REGISTRATION DEPARTMENT

“Registration of societies”
Under

EGROOPS VERSION 2.0

USER’S MANUAL

DEVELOPED

BY

CENTRE FOR DEVELOPMENT OF IMAGING TECHNOLOGY (C-DIT)

CHITHRANJALI HILLS, THIRUVALLOM THIRUVANANTHAPURAM-695026

THIS USER’S MANUAL EXPLAINS THE STEPS INVOLVED IN ONLINE REGISTRATION AND FILING OF SOCIETIES.
THIS DOCUMENT CONTAINS ALL INFORMATION REGARDING THE MODE OF OPERATION OF EGROOPS
SOFTWARE. USER CAN USE THIS DOCUMENT AS A GIUDELINE FOR ONLINE REGISTARTION PROCESS.
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Anonyms and abbreviations

Link: Is the physical and logical network component used to interconnect hosts or nodes in the
network

Portal: An Internet site providing access or links to other sites

Bye-law: A rule made by a company or society to control the actions of its members

Memorandum: Is a legal document prepared in the formation and registration process of a limited
liability company to define its relationship with shareholders.

Balance sheet: A statement of the assets, liabilities, and capital of a business or other organization at
a particular point in time, detailing the balance of income and expenditure over the preceding
period.

Attachment: An extra part or extension that is or may be attached to something to perform a

particular function

Minor partner: A partnership is created by an agreement. And if a partner is incapable of entering into a
contract, he cannot become a partner. Thus, at the time of creation of a firm a minor (i.e., a person who has
not attained the age of 18 years) cannot be one of the parties to the contract. But under section 30 of the
Indian Partnership Act, 1932, a minor ‘can be admitted to the benefits of partnership’, with the consent of all
partners. A minor partner is entitled to his share of profits and to have access to the accounts of the firm for
purposes of inspection and copy.

Power of attorney: A written document in which one person(the principal) appoints another person to act
as an agent on his or her behalf, thus conferring authority on the agent to perform certain acts or functions on
behalf of the principal. Powers of attorney are routinely granted to allow the agent to take care of a variety of
transactions for the principal, such as executing a stock power, handling a tax audit, or maintaining a safe-
deposit box. Powers of attorney can be written to be either general(full) or limited to special circumstances. A
power of attorney generally is terminated when the principal dies or becomes in competent, but the principal
can revoke the power of attorney at anytime.

Company: A company can be defined as an "artificial person", invisible, intangible, created by or under law,
with a discrete legal personality, perpetual succession, and a common seal.

Dissolution: The action of formally ending or dismissing an assembly, partnership, or official body.

DR : District Registrar

ID : Identification Document

PDF : Portable Document Format

JPG : Joint Photographic Group

MB : Mega Byte

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Index
e-payment, 15, 66
A
existing partner, 84, 92, 96, 97
acknowledgment, 16, 62, 63
admin, 32, 33, 34, 36 F
administrative, 32
annual general meeting, 23, 26 filling return, ii, 25, 26, 28, 29
application, 16, 17, 18, 19, 20, 21, 22, 27, 28, 29, 30, firm registration, 6, 38, 41, 47, 50, 53, 55, 58
41, 45, 47, 48, 50, 51, 52, 53, 54, 55, 57, 58, 59,
60, 61, 64, 65, 66, 67, 68, 69, 70, 72, 73, 74, 75, G
76, 79, 80, 81, 82, 83, 84, 86, 87, 88, 89, 90, 94,
gazette notification, 86, 88, 89
95, 96, 97, 98, 99, 100, 101, 102, 103, 104, 106,
107, 108, 109
approve, 30, 59, 75, 83, 89, 98, 103, 108
H
Attachment, iii home page, 6, 10, 27, 29, 40, 46, 47, 55, 58, 72, 74,
Attesting, ii, 45, 47, 51, 66, 67, 68 75, 104
attesting officer, 45, 46, 47, 48, 50, 51, 52, 53, 54, 66,
68, 69, 70, 72
M
B management, 23
mandatory, 8, 25, 39
Balance sheet, iii, 25 Memorandum, iii
Bye-law, iii Minor, iii, 41
Money order, 45
C
cash payment, 15, 45, 66 N
ceased partner, 96, 97 new partner, 91, 96, 97
certificate, 17, 20, 31, 32, 49, 51, 62, 63, 68
committee, 23
company, iii, iv, 41, 43
O
confirmation, 22, 30, 45, 54, 59, 66, 71, 77, 79, 81, 86, office bearer, 24
88, 92, 94, 96, 98, 99, 101, 103, 106, 109
council, 23 P
pop up window, 99, 105
D
Power of attorney, iii
defect, 28, 30, 56, 59, 61, 83, 90
digital signature, 46, 47, 48, 51, 55, 59, 68 R
district registrar, 19
District Registrar, iv, 28 ratification, 88, 89
document, iii, 28, 30, 41, 43, 47, 52, 53, 54, 59, 68, 69, reference number, 45, 47, 50, 66, 67
70, 73, 75, 86, 91, 99, 100, 105 Registrar, ii, iii, 19, 21, 23, 29, 30, 31, 62, 63, 74, 82,
89, 96, 97, 102, 107, 108
registrar office, 54, 70, 79, 94, 99
E
EGROOPS, i, 6, 32

