Creating new Appointment Types

Through the List Manager, you can also configure Appointment Groups and Statuses. For example, if you want to record whether a Director is an Executive Director or a Non-Executive Director, or is going to retire or be rotated.

New Appointment Types can also be set up. Appointment Types can be made jurisdiction and Company type specific, so Users will only see the Appointment Types for certain Companies in certain countries when recording Appointments.

Existing Appointment Types can be hidden if you do not use them. Hiding Appointment Types means that they will not appear on any lists. Deleting unused Appointment Types is not recommended, because they will be re-imported after each upgrade. Also, you will lose any known or unknown information attached to the Appointment Types.

To hide an Appointment Type, navigate to the Options Menu and select Hide/Unhide. If the Type is already hidden, selecting the option will unhide it. To view hidden Appointment Types, select the option Show hidden and then select the Search icon. If the Appointment Type is hidden, the hidden column will be marked with an X.

The Show more details option will display the type of Appointment it is, that is whether it is a Chairman (Ch.), Director (Dir.), Secretary (Sec.), Manager (Man.), Non Statutory (N.S.) or an Alternate (Alt.) Position.

Appointment Types belong to Categories, which group together common types, for example, the category Board Positions include Directors, Secretaries and Chairmen.

Categorising Appointment Types facilitates the User in selecting a position for the event, because the positions can be filtered by the Category Type. Users will, therefore, not have an endless list of positions to choose from.

Filtering positions also mean that Users can view and report on certain Appointment Types:

  • To filter the Appointments section to view certain Appointment Types only, select a category from the Show dropdown menu and then select the Search icon.

To create a new Appointment Type category:

  • Select Appointment Type Categories from the List Manager, select New and then enter a Quick Reference and a Description.

To create a new Appointment Type:

  • Select Appointment Types from the List Manager and select New.
  • Enter a Quick Reference, Description and select which Category the type should belong to.
  • Select Next.
  • Select which type of position applies to the Appointment Type. This determines the type of statutory documentation that will be produced. If the position is 'signatory only', you will not be able to appoint someone to that position. You can, however, select it as the 'signed as' position when signing forms.
  • Ignore the Electronic Filing field. This will be completed for the existing Appointment Types for the relevant positions that UK Electronic Filing applies to.
  • Select Next.
  • Select the relevant options. Notification of interests in shares and share plans and Update of external appointments should be enabled for director positions.

If you want to record the job titles of Appointees, the option Enable use of job titles should be selected

  • Select Next.
  • Select which countries the Appointment Type applies to, or if excluding from certain countries, select the countries the type does not apply to and select the checkbox Exclude from the selected Countries.
  • Select Next.
  • Select the Company Types that the Appointment Type applies to or are excluded from.
  • Select Finish.

The new appointment type will appear at the end of the list of Appointment Types. To change the order that they appear in, there are 3 options you can use:

  • Use the Options Menu next to the type, selecting Move to Seq to change the order.

Dragging can also be used to move items up or down the list. Place the mouse cursor over the item's description to enable dragging.

Alternatively, you can use the Re-sequence function via Wizards at the top of the page to reorder the types:

To re-sequence the types, you first need to order the types by a field(s), for example, by 'Appointment Type, Sequence', which is done by using the Order By dropdown menu and then selecting the Search icon. This will arrange the types alphabetically.

Then, navigate to the Wizards, selecting Re-sequence which will renumber the types according to this new order.

This will place the Compliance Officer type at sequence number 27. Prior to this, it was placed at the end of the list at number 109.

The sequencing determines the order in which the Appointment Types appear on the selection list when carrying out appointments. If the types were not re-sequenced, Compliance Officer would be at the bottom of the menu. This might make it more difficult for the User to find, as it would not be in alphabetical order.