Entity Management
one register for every company
Keep a register of the companies you manage — details, share capital, shareholders, directors and an ownership chart — with each company's documents automatically labeled by type and expiry date.
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Chapters
What Entity Management is for
Entity Management is one register for the companies you manage. Each company has a profile with its details, share capital, shareholders, directors and an ownership chart, plus a document library that LinkinLegal reads for you — and a chat that answers questions from those documents.
Who it's for
In-house legal and company secretaries
One place for every entity's details, cap table, board and statutory documents.
Law firms managing client entities
A profile and document library for each client company, with groups for related companies.
What it solves
Company records spread across spreadsheets
Keep registration details, share capital, shareholders and directors in one profile per company — and bring an existing register in from a single Excel template.
Ownership that's hard to picture
The Company structure chart follows ownership up through corporate shareholders until it reaches individuals, with the direct percentage on every link.
Statutory documents nobody has time to read
Upload licenses, MOAs, leases and resolutions once. Each file is sorted by type and dated, expiry dates stand out in color, and you can ask questions of the whole library.
How to use Entity Management
Each step shows the real screen. Hover a numbered marker — or the matching note — to see what every control does.
Open your company register
Open the account menu and choose Entity Management. The Companies tab lists every legal entity and individual you manage, as cards or as a table.
- Search runs when you press Enter and matches company names.
- Click a card to open the company; hover it to edit or delete.
- Your search, filter and view are kept in the address, so you can share the link.
On this screen
Add companies, one by one or in bulk
Click Add company to create a profile — only the name is required. To bring in an existing register, click Bulk upload, download the Excel template, fill it in and upload it.
- Every new legal entity gets a Statutory documents folder automatically.
- In the template, use one row per shareholder and repeat the company's details on each row.
- Directors go on a sheet named exactly “Directors”.
On this screen
Tip: Spell countries and states in full, as on the template's “Country and city” sheet — “United Arab Emirates”, not “UAE”.
Upload the company's documents
Open the company and go to Documents. Upload into the Statutory documents folder, and LinkinLegal reads each file to add its document type, key dates and parties.
- PDF and Word (.docx) only — upload single files or a whole folder.
- Expiry chips turn orange within 90 days of expiry and red once a document has expired.
- Click ⓘ on a file to check the details that were read, and Edit details to correct them.
On this screen
Tip: Expiry chips are a visual cue only — no reminder is emailed. Ask Chat “Which documents expire in the next 90 days?” for a quick list.
Fill in the profile from those documents
Click Edit company, then Fill from documents. Details and shareholders found in the processed statutory documents are copied into empty fields. Review them and click Update.
- Fields you have already filled in are never overwritten.
- Shareholders not yet in your register are offered in “Add new shareholders?” — choose Create and add.
- Keep the total holding at 100% or less; Update is disabled above it.
On this screen
Follow the ownership chart
Scroll the company page to Company structure. The chart starts from this company and follows each company shareholder upward until it reaches individuals, labeling every link with the direct percentage.
- Companies that this one holds shares in are drawn on the opposite side.
- Circular ownership is drawn as a red link.
- Drag boxes to tidy the view — positions aren't saved.
On this screen
Tip: The chart shows direct holdings only. Multiply along a chain for an indirect share: Amira Haddad's 60% of Falcon Holdings × its 100% of Falcon Trading = 60%.
Ask about the company's documents
Click Chat on the company page or in its sidebar, and ask in plain language. Alaya searches the company's documents and answers with the page and document behind each point.
- Each question starts a conversation named after it.
- Add files from your own dashboard, or switch on Web, to look beyond the company's documents.
- Copy an answer, download it as Word, or export the whole conversation.
On this screen
Tip: Chat reads documents, not profile fields. If shareholders were only typed into the profile, upload the MOA so Chat can see them.
Step 01 / 06
Everything Entity Management can do
The building blocks behind the walkthrough, and what each one does for you.
One profile per company
Details, share capital, shareholders, directors and documents for every entity, with the key facts summarized at the top.
Ownership chart
Follows ownership up through company shareholders to the individuals at the top, with the direct percentage on every link.
Documents read for you
Each upload is sorted into one of 23 types, with issue, effective and expiry dates, parties and reference numbers.
Fill from documents
Copies company details and shareholders from the statutory documents into empty fields, for you to review and save.
Chat with citations
Ask about a company's documents and get answers that name the page and document behind each point.
Extract key terms
Tick up to 10 documents and pull the terms you need — renewal dates, parties, amounts — into one table.
Groups
Put related companies in a group to browse and search all of their documents in one place.
Excel in and out
Import companies, shareholders and directors from the template, and export any company's details to Excel.
Tips for getting it right
Press Enter to search
The company search runs when you press Enter, not as you type, and it matches company names.
Add people through Shareholders
Add company always creates a legal entity. To add a person, use New ShareHolder on the Shareholders tab and choose Individual.
Keep statutory documents in their folder
Fill from documents reads only processed files in Statutory documents, and only fills empty fields. Wait for the green check first.
Follow the template to the letter
Upload the template as .xlsx, give every company at least one shareholder row, and use names that aren't already in your register.
Directors belong to one company
Directors are typed in for each company. Someone who sits on three boards appears separately under each one.
Get back with the account menu
Company pages have no back link to the list. Choose Entity Management in the account menu to return to all companies.
Statuses you'll see
Work that runs in the background always shows where it stands — here is what each label means.
- Processing document…The file is being read. Its type, dates and expiry chip appear when it finishes.
- ProcessedThe file has been read and can be used by Chat, Extract and Fill from documents.
- No readable text found in this documentNothing in the file could be read, so Chat can't use it. Try uploading a clearer copy.
- Processing failedHover the red icon to see why, then delete the file and upload it again.
- Reading documents…Fill from documents is reading the Statutory documents folder. Review what it fills, then click Update.
Yes. Click Bulk upload, download the Excel template and fill in the Companies sheet (one row per shareholder) and the Directors sheet, then upload it. Country and state names must match the template's reference list exactly.
No. It follows ownership up through company shareholders until it reaches individuals and labels each link with the direct percentage. To find an indirect share, multiply the percentages along the chain.
Not from Documents. Expiry chips turn orange within 90 days and red once a document has expired, but no reminder email is sent. Emailed deadline reminders are part of Compliance Tracking.
PDF and Word (.docx) files, one at a time or as a whole folder. Each one is read automatically — scanned PDFs included — and sorted into one of 23 document types.
Yes. The workspace owner can give members view-only access to Entity Management. They see a “View only” badge, can browse companies and use Chat, but can't add or change companies.
No. Chat answers from the company's documents — plus dashboard files or the web if you add them. Profile fields are only included when a document mentions them.
Keep exploring
Related features
- Where to find it
- Account menu → Entity Management