Confirming your authority to update the register

You must be authorised to manage a society’s information on the register

Before you can update details or register documents for a society using our online services you need to confirm that you have the authority to do so.

In this guide

Who needs to confirm

If you incorporated your society your authority will have been confirmed automatically. Otherwise you must demonstrate to us that you are authorised to access and manage information on the register. To do this, follow the steps below.

You need an online account

To confirm your authority to manage information on the register you must first have:

  • a RealMe® login
  • an online account for the Incorporated Societies Register.

RealMe logins and setting up your online account

Ways to confirm your authority

There are 4 ways to confirm your authority to maintain information on the register.

You can:

  1. use your 'registry key'
  2. use your society's email address(es)
  3. provide ID verification (using a current NZ Driver Licence or NZ Passport)
  4. provide a letter of authorisation.

Choosing how to confirm

  1. Log in to your online account.
  2. From your dashboard menu, choose the 'Search Business' option.
  3. Find and select the society.
    You can search using the society's name, number or New Zealand Business Number (NZBN).
  4. Select the 'confirm your authority' link at the top of the 'View Details' screen.
  5. Choose one of the 4 options to confirm your authority then follow the relevant instructions (outlined below).

The options will be presented to you one at a time, in the order described above. Select 'No' to be presented with the next option.

Confirming authority using the society's registry key

Prior to 16 September 2019 incorporating societies were sent a 7-digit registry key at the time of registration.

To use this key to confirm your authority:

  1. Enter your registry key in the box provided.
  2. Tick the declaration box to confirm you are authorised to act on behalf of the incorporated society and select ‘Submit’.
  3. If the key you have entered matches our records, your authority will be confirmed immediately. But if there is no match, you can try again or choose a different option.

Confirming your authority using an email address

  1. Enter the email address for your incorporated society, or for an officer where officer details have been recorded on the register.
  2. Tick the declaration box to confirm you are authorised to act on behalf of the organisation, and select ‘Submit’.
  3. If the email address matches an email address on the register, we will send an activation code to that address. If there is no match, you can try again or choose a different option.
  4. Click on the link in the email to validate the activation code.
  5. If the activation code is correct, authority will be confirmed immediately.

How to confirm authority using ID verification

To use this option you must have a current New Zealand driver licence or passport.

  1. Select the ‘Proof of Identity’ type (driver licence or passport).
    • If you select driver licence, you’ll be prompted to enter your licence number, licence version number and date of birth.
    • If you select passport, you’ll be prompted to enter your passport number, expiry date and date of birth.
  2. Tick the declaration box to confirm that you agree to your identity document being used to verify your identity, and that you are authorised to act on behalf of the incorporated society.
  3. Select the ‘Submit’ button.
  4. If we are able to verify your identity, authority will be confirmed immediately. If not, you can try again or select another option to confirm your authority.

How to confirm authority by letter of authorisation

  1. Complete and upload the letter of authorisation.
  2. Tick the declaration box to confirm you are authorised to act on behalf of the society.
  3. Click ‘Submit’.

It may take us up to 3 business days to process your request and we may ask you to provide additional evidence.

Letter of authorisation

The letter of authorisation should confirm the following:

  • the name and NZBN of the incorporated society
  • your name and contact details
  • that you have authority to act on behalf of the society.

The following letter template sets out the information you must provide.

Template for letter of authorisation PDF, 98 KB opens in a new window
Confirm your authority with us External link

Managing who has authority

Once a user has confirmed their authority to manage information on behalf of an incorporated society, they can grant the same authority to other people in their organisation. They can also cancel the authority of others or themselves.

Granting authority to other users

To grant authority to other users in your society:

  1. Log in to your online account.
  2. On your dashboard, select the incorporated society from 'My Businesses'.
  3. On the 'View Details' page select 'Grant Authority' from the 'Maintain Authority' menu.
  4. Choose the type of user account to which you wish to grant authority (an individual or an organisation account - see note below).
  5. Enter the email address of the individual or organisation.
  6. Select the 'Apply' button.

We will send an email to the email address you have entered. This email will contain instructions for activating their login. If the user to whom you are granting authority does not already have a RealMe account or online services account, they will be prompted to set these up as part of the activation process.

Log in and manage authorities External link

Cancelling authority

To cancel the authority of another person in your society:

  1. Log in.
  2. On your dashboard, select the incorporated society from 'My Businesses'.
  3. Select 'View Authority' from the 'Maintain Authority' menu.
  4. You will see a list of users that currently have authority.
  5. Select the 'Revoke' option for the user whose authority you wish to remove.
  6. Enter the reason for the cancellation.
  7. Apply the change.

The person will immediately be removed from the list of authorised users. They will no longer have access to the society's information on the register. They will also no longer receive any reminder emails from us for your society.

Log in and manage authorities External link

How to cancel your own authority

If you no longer need access to update the register for a society (for example, you have resigned as an officer), you can cancel your own authority. Once you have cancelled your authority, you will no longer receive reminder emails from us for this society.

  1. Log in.
  2. On your dashboard, select the society from 'My Businesses'.
  3. On the 'View Details' page, select 'Revoke your own authority' from the 'Maintain Authority' menu.
  4. Enter the reason for the cancellation.
  5. Apply the change.

You will be immediately removed from the list of authorised users. You will no longer:

  • have access to update the society‘s information on the register, or
  • receive reminder emails from us for the society.
Log in and manage authorities External link

Other guides in
Managing your online account

Other help topics

Getting started on the register

Searching the Incorporated Societies Register

Starting an incorporated society

Running your incorporated society

Annual financial statements and annual returns

Keeping society details up to date

Ending an incorporated society

Restoring an incorporated society to the register

Forms and fees

View all topics