As part of onboarding a company to Orchestra we can invite your shareholders to create a free Orchestra account to view their shareholding and connect with your company.
How do I know which of my shareholders has signed up to Orchestra?
If you have shareholders that haven't signed up yet, here are some tips to encourage them to create their free Orchestra account.
1. Send a shareholder update using your Orchestra Communications feature
Sending a communication using Orchestra can remind your shareholders that you are using Orchestra for your investor management. We'll send an email notification about your communication to all shareholders that have an email address on their shareholding, including those that haven't registered yet.
2. Add a share price to your Valuation Vault
The valuation vault is where you can add share prices over time. You can choose to give visibility of the share prices to stakeholders based on their holdings, and shareholders or option holders will see an estimated value of their holdings based on the latest price. When you save your valuation you can opt to send an email to your stakeholders letting them know that you have published a share price for them to view in Orchestra.
3. Encourage your shareholders to review their statement of holding
A statement of holding is a summary of an investor's shareholding and includes important details such as the number of shares purchased or options granted, and covers the requirements for a share certificate for investors. A statement of holding is stored in Orchestra for each investor and can be accessed by signing up or logging into the website.
4. Ask your shareholders to review their address
Companies must update the relevant authority (New Zealand Companies Office or ASIC) when a shareholder's personal information changes. Shareholders can help companies comply by updating their own address in Orchestra when they move. Here's how.
5. Source additional information from your shareholders using custom fields
To improve the investor experience you may like to collect some additional information from investors. For companies paying dividends this information may include a bank account number, resident withholding tax (RWT) rate and IRD number. Some companies collect their shareholder's date of birth and send them a special message on their birthday!
You can collect additional information by setting up custom fields. Custom fields can be stakeholder editable so stakeholders can enter their own information. They can also be stakeholder visible only, so the stakeholder can review the information (without directly editing it).
Investors can review their custom field information by signing up or logging into Orchestra. Here are some instructions on where investors can find their custom field information.
6. Use the Document Vault to share important company documents with shareholders
There are documents that you may like to give your shareholders easy and secure access to, for their ease of reference. These could include your company constitution, shareholder agreement, shareholder updates, a share transfer form, meeting minutes, resolutions, annual reports and financial statements.
Folders that you set up in your Document Vault with permissions for 'All Stakeholders & Administrators' will display the folder and its contents in the Orchestra documents section of everyone who is linked to your company.
7. Check your shareholder email addresses
Email addresses change, especially when people move employment, and it's not uncommon for people to have multiple email addresses. If you have shareholders that haven't signed up to Orchestra yet, you may like to reach out to them and double check that you have their current email address connected to their shareholder on Orchestra.
Investors don't need an invitation to register a free account on Orchestra. It's as simple as clicking here to sign up:
https://www.orchestra.co.nz/signup
You can also re-invite your unregistered shareholders to Orchestra. Here's how:
How do I invite my unregistered shareholders or members to Orchestra?