How to Create an Organisation Profile on Botswana’s Online Business Registration System

Learn how to create an organisation profile on Botswana’s Online Business Registration System, including administrator details, access groups, members, and important setup tips.

For company secretaries, business consultants, and other professionals who register companies on behalf of clients, creating an organisation profile on the Online Business Registration System is an important first step toward managing company registration work efficiently.

An organisation profile is designed for businesses or professional organisations that provide company registration and related services for other people. Instead of treating every company registration as an isolated activity, the system allows a professional organisation to establish its own profile and manage authorised members through access groups and member permissions.

This can be particularly useful for company secretarial firms, business registration consultants, accounting practices, legal practices, and other professional service providers that regularly assist clients with business registration.

However, there is an important distinction to understand:

Creating an organisation profile is not the same as registering a business or company.

The organisation profile is essentially a professional account structure that allows an organisation and its authorised members to use the Online Business Registration System when acting on behalf of clients.

Who Should Create an Organisation Profile?

The organisation profile is intended primarily for professionals and organisations that register companies on behalf of other people.

Examples include:

• Company secretarial organisations
• Business registration consultants
• Corporate service providers
• Accounting firms that assist with registrations
• Legal practices handling company registrations
• Professional firms managing registrations for multiple clients
• Other authorised professionals who regularly submit company registration applications for clients

If you are simply registering your own business, you should not confuse this process with the organisation-profile process described here.

The organisation profile is intended to create a structured environment where multiple authorised people can work under one professional organisation.

What You Need Before Creating an Organisation Profile

Before creating an organisation profile, you will first need to create your individual profile on the Online Business Registration System. You can follow this guide to creating an individual profile on the Online Business Registration System before proceeding.

This distinction is important because the organisation profile is connected to the individual users who will administer and access it.

Before starting, it is therefore useful to have the following information available:

1. Your individual Online Business Registration System profile
2. The organisation’s name
3. A short description of the organisation
4. The organisation’s physical address
5. The organisation’s postal address
6. The organisation’s telephone number
7. The organisation’s email address
8. The name of the organisation administrator
9. The administrator’s phone number
10. The administrator’s email address
11. Details of other members who will receive access
12. The access group to which each member should belong

Having this information ready can make the setup process much smoother.

How to Create an Organisation Profile

Once your individual profile has been created, you can proceed with setting up the organisation profile.

The process can be divided into four main stages:

1. Creating the organisation
2. Setting up access groups
3. Adding members
4. Reviewing and submitting the organisation profile

Let’s look at each stage in detail.

Step 1: Log Into Your Individual Profile

The first step is to log in to your individual profile on the Online Business Registration System.

An organisation profile is not created independently of an individual user profile. The person establishing the organisation needs to have an individual profile first.

After logging in, look at the top-right area of the system where your name is displayed.

Click on your name to open the available account options.

Select “My Organisations”

From the menu that appears, select My Organisations.

This section is where organisations associated with your individual profile can be managed.

If you are creating an organisation for the first time, this is where you will begin the organisation setup process.

Step 2: Click “Create Organisation”

After opening My Organisations, select Create Organisation.

The system will then ask you to provide information about the organisation.

At this stage, make sure that the organisation details you enter are accurate and consistent with the organisation’s official information.

Enter the Organisation Name

Provide the name of the organisation.

The organisation name should clearly identify the professional entity that will be using the system.

For example, if you operate a company secretarial or corporate services business, you would generally use the name under which that professional organisation operates.

It is advisable to avoid unnecessary abbreviations or informal names that could create confusion later.

Add a Short Description

You will also be required to provide a short description of the organisation.

This description should briefly explain what the organisation does.

For example, a company secretarial firm could describe itself as providing:

• Company registration services
• Corporate secretarial services
• Business compliance assistance
• Business registration support

The description does not need to be excessively long. The objective is simply to identify the nature of the organisation.

Enter the Organisation’s Contact Information

After providing the organisation’s name and description, you will need to enter its contact information.

The system requires details such as:

• Physical address
• Postal address
• Phone number
• Email address

It is important to distinguish between the physical and postal addresses where applicable.

Physical Address

The physical address identifies the location of the organisation.

Use the organisation’s actual business location rather than an informal description of where the organisation operates.

Postal Address

The postal address should be entered where the organisation receives postal correspondence.

If the organisation’s physical and postal addresses are different, make sure each field contains the correct information.

Phone Number

Enter a telephone number through which the organisation can be contacted.

A business telephone number is generally preferable where one is available.

Email Address

The organisation should have an email address that is actively monitored.

For professional registration work, using a dedicated business email address can be particularly useful because it separates client and registration correspondence from personal communications.

Add the Organisation Administrator

The next step involves entering information about the organisation’s administrator.

You will need to provide:

• Administrator’s name
• Administrator’s phone number
• Administrator’s email address

The administrator is important because this person will play a central role in managing the organisation’s access to the Online Business Registration System.

For an organisation with several employees or consultants, carefully consider who should have administrator responsibilities.

Ideally, this should be someone who is trusted to manage user access and organisational information.

Once the required information has been entered, click Continue.

