How to create a share register

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.

Log in to your InfoDocs account here. If you don’t already have an account, register for a free trial.

Share Allotments

Step 1: Select the company on your portfolio, to start creating their shareholder records on InfoDocs. To add your shareholders, click on the Create New Shareholder option

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: 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 4: You will now be able to add your shareholders by selecting Allot New Shares, which will take you to a window to fill in their details. 

Step 5: If the directors of the company are also the shareholders, simply type their name in the individual search box and their details will automatically populate. If this is an altogether new shareholder, simply type in their details as prompted.

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.

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”).

Share Transfers

Step 1: If your shareholders are already captured, go to the Shareholders tab and click Transfer Shares.

Step 2: A window will prompt you to choose who you are transferring to. You can either select an existing shareholder from the dropdown or, right at the bottom select Create New Shareholder. Select the Transferred To and the date of the transfer.

Step 3: Scroll down to proceed to complete the price per share, the number of shares and the share certificate number. To transfer the full amount of shares, select the checkbox, All of them, or fill in the portion of shares you are looking to transfer. With partial transfers, an additional box will be added at the bottom of the window to prompt you to decide which certificate you would like to send the balance of the shares to.

To make additional transfers send the balance back to the original share certificate. This certificate can then be selected for further transfers until all the shares have been depleted. To issue the balance shares back to the original shareholder, simply leave the suggested certificate number and InfoDocs will generate the new certificate and cancel the old. Finally, choose the amount that was paid for the shares and click Save.

Now that your transfer is completed, InfoDocs will populate all of the supporting documents to finalize the transaction. Namely;

  • the updated register with the transfer details,
  • the security transfer form (old CM42 form) and
  • the share certificate/s

If you do not download the supporting documents in this window, you can find them in the template library in the PDF templates folder.

Access Share Certificates

Step 1: To access the share certificate, select Maintain Share Certificates

Step 2: Select the View icon (eye 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. 

Access Share 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 the Register of Shareholders or Register of Share Member Accounts to create a register in either PDF or CSV format.

With InfoDocs you can create professional, good-quality share registers with just the click of a few buttons.

Leave a Reply

Your email address will not be published. Required fields are marked *