Reregistration information and tools

Transcript

Duration: 13:47

Visuals

A title screen appears with the words “How to reregister your society on the Incorporated Societies Register website”. The screen includes the logos for the New Zealand Companies Office and the Ministry of Business, Innovation & Employment.

Audio

How to reregister your society on the Incorporated Societies Register website. If you’re an existing user and have previously used the Incorporated Societies Register on behalf of your society, your RealMe and account information will remain the same.

Visuals

A screen appears with the words “If you’re an existing user and have previously used the Incorporated Societies Register website on behalf of your society, your RealMe and account information will remain the same.”

Note: The audio reads the wording on the screen.

Audio

If you're an existing user and have previously used the Incorporated Societies Register on behalf of your society, your RealMe and account information will remain the same.

Visuals

A screen appears describing what’s required to reregister online.

Note: The audio reads the wording on the screen.

Audio

To use the Incorporated Societies Register website to reregister your society under the Incorporated Societies Act 2022 (2022 Act) you will need to:

1. Log in with RealMe, using your username and password.
2. Have an account.
3. Have authority over the incorporated society you are acting for.

If you already have authority over your society, it's important to use your existing RealMe.

Visuals

A screen appears with the words ‘How to obtain authority’.

The screen changes to a page where a web address. You see the cursor moving as the address www.societies.govt.nz is entered. The home page of the Incorporated Societies website appears.

You see highlighted the words 'Help centre' and the cursor moving selecting, the 'Help centre' button, on the website header.

Audio

Step 1, visit societies.govt.nz. On the homepage, click on the Help Centre menu option. This will take you to the Help centre page.

Visuals

You are taken to the help centre page; a set of fields are displayed where keeping society details up to date is highlighted and the cursor is placed to select this.

Audio

Step 2, click the help topic Keeping society details up to date.

Visuals

The cursor moves to highlight and select confirming your authority to manage information.

Audio

Step 3, you will need to click on the 'Confirming your authority to manage information' option and you will need to select one of the 4 available options to gain authority over your society.

Visuals

A title screen appears with the words “if you have authority, and you are ready to start reregistering” and lists what’s required to reregister (as per audio).

Audio

You will need to have:

1. A copy of your society's approved constitution – compliant with the 2022 Act,
2. contact name, physical address, email address and phone number of a contact person. You can have up to 3 contact people, and finally
3. name and address of the society's officers. You'll need a minimum of 3 who have consented and certified in writing that they meet the criteria to be an officer.

Visuals

The cursor moves to the browser's address bar, and enters the address www.societies.govt.nz

Audio

Once you have this information, go to the Incorporated Societies Register website at societies.govt.nz.

Visuals

The Incorporated Societies home page appears. You see the cursor moving to and selecting the Login button.

Audio

On the homepage, click on the Login button.

Visuals

The Companies Office RealMe login page appears. You see the Username and Password fields being completed and the cursor moving to and selecting, the Login button.

Audio

In the Login with RealMe area on the left, enter your RealMe username and password. In the Login with RealMe area on the left, enter your RealMe username and password. This will take you to your dashboard. Under My Businesses, you will find the societies you hold authority for.

Visuals

A window pops up with a message and the audio reads the wording in this window.

Audio

If you have forgotten your RealMe details, select either the Forgot Username or Forgot Password option. If you need help to gain access to RealMe linked to your society, call the RealMe Helpdesk on 0508 633 564.

Visuals

Screen appears with the words 'Using your dashboard'.

Audio

Using your dashboard

Visuals

The screen changes to show the dashboard and fields available on the dashboard. The 'My Businesses' field is highlighted, then 'My Completed Tasks' and 'My Reminders' field. The cursor moves and selects an entity listed under 'My Businesses' field.

