With automated share certificates, you can enable share certificates by uploading a pre-signed certificate template, configuring optional settings, and toggling share classes for certification. Once enabled, share certificates are automatically generated and managed as transactions are published, ensuring accurate and up-to-date records. Unlike the standard document templating feature, where you must manually create certificates for each transaction, automated share certificates are generated seamlessly for every transaction, saving you time and reducing the risk of errors.

This is a Beta feature. Don't hesitate to get in touch with [email protected] if you have issues.

Please make sure to generate all your past share certificates before uploading a new share certificate template using the new feature. Once enabled, manual creation of share certificates will no longer be possible.

Enabling Share Certificates

To set up a share certificate template, you need to have a role in Ledgy that allows you to manage documents and signatures.

Upload a Certificate Template:
1. Navigate to the Templates page and upload your pre-signed share certificate template.
2. Mark the template as a Share Certificate template using the respective radio button at the top of the modal.
3. Upload the template for your share certificates. These are the supported variables you can use for your template:
  
  'amount', 'class', 'date', 'shareCertificateId', 'currency', 'today', 'stakeholder.name', 'stakeholder.address.line1', 'stakeholder.address.line2', 'stakeholder.address.postcode', 'stakeholder.address.city', 'stakeholder.address.country',
  
  Note: The document size should not exceed 32 MB.
  You can check out this example template: Share certificate template.docx
Configure the following settings:
1. Add your template name.
2. Sequence Number Rules: Choose whether the share certificate ID is globally unique (“Apply globally”) or unique per share class (“Set per share class”). 🚨 Once selected, this setting cannot be changed. 🚨
3. Initial Sequence Number: Set the starting sequence number. This will be the number used for the next share certificate generated.
4. Click on ‘Add Template’ once you’re done, you should see your template appearing as a new row on your Template’s page.
Enable it for a share class:
1. Go to the Share Classes page and edit the share class you wish to certify.
2. Toggle the ‘Enable certificates for class’ option in the new Share Certificate Settings section.
3. If the sequence number rule is set per share class, configure the prefix (one to three capital letters) and the initial sequence number for the class. 🚨 Once the prefix is selected, it cannot be changed. 🚨
4. Click on Save.
Review Certified Share Classes:
1. A new column on the Share Classes page will indicate which classes have been certified (they have the value ‘Yes’).

Viewing and Downloading Share Certificates

Once share certificates are enabled you will have:

Automatic Generation: Certificates are generated when shares are granted and are canceled, or re-generated when relevant transactions (e.g., share transfers) are published. You can access them in the Data Room.

📎 Important: The share certificate that will be generated will only be replaced by the information corresponding to each individual transaction: if you have 2 different transactions for the same stakeholder, the share total will be what is shown on the individual transaction, not the sum of the two. For these cases, if you want the total number of shares, it is best to create a holding confirmation.

Viewing and Downloading Certificates: Admins can find all active and canceled certificates in the Data Room, where they can be downloaded and shared with stakeholders. Note: Share certificates are not attached to a transaction nor are they visible in the employee’s Document page yet and can only be viewed in the company Data Room.
Editing Transactions: If an existing transaction with a share certificate is edited, the certificate will be updated to reflect the new transaction state. However, share certificate IDs cannot be edited on published transactions.

Deleting a template

Navigate to Documents > Templates page on your side panel.
Select the template you’d like to delete and select ‘Delete’.

FAQs - Frequently Asked Questions

What variables can I use in the certificate template?

At the moment we can support these variables for share certificates templates:

{amount} {class} {date} {shareCertificateId} {currency} {today} {stakeholder.name} {stakeholder.address.line1} {stakeholder.address.line2} {stakeholder.address.postcode} {stakeholder.address.city} {stakeholder.address.country}

How are share certificates affected by transaction edits?

If a transaction is significantly edited, for example, amounts, names, and dates are changed, a new share certificate is issued and the previous one is canceled.

How do employees view their share certificates?

At the moment, sharing share certificates is not available yet. If you think this is an important feature for you, please reach out to our support to request it.

What happens if I disable share certificates per share class?

Your previously issued share certificates won't be impacted in either case. However, the system won't create new ones for you for that specific share class.

What happens if I delete a certificate template from the template page?

Your previously issued share certificates won't be impacted. However, the system won't create new ones for you for any share class.

Can I re-upload a new share certificate template?

Re-uploading a template with a different starting ID will not affect previously generated certificates, new transactions will follow the new template.

Can I change the initial sequence number configuration once I’ve set it up?

Yes, you can change the initial sequence number, if it’s higher than the last issued share certificate (eg. from 15 to 30), the new share certificates will start from there (30+). If it’s lower (eg. from 30 to 15), they will pick the next available number.

Can I cancel a share certificate manually?

No, automated share certificates will be canceled by the system if an applicable event or transaction requires it.