Understanding Access Groups

One of the useful features of the organisation profile is the ability to create access groups.

Access groups allow an organisation to structure access to its portfolio.

This becomes particularly important for professional firms with multiple employees or representatives.

For example, a company secretarial firm could have:

• A senior administrator
• Company secretaries
• Registration officers
• Junior administrative staff
• Consultants

Not everyone necessarily needs identical access.

Add an Access Group

To create an access group, click Add Access Group.

The system will allow you to provide access to individuals who need to work within the organisation’s portfolio.

When adding people to an access group, it is preferable for those individuals to have already created their own individual profiles.

This helps establish the connection between the individual’s profile and the organisation.

Why Access Groups Matter

Access groups can make organisation management more practical, particularly as a company registration business grows.

Instead of giving every person unrestricted access, the organisation can structure its users according to their responsibilities.

For example, an organisation might establish separate groups for:

• Company registration staff
• Senior management
• Compliance staff
• Administrative personnel

The exact structure should reflect how the organisation operates.

Once the relevant information has been entered, click Continue.

Adding Members to the Organisation

After setting up the access group, the next stage is adding members.

Click Add Member.

You will then need to provide the relevant member details.

A member is an individual who will be associated with the organisation’s Online Business Registration System profile.

Enter the Member’s Details

When adding a member, provide the requested information accurately.

This can include the member’s:

• Name
• Phone number
• Email address
• Individual profile information

You will also need to select the access group to which the member should be added.

This is an important step because the access group determines how the member is organised within the organisation’s profile.

Assign Members to the Correct Access Group

Before adding a large number of users, it is worth thinking about your organisation’s internal structure.

For example:

Member	Possible Access Group
Managing director	Management
Senior company secretary	Senior Registration Team
Registration officer	Registration Team
Administrative assistant	Administration
Compliance officer	Compliance

This is only an example. The appropriate structure will depend on the organisation’s own operations and the permissions available within the system.

The main objective is to ensure that members are organised logically.

After entering the member information and selecting the relevant access group, click Continue.

Review Your Organisation Profile Before Submission

Before creating the organisation, carefully review all information you have entered.

This is an important stage that should not be rushed.

Check the following:

Organisation Details

• Is the organisation name correct?
• Is the organisation description accurate?
• Is the physical address correct?
• Is the postal address correct?
• Is the telephone number correct?
• Is the organisation email address correct?

Administrator Details

• Is the administrator’s name correct?
• Is the administrator’s phone number correct?
• Is the administrator’s email address correct?

Access Groups

• Have the required access groups been created?
• Are the appropriate people included?
• Have the members been assigned to the correct groups?

Member Details

• Are member names correct?
• Are their contact details accurate?
• Are they assigned to the appropriate access groups?

If you discover an error, make the necessary amendment before submitting the organisation profile.

Click “Create Organisation”

Once you are satisfied that all the information is correct, proceed with Create Organisation.

The organisation profile will then be created within the Online Business Registration System.

For reference, you can also keep this step-by-step guide to creating an organisation profile available while completing the process.

Organisation Profile vs Business Registration: An Important Difference

One of the most important points to understand about this process is that an organisation profile is not a company registration application.

These are two separate processes.

Creating an Organisation Profile

An organisation profile is designed for professionals or organisations that use the Online Business Registration System to assist with registrations and related work.

It provides a structure for:

• Managing an organisation
• Managing members
• Creating access groups
• Organising professional users
• Accessing the organisation’s portfolio

Registering a Business or Company

Business or company registration is a separate process through which an applicant establishes a legal business entity or registers a company with the relevant authority.

Before submitting applications, professionals may also need to manage other aspects of their OBRS account, including changing profile details on the OBRS, creating a pre-pay account on the OBRS, or changing a password on OBRS.

Therefore, someone searching for instructions on how to register a Close Corporation, private company, public company, external company, or another legal entity should not follow this organisation-profile guide as though it were a company registration procedure.

The organisation profile simply provides the professional framework for organisations that assist other applicants.

Why Professional Firms Should Use an Organisation Profile

For professionals who regularly submit registrations on behalf of clients, an organisation profile can provide several practical advantages.

1. Centralised Management

Instead of treating every user as an unrelated individual, an organisation can establish a central professional structure.

This can make it easier to manage people who work on registrations.

2. Better Internal Organisation

Access groups provide a way to organise users according to their responsibilities.

This can be particularly useful for firms with several employees.

3. Easier Staff Management

Businesses often experience staff changes.

Employees may join, leave, or change roles.

Having an organisation-based structure makes it easier to think about access as part of an organisation rather than as a collection of unrelated individual accounts.

4. More Professional Administration

A company secretarial firm handling dozens or hundreds of registrations needs a system that supports its workflow.

An organisation profile can provide a more structured approach to managing professional registration activities.

Best Practices When Setting Up an Organisation Profile

Although the setup process is relatively straightforward, professional firms should take a few precautions.

Use Accurate Information

Always provide accurate organisational and contact information.

Incorrect details can create unnecessary administrative problems later.

Use a Professional Email Address

Where possible, use an organisation-controlled email address rather than an employee’s personal email address.