Audio

Once you've logged in, on your dashboard, you will see the following, listed under My Businesses you will see societies you hold authority for. My Incomplete Tasks, this contains any tasks you've saved but have not completed. My Completed Tasks, this lists all the tasks that you have completed, and My Reminders which is a list of reminders sent to you. Click on the name of the society you are wanting to reregister. You will be taken to the View Details page.

Visuals

The view details page appears on screen with the details of the entity selected. A number of fields are shown.

The cursor moves and selects the drop-down arrow on Maintain Incorporated Society field. The field expands and the cursor selects 'Reregister Under 2022 Act'.

Audio

On the right of the page under the Maintain Incorporated Society menu option, select the down arrow. In the drop-down menu, click on Reregister Under 2022 Act. You will be taken to a page where you complete your society's reregistration application.

Visuals

The Application to reregister as an Incorporated Society page appears, showing several fields that need to be completed under the general details part of the application.

A page with the words Adding General Details appears.

Audio

Adding general details.

Visuals

The general details part of the application appears and is scrolled through highlighting red asterisks along with a highlighted note, the audio reads out this note.

Audio

Throughout this application, you'll see red asterisks. This means these are mandatory fields. You may also note that there are question marks beside some fields. You can click on the question mark icons to read the help text.

Visuals

Focus returns to the first question and the cursor moves and selects the ‘Yes’ option beside the question ‘The number of members is more than 10 according to section 8 (1) of Incorporated Societies Act 2022. The cursor the moves to the Proposed constitution filed and the cursor moves and selects the upload button. The screen shows the documents folder, held on the on the computer. The cursor selects the document, and the screen goes back to the application and shows the uploaded document linked.

A note appears on screen which audio reads out.

• The balance date field is highlighted, the cursor moves and selects the arrow, and selects the balance date month.
• Signatory details field is highlighted, the cursor moves to designation field and selects the officer option.
• The cursor moves and selects the certification field ‘ hereby certify that at the time of the application’.
• The cursor moves and selects the Next Step – addresses button.

Audio

Under the General Details section, there are several things you will need to do.

• Step 1, confirm that your society has 10 or more members by selecting the Yes option, then continue to the Proposed Constitution part.
• Step 2, under Proposed Constitution, click the Upload button and upload a copy of your constitution. You must upload a constitution to continue with your application. Your society's constitution must comply with the 2022 Act and be approved by the society's members. Once you have uploaded the constitution, it will appear like this.
• Step 3, you will now need to check your balance date. If the balance date populated is correct, continue to step four. If the balance date is incorrect, select the down arrow and select the correct balance date.
• Step 4, there is an option to provide any documents that support your application. This is optional. Use the Upload button to upload any additional documents.
• Step 5, enter signatory details. As the person making the application on behalf of the society, you will need to provide your name and select your designation from the drop-down list. The date will populate automatically.
• Step 6, you will need to certify the application by ticking the box to the left confirming the 2 listed statements.
• After you've done this, click on the Next Step: Addresses button.

Visuals

The 'Save and Exit' button is highlighted on the General details page, and a note appears. Audio reads out the note.

A 'Save application' dialogue box appears with an 'OK' button.

Audio

If you use the Save and Exit button at this point, you will then need to click on the Ok button and your application will be saved.

Should you close your browser without saving your application, it will not be saved, and you will need to start again.

Visuals

A page appears with the logo and words getting back to your saved application.

Audio

Getting back to your saved application. The following steps set out how to get back to your saved application, otherwise, continue to addresses.

Visuals

Screen is taken back to the Dashboard and highlights an application under the My Incomplete Tasks field. The cursor moves and selects this application.

Audio

Getting back to your saved application. The following steps set out how to get back to your saved application, otherwise, continue to addresses. To continue with your saved application, return to your dashboard. On your dashboard, Under My Incomplete Tasks, select your saved application. This will take you back to where you left off.

Visuals

A page appears with the words adding or updating addresses.

Audio

Adding or updating addresses. In this step, you will be able to update existing address details or add details of new addresses.

