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Platform · Company secretary

Is the company secretarial work on the same file?

Yes. A company you administer is already a client file, so its officers, filings, resolutions, board meetings and statutory registers sit with the compliance record. Guernsey’s filing deadlines come set up, resolutions are signed by link with a certificate, board meetings check their quorum, and economic substance is counted from the minutes.

The Company secretary overview in Flarion, shown for ABC Fiduciaries, the app's demonstration firm: ten items due in thirty days with one overdue, four resolutions to sign, three board meetings in the next thirty days and three companies with substance at risk, above what is due and the board meetings coming up

Companies, officers and registers

Each company is a client file with its officers on it as parties: directors, secretaries, members and beneficial owners, each with a role and the dates they were appointed and ceased, and the file records the company's quorum and financial year end. Its four statutory registers are started once. From then on a signed resolution writes the entry, whether an appointment, a resignation, an allotment or a transfer, and every register keeps its history.

  • Officers as parties, with roles and dates
  • Four statutory registers, written on signature
  • Members' percentages worked out from shares
  • Registers as a PDF, and the minute book

Filings, dated before they are due

Guernsey's filing deadlines come set up: a change of director or secretary and a change of beneficial owner within fourteen days, and the annual validation by 31 January. When a resolution is signed, the filing it causes is raised with its due date, and the annual validation is raised a year ahead for each company whose registers are kept here. Every filing is on the calendar and on its owner's dashboard, and marking one filed keeps the receipt.

  • Guernsey deadlines set up, yours to change
  • A signed resolution raises its filing
  • On the calendar the day it is raised
  • Receipt kept in the minute book

Resolutions signed by link, with a certificate

A resolution starts from a standard wording, some of them citing the Companies (Guernsey) Law, 2008, and goes out with a date to sign by and reminders. Appointing a director first checks the person's file for four things: screened with no open matches, identity verified, consent to act and a residential address. An administrator can send it anyway, with a reason that prints on the certificate. A signer outside the firm signs by link with a six-digit code, and the certificate names each signer, how and when they signed, and the hash of the paper they saw.

  • Four checks before a director is appointed
  • Six-digit code for signers by link
  • Certificate with each signer's evidence
  • An altered copy shows as altered

Board meetings that know their quorum

Booking a board meeting records where each director will be: in Guernsey, remote, or sending apologies. Flarion works out the quorum, whether it is met in Guernsey and whether a majority is, before the day. The pack is one PDF with a compliance and risk page drawn from the file. The minutes have fixed sections, from attendance and conflicts to decisions, challenge and actions, and go to the chair to approve by signature. A meeting that was not quorate is minuted as not quorate.

  • Quorum overall and on the island
  • One-PDF pack with a compliance page
  • Minutes in fixed sections, to the chair
  • No AI writes any of it

Economic substance, counted from the minutes

For each company the firm puts in scope, Flarion counts the quarters of its financial year with a board meeting held with a quorum physically on the company's own island and minutes approved, against the year's target, four unless the firm sets another. Each company reads Met, On track or At risk, and a meeting booked with its quorum off the island shows as a risk before it is held. That is all it counts: it is not a view on where a company is managed and controlled, and it files nothing.

  • Quarters counted from approved minutes
  • An off-island quorum flagged in advance
  • In scope only where the firm says so
FAQ

Questions about company secretarial work

Does Flarion file with the Guernsey Registry for us?

No. It raises each filing with its due date and puts it on the calendar and on its owner's dashboard. Someone at the firm files with the Registry, then marks it filed in Flarion with the receipt, which is kept in the company's minute book.

Who signs, and how?

Directors and officers sign in Flarion if they have an account, or by an emailed link if they do not. A link signer is sent a six-digit code that lasts ten minutes, and five wrong tries lock the link for fifteen. A drawn signature is offered and can be made required, and a typed name must match the paper. The signed PDF carries a certificate with each signer's evidence.

Does any of this go to an AI model?

No. Nothing in the company secretarial work calls a model, and the text of board papers and minutes is kept out of every model's context. If a board meeting is recorded in the room, its audio is transcribed in London, and an AI draft of a board meeting's minutes is made only if the firm switches that on.

What about Jersey and BVI companies?

Flarion ships filing rules for Jersey and the British Virgin Islands as well as Guernsey, and the firm confirms or changes each one. Economic substance is counted for Guernsey and Jersey companies.

Is it a separate module?

No. Company secretary is on for every fiduciary firm and in the one price per name. A firm that does not want it switches it off in Settings.

Bring one company's minute book.

We load the company, start its registers and show you its filings and next board meeting as Flarion holds them.

Book a 30-minute walkthrough