REGISTRATION DEPARTMENT

“Registration of firms and 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 AND FILING OF SOCIETIES AND FIRMS.
THIS DOCUMENT CONTAINS HIGHLY CONFIDENTIAL INFORMATION REGARDING THE MODE OF
OPERATION OF EGROOPS SOFTWARE. DO NOT DISCLOSURE THE DOCUMENT TO PUBLIC, WHICH WILL
AFFECT THE SECURITY FEATURES AS WELL AS CONFIDENTIALITY OF THE PORTAL.
2 of 13

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 13

Index
A
E
acknowledgment, 16, 62, 63
admin, 32, 33, 34, 36 EGROOPS, i, 6, 32
administrative, 32 e-payment, 15, 66
annual general meeting, 23, 26 existing partner, 84, 92, 96, 97
application, 16, 17, 18, 19, 20, 21, 22, 27, 28, 29, 30,
41, 45, 47, 48, 50, 51, 52, 53, 54, 55, 57, 58, 59, F
60, 61, 64, 65, 66, 67, 68, 69, 70, 72, 73, 74, 75,
filling return, ii, 25, 26, 28, 29
76, 79, 80, 81, 82, 83, 84, 86, 87, 88, 89, 90, 94,
firm registration, 6, 38, 41, 47, 50, 53, 55, 58
95, 96, 97, 98, 99, 100, 101, 102, 103, 104, 106,
107, 108, 109
approve, 30, 59, 75, 83, 89, 98, 103, 108
G
Attachment, iii gazette notification, 86, 88, 89
Attesting, ii, 45, 47, 51, 66, 67, 68
attesting officer, 45, 46, 47, 48, 50, 51, 52, 53, 54,
H
66, 68, 69, 70, 72
home page, 6, 10, 27, 29, 40, 46, 47, 55, 58, 72, 74,
B 75, 104

Balance sheet, iii, 25

Bye-law, iii
M
management, 23
C mandatory, 8, 25, 39
Memorandum, iii
cash payment, 15, 45, 66 Minor, iii, 41
ceased partner, 96, 97 Money order, 45
certificate, 17, 20, 31, 32, 49, 51, 62, 63, 68
committee, 23
N
company, iii, iv, 41, 43
confirmation, 22, 30, 45, 54, 59, 66, 71, 77, 79, 81, new partner, 91, 96, 97
86, 88, 92, 94, 96, 98, 99, 101, 103, 106, 109
council, 23 O
office bearer, 24
D
defect, 28, 30, 56, 59, 61, 83, 90 P
digital signature, 46, 47, 48, 51, 55, 59, 68
district registrar, 19 pop up window, 99, 105
Power of attorney, iii
District Registrar, iv, 28
document, iii, 28, 30, 41, 43, 47, 52, 53, 54, 59, 68,
69, 70, 73, 75, 86, 91, 99, 100, 105 R
ratification, 88, 89

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

4 of 13

reference number, 45, 47, 50, 66, 67 S

Registrar, ii, iii, 19, 21, 23, 29, 30, 31, 62, 63, 74, 82,
89, 96, 97, 102, 107, 108 Society Registration Department, 6
registrar office, 54, 70, 79, 94, 99 special order, 65, 73, 75
registration, ii, iii, 6, 7, 8, 10, 12, 15, 16, 17, 20, 22, system generated, 9, 35, 39, 59, 60
23, 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
termination, 36
resolution, 99
transfer, 36
retirement, 36

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

5 of 13

General Information
EGROOPS is an online portal designed and developed by Centre for Development of Imaging
Technology (C-DIT)
DIT) for Society Registration Department
Department.. This portal facilitates registration process more
efficiently
tly and effectively on a single online window without much paper work. As per the requirements of
society registration department, now C C-DIT updated the basic ‘EGROOPS’ version into ‘EGROOPS ‘
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. The link
directed to the home page of the portal. Home page offer information about society registration
department by clicking ‘about
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

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

6 of 13

Attesting officer login& functions

All application submitted by new firm will reach the account of attesting officer.. He can login to the portal
with the username and password provided to him.

Login will direct to attesting officer home page

page. Left side of the page contain registration button, filing firm
details button, digital signed pdf button, digital signature set up button, and settings button.

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

7 of 13

Click the search reference number link available under the head firm registration.
registration Search the
application with reference number.

Attesting officer is the attesting authority of all application

application; he should verify and digitally sign the
document beforeore submitted to firm clerk; applying digital signature in application; attesting officer should
download and install the digital signature application using ‘digital signature setup up ‘button

Digital signature set up process

Click ‘digital signature setup’ button available on the left side of the home page , select download
setup link from the page and click download setup button appear at the center of the page.

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

8 of 13

The link direct to another pop up window showing download permission, click ‘save
save file’ button to
continue download

Once application installed, attesting officer can use digital signature device for applying digital
signature in documents.

Connect the device in USB port of the system, then system will show message box

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

9 of 13

Choose a certificate to sign and select the pdf to be signed

Search with reference number will show the details of application

application,, attesting officer can view the
application, partner’s details,, and other business details in this page. After verifying all the details; he
can download the pdf form of application to system folder by clicking ‘‘download
download pdf file of application
‘button,

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

10 of 13

Click save button for download the file

Connect the digital signature device to the system, then enter the attesting officer name and
select the downloaded pdf of applapplication from system folder by clicking ‘open’ button at the right
(by doing this; we select the attesting officer A or B against the attesting officer token certificate.
certificate And
below link; we upload the pdf from of application which is to be signed
signed)

Attesting officer click the ‘Sign button

utton at the bottom of the page, Which demand pin number of the
attesting officer.. Enter the pin number and click ok button

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

11 of 13

By clicking ‘ok’ button, the system will generate digitally signed pdf form of application;
application then the
attesting officer select the system folder for saving the digitally signed document
document.. Click ‘save’
‘ button for
save the file

By opening the saved file attesting officer can view the pdf form of digitally signed document.
document

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

12 of 13

Next step is to upload the digitally signed document in the new firm registration window
windo by clicking
‘browse’ button at the bottom of the application form

Select the digitally signed document from system folder and click submit button, the system show a
confirmation message and application will forward to firm registrar office

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

13 of 13

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