Merging Stakeholders

Why you might need to merge stakeholders

Sometimes the same person or entity ends up with two separate stakeholder accounts because:

• You hold shares/options in two different companies that both use Shareflo, and

• Each company admin created a stakeholder for you in their own company.

If the email address used for your representative login is the same on both accounts, Shareflo will detect the overlap and give you the option to merge the two stakeholder records into a single combined stakeholder group.

Benefits of merging

Merging stakeholders helps you:

• See (and manage) your holdings in one place, even though they belong to different companies.

• Ensure that if you have provided access to your colleagues or agents (e.g. accountant) then they can all see the consolidated picture of your holdings with companies using Shareflo

Before you start: important consequences

Please read these carefully before confirming a merge:

1. Representatives are shared across the merged stakeholder group. Any representative (including accountants/advisers) who can manage either stakeholder will be able to manage the merged entity.

2. Permission levels may need to be resolved. If the same representative exists on both stakeholders with different permission levels, you’ll be asked to choose which permission level should apply going forward.

3. Changes you subsequently make to your Stakeholder account will apply across the board. For example, if you change your residential address (if you’re an individual) or your registered address (if you represent a VC or other entity) then those changes will be visible to the administrators of all the Companies in which you have holdings.

How the merge works

When Shareflo detects that the same representative (based on their email address) is linked to multiple stakeholders, you’ll be guided through a short merge flow.

Step 1: Start the merge

When you log in, if Shareflo detects a potential duplicate stakeholder identity, you’ll see a prompt to confirm whether two stakeholders are the same real-world entity.

You can choose:

• Yes (merge) — continue to merge

• No — keep them separate and don’t ask again for this pair

• Later — postpone the decision and you’ll be asked again next time you log in

Step 2: Select the two stakeholders to merge

If you select yes, you’ll be shown a list of the stakeholders you represent.

Select the two stakeholders that refer to the same person/entity. Be careful though. If you hold one holding in a personal capacity and another through a limited company then these should not be merged because they are two different legal entities with different names, addresses and so on. Only merge two stakeholders if they are the same legal entity or same natural person.

Step 3: Resolve any conflicts in terms of stakeholder profile

You’ll see the identity details of both stakeholders side-by-side (name, address, registration number/NI number).

Decide which version of the data should be used for the merged entity going forward

Step 4 (sometimes): Resolve any representative permission conflicts

If the same representative appears on both stakeholders with different permissions, you’ll be asked to choose the permission that should apply going forward.

You’ll resolve each conflict one-by-one, then continue.

Step 5: Confirm and complete the merge

Once confirmed, Shareflo will:

• Link the two stakeholders into a single record

• Ensure all representatives from both stakeholders become representatives of the merged stakeholder group, applying your chosen permission levels where there were conflicts.

• Stop asking you about this same pair again.

Troubleshooting

I don’t see the merge prompt

You will only see the merge flow when Shareflo detects a shared representative across multiple stakeholders for whom you are using the same email address.

If you think you have duplicate stakeholder records but haven’t been prompted, contact support.