Share Register

Sep 5, 2022
3 min read

Updated: Jun 20

The Share Register table allows users to manage a share register and generate share certificates through the app.

This post will cover:

How to add a client to the related parties table
Authorised Shares
How to add a share certificate.
Ceded Shares
Download the Share Register
Directors as shareholders
Bulk Upload

How to add a client to the related parties table

To add a client to the Share Register table, you either need to:

Have that client in the Client table as a client that you offer services to
Or add the client to the related parties table if it is a client you do not offer services to.

You can then pull them through to the Share Register table. This setup means that you will only have one record to maintain should the clients' information ever change; this will then update across the entire system.

The Related Parties table is located in the left navigation below Clients and Client Roles. If you do not see this table, please ask your manager for access.

To add a client to the Related Parties table:

Go to the table
Click on Add Record in the top right
Complete the form
Save

Authorised Shares

The Authorised Shares table enables you to track all Authorised share types in one place. Please add a record to this table for each share type with the number of authorised shares.

If shares are added in the Share Register, they automatically roll up here, allowing you to:

See totals per share type
Easily track when you’re approaching authorised share limits.
DataGrows will warn you if the shares you have issued exceed your authorised shares.

How to add a share certificate.

Click on the client in the Client table
Go to Additional Details
Click on Share Register

Then, click on 'ADD RECORD'
The Company Name will be added automatically.

Select the client from the Existing Client dropdown.
You do not need to complete the Name & Address field
Save. The system will populate the Name & Address field based on the information captured in the Client table or Related Parties table.

* If you need to start at a specific Certificate number, please add that to the Cert. No field. The system will then start counting from that number for each new certificate added to this company.

Click Save
The system will automatically generate the percentage of shares allocated to this person. The percentage will adjust as you add more shareholders or cede shareholders.
If you scroll to the right of the newly added record, there will be a hotlink to a downloadable certificate.

The Certificate can be downloaded by clicking on the Save icon.

This can then be emailed to the client. Once a signed copy is returned, it can be stored in the app by:

Going to the Share Register table
Clicking on Documents

Ceded Shares

Once shares are ceded, you can add the ceded date, and the system will automatically adjust the percentage of the remaining shares.

Download the Share Register

To download the share register:

In the CIPC Beneficial Ownership table, you can access the client's securities register by clicking on the link. From there, you can download it.

You can also access it through the Summary report in the Client table.

Directors as shareholders

If you have added Directors to the Directors table, and the directors are also shareholders, you can easily add them to the Share Register table by selecting them in the Directors table and going to Actions, 'Copy to Share Register'. Then you can add the number of shares in the Share Register table as discussed above.