Issuing Shares

Updated 2 weeks ago by annabel.roach@mystake.io

Your account must be linked to at least one company to view the Dashboard.
Your account must be linked to two or more companies to view the Companies page.
You must be the company secretary of the company to have access to the company's Shares tab.
  1. Navigate to My Companies in the blue menu bar
  2. Select the company of interest.
  3. Click the Corporate Actions tab. 
  4. Click the dropdown Shares tab.

Which section do I use?

When issuing shares there are two choices: Digitise Existing Shares or Offer New Shares

Digitise Existing Shares

Use this option when the shares have already been issued.

Indicators:

  • have already been paid for
  • share certificates issued
  • details lodged with ASIC

Information needed to Digitise Existing Shares:

Shareholder's details: Email address, Residential address, Company/Trust/SMSF details if relevant, Date of issuance, Quantity, Price, Share class, Whether beneficially held.

When you digitise the shareholder will receive an email from myStake inviting them to register and view their holdings

How to Digitise Shares

  1. Select the company
  2. Click the Corporate Actions tab.
  3. Click the dropdown Shares tab.
  1. Scroll down to the Digitise Existing Shares section

In the Entity section, select the name of the shareholder from the dropdown or if it's a new shareholder select Invite a new Individual/Company/Trust/SMSF shareholder

  1. Complete the details required then hit Digitise Shares

If successful, a green band appears across the top of the screen and the shareholder and share details will be listed under the Completed Offers section.

If a red band flashes across the top of the screen, then you will need to fix the error described

  1. If you have a large number of shares to digitise then you can use the Upload CSV file section. You'll need to populate and upload a separate file for each type of shareholder.

Templates for this process can be downloaded in the Upload CSV file section at the bottom of the Shares page

  1. The final step of this process is for the company secretary to upload a copy of the original share certificate that was digitised. This can be done by clicking the Upload Old Share Certificate button in the pending offers table.

Offer New Shares

Use the Offer New Shares section when it is a new issuance.

Indicators:

  • Share certificates not issued
  • Details not yet lodged with ASIC
  • May or may not be paid for

Scroll down to the Record Share Price section.

Information needed to Offer New Shares:

Shareholder's details: Email address, Residential address, Company/Trust/SMSF details if relevant, Date of issuance, Quantity, Price, Share class, Whether beneficially held.

How to Offer New Shares

  1. Select the Company
  2. Click the Corporate Actions tab.
  3. Click the dropdown Shares tab.
  1. Scroll down to the Offer New Shares section
  1. In the Entity box Select the shareholders name (if an existing shareholder) or Invite new Individual/Company/Trust/SMSF shareholder

The form will update, allowing you to enter the required details. 

  1. Once all the sections have been completed, click the Send Offer button to send the share offer.
  2. You will be able to see the share offer listed in the Pending Offers section on this page
Once you have sent the offer, the shareholder will receive an email inviting them to register with myStake and accept their shares

What happens next?

You will be notified when the share offer has been accepted, as the status of the entity under Pending Share Offers will change to awaiting payment.

Note that you are able to cancel share offers under Pending Share Offers. 

The shareholder will now need to transfer funds as per the share offer, and advise you once complete.

  1. Once you have confirmed the payment click Confirm Payment under Pending Share Offers.

  2. This will change the status, allowing you to assign signers for the share certificate (directors) by clicking the Assign Signers button.
  3. Here you will be able to select up to two signers within your organisation to sign the share certificate.
  4. Click the Add Signer button to appoint signers to the share certificate.
    Note that you will be required to log in with DocuSign if you have DocuSign enabled. This can be toggled in the company's Settings tab. 
  5. Signers will be notified that they are required to sign the share certificate.
    Note that you are able to change signers during this time under Pending Share Offers.
  6. Once the share certificate has been signed the status will update under Pending Share Offers
  7. Click the Issue Shares button to issue the shares to the shareholder. 

Once you have hit issue shares, then the shareholder is notified by email and details are automatically sent to ASIC if you have the ASIC integration in your myStake subscription.

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