Ledgy's automated share certificates let you upload a dedicated Word template, configure certificate numbering, and enable certificates per share class. Once set up, Ledgy automatically creates, updates, and cancels certificates as relevant transactions are published.
This is different from the manual document templating workflow. If you want to create a one-off transaction document instead, see How to create a share certificate using document templating.
Before you start:
You need a role that allows you to manage documents and signatures.
Only one active share certificate template can exist at a time. If you want to upload a new one later, you must delete the existing one first.
If your company has performed a stock split, automated share certificates cannot be enabled.
Set up automated share certificates
Upload a share certificate template
Go to the Templates page and click Upload template.
Under Type of template, select Share certificate template.
Upload your Word template (.docx). The file size must not exceed 32 MB.
Use only the variables supported for automated share certificate templates:
{amount}
{class}
{date}
{shareCertificateId}
{stakeholderCertificateId}
{currency}
{today}
{stakeholder.name}
{stakeholder.address.line1}
{stakeholder.address.line2}
{stakeholder.address.postcode}
{stakeholder.address.city}
{stakeholder.address.country}
Configure the certificate settings
Add a template name.
Choose Sequence number rules:
Apply globally: one numbering sequence is used across all share classes.
Set per share class: each enabled share class has its own numbering setup.
If you choose Apply globally, set the Initial sequence number. This is the number Ledgy will use for the next certificate it generates.
Choose whether to Show certificates in stakeholder dashboards. When enabled, stakeholders can see their certificates in their portfolio view. When disabled, certificates remain visible only to the company.
Click Add template.
Enable certificates for each share class you want to certify
Go to the Share Classes page and open the share class you want to update.
In the Share certificate settings section, turn on Enable certificates for class.
If you selected Set per share class earlier, enter a prefix of one to three capital letters and an initial sequence number for that share class. The prefix cannot be changed once it has been set.
Click Save.
Repeat this for each share class if you are using per-share-class numbering.
What happens after setup
Automatic generation: Ledgy creates share certificates when relevant certified transactions are published.
Automatic updates and cancellations: If a published transaction is later changed in a way that affects the certificate, Ledgy may cancel the old certificate and generate a new one.
Future-dated transactions: If a transaction is already published but its date is still in the future, the share certificate is generated only after that transaction date has passed.
Important: Automated share certificates are transaction-specific. If the same stakeholder has multiple relevant transactions, each transaction can generate its own certificate. If you need a document that shows a stakeholder's current total holdings instead, use a holding confirmation workflow.
View and download share certificates
For company admins: Active and cancelled share certificates are available in the Data Room, where they can be reviewed and downloaded.
For stakeholders: If Show certificates in stakeholder dashboards is enabled, stakeholders can see their certificates in their portfolio view.
Replace or delete the template
To upload a new share certificate template, first delete the existing one.
Deleting the current share certificate template disables automated share certificates across the company until a new template is added.
FAQs
What variables can I use in an automated share certificate template?
What variables can I use in an automated share certificate template?
You can use the following variables:
{amount}
{class}
{date}
{shareCertificateId}
{stakeholderCertificateId}
{currency}
{today}
{stakeholder.name}
{stakeholder.address.line1}
{stakeholder.address.line2}
{stakeholder.address.postcode}
{stakeholder.address.city}
{stakeholder.address.country}
Can stakeholders view their share certificates?
Can stakeholders view their share certificates?
Yes. If Show certificates in stakeholder dashboards is enabled in the template settings, stakeholders can see their certificates in their portfolio view. If this setting is disabled, the certificates remain visible only to the company.
Can I upload more than one active share certificate template?
Can I upload more than one active share certificate template?
No. Ledgy supports only one active share certificate template at a time. To upload a different one, you must delete the existing template first.
What happens if my company has performed a stock split?
What happens if my company has performed a stock split?
If your company has already performed a stock split, automated share certificates cannot be enabled.
What happens if I edit a published transaction that already has a share certificate?
What happens if I edit a published transaction that already has a share certificate?
If the edit changes certificate-relevant information, Ledgy can cancel the old certificate and generate a new one so the certificate matches the latest published transaction state.