Set up the minute book

Every company's minute book in IQ Entities follows a layout set for its jurisdiction: the statutory registers, the constitutional documents, the minutes and resolutions. Most company secretarial teams keep the books in an order and under names of their own, and auditors and incoming directors find their way faster when every company's book looks the same. The question that decides the change is whether it applies to every company in the jurisdiction, or to one type of entity.

Change the sections

1. Click your name at the foot of the main sidebar, choose Administration, then Minute Book.

2. Choose the jurisdiction at the top. Leave All entity types to change the book for every entity there, or choose an entity type to add a layer for that type only.

3. Type a new name over a section's default to rename it, or tick Hidden to leave it out. Sections the law requires are marked Statutory. Book label renames the book itself.

   

Add a section of your own

1. Click Add custom section at the foot of the list.

   

2. Give it a title and choose what it holds: Documents, Registers, Minutes or Resolutions. For a documents section, list the documents you expect in it in Document slots, separated by commas.

   

3. Check the Preview, which shows the book as it will read, in order, with your own sections marked Custom. Then click Save.

   

Tips from practice

• Keep the statutory sections' names recognisable. An auditor asking for the register of members should find it under a name they expect.
• Use an entity type layer for the exceptions, such as partnerships, rather than hiding sections for everyone.
• Reset discards the changes you have not saved, so you can try a layout in the preview before committing to it.

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