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Creating profiles for directors, company staff, and other associated parties

This article explains how to create profiles for the directors and other staff or parties involved in the governance of a company, then invite them to start using Connectworks.

Profiles for company directors can be set up manually, or automatically set up by importing the company profile from the New Zealand Companies Office.

You can also establish existing contacts with a new relationship to a company, meaning that if you've already created a profile for a person who is a director of Company A, you don't need to create another profile for them in their role as a director of Company B.    

Contents

1. Manually creating profiles

2. Importing director profiles from the Companies Office

3. Creating profiles for directors

4. Creating profiles for company administrators

5. Creating profiles for company advisors and other associated parties

6. Recording organisations associated with a company

7. Editing profiles

8. Associating existing contacts to a company

 

Manually creating profiles

You can create profiles for people related to a company in the Admin tab of the company's Workspace. In the Admin tab, go to the People & Employees section, and click Add person:

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First, use the "an existing contact or client" search function to see if the individual already has a profile in Connectworks. If the individual appears when searched for select them 

If this search returns no results select "a new person" and complete the form with their details.

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Importing director profiles from the Companies Office

When you import the profile for a company from the New Zealand Companies Office, all the information for the company directors that is held by the Companies Office will automatically be imported as well.

Note that the import will create a new profile for each company director. If any of the directors already have profiles set up in connection with other entities, you will need to merge the different profiles together to make sure the multiple associations are captured in a single profile. 

 

Creating profiles for directors

To record the person as a director of the company, scroll down on the 'Add person' form  and select the Record as Director option in the Directorship section:

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Once you've completed the profile, click Create at the top of the Add person screen, and the contact will be added to the list of people and employees associated with the company. To view just the company directors, use the 'Director' filter on the left of the screen:

(If you check the box next to the director's name, their profile will appear)

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Creating profiles for company administrators

Where a company is on an Unlimited Connectworks subscription, it is possible to set employees of the company or other persons as Company Administrators. This gives these users full access to the company Workspace, allowing them to see and do everything within the company that their professional Company Manager can.

To set someone as a Company Administrator, go to the People & Employees section of the Company's Workspace, and click Add person (Same process as setting up a director, shown at the beginning of the article)

Complete the contact and personal details, then scroll down to set the person's Administrator rights to access the company's Workspace:

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As can be seen in the above screenshot, setting someone as an Administrator for the company allows them to:

  • View and initiate discussions in the company minute book
  • Create minutes and resolutions for approval by the directors
  • Upload documents for signing
  • Manage relationships for the parties associated with the company
  • Edit the profile

Once you've completed the Administrator's profile, click Create at the top of the screen, and the person will appear in the People and Employees section. You can view all company Administrators using the 'Administrator' filter on the left of the page:

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Creating profiles for company advisors and other associated parties

You can create profiles for company advisors and other associated parties associated with a company in the Admin tab of the company's Workspace - Manually creating profiles 

This will open the screen in which you can associate a person to the company. If you are creating a profile for someone completely new (that is, someone for whom your firm has not already created a profile in connection to another entity) make sure that you indicate that the company relationship is with a new person. Complete the rest of the contact and personal details, then scroll down to set the person's association with the company: 

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These associations come with different combinations of default rights to access and perform actions with the company's Workspace. For an explanation of these, read our article on Who can access a company's Workspace?

 

Recording organisations associated with a company

You can create profiles for any organisations associated with a company in the Admin tab of the company's Workspace. In the Admin tab, go to the Other Organisations section, and click Add party:

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This will open the screen in which you can associate an organisation to the company. If you are creating a profile for a completely new organisation (that is, an organisation for which your firm has not already created a profile in connection to another entity) make sure that you indicate that the company relationship is with a new company or organisation. Complete the rest of the contact and compliance details for the organisation, then scroll down to set its role within the company

These associations come with different combinations of default rights to access and perform actions with the company's Workspace. For an explanation of these, read our article on Who can access a company's Workspace?

 

Editing profiles

To change or edit a profile, select them in the People & Employees list, click the cogs and click Edit:

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Associating existing contacts to a company

If you've previously created a profile for a person or organisation (due to their connection or association with another entity) you can associate them to further entities without creating another profile for them.

To associate an existing contact to a company, go to the People & Employees section or Other Organisations section (as appropriate) and click Add person or Add party:

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You can then continue to record the contact's association with the company, as per the process when creating a new profile.

 

Inviting clients to use Connectworks

Please see our article on inviting in clients here.

 

 

 

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