Moving your Cyprus register of members into Ekvi, with the original dates

Moving a register into new software has a trap: the dates. A register that lists every member as having joined on the day you imported it is worse than the spreadsheet you left. Ekvi's import asks you to choose how your historical dates are treated before anything is recorded, and shows what will follow from the choice.

The template

You download one CSV template with instructions and an example inside, fill it in Excel, save it as CSV (UTF-8) with dates written as 2024-03-01, and upload it. One file can carry share classes, holders, positions or dated history, and option plans and grants. If your data is in another layout, an assistant can convert a CSV, tab-separated or text file into the template's rows where the installation has it switched on; it writes nothing, and you get the same preview.

Two modes for your dates

You choose one before uploading, and the preview repeats your choice.

Current positions only (opening balance). Everything in the file is recorded as it stands on the opening date you choose; each holder's position becomes one opening balance dated that day. The allotments and transfers that produced those positions are not recorded, so Ekvi derives no HE12, HE57 or HE14 for anything before the opening date and does not check whether past filings were made. The Register of Members states that history before the opening date is not in Ekvi, and for these members the date entered shown is the opening date, not the date they became members. A consideration that the file does not give is shown as "not recorded", never as zero. Allotments and transfers dated after the opening date are recorded as ordinary events with their own filings.

Full history with original dates. Every allotment and transfer is recorded on its original date, so the register shows the real dates entered and the real considerations. Because section 105 of Cap. 113 makes the date a person was entered and the date they ceased to be a member part of the register, this is the mode that gives a register on any past date. The consequence is that Ekvi works out the statutory filings from those dates: HE12 one month from each allotment, HE57 fourteen days from each transfer, HE14 fifteen days from a capital-increase resolution. Any filing not marked as filed shows as overdue on Attention and on Filings.

Marking past filings as filed

The preview lists exactly which filings will appear. You can mark the ones already made as filed in bulk, in the same confirmation, with the date and the reference you give. Ekvi takes your word for it: it has no connection to the Registrar's system. If you do not know whether an old filing was made, leave it unmarked and it stays visible as overdue until you decide.

Both modes

A row dated in the future is refused. Ekvi does not know the company's incorporation date, so a date before it is not detected; check the file. A grant is always recorded with its real grant date and vesting terms, and one with no valuation on or before its date is recorded with that gap named, never with a value put in its place. Each row goes through the same checks as the forms: nominal value, authorised capital, balances, strike at or above nominal. Nothing is recorded until you confirm the preview; then everything is recorded or nothing is.

Worked example

A company allotted 1,000 shares on 3 February 2022 and transferred 200 of them on 9 May 2023. Imported as current positions on 1 October 2026, the register shows two holders dated 1 October 2026, with a note that earlier history is not in Ekvi. Imported as history, it shows 3 February 2022 and 9 May 2023, and Ekvi lists an HE12 and an HE57 as overdue until you mark them filed with their dates and references.

The register health check

Once there are events, you can generate a register health check as a PDF for a date you choose. It states what the register shows against the rules recorded in Ekvi, and gives no advice. It is a document in the company's Data Room. It is free.

If the history is only on paper

Reconstructing a history from certificates, resolutions and old forms is a service from €199, quoted per company.

Ekvi is a record-keeping tool and does not provide legal or tax advice.