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.

When you have successfully logged into your portfolio, select Add Company and enter the company name or registration number as per your registration certificate.

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.

This image has an empty alt attribute; its file name is Screenshot-2020-04-15-at-16.10.33-1024x709.png
Company Dashboard

To add your shareholders, click on the Shareholders tab and select Create New Shareholder. 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).

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.

This image has an empty alt attribute; its file name is Screenshot-2020-04-15-at-16.15.03-1024x768.png
Create New Share Class

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. 

This image has an empty alt attribute; its file name is Screenshot-2020-04-15-at-16.25.29-1024x807.png
Create New Shareholder

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.

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. 

This image has an empty alt attribute; its file name is Screenshot-2020-04-15-at-18.02.09-1024x807.png
Allot New Shares

All certificate numbers will be allocated in sequence to ensures 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.

This image has an empty alt attribute; its file name is Screenshot-2020-04-15-at-18.02.57-1024x630.png

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”).

This image has an empty alt attribute; its file name is Screenshot-2020-04-15-at-18.03.49-1024x492.png
Current Shareholders

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.

This image has an empty alt attribute; its file name is Screenshot-2020-04-15-at-18.01.00-1024x722.png
Share Certificate

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. 

Once your shareholding is reflected accurately on InfoDocs, you can download your shareholders register (also known as a “share register”).

From any tab on your company, select View Company Registers and then Register of Shareholders or Register of Share Member Accounts to create a register in either PDF or CSV format.

This image has an empty alt attribute; its file name is Screenshot-2020-04-15-at-18.07.29-1024x722.png
Register of Shareholders
This image has an empty alt attribute; its file name is Screenshot-2020-04-15-at-18.09.09-1-1024x722.png
Register of Share Member Accounts

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.

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.

Share this article

Leave a Reply

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