Directors and officers
Settings → Directors & officers is your organisation's officer register: the people connected to the business, and the dates each of them held each role. It is what lets Sales Scribe name a director's loan account after the right person, and it is the record a resignation is written into — a director who resigns stays on the register with an end date, never disappears.
These are officers, not users. A director does not need a Sales Scribe login, and having a login does not make someone a director. Application access is managed separately under Members and roles.
Before you begin
- Sign in and select your organisation.
- You need the View directors & officers permission to see the register, and Manage directors & officers to add a person or change an appointment.
- An outside accountant can be granted the view permission — the register is their work. Adding and resigning officers is a more sensitive permission that a bookkeeper profile does not normally carry. See Control what practice staff can do.
Add a person
- Go to Settings → Directors & officers and choose Add Person.
- Enter their Title (optional, for example Mr), First name, Middle name(s) and Last name. Only the last name is required.
- Add Notes if you want a reminder of who they are or why they are on the record.
- Choose Add Person. You land on their page, where you record their appointments.
Names are stored encrypted, so a person's name is never readable from the database itself.
Record an appointment
On the person's page, the Appointments card holds one row per role, each with the date it started and — once it has ended — the date it ended.
- In the row of boxes at the bottom of the card, choose the Role, enter the Appointed date, and leave Ended empty for a role they still hold.
- Choose Add.
The roles available are Director, Company secretary, Employee, LLP member, Partner and Other. A person can hold more than one at a time — a director who is also company secretary gets two rows — and can hold the same role more than once over the years, which is why each appointment carries its own dates.
Two rules are enforced when you save an appointment:
- The Ended date cannot be earlier than the Appointed date.
- Two appointments of the same role for the same person cannot overlap. If they do, Sales Scribe names the appointment that clashes and asks you to end that one first or change the dates. An appointment with no end date counts as still running, so you cannot open a second directorship for someone whose first is still open.
The register lists each person's Current roles as green badges and their Former roles as grey ones with the date each ended.
Record a resignation
Put the date in the Ended box on that appointment's row and save the row with the tick button. The appointment stays on the record, marked Former.
That is the whole procedure — and it is deliberately not a deletion. What happens next is covered in When an officer resigns: their loan account stays open, their history stays readable, and Sales Scribe starts saying "former director" wherever their account is named.
Remove is only for a mistake. The bin button on an appointment row deletes it outright, for a row entered in error. Never use it to record a resignation — deleting the appointment makes it look as though the person never held the office, and every figure on their account is then read against a person who was never a director.
Edit or remove a person
Change their name or notes on the top card of their page and choose Save Changes.
A person can be removed from the register only if they hold no ledger account. If they hold a running account, Sales Scribe refuses and tells you which account it is: their record is part of your accounts, and the Companies Act disclosure of advances and credits turns on knowing whose they were. Record a resignation instead.