For example, an organisation may use addresses such as:

• [email protected]
• [email protected]
• [email protected]

This can make organisational continuity easier when employees change.

Choose the Administrator Carefully

The administrator should be someone who understands the organisation’s registration operations and can responsibly manage access.

Avoid giving administrative responsibility to someone who does not need it.

Encourage Members to Create Individual Profiles First

The guide specifically indicates that members should ideally have created their individual profiles before being added to the organisation.

Therefore, it is sensible to ensure that new team members complete their individual profile setup before you attempt to add them to the organisation.

Keep Access Groups Organised

Do not create unnecessary access groups simply because the feature is available.

Start with a structure that reflects your actual organisation.

As the firm grows, the structure can be expanded where appropriate.

Common Mistakes to Avoid

Professionals setting up their organisation profile should watch out for several common mistakes.

Mistake 1: Confusing an Organisation Profile With Company Registration

This is the biggest potential source of confusion.

Creating an organisation profile does not mean that you have registered a new company.

Mistake 2: Trying to Add Members Without Individual Profiles

Members should ideally create their individual profiles first.

If someone has not established an individual profile, completing the organisation setup may become more difficult.

Mistake 3: Entering Incorrect Contact Details

A simple mistake in an email address or telephone number can create unnecessary communication problems.

Review every contact field before submitting.

Mistake 4: Giving Everyone the Same Role Without Considering Responsibilities

Professional firms should think carefully about who needs access and how users should be organised.

A well-structured access system can be much easier to manage than an organisation where everyone is treated identically.

Mistake 5: Rushing the Final Review

Before clicking Create Organisation, review the entire application.

Correcting information before submission is generally preferable to discovering mistakes afterward.

A Practical Setup Checklist

If you are a company secretary, business registration consultant, or another professional who registers companies on behalf of clients, the following checklist can help you prepare.

Before Starting

• Create your individual profile
• Confirm your organisation’s official name
• Prepare a short organisation description
• Prepare the physical address
• Prepare the postal address
• Prepare the organisation’s phone number
• Prepare the organisation’s email address
• Identify the organisation administrator
• Prepare administrator contact details
• Identify the members who require access
• Confirm that members have individual profiles
• Decide how members should be grouped

During Setup

• Open My Organisations
• Select Create Organisation
• Enter organisation information
• Enter contact information
• Enter administrator details
• Create access groups
• Add members
• Assign members to access groups

Before Submission

• Review organisation details
• Review administrator information
• Review access groups
• Review member information
• Correct any errors
• Click Create Organisation

What You Can Do After Creating Your Organisation Profile

Once your organisation has been established, the next stage depends on the services you provide and the types of registrations you handle for clients.

For example, professionals may assist clients with registering a business name on the OBRS or registering different types of companies.

The appropriate process depends on the legal structure selected by the client. Separate resources are available for registering a Close Company on the OBRS, registering a company limited by guarantee on the OBRS, and registering a private company on the OBRS.

Professionals may also need to assist clients with more specialised structures, including registering a public company on the OBRS or registering an external company on the OBRS.

The organisation profile therefore serves as the foundation for managing this type of professional registration work, while the actual registration procedure depends on the client’s chosen business or company structure.

Company Name Reservations and Certificates

Company registration professionals may also need to perform tasks before or after an application is submitted.

For example, if a client has not yet selected an available company name, the professional may need to reserve a company name on the OBRS before proceeding with the relevant registration.

After registration has been completed, another useful administrative task is knowing how to view the certificate or extract of a company or business name on the OBRS.

These activities illustrate why having a properly organised professional account can be useful for company secretaries and registration consultants handling multiple clients.

Using Online Registration Systems Across Africa

Online business registration is becoming increasingly important across African markets as governments move more administrative processes online.

Professionals working with entrepreneurs across borders should nevertheless remember that registration requirements, company structures, fees, documents, and procedures vary from one jurisdiction to another.

For example, entrepreneurs interested in expanding within Botswana can explore business registration opportunities in Botswana, while the official Companies and Intellectual Property Authority of Botswana provides the country’s corporate and business registration framework.

The same principle applies elsewhere: an organisation profile or professional account in one country’s registration system should not be assumed to operate in exactly the same way in another jurisdiction.

Final Thoughts

Creating an organisation profile on the Online Business Registration System is an important administrative step for professional organisations that register companies and businesses on behalf of clients.

The process begins with an individual profile, followed by the creation of the organisation and the addition of organisational contact details. Professionals can then establish access groups, add members, assign those members to appropriate groups, and review the information before creating the organisation.

The most important point to remember is that this process is not a business registration procedure. It is a way for company secretarial organisations and other professional registration service providers to establish an organisational profile for managing their activities on the online system.

For a company secretary or business registration professional handling multiple clients, setting up the organisation correctly from the beginning can help create a more organised and manageable registration workflow. Taking time to enter accurate information, establish appropriate access groups, and add the right members can also make the organisation easier to manage as the business grows.

If you are preparing to use the Online Business Registration System on behalf of clients, start by making sure that your own individual profile is complete. From there, use My Organisations → Create Organisation and work through the organisation details, administrator information, access groups, members, and final review carefully.