Update Officer or Trustee Details

Overview - Updating officers and trustees

Any information recorded in this module, except for email addresses, will be available for display on the public web site when you select the Submit Changes button. You are not required under either the Incorporated Societies Act or Charitable Trusts Act to supply this information to the Registrar - it is an optional service.

Adding a new officer or trustee

  1. Select Maintain Organisation Details - Update Officer - Trustee Details from the menu on the left of the screen. If you are not logged on as a registered user, the Logon screen will be displayed. Either logon, or select Continue to proceed as a casual user.

  2. If this is the first time you are using this option in this session, help information will be displayed. Select OK to continue.

  3. Enter the organisation number, or use the Locate Organisation button to search for and select the organisation number.

  4. Select Continue to display the Your Contact Details screen.

    • Casual users should enter their contact details.

    • If you logged on as a registered user, these details will be entered for you. Check your phone, fax and email details and edit them if required.

    • If you want to retain your contact details for the rest of this session, check the Save contact details for this session box.

  5. Select Continue.

  6. Enter the registry key then select Continue to display the Update Officer / Trustee Details screen. The key is case sensitive - any CAPITAL letters in the key must be entered as CAPITALS and not as lower case.

  7. From the Update Organisation Details screen, select the Update button next to the Organisation Officers heading to display the Update Officer/Trustee Details screen. This screen displays a list of officers - trustees (if any) for the selected organisation.

  8. Select the Add Officer/Trustee button from the top of the Update Officer/Trustee Details screen.

  9. Enter the first and last names, their position (e.g. Secretary, Treasurer, President, etc) and an address.

  10. Enter the effective date of the appointment (format = dd/mm/yyyy eg. 31/12/2003). Enter today's date or a prior date. You cannot enter a future date.

  11. Enter an email contact address for the officer / trustee (optional).

  12. Select Continue to return to the Update Director Officer/Trustee screen. The new officer - trustee will be listed on the screen, below the current officers / trustees. Note: If you want to delete a proposed update before it is registered, select the Delete button next to it.

  13. Repeat Steps 2-6 to add other officers / trustees, as required.

  14. Select Submit Changes from the Update Officer/Trustee Details screen. The register will be updated immediately with the changes you have made. A confirmation screen will be displayed, listing your changes. You can use [Ctrl] + [P] buttons on your keyboard to print this screen.

  15. Select OK to exit to the Update Organisation Details screen.

Changing an officer's or trustee's details

  1. From the Update Organisation Details screen, select the Update button next to the Organisation Officers heading to display the Update Officer/Trustee Details screen. This screen displays a list of officers/ trustees for the selected organisation.

  2. Click on the name of the officer or trustee you want to update.

  3. Select an update option of Change Officer/Trustee Details from the drop-down list. A screen allowing you to change the officer's - trustee’s details will be displayed.

  4. Change the details.

  5. Enter the effective date of the change (format = dd/mm/yyyy eg. 31/12/2003). Enter today's date or a prior date. You cannot enter a future date.

  6. Select Continue to return to the Update Officer/Trustee Details screen. The proposed update will be listed on the screen, underneath the relevant officer's - trustee's details. Note: If you want to delete a proposed update before it is registered, select the Delete button next to it.

  7. Repeat Steps 2-6 to modify other officers - trustees, as required.

  8. Select Submit Changes from the Update Officer/Trustee Details screen. The register will be updated immediately with the changes you have made. A confirmation screen will be displayed, listing your changes. You can use [Ctrl] + [P] buttons on your keyboard to print this screen.

  9. Select OK to return to the Update Organisation Details screen.

Notifying resignation of an officer

  1. From the Update Organisation Details screen, select the Update button next to the Organisation Officers heading to display the Update Officer/Trustee Details screen. This screen displays a list of officers/ trustees for the selected organisation.

  2. Click on the name of the officer or trustee you want to record as having resigned.

  3. Select the update option of Resign Officer/Trustee from the drop down list. A screen allowing you to enter the effective resignation date will be displayed.

  4. Enter the effective date of the resignation (format = dd/mm/yyyy eg. 31/12/2003). Enter today's date or a prior date. You cannot enter a future date.

  5. Select Continue to return to the Update Officer/Trustee Details screen. The proposed update will be listed on the screen, underneath the relevant officer's - trustee's details. Note: If you want to delete a proposed update before it is registered, select the Delete button next to it.

  6. Repeat Steps 2-6 to resign other officers - trustees, as required.

  7. Select Submit Changes from the Update Officer/Trustee Details screen. The register will be updated immediately with the changes you have made. A confirmation screen will be displayed, listing your changes. You can use [Ctrl] + [P] buttons on your keyboard to print this screen.

  8. Select OK to return to the Update Organisation Details screen.

Related resources

Find out more about Incorporated Societies and Charitable Trusts

In our Information Library we have gathered together a range of resources to help you use our societies services. You will find answers to common questions, forms and fact sheets that step you through our online services.

Use our Contact Us service to look through these resources and we hope that your question will be answered there. If not, you will be given the opportunity to email us direct.

Alternatively, call us during business hours (8.30am-5pm weekdays) on Freephone 0508 SOCIETIES 0508 762 438 (Overseas callers call +64 3 962 2602).

Keep up to date with news and developments for the Companies Office and other business units and subscribe to the Business Update, our regular online newsletter. Sign up on line to receive your copy of the Business Update at http://news.business.govt.nz/bulletin/.

Updated 25th October 2005