.
“Being able to post agenda items directly in the app is something many people are looking forward to.”
With Meetings Live, they have not only modernized meeting management but also laid the foundation for continued development.
“It’s a system we can grow with, and we look forward to introducing more use cases.”
