Share Register

The Share Register is a society-wide view of every share certificate in one place. Where the Shares tab on a member record shows one member's holdings, the register shows them all — and lets you look at any society year, group the rows by member, and print the result as a PDF.

It answers the questions a committee or auditor asks: who holds shares right now, how many were issued this year, and how many were withdrawn?

Opening the register

Click the Share Register icon (the certificate glyph) in the activity bar down the left-hand edge of the window. The register loads the first time you open it. If certificates have changed since — because you've issued or withdrawn shares elsewhere in the app — click the ⟳ refresh button on the toolbar to reload it; your current period and filters are kept.

The three views

The View selector at the left of the toolbar switches between three ways of looking at the register. All three respect the period you have chosen (see below).

  • Holdings — the register as it stands at the period end: every certificate still held (not yet withdrawn). This is the default and the one you want for "who are our shareholders today".
  • Investments — new shares issued during the period, by issue date, whatever their status is now. Use this for "how much new investment came in this year".
  • Withdrawals — shares that left during the period, by withdrawn date. Use this for "how much did members redeem this year".

Choosing the period

The period control in the middle of the toolbar shows the society year you are looking at — for example 2026, or 2026/27 for a society whose year doesn't start in January.

  • ◀ / ▶ step back and forward one society year at a time.
  • The label between them shows the period currently in view.

The society year is set in Org Settings → Society year (start month and day). A society on a calendar year sees single years like "2026"; one starting in, say, April sees split years like "2026/27". Changing the period re-filters all three views.

Grouping, sorting and filtering

Three controls on the toolbar change how the rows are arranged and which ones show:

  • Group by member — when ticked (the default), certificates are gathered under each member, with the member's name shown once at the top of their block. Untick it to see a flat list.
  • Sort — choose Date (by issue date, or withdrawal date in the Withdrawals view) or Certificate (by certificate number). Certificate numbers sort naturally, so "2" comes before "10". When grouped by member, the sort orders the rows within each member; ungrouped, it orders the whole list.
  • Class — narrow the register to a single share class, or leave it on All classes. Only the classes actually present in your society appear in the list, so a single-class society can ignore it. The filter applies to every view, the totals, and anything you print or export.
  • Search — type in the search box to filter the register as you go. It matches across the member name, certificate number, share class, status, and the number of shares, so "Parsons", "2296", "suspended", or "200" all narrow the list. Clear the box to show everything again. Like the class filter, the search affects the totals and anything you print or export.

Reading the register

Each row is one certificate. The columns are:

  • Member — the shareholder
  • Cert No. — the certificate reference
  • Class — the share class
  • Shares — the number of shares, shown to your society's configured decimal places
  • Issued — the date the shares were issued
  • Withdrawn — the withdrawal date, if the certificate has been withdrawn
  • Status — Active, Withdrawn, Suspended, or Transferred

Along the bottom, the status line totals what you are looking at — for example "42 certificates · 10,500 shares · 3 suspended (250 shares)".

Suspended certificates

In the Holdings view, any suspended certificates are listed in a separate section headed "Suspended — on the register, no dividend". They are still part of the register but are excluded from dividend calculations, so they are kept apart from the live holdings to avoid confusion. (To suspend or reinstate a certificate, see Shares.)

Jumping to a member

Click any row in the register to pre-select that member. You stay on the register — nothing jumps away — but the next time you switch to the Members workspace, that shareholder is already highlighted and ready to open with a click.

Printing and exporting

Three buttons on the right of the toolbar turn the current view into a file. Each one captures exactly what's on screen — the chosen view, period, grouping, and sort — including the suspended section where it applies.

  • Print generates a PDF. It's A4 landscape, headed with your society's name and branding, the view name, and the period, and ends each table with a total row (certificate count and total shares). The file opens in your default PDF viewer, ready to save, print, or email.
  • CSV exports a plain comma-separated file that opens in any spreadsheet program.
  • Excel exports a formatted .xlsx workbook.

For CSV and Excel you choose where to save the file, and it opens once saved. Both carry a column the PDF doesn't — Status — and repeat the member's name on every row, so you can sort, filter, and pivot the data freely in your spreadsheet. Use these when you want to work the numbers yourself; use Print when you want a clean document to file or send.

See also Shares for issuing, withdrawing, suspending, and transferring certificates, Withdrawal Requests for the member-exit workflow, and Dividends for how holdings turn into payments.