REGISTRATION DEPARTMENT

“Registration of firms”
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 FIRMS.
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.

.
2 of 35

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

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

3 of 35

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

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

4 of 35

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

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

5 of 35

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 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 in
interface and extra security features.

Know your portal

EGROOPS online portal can be open through the link www.egroops.kerala.gov.in from 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 ‘contact us’ button 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

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

6 of 35

Firm registration

Steps involved in firm registration

1. Register with the portal (refer page no.7 to 9)
2. Login to user account with username and password (refer page no.9)
3. Fill the application for new firm registration (refer page no.11)
4. Enter the partners details (refer page no.13)
5. Add the members details
6. Upload the documents
7. Enter the payment details
8. Submit the application
9. confirmation message and reference number will send to the registered mobile number and email ID
10. Attestation of application (Gazette Officer/Advocate/Attorney/Vakil/Honorary
Magistrate/Chartered Accountant/Income-tax Practitioner/Registered State Auditor)
11. Registration details send to registered mobile number email ID
12. Print acknowledgement of registration

Returns filing of firms

Alteration in the name and address of the firm

Steps involved in alteration in the name and address of the firm

1 Login to firms account with username and password received after registration (refer page no.16)
2 Enter the details of change (refer page no.17)
3 Enter the payment details (refer page no.17)
4 Submit the application (refer page no.18)

Change in business place

Steps involved in change in business place

1. Login to firms account with username and password received after registration (refer page no.19)
2. Enter the details of change in business place (refer page no.20 to 21)
3. Enter the payment details (refer page no.22)
4. Submit the application

Rectification in the name / address of partner

Steps involved in change in rectification in the name / address of partner

1. Login to firms account with username and password (refer page no.23)
2. Enter the rectification details (refer page no.24)
3. Enter the payment details (refer page no.25)

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

7 of 35

4. Submit the application (refer page no.26)

Add/ Remove partner

Steps involved in add/ remove partner

1. Login to firms account with username and password (refer page no.26)
2. Add / Remove partner (refer page no.26 to 28)
3. Enter new partner details’(refer page no.27)
4. Upload the document
5. Enter the payment details (refer page no.30)
6. Submit the application

Dissolution of the firm

Steps involved in dissolution of the firm

1. Login to firms account with username and password (refer page no.32)
2. Enter the details of dissolution (refer page no.32)
3. Enter the payment details (refer page no.33)
4. Submit the application

Change minor to major

Steps involved in change minor to major

1. Login to firms account with username and password (refer page no.31)
2. Enter the details of change (refer page no.32)
3. Upload the document
4. Enter the payment details (refer page no.33)
5. Submit the application (refer page no.34)

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

8 of 35

New firm Registration (form 1)

The firm
irm login option is only enabled after user registration
registration. For New firm registration user click on the ‘new
firm registration’ button shown on the right side of the homepage. User must be one of the partners of the
firm.

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

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

9 of 35

Data with ‘*’(star

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

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

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

10 of 35

User’s login & functioning

When login to the portal user get another user ‘‘home page’ where
ere user can complete their online registration
of the new firm.

Left side of this page showing following link such as Firm registration,, Filing firm details (to attesting
officer), Filing firm details, Acknowled
Acknowledgement and Settings, center of the page application for new firm
registration link is available,, by clicking this link user will directed to another page require partners profile
detail

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

11 of 35

Filing partner’s details already app

appears
ears on the top of the window, then user should fill all relevant
information of other member’s such as name, age, gender, guardian details, address, mobile number, etc.
etc
also attach the supporting document on specified size and format.

