Updating officer details on the register

When your officers, or their contact details change, you may need to update their information recorded on the register.

Societies registered under the Incorporated Societies Act 1908 aren’t obliged by law to record their officer details on the register, but if your society has, it’s important to keep them up to date.

Most societies’ rules require that officers be elected at an annual general meeting so it’s common for these details to change around that time.

How to update officers' details on the register

1. Log in to your online services account.
2. On the dashboard, select the society you wish to update from 'My Businesses'.
3. On the 'View Details' page, select the 'Officers’ tab, and click the 'Change Officer or Contact Details' button.
   • To add an officer, click the ‘Add an Officer’ button.
   • To edit the details of a current officer, click the ‘Edit Officer’ button next to their name.
   • To remove an officer, click the ‘Remove Officer or Contact’ button next to their name.
4. Complete the signatory details and select 'Apply'.

Your society must have at least 3 people on its committee and each person on the committee is an officer of your society. Other people can also be appointed as officers even if they’re not part of the elected committee. This includes anyone who holds a position which allows them to exercise significant influence over the management or administration of the society. Learn more about committees and officers

When your officers, or their contact details change, you must update the register.

Changes that must be notified

Your society must make sure it registers the following updates within 20 working days of becoming aware of the change —

• When a new officer is appointed or elected
• When an officer ceases to act (for example, they resign or stand down at an Annual General Meeting)
• When an officer’s contact details change (for example, if they’ve changed their address).

Most of the information you need to provide about your officers is kept private. This means it can only be seen by the Registrar or people who have authority to update your society’s information on the register. The only details that the public will see are —

• your officer’s names
• their appointment dates
• the date they ceased to act (if applicable)

Specific requirements for new officers

When you add a new officer to the register you’ll need to —

• advise which officers are members of your society, and
• certify that they have consented in writing to being an officer and certified that they are not disqualified from being an officer.

We have created a template that your society can choose to use to collect an officer’s consent and certificate. If you use this template, you will also collect the information you’ll need to add each officer’s details to the register.

How to update officers' details on the register

1. Log in to your online services account.
2. On the dashboard, select the society you wish to update from 'My Businesses'.
3. On the 'View Details' page, select the 'Officers’ tab, and click the 'Change Officer or Contact Details' button.
   • To add an officer, click the ‘Add an Officer’ button.
   • To edit the details of a current officer, click the ‘Edit Officer’ button next to their name.
   • To remove an officer, click the ‘Remove Officer or Contact’ button next to their name.
4. Complete the signatory details and select 'Apply'.