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Company Secretarial Software

Your statutory records, impeccably kept.

A proper Companies Act share register, a group ownership organogram your bank will accept, resolutions and a live compliance calendar — maintained to standard alongside your attorney, inside the Keystone Workspace.

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Securities register

A true s50 / Regulation 32 register

Not a flat cap table — a proper append-only statutory register, with a per-holder share-account ledger that reconciles automatically.

  • Allotments, transfers, buy-backs, conversions and cancellations, each recorded as an immutable register entry.
  • Distinctive-number ranges and certificate backing kept contiguous and reconciled — discrepancies flagged on sight.
  • A per-holder, per-class share account showing every movement with its certificate numbers and dates.

Governance dashboard

Compliance, at a glance

One screen for the health of each company — a governance score, live register counts and every deadline that’s coming up.

  • A governance-health score from the things that actually lapse: annual return, beneficial-ownership filing, certificate expiry.
  • Live counts across holders, classes, directors, resolutions, meetings and filings.
  • Upcoming deadlines grouped this month / next month / later, with an audit-logged activity feed.

Compliance calendar

Nothing slips through

Annual-return windows, certificate expiries and financial-statement deadlines, computed from each company’s own dates.

  • Annual-return due dates calculated from incorporation date and type (company or close corporation).
  • Tax-clearance, B-BBEE, COIDA and UIF certificates tracked with traffic-light expiry status.
  • Reminders raised before each deadline — not after.

Resolutions & minute book

Resolutions, drafted to signed

Draft, publish and send directors’ and shareholders’ resolutions for signature — with a versioned minute book behind them.

  • A draft → published → sent-for-signing → signed workflow with change summaries between versions.
  • Sent straight into the Workspace’s electronic-signature flow for directors and counterparties.
  • A statutory minute book per meeting type, retained as the law requires.

Group ownership organogram

Show a bank who is really behind the group

Every institution doing FICA on a group asks the same question: who are the actual people at the end of the chain? The platform traces it and produces the organogram, ready to send.

  • Ownership traced through every intervening company, so a wholly-owned subsidiary resolves to the same individuals as its holding company instead of looking like it has no owner at all.
  • Control counts as well as shareholding — a right to appoint the board, a trustee, a veto — because a person can control a company without owning much of it.
  • Each holding shows its source and whether it was independently checked, and the standard and threshold applied are printed on the face of the document.
  • Issued as a signed statement of structure, or as a link to a named institution that expires after fourteen days.
Hover anyone to trace how they own the group — click to pinDrag to panZoom with the controlsThis is the live component from the Workspace, not a screenshot — the group shown is our fictional demo client.

AI take-on import

Bring legacy registers in — without re-keying

Hand over an old PDF register, a spreadsheet or a stack of share certificates; the platform reads them and proposes the take-on for your review.

  • OCR extracts holders, classes and holdings from scanned registers and certificates.
  • Everything lands in a review table you confirm before anything is written.
  • Imports run through the same safety-checked engine as live transactions, so the register stays sound.

Also included

Everything a company secretary needs

  • Directors’ register with CIPC filing references and disqualification tracking
  • Beneficial-ownership filings (s56) prepared end-to-end with the CIPC pack
  • The approval each act required recorded against it — board or special resolution, decided by the law in force on the day
  • Issues beyond the authorised number flagged with the section 38(2) ratification deadline
  • Par-value rules applied as they actually stand, so a class that cannot competently carry one is refused
  • Public Interest Score calculator (s30(2A) / Reg 26(2))
  • Point-in-time register — reconstruct shareholding as at any past date
  • Dividend register — cash and scrip distributions per share
  • Share options, warrants and convertible instruments
  • Compliance-certificate register (tax clearance, B-BBEE, COIDA, UIF)
  • Statutory register pack + exports to CSV, XLSX and DOCX
  • Per-user access control for your team and advisors

How it works

It comes with the work — not a subscription.

  1. 1

    We bring your records in

    Existing registers, certificates and company details are imported and reconciled.

  2. 2

    The register goes live

    A proper s50/Reg 32 securities register, directors’ register and compliance calendar — set up for each entity.

  3. 3

    Your attorney keeps it current

    Allotments, transfers, resolutions and filings are recorded as they happen, alongside your legal work.

  4. 4

    You see everything

    A governance dashboard, point-in-time views and one-click exports to Excel, Word or PDF — whenever you need them.

Questions

Frequently asked

Is this a real statutory register or just a cap table?
A real one. It maintains an append-only securities register under section 50 and Regulation 32 of the Companies Act 71 of 2008, with a per-holder share-account ledger, distinctive-number ranges and certificate backing — reconciled automatically.
Can you take on our existing registers?
Yes. Legacy PDF registers, spreadsheets and share certificates are read by the platform and proposed as a take-on for your review before anything is written, so nothing is re-keyed by hand.
Does it handle beneficial ownership?
Yes, and it treats the two beneficial-ownership questions separately, because they are different questions. For CIPC it maps the structure, collects owners’ documents and prepares the complete filing pack against the section 56 requirements. For a bank or other accountable institution doing FICA, it runs the section 21B(2)(a) test and produces a group organogram identifying the individuals behind the whole group.
Is the CIPC filing not the same thing as what my bank is asking for?
No, and treating them as one is a common trap. The Companies Act and FICA define beneficial ownership differently: FICA reaches entities incorporated anywhere, returns natural persons only, and works an ordered test — ownership, then control by other means, then senior management — that the Companies Act does not have. The Financial Intelligence Centre has not reconciled the two. The platform therefore keeps them apart and states on each document which standard it applied.
What percentage makes someone a beneficial owner under FICA?
There isn’t one. Neither the Financial Intelligence Centre Act nor its Regulations sets a percentage. The 5% in common use is guidance from Public Compliance Communication 59, so the organogram states the threshold it applied on its face — and anyone who controls an entity by other means is identified whatever they hold, or if they hold nothing at all.
Can I get my data out?
Always. Every register exports to Excel, Word, CSV or PDF, and you can reconstruct the register as at any past date.
Can I just buy the software?
No. It’s part of working with the firm — designed and overseen by your attorney and kept current alongside your legal work, not sold as a standalone subscription. Contact us to find out more.

Keep your company’s records to a standard.

It’s part of working with the firm. Start a conversation and we’ll show you how it fits your group.

Contact us to find out more

Why you can trust this: Martin Kotze has been an admitted Attorney of the High Court of South Africa, registered Conveyancer, and Notary Public since 2014, practising from Pretoria. The firm is regulated by the Legal Practice Council under firm registration 17444.

This guide is general information, not legal advice for your specific matter.