Type of partner is important. There are 4 categories of partner, normal partner, minor partner, power of
attorney and company. Profile completion details of each partner is different

Profile completion details of Minor partner

Profile
ofile completion details of power of attorney

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

12 of 35

Profile completion details of company

In the case of company,, one person is elected as the representative of company in all legal matters; his details
should enter at the space
pace provided. After submitting partner details and uploading required document
(specified format and size)) user should click on the ‘‘add partner ‘button shown on the window

By clicking ‘add partner ‘button, partners details will appear bel

below the page as table

In this page user can add the details of other business (Branches) by clicking ‘add
add business place’
place button
below partner’s details, which will appear below as table

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

13 of 35

Last portion of this page; user can make payment. Three payment mmodes
odes are enabled to this portal. 1) Money
order 2). cash payment 3.) e- Payment, user can select the payment mode and click ‘‘submit
submit’ button for
payment. Then user will get a confirmation message and reference number for future reference, the same will
send to the registered mobile number and email ID of the user
user. User should keep this reference number
for future reference.

Applicant should complete the attestation of the application with registered attesting officer.
officer (Gazette
Officer/Advocate/Attorney/Vakil/Honorary
Honorary Magistrat
Magistrate/Chartered Accountant/Income-tax tax
Practitioner/Registered
Registered State Auditor
Auditor)

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

14 of 35

Rejected application will goo to the account of the registered firm with remark. Firm can view the rejected
application by login firm account

Firm can view the remark by click on ‘‘view remark’ button

Then firm can resubmit the application after rectifying defect.

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

15 of 35

Print Acknowledgement-- Firm

Firm user can print the acknowledgement by clicking print acknowledgment link available in the
‘registration’ button or at the center of the page’

By clicking ‘Print
Print acknowledgement ‘link firm can view the pdf form of certificate of registration

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

16 of 35

Firm filing details

Alteration in name / address of the firm (form II)
Firm’s login & functioning
If partner decide to change name/ address of the firm, then n firm should forward application to firm
registrar using the link’ Alteration in name / address of firm
firm’(( form II ) at the left side of the page.

By clicking ’Alteration
Alteration in name / address of firm link, will direct to another page showing
howing the current
details with ‘edit button

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

17 of 35

Using ‘edit ‘button, partner can edit the existing name and add new name.

Similar way firm can change its address by using ‘‘edit ‘button against address text box.

NB: filing should be done within 15 days fro

from
m the date of change, after the expiry of grace period firm need
special relaxation order for filing application and pdf form that that special order should upload with the
application

After submitting all relevant information firm should select the payment mode (money order, cash payment,
payment
e-payment), then click submit button at the bottom of the page.

Then user gets a confirmation message with reference nu

number.

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

18 of 35

Change in business place (form III)

Firm login & functioning

If partner decide to change business place of the firm, then firm should forward application to firm
registrar Office using the link’ change in business place of firm’(( form III ) at the left side of the page.

By clicking change in business place of firm’ (form III) link will direct to another page having the option of
add new business place, discontinued business place and changes in place/ address of business place.

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

19 of 35

If the firm wants to add new business place, then click the ‘‘Add new business place ‘button available at the
top of the page. It will open a new page for adding the details of new business

In this page firm can add the new b

business details such as place, address, and date of change. Then use
‘save’ button for submits the details. It will show a confirmation message of ‘new new branch added
successfully’.

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

20 of 35

If the firm decides to discontinue any business it can

n add the details of that business by clicking
‘discontinued business place’ button,

Change can be saved by clicking ‘discontinue

discontinue ‘button.

At the bottom of the page payment window is available for clearing transaction
transactions.. Firm can use any one
of the mode for paying fees. Cash payment/ e payment /money order

Also firm can alter the change in place / address of business place by clicking ‘change
change in place/ address
of business place’ button,

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

21 of 35

Enter the details of new place, new address and date of change of address then click ‘save’ button for save the
change.

Select the payment mode and use ‘final

final submit button for forward application to firm registrar office.
office

It will generate a confirmation message of ‘‘application forwarded to firm registrar’

Approved / Rejected application will send a notification to firms account with remark.. If the application is
approved then firm can take the print of acknowledgement,, if it is rejected, firm can resubmit the
application after rectifying the defect
defect.

