Listed Share Registry Services

BoardRoom provides an extensive range of share registry services for listed entities on the ASX, NSX and SSX, as well as unlisted entities including proprietary companies, unlisted property trusts, equity funds and organisations considering an IPO.

The registry industry has evolved from a manual processing service into an industry driven by technology and automation, and we’ve evolved with it.

The cornerstone of our business is our fully integrated and purpose-built registry platform, which underpins all the services we deliver. Our modular system lets us continuously improve our feature set while our focus on automation and streamlined processes keeps your costs down. Lastly, our parallel development and rigorous testing process ensure that your data is never at risk.

We’re passionate about being recognised for our industry-leading service levels. Over the years, our share registry services have received praise from long-term and newly transitioned clients alike. As a leading share registrar, we don’t offer a one-size-fits-all service. Instead, we partner with you to develop solutions that are tailored exactly to meet your specific business needs, with day-to-day share registry services and self-service capability so you can manage your register with ease and at your convenience. The major benefit of this is that you will have more time to focus on core aspects of growing your business while being able to confidently outsource your share registry responsibilities to us.

As a BoardRoom partner, you’ll not only receive the highest standard of share registry services, but you’ll be continually benchmarked against your peers in terms of best practices and innovation. This way, we can ensure that each one of our clients is consistently getting the results they need to remain competitive within their industry. Your dedicated client service manager will guide you through our range of strategies to increase shareholder engagement, employ registry analysis, and ensure compliance.

Meeting services – AGMs & GMs

At BoardRoom, we manage upwards of 350 Annual General Meetings (AGMs) and General Meetings (GMs) every year for a diverse range of clients, including private companies to ASX20 organisations. With your company’s stakeholders present physically or virtually; we understand the importance of delivering professional and seamless AGM and meeting services for your business in Australia.

Our complete suite of AGM and meeting services include virtual and/or hybrid meeting technology, electronic communications, proxy voting and counting, registration of attendees, preparation and despatch of documents and results reporting.

Utilising our cutting-edge technology and extensive experience, our dedicated meetings team will help you plan, prepare and successfully hold your next meeting.

If you have any questions about our share registry outsourcing and meeting services, don’t hesitate to contact us today.

We’re here to help

George Lygoyris - Chief Commercial Officer

George Lygoyris
Chief Commercial Officer

Madeline Doran - Business Development Manager

David Park
Business Development Manager

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Securityholder Portal

InvestorServe is the key destination for securityholders to manage their holdings.

Designed with a focus on ease of use and user experience, our clients’ securityholders have 24/7 access to a wide range of self-service options to manage their investments. InvestorServe allows for managing and linking holdings, updating personal information, accessing historical data and completing online forms. The InvestorServe portal is fully customisable and branding can be tailored to each client’s needs.



Client Portal

ClientOnline is our market-leading online registry and employee equity plan software.

The portal utilises the latest technologies to allow clients to access their key information quickly and accurately. Intuitive and secure, our registry and employee equity plan software provides real-time detailed information including register snapshots, key alerts and access to a number of detailed reports.

Frequently Asked Questions

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    What is a share registry?
    The key function of a share registry is to maintain a register of shareholders on behalf of a company. Additionally, a share registry helps a business with anything shares related including the issuing of share certificates, holdings statements, recording changes in share ownership, managing dividend payments meetings and corporate actions. Services of a share registry can range from helping to guide companies through their IPOs, executing shareholder meetings, running proxy votes and maintaining shareholder records in accordance with the Corporations Act 2001.
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    What is a share register?
    Any company issuing share capital is legally required to keep a share register, also known as a register of members. The register must be available for anyone to access and must contain information about the members (shareholders) of the company including:
    • Name;
    • Address;
    • Date of addition to the register; and
    • Number of shares held by that member.
    The share register must also include information on the issued shares including:
    • Date and number of shares in each allotment;
    • Number and class of shares for each shareholder;
    • Share certificate numbers or serial numbers for the respective shares; and
    • Amount paid on the shares and if they are fully paid, if not fully paid, disclose the amounts unpaid on the shares.
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    What services does a share registrar offer?
    Services typically offered by share registries include:
    • Record keeping of shareholders and shareholder communication
    • Maintaining registers, processing transfers, safe keeping of seals and issuing share certificates
    • Guiding companies through IPOs
    • Executing shareholder meetings, including traditional, hybrid and virtual General Meetings
    • Running proxy votes and producing proxy summary reports
    • Management of corporate actions including capital raisings, dividend payments, rights issue, buybacks and more
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    Why do I need a share registrar?
    All companies issuing share capital, whether it be publicly listed or privately owned, are legally required to maintain a share register. A share register contains details of each shareholder and their shares in the company. It is essential to keep an accurate and current record of your shareholders and their shareholdings. Depending on the type of company and changes to the register, you may be required to notify ASIC of the changes that have been made to shareholders and the number of securities on issue. Share registrars are often hired to manage and maintain the share register for a company, reducing stress on internal resources. Additionally, an accurate and up-to-date share register can be a value-add tool for improving shareholder communications.
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    How is an annual general meeting (AGM) conducted?
    Under the Corporations Act 2001 (Cth), an AGM is a mandatory yearly meeting for all listed companies and public companies with more than one member. Proprietary companies (i.e. private companies) are not required but may choose to hold an AGM. The AGM acts as a forum for companies and their shareholders to share information, have discussions and participate in decision-making. Depending on the company, AGMs can be run physically, at a physical venue, virtually, through a live stream, or hybrid, a combination of both.
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    Do I need a vendor to run my annual general meeting (AGM)?
    While you can run an AGM internally, many businesses hire a vendor to run their annual general meeting. An external vendor can provide companies in Australia with seamless, secure and independent AGM services. They can assist in all aspects of conducting an AGM, from meeting technology to proxy voting and counting, ensuring that you are well prepared to run a smooth AGM.
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    How can BoardRoom help in share registry services?
    As a market leader in corporate services, BoardRoom’s suite of registry services including registry maintenance, corporate actions, capital raisings, general meetings and shareholder communication, will ensure all your share registry requirements are met. Our belief is that no one share registry solution fits all businesses, so we ensure to deliver a solution that is tailor-made for your business. Our team of client service managers will guide you through what works best for you. Contact us now to enquire about our services.

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