If one address is used for multiple purposes on your portfolio, Inform Direct allows you to change it in bulk.
When changing an address the software will identify any other uses of the address which you are changing from.
1. To begin, please follow the usual process to amend an address:
How do I Change the Registered Office Address?
How do I add or change the Residential Address?
How do I edit a Service address?
The example below is a registered office address being updated. After entering the new address and selecting Continue it raises that other records using the address which you are changing from exist.
Two options are shown at the bottom of the page, these are:
Skip and only change the original record - Select this if the only record you wish to update is the change manually entered. This will take you to an approval step or final summary to submit to Companies House.
Review matching records - This allows you to consider any other uses of the previous address and whether changes may apply in those cases too.
2. After identifying any exact matches for the address, it will then identify addresses which are similar to the address which you are changing from. This is designed to pick up cases where the address has variations in how it is displayed.
The similarity is based primarily on the postcode, please therefore be vigilant on the similar address phase to ensure you are not updating different addresses, such as a different numbers on the same street or building.
3. Selecting Review matching records lists the cases in which the address which you are changing from is used. This list contains all uses of the address, not just when it is used for the same purpose as the record being changed, such as registered office address.
You can view a breakdown of the matched records by Company (default), Person or by type of address, there is a tab for each.
4. Having selected the preferred breakdown of existing address, you are presented with a list ordered alphabetically (by company, person or type of address - whichever you have selected).
The + and - signs on the right-hand side of the page allow you to show or collapse each record by the category you have selected (company, person or type of address).
Ticking the box on the left-hand side of the page confirms that it is an address record which you wish to update.
Should the proposed change apply to all records, there is a Select all button at the top of the page. This selects all records regardless of whether they are collapsed or shown in full.
Note: The bulk change can accommodate up to 150 changes in one go. If you are changing more than 150 addresses please see Bulk changing more than 150 addresses.
5. An approval step appears next, this allows you to select approval for all, some or none of the changes. These are labelled A, B and C on the image and are explained below.
Note: Supporting documents such as minutes or resolutions are available via each of these routes.
A. Selecting Yes, all records require approval will generate summary documents of the information. These can be used to request approval. Approval documents are saved separately in your Document library for each record.
B. Opting to Select some record changes for approval lists all of the proposed address changes. Much like in the previous step of selecting which to update they can be shown by company, person or type of address and will be ordered alphabetically.
The tick boxes on the left of the page allow you to confirm which changes need approval. Approval documents are saved separately in your Document library.
On the right-hand side, a Companies House logo will appear next to all updates which will generate a submission to Companies House.
C. Selecting No approval required takes you straight to a screen which allows you to submit to Companies House. When not using approval, you will be directed to step 8 of this guide.
6. If you used the pending approval option, each company the change relates to will contain a Pending Approval on the Dashboard tab.
The pending approval will detail the total number of changes still pending as shown below. From here you can download the documents (downloaded immediately in a zip file), Continue to select which you wish to submit or Remove.
7. Selecting Continue provides a summary of all pending approvals. You can tick to confirm which you now wish to submit and also remove any which are no longer required using the red button.
8. Once the proposed changes are ready to be submitted to Companies House, a final summary screen will appear. This will list the changes to be sent and shows a red Submit to Companies House button.
A date of change can be entered, this will apply to residential and service address updates. Changes to a registered office address will be dated by Companies House on the day they accept the submission.