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registration, ii, iii, 6, 7, 8, 10, 12, 15, 16, 17, 20, 22, 23, system generated, 9, 35, 39, 59, 60
24, 27, 29, 31, 32, 33, 36, 38, 39, 40, 41, 46, 55,
58, 59, 62, 63 T
reject, 18, 30, 59, 60, 75, 83, 89, 98, 103, 108
resolution, 99 termination, 36
retirement, 36 transfer, 36

S
Society Registration Department, 6
special order, 65, 73, 75

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General Information
EGROOPS is an online portal designed and developed by Centre for Development of Imaging Technology (C- (C
DIT) for Society Registration Department
Department. This portal facilitates registration process more efficiently
efficien and
effectively on a single online window without much paper work. As per the requirements of society
registration department, now C-DIT
DIT updated the basic ‘‘EGROOPS’ version into ‘EGROOPS
GROOPS version 2.0’. This
is an advanced version with more user friendly interface and extra security features.

Know your portal

EGROOPS online portal can be open through the link www.egroops.kerala.gov.in from web. web The link directed
to the home page of the portal. Home page offer information about society registration department by
clicking ‘about us’ button shown on the top right of the window. Also users get contact address of the society
registration department by clicking the button ‘contact us’ and back to home page by clicking ‘home’ button.

Registration service offered by EGROOPS portal are shown on the right side of the window under the head
‘Public access’ here user can access the following functions

• Society registration status

• New firm registration
• New society registration
• Firm registration status

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Society registration

Steps involved in society registration

1. Register with the portal (refer page no.7 to 8 8)
2. Login to user account with username and password (refer page no.9)
3. Fill the application for registration (refer page no.9)
4. Enter the society details (refer page nno.10)
5. Enter members details (refer page no.11)
6. Upload the documents (refer page no.12)
7. Enter the payment details (refer page no.13)
8. Username and password of society will send to registered mobile number and email ID

Returns filing of society

Steps involved in returns filing of society

1. Login to society account with username and password received after registration (refer page no.16)
2. Enter the office bearers details (refer page no.17)
3. Upload the balance sheet (refer page no.18)
4. Enter the details of address change/ bye law amendment if occurred. (refer page no.19)

Login to egroops portal

This portal provides login option to its entire users who is registered in it.. If once the user registered with the
portal user can get a username and password for further login.

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New user registration

The login option is only enabled after user registration
registration. User clicks on the ‘new society registration ‘button
shown on the right side of the homepage.

This link directed to another page showing online registration form,, which asking various information for
registration purpose such as name, address
address, contact details, local body, email address etc. Photo and ID
proof of user should upload on the uploading link provided at end of the form.

Data with ‘*’(star mark)) are mandatory for registration,, so user should furnish all relevant information on
the space provided within thee form. After completing all data user click on the ‘Submit’’ button at the end of
the form.

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Then user will get a system generated user name and password. The same will send to the mobile
number and email address of the user. Now user can login to the portal using this user name and
password.

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Society registration

Users’ login & functioning

Login directed to user’s ‘home
home page
page’; where user can complete their online registration of the society; left
side home page shown ‘Registration
Registration’ button and ‘Settings’ button. For new society registration user can use
this registration button
tton or registration link available at the center of the page.