Format of printed acknowledgement

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

22 of 35

Rectification in the name / address of partner (form IV)

Firm’s login & functioning
If any change happen to name / address of existing partner
partner,, then firm should forward application to firm
registrar office using the link’ ‘Rectification
Rectification in the name / address of partner (form IV)’
IV) at the left side of
the page

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

23 of 35

Firm can editt the name of the partner by clicking ‘‘edit name ‘button at the right side of the window

User gets another page for entering the new details: user click ‘‘save’ button for updating the information.

Firm can edit the address of the partner by clicking ‘‘edit address ‘button at the right side of the window

User gets another page for entering the new details: user click ‘‘save’ button for updating the information.

Firm can make payment by clicking ‘make

make payment ‘button

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

24 of 35

In this window, firm can select the pay

payment mode and upload the supporting document in specified file
type and size: click ‘submit’ button for submitting application to firm registrar office.

It will show a confirmation message that aapplication successfully forwarded to firm registrar.
registrar

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

25 of 35

Approved / Rejected application will send a notification to firms account with remark.. If the application is
approved, then firm can take the print out of acknowledgement, if it is rejected, firm can resubmit the
application after rectifying the defect
defect.

 On submission and approval of application, sms and email will send to filing person.
 On filing, fees are calculated according to number of date of changes.

Add/ Removee partner (form v)

Firm login & functioning
Firm can Add/ Remove the partner during its life time,

If firm decide to Add/ Remove the partner, then firm should forward application to firm registrar office
using the link’ Add/ Remove partner
rtner (form v)
v)’ at the left side of the page.

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

26 of 35

Firm can add new partner by clicking ‘‘click here to add a partner ‘button at the top of the page.

This link direct to another page for entering new partner details

Enter new partner details such as name, age, address, mobile number etc. Also attach the document such as
photo, signature and ID proof of partner ((specified size and format), then click save button for updating data.

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

27 of 35

It will show a confirmation message

Firm can remove an existing partner by clicking ‘cease’ button against partner name

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

28 of 35

Enter the ceasing partner details in the new page

Click save button for update the changes.

This will show a confirmation message

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

29 of 35

Then select payment button for completing payment

After selecting the mode of payment click submit button to forward the application to firm registrar office,
office
this will show a confirmation message

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

30 of 35

If the application is approved then, firm can take the print of acknowledgement from its account.

If the application is rejected by the registrar; it will forward to firms account with remarks

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

31 of 35

Dissolution of the firm (form v)

Firm’s login & functioning
If the partners decide to wind up the firm, then partners can file application of dissolution by clicking
‘Dissolution of the firm (form v)’ at the left side of the page.

By clicking ‘dissolution
dissolution of the firm ‘button at the top of the window will open new pop up window for
entering the details of dissolution such as reason (reason should enter within the prescribed
cribed word limit),
limit
date of resolution and documents. Documents of dissolution can upload using ‘browse’ button available at
the center of the page (document should upload on specified format and size
size).

After entering thee details of dissolution, firm can select the mode of payment;; then enter the ‘submit’
‘ button
for forward the application to firm registrar office
office.

This will show a confirmation message of ssubmission

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

32 of 35

Rejected application will forward to firms account with remarks

After dissolution
ssolution of the firm; login to the firm account will show a message of dissolution only

Change minor to major (form VI)

According to Indian partnershipip act, 1932 a minor can be a partner of the firm.. During the life time of the
firm; when this minor attain the age of 18, firm shall file an application to firm registrar to change the minor
to major.

Firm’s login & functioning

Firm can use the link ‘minor
minor to major (form vi)
vi)’ at the right side of the home page.

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

33 of 35

Click ‘edit’ button to at the right of the table to change the minor to major

This will open another pop up window asking the details of the minor such as age and date of change,
change below
that firm should upload the supporting document (proof of age), then click ‘save’ button for updating details.

After that firm can select the mode of payment and click ‘submit’ button.

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

34 of 35

This will show a confirmation message of submission.

Rejected application will forward to firms account with remarks

remarks.

Approved application will send a notification to firms account, also firm ca

cann print the acknowledgement of
change by login to its account.

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

35 of 35

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