Once you have registered your company with the Companies and Intellectual Property Commission (“CIPC”), InfoDocs can help you to create your shareholder records in just 10 mins.
Estimated Reading Time: 2min
Step 1: When you have successfully logged into your portfolio, select Add Company and enter the company name or registration number as per your registration certificate.
Step 2: Once you select your company, InfoDocs will automatically pull through all of the information from CIPC. This includes addresses, director details, and registration numbers.
Now that your company is loaded on your portfolio you can navigate to various different sections of the records you would like to maintain.
Create a share certificate
Step 1: Select Create New Share Class and enter all of the details pertaining to the share class that you would like to “issue” or “allot” to your shareholders.
Step 2: A window will prompt you to create a share class based on the “authorised share capital” that is reflected in your company registration document (Cor15.1A).
Step 3: To add your shareholders, click on the Share Classes tab and select Allot New Shares.
Step 4: A window will prompt you to Create a New Shareholder. If the shareholder you are appointing already exists on your profile use the Individual Search to automatically populate their details. If not, manually fill in their details and click Next.
Step 6: The final window will request the details of when the shares were issued. Should you wish to have these issued on the day that your company was registered, select Incorporation Date and InfoDocs will pull through your business start date automatically. All certificate numbers will be allocated in sequence to ensure there are no duplicates or missed documents. If you already have an investor or someone that has bought shares, you can enter the total amount paid or price per share, but since most starting companies shares will have zero value, you can just leave this part blank. Proceed to select Save.
Step 7: Now that you have added your first shareholder, InfoDocs will automatically create the required resolution, as resolved by either the shareholders or directors depending on your Memorandum of Incorporation (“MOI”).
Select download and get this document circulated and signed by the respective individuals to comply with the Companies Act 71 of 2008 (as amended) (“the Companies Act”).
To access the share certificate, select Maintain Share Certificates and you will be taken to the list of shareholders. Select the view icon () to access the individual share certificate that you are looking for.
According to Section 51(1)(b) of the Companies Act, all share certificates must be signed by two directors in order to be valid. If there is only one director, draft a resolution to authorise a representative to sign the second space on the certificate.
View Company Registers
Once your shareholding is reflected accurately on InfoDocs, you can download your shareholder’s register (also known as a “share register”).
Step 1: From any tab on your company, select View Company Registers
Step 2: Proceed to select Register of Shareholders or Register of Share Member Accounts to create a register in either PDF or CSV format.
View Template Library
Step 1: Since this is a new entity, you will also need to get your director consent letters and incorporation minutes in place. To access these templates select the Documents tab and then View Template Library to download and create the final records for your new company.
Step 2: In the library, you will be able to access the pre-populated PDFs Templates for all of your recent transactions on InfoDocs.
All of these documents will form part of your company records which should be accessible at your company registered address. InfoDocs can conveniently keep these records in the cloud on the Documents tab for you to securely access and maintain.