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How to Send Updates and Manage Investor Relations

Overview​

Effective investor communication is essential for building trust, maintaining engagement, and fostering long-term relationships with your investors. The WhiteLabel Community Deals Platform provides tools to help issuers communicate updates, respond to inquiries, and manage ongoing investor relations. This guide will walk you through the process of creating and distributing updates, managing investor inquiries, and implementing best practices for investor relations.

Prerequisites​

Before sending updates and managing investor relations, you should:

  • Have an active issuer account on the platform
  • Have a funded deal with active investors
  • Understand your disclosure obligations and communication requirements
  • Have relevant updates or information to share with your investors

Step-by-Step Instructions​

Step 1: Access the Investor Communications Dashboard​

  1. Log in to your issuer account
  2. Navigate to your funded deal
  3. Click on the "Investor Relations" tab
  4. Select "Communications" from the menu

Step 2: View Your Investor Base​

  1. Review the investor overview section showing:

    • Total number of investors
    • Investor categories (accredited, institutional, etc.)
    • Investment size distribution
    • Geographic distribution

  2. Use the filtering options to segment your investor base:

    • By investment amount
    • By investor type
    • By location
    • By investment date

Step 3: Create an Investor Update​

  1. Click on "Create Update"

  2. Select the update type:

    • General announcement
    • Business milestone
    • Financial update
    • Regulatory disclosure
    • Project progress report

  3. Complete the update form:

    • Add a clear subject line
    • Write your update message
    • Add formatting as needed (bold, italics, bullet points)
    • Include links to additional resources if applicable
    • Attach documents if needed (financial statements, presentations, etc.)

  4. Preview your update to ensure proper formatting and clarity

Step 4: Select Recipients​

  1. Choose your audience:

    • All investors (default)
    • Specific investor segments
    • Individual investors

  2. If selecting specific segments, use the filtering tools:

    • Investment size (e.g., investors above a certain threshold)
    • Investor type (e.g., only institutional investors)
    • Geographic location (e.g., investors in specific countries)
    • Custom tags you've created

  3. Review the recipient count to confirm your selection

Step 5: Schedule and Send the Update​

  1. Choose when to send the update:

    • Immediately
    • Schedule for a specific date and time
    • Save as draft for later review

  2. Select delivery method:

    • Platform notification
    • Email
    • Both (recommended)

  3. Set communication preferences:

    • Allow replies
    • Request read receipts
    • Enable discussion thread

  4. Click "Send" or "Schedule" to finalize

Step 7: Manage Investor Inquiries​

  1. Navigate to the "Investor Inquiries" section

  2. Review incoming questions and requests:

    • New inquiries
    • Inquiries awaiting response
    • Resolved inquiries

  3. Click on an inquiry to view details:

    • Investor information
    • Inquiry content
    • Submission date
    • Priority level

  4. Respond to inquiries:

    • Type your response
    • Attach relevant documents if needed
    • Use saved templates for common questions
    • Set status (resolved, pending, escalated)

Best Practices​

  • Consistent Communication: Establish a regular cadence for updates (monthly, quarterly)
  • Transparency: Be forthcoming about both positive developments and challenges
  • Balanced Content: Include both financial updates and operational/strategic information
  • Concise Messaging: Keep updates clear and to the point, with links to more detailed information
  • Prompt Responses: Aim to respond to investor inquiries within 24-48 hours
  • Personalization: Address investors by name and reference their specific investment when appropriate
  • Compliance First: Ensure all communications comply with securities regulations and disclosure requirements
  • Accessibility: Make sure your communications are accessible across different devices and platforms
  • Two-Way Communication: Create opportunities for investors to provide feedback and ask questions
  • Record Keeping: Maintain records of all investor communications for compliance purposes

Troubleshooting​

Common Issues​

  1. Low Open Rates

    • Solution: Improve subject lines to be more compelling
    • Solution: Test different sending times to find optimal engagement
    • Solution: Verify that emails aren't being filtered to spam folders

  2. Overwhelming Volume of Inquiries

    • Solution: Create comprehensive FAQs to address common questions
    • Solution: Use templates for faster responses
    • Solution: Consider group Q&A sessions for common themes

  3. Negative Investor Sentiment

    • Solution: Address concerns directly and transparently
    • Solution: Schedule one-on-one calls with key investors if needed
    • Solution: Provide context and explanations for challenging situations

  4. Compliance Concerns

    • Solution: Use the platform's compliance review feature before sending updates
    • Solution: Consult with legal counsel for sensitive communications
    • Solution: Maintain consistent disclosure practices across all investor segments

  5. Technical Difficulties with Webinars/Calls

    • Solution: Test the technology in advance
    • Solution: Provide alternative access methods
    • Solution: Record sessions for those unable to attend live

Getting Help​

If you encounter any issues with investor communications:

  1. Navigate to the /support Support center by clicking on the "Support" link in the main navigation
  2. Select the appropriate category for your issue:
    • "Investor Communications" for messaging problems
    • "Events" for webinar or call setup assistance
    • "Compliance" for guidance on disclosure requirements
  3. Provide specific details about your issue, including your deal ID
  4. Submit your support request
  5. Support staff will respond through the platform's notification system