By clicking ‘society registration’ button user directed to another page, which containing society registration
form. User fill the form with relevant information about the newly formed society, this require name of the
society, date of formation, address, local body, type of local body, registration fee, contact number,
email address etc.. for new society registration user must pay Rs.
Rs.1000 (one thousand)as as registration fee.
fee

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After completing the entire

tire information; user click on the ‘next’ button shown on the bottom of the window.
Then user gets an online form for entering member’s details

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In this page the system automatically retrieve the total number of member’s entered at the time of
registration. Then user should add name, address, and designation of member in newly formed society
using ‘add’’ button shown on the page
page. Added details will appear at the bottom of the page as a table.

The same way user can add all members’ details in this page. If all members’ details added;
added ‘next’ button
appear at the bottom of the page.

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By clicking ‘next’ button user get another page for uploading bye-law and memorandum of the society. User
can upload only ‘pdf’ format of bye-law
law and memorandum ((maximum file size 5 MB).

After uploading bye-law

law and memorandum ‘‘next’ button visible at the bottom of the window, user can use
‘next’ button for obtaining payment window

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By clicking ‘next’ button user will directed to payment window

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Here user gets two payment mode 1) cash payment mode and 2) e-payment mode. If the user select cash
payment mode then user can pay registration fee at theoffice counter otherwise user can complete payment
using e payment facility.

Select the payment mode and click ‘‘submit’ button.

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By clicking submit button user complete the application for registration.. Another window will appear with
message box showing ‘your
your application submitted successfully ‘also user can print the acknowledgment
form by clicking ‘print acknowledgement ‘button

On submission, a confirmation message sends via sms/ email

After the completion of society registration

registration, society will get a registration number and password, which
will send to the registered mobile number and email address of the user.

Rejected applications will reach

each the account of society with remark

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User can view the remarks by clicking ‘‘view remarks ‘button at the right top of the page.

After rectifying the defect firm user can resubmit the application to the office of the society registrar.

Returns filing of societies

Filing of list of the names, addresses, occupations of the Governors, Council, Directors, Committee or other
Governing Body at that time entrusted with the management of the affairs of the society, once in a year within
14 days of the annual general meeting (AGM) of the society (or in the month of January if rules do not provide
for AGM ). If the society is failed to file return within 14th day then they should file return to the office of
registrar by offline with fine.

Online Filing of return

n from societies login (users login & functioning)
User can login to the societies account with username and password generated after the registration of
societies.

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After entering username and password, click on the ‘‘submit; button shown on the page, then user will
directed to another page

The new page will open with the Return filing button, Registration details button, and Settings button at
the left side of the window and office bearer tab, member’s details tab, balance sheet tab, and bye-law
amendmentt tab at the center of the page below society registration number.

In this page user can upload the office bearers details by clicking the ‘browse ‘button shown against the
attach file link, after selecting the files click ‘upload’ button at the right side of the link.(U
Uploaded file should
be in pdf format with size below 2 MB MB)

If there is any change in office bearer (adding or removing member), then new name should be added to the
table by clicking ‘Add member ‘button and remove the existing member by clicking ‘delete
delete’ button shown on
the right side of the table.

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For filing return; it is mandatory to upload the balance sheet and bye- law amendments.
amendments Balance sheet can
be uploaded through the link ‘browse
browse’ button against attachment, then select the file and click ‘upload
‘
‘button(Uploaded file should be in pdf format with size below 2 MB
MB)

If bye-law
law has any change update the latest version through the link ‘‘browse’ button against attachment, then
select the file and click ‘upload ‘button (Uploaded
ploaded file should be in pdf format with size below 2 MB)
MB

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Users click the ‘final submit button for filling return, if the filing is successful the window will show a
message box with the subject of ‘successfully
successfully submitted
submitted.'

If the user is trying to file the return

returns after fourteenth day of its annual general meeting, then user will get a
message that ‘your
your return filling has been expired. Document to be uploaded from DR office with fine,
contact DR office’.

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By clicking download certificate link, user can save the pdf form of certificate on specified system folder

By opening the download file user can view the certificate of registration

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User’s manual of Egroops 2.0 Designed and developed by C-DIT