Visuals

The application to reregister as an Incorporated Society application, addresses page appears. The cursor moves and selects the add button and then moves to the done button. The cursor moves and select the add button, cursor moves and selects copy registered office button, cursor moves and selects done button. Note appears on screen and audio reads out the note. Edit button is highlighted.

Audio

On the Addresses page, addresses currently on record for the society, e.g., your registered office and communication address will populate automatically. If any of these details are not recorded or are incorrect, you will need to update them. To add these details, click on the Add button to the left of the page.

• Step 2, check the address for your registered office. To add this address, click on the Add button under the heading, it must be a physical address, not a postal address.
• Step 3, click on the Done button.
• Step 4, check the addresses for communication. This isn't made public. We'll use it if we need to send letters to your society. Choose an address that is actively monitored by someone in your society. To update this address, click on the Add button under the heading Addresses for Communication.
• Step 5, click on the Copy Registered Office button if the address is the same as the registered office address, or add a new address and click on the Done button. If you have made an error, you can either remove or edit the address using the Edit or Remove buttons on the right.
• Once you've entered the correct details, save the addresses by clicking on the Done button.

Visuals

A page appears with the words Adding or updating contact persons details.

Audio

Adding or updating contact persons' details.

Visuals

The application to reregister as an Incorporated Society application, addresses page appears. A note appears on screen and audio reads out the note.

The screen scrolls down and highlights the contact person details fields. Note appears and audio reads out the note.

The cursor moves and selects the add a contact person button. Once add a contact person is selected another set of fields is displayed where you enter in the

• name
• address
• phone numbers,
• email address and
• start date of the contact person.

The cursor scrolls down to the done button. The completed screen appears and displays a note and audio reads out the note.

The edit and remove contact persons buttons are highlighted. A note appears and audio reads the note.

Audio

Societies must have at least one contact person. Their details are only for the Registrar to use, they won't be made publicly available.

In this step, you will be able to update existing contact persons' details or add details of new contact persons.

Under Contact Person Details, you will need to provide details of at least 1 person and a maximum of 3. Click on the add a contact person button. This will take you to a form to complete, where you will need to provide the name and address of each contact person, as well as the email address, a phone number, which is optional and the start date. Once you've entered these details, click on the Done button.

Note, to edit or remove the contact person's details, click on either Edit Contact Person or Remove Contact Person buttons on the right.

If you receive an error message after clicking on the Next Step: Officers button, you've likely missed something, so scroll up the page to find what's missing.

Visuals

Highlighted on the screen is the add another contact person button.

Audio

To add another contact person, click on the Add Another Contact Person button at the top, repeating the same steps. Once you've added the details for all contact persons, click on the Next Step: Officers button.

Visuals

Cursor moves and selects Next Step officer button. Page changes and displays the words ‘Adding or updating officers’ details.

Audio

In this step, you will be able to update existing officers' details or add details of new officers of the society. You must have a minimum of 3 officers.

Visuals

Page displays officers’ details part of the application, with a note what the audio reads out. The Save & Exit button is highlighted.

Audio

If you use the Save & Exit button at this point, you will then need to click on the Ok button and your application will be saved. Should you close your browser without saving your application, it will not be saved, and you will need to start again.

Visuals

A note displays and audio reads this out, and highlights the cease button.

Audio

If the officer is no longer an officer, you will need to use the 'Cease' button at the bottom of the page. A society must still have at least 3 officers.

Visuals

The Officers page displays, with fields to be added or edited.

Audio

A society must still have at least 3 officers.

Step 1, if you need to update details of an existing officer, select the officer and click on the 'Edit Officer' button on the right.

Visuals

Edit button is highlighted and the cursor moves and selects the edit officer button, the page is displayed, and fields are available to edit. The member field is highlighted, and the cursor moves to and selects the ‘Yes’ option. Note appears which audio reads.

Audio

On this page, you will need to confirm if the officer is a member of this society by selecting the Yes or No option.

