A company with many shareholders should have a digital shareholder book or similar solution. Without such a solution, it is difficult to keep track of all the shareholders and transactions that have been carried out. The board also has a legal responsibility to ensure that this is in order.

Many people are surprised by how detailed the requirements are for keeping the shareholder register, including:

• The duty to record all transactions.

• The obligation to register a pledge (a typical problem is that the share owner book disappears and that a new share owner book is therefore created where previously reported pledges do not appear).

• The obligation to store information about former shareholders for at least 10 years.

• The duty to keep track of share numbers, regardless of, for example, purchases and sales, splits or mergers or capital increases, including that it meets the Companies Act’s requirements for share numbers and that information about changes in ownership is kept for at least 10 years.

In practice, it is difficult for companies with several shareholders to comply with these requirements without the use of a digital shareholder book.

If there are many shareholders, there will also be increased complexity and costs associated with submitting the shareholder register statement (must be submitted no later than 31 January each year). With dCompany’s shareholder register, you can deliver the shareholder register statement directly to Altinn and the tax authorities with a few simple keystrokes. If you have registered the transactions in the shareholder book, there is no need to register the same transactions again to submit the shareholder register statement. Here, vouchers are also automatically generated for each individual shareholder, regardless of how many shareholders there are in the company.

Register transactions yourself or leave it to advisors

New foundation

Stock per date

Buy Sell

Issue

Dividend

Increase in denomination

Heritage

Reduction of face value

Deletion of shares

Gift

Split

Splice

Conversion of shares

Group contribution

Companies with many shareholders also particularly value the opportunity to call for general meetings in a digital way, with the security that the call always uses the last registered contact details per shareholders. The shareholders, for their part, can easily issue powers of attorney electronically, and these are automatically recorded in the general meeting minutes to reduce both time consumption and the risk of errors.

dCompany assists companies with large shareholder structures with, among other things:

• Shareholder’s book : A user-friendly shareholder’s book that gives control over the shareholders and which shares they own, including historical cost price and paid-in capital per share. stock.

• Transaction module : Simple registration of new transactions in the shareholder book, whether the management is carried out by the company itself or an adviser. Automatic generation of transaction log showing all company events and transactions with details for each of these.

• Electronic general meeting : The possibility to call for a general meeting in a digital way and get support for its implementation, including by digital submission and registration of powers of attorney and automatic registration in minutes.

• Message module : Option to send messages to all or some of the shareholders. The module supports the sending of attachments.

• Individual shareholder pages : All shareholders get access to their own shareholder page (“shareholder-view”) where they have information about their own shares, their cost price, whether they are blocked and whether a pledge has been registered. They also get access to all transactions they have been a part of. The company can publish information on the equal value and market value of the shares. The individual shareholder also gets a separate archive where the company can choose to publish information and the shareholders get a separate inbox for messages.

• Owner map : Overview of the ownership right up to the underlying personal shareholders through a shareholder map.

• Digital articles of association : Digital articles of association that ensure that everyone who works with the company always has access to the latest version, including any advisers who have gained access to the platform

• dBot : Digitized and automatic processes for carrying out capital increases, capital reductions, conversion of shares and around twenty other company law processes.

• Shareholder register task : Submission of the shareholder register task directly from the platform through a few clicks and without the need to repeat information that has been registered when updating the shareholder book.

Some companies like to do everything themselves. Others like to outsource most things to advisers. The dCompany platform gives you full flexibility for both options in that it is possible to invite advisers in as administrators on the platform.

In the forest of smart apps for boards and owners, the pros choose dCompany

Full overview of the group and portfolios across countries

Real-time updated shareholder registers

Automatic display of real rights holders / KYC

Digital archive with integrated e-signature

Cost price and paid-in capital per share

Automatic termination notes and share certificates

Fantastic product with great utility. Carried out a share split quickly and easily. The digital shareholder book is very useful for me vis-à-vis all the portfolio companies.

Erik Rian Johannessen
CFO
Longship