The majority of your committee must be members of the society and may include —

• representatives of a body corporate that is a member of the society, or 
• representatives of an unincorporated body that is a member of the society (if the constitution permits this).

Visuals

Note appears on screen and start date field is highlighted on officer details page.

Audio

The start date for the officers will be the date on which you submit the application for your society's reregistration.

Visuals

Cursor scrolls up the page to the officer type field and a note appears which audio reads out. A note "the term 'Registered Union Contact’ only applies to societies that are registered labour unions" appears.

Audio

The officer type pre-populates with the Society Officer option.

If you are a Registered Union, you can select the down arrow to the right of this question so that you can also add a Registered Union Contact, if required.

Visuals

Cursor scrolls up to type and selects the down arrow and selects Society officer.

Audio

If you are adding another officer, click on the Add another Officer on the left.

Visuals

Cursor moves up and selects add another officer.

Audio

If you as the applicant are an officer, you can click on the Add me as an Officer button at the top.

Visuals

Button is highlighted and cursor moves and selects the add me as an officer button. Cursor scrolls down page and fills in the fields. Cursor moves to the member field and selects the ‘Yes’ option.

Audio

If you as the applicant are an officer, you can click on the Add me as an Officer button at the top. You will need to confirm if an officer is a member of the society by selecting the Yes or No option, then review that all contact information is correct or update any incorrect information.

Visuals

Cursor scrolls down to the bottom of the page, the cursor highlights the certification field, the cursor moves and selects the I hereby certify field and then moves to the done button and selects this.

Audio

For each officer, you will need to confirm that they have certified that they are not disqualified and that they consent to being an officer.

By ticking the box at the bottom left, you are certifying the 2 statements, then click on the Done button.

Visuals

The officer details page is shown in full as well as the Next Step Review button at the button of the page.

Audio

You will need to repeat these steps for each officer. Once you've added all officers click on the Next Step: Review button at the bottom of the page.

Visuals

Cursor scrolls to top of page showing an error message and highlighting the section of the application where the error can be found, the cursor moves and selects the edit officer button, and moves to the highlighted member field and selects the ‘Yes’ option. The cursor moves and selects the certification filed and then moves to the done button.

Audio

If you receive an error message, after clicking on the Next Step: Review button, you've likely missed something, scroll up the page to find out what's missing. Click on the Edit Officer button on the right of the page. Update the required fields and click on the Done button under the date and certification fields.

Visuals

The page changes and the words 'Reviewing and submitting your application' display.

Audio

Reviewing and submitting your application.

Visuals

The display changes to show the review page, the cursor scrolls down the page displaying the full details previously entered. An edit button is highlighted under the officer’s section. A note appears and audio reads out, while cursor continues to scroll through. The cursor moves to and selects the apply button. A note appears which audio reads out.

Audio

On the Review page under the Application to reregister as an Incorporated Society heading, carefully review all the details you've provided.

If you need to edit any of the information prior to applying, click on the 'Edit' button to the right of the section you need to update. You will not be able to make changes to your application after you click on the Apply button.

If all the information is correct, click on the Apply button at the bottom right of the page. If you think you've made an error in the information you've provided, and you've clicked on the Apply button, you will need to call us on 0508 762 438.

Visuals

A title screen appears with the words “What happens once you’ve applied for reregistration?”. The screen includes the logos for the New Zealand Companies Office and the Ministry of Business, Innovation & Employment. Audio reads out words displayed on screen.

Audio

What happens once you've applied for reregistration?

We will email you a confirmation of your society's reregistration within 3 working days. The email will contain a copy of your society's certificate confirming its registration under the 2022 Act.

Visuals

The Incorporated societies home page appears, the cursor scrolls to the law changes for societies tile which is highlighted. A message displays which audio reads.

Audio

For more information, go to our Law Changes Hub on our website societies.govt.nz. If you have any questions about the law changes, you can email us at engage@societies.govt.nz.