> ## Documentation Index > Fetch the complete documentation index at: https://help.pragmachartered.com/llms.txt > Use this file to discover all available pages before exploring further. # Keep the board and prepare ROC forms > Record a client's directors or designated partners for DIR-3 KYC, then prepare each year's MCA form data on the ROC tab. ![Client Directors tab with the Add director button and the board table highlighted](https://help.pragmachartered.com/images/compliance/directors.png) Open **Clients**, select the client, then choose **Compliance**. The **Directors** tab holds the client's board; the **ROC** tab assembles the data for the MCA forms the client owes for a financial year. * **Directors** is visible to anyone who can see the compliance calendar: an Owner for all clients, or a Manager or Preparer for an assigned client. Adding, editing or removing a director needs permission to edit the client: an Owner for any client, or a Manager for an assigned client. A Preparer can read the board but not change it. * **ROC** appears only for a client whose entity type is private company, public company or LLP. An Owner can use it for all clients; a Manager or Preparer only for assigned clients. If the tab is missing for a company, check **Entity type** on the client's overview. * Connector admins and Client portal seats see neither tab. Pragma prepares the data sheets; you file each form yourself on the MCA portal. Nothing on these tabs submits a form or stores an MCA login. ## Keep the board for DIR-3 KYC **1. Add each director or designated partner** On **Directors**, select **Add director**. Enter the fields below, then select **Add director** in the panel. To change an entry, select its row (or **Edit…** in its actions menu), then **Save director**. Use **Search name or DIN** to find someone on a large board. **2. Check the next KYC date** **Next KYC due** is read from the compliance calendar, so it matches the client's calendar. It shows **Triennial KYC** or **KYC-Web after a change of details**, and **· overdue** in red when the date has passed. **Not due by** a date means no KYC falls within the next three years. A ceased director shows **—**. Record the filed KYC on the [compliance calendar](https://help.pragmachartered.com/compliance/calendar.md). **3. Record a director who leaves** Edit the director and enter **Ceased on**. They then show **Ceased** with the date instead of **Active**, and their KYC no longer appears on this client's calendar. They still appear on the annual return for the year they left. Use **Remove…** and confirm **Remove director** only for a director who was recorded by mistake: this deletes them from the client and removes their DIR-3 KYC rows from this client's calendar. | Field | What to enter or check | | - | - | | **Name** | Required, up to 120 characters. | | **DIN** | Required: the 8-digit DIN (for an LLP partner, their DPIN). A DIN can be listed only once for each client. The same person can sit on several of your clients' boards: a KYC recorded on one board counts for the others. | | **Designation** | For a company: **Director**, **Managing Director**, **Whole-time director**, **Additional director**, **Nominee director** or **Independent director**. For an LLP: **Designated Partner**. Leave it as **Director (not specified)** or **Partner (not specified)** if you are unsure. | | **Appointed on** | Lists the director in the annual return for each year they served. Cannot be after **Ceased on**. | | **DIN allotted on** | Used for the first KYC when no KYC date is recorded. | | **Last DIR-3 KYC filed on** | KYC falls due every three years, on 30 June. If left blank, the first due date is 30 June following the financial year in which the DIN was allotted, but not earlier than 30 June 2026. Without a DIN allotment date, it is due on 30 June 2026. | | **Personal mobile**, **Personal email**, **Residential address** | The director's own details, as given to MCA, not the client's. If you replace a recorded mobile, email or address with a different one, **Contact details changed on** is set to today. | | **Contact details changed on** | The date the mobile, email or address changed. KYC-Web is then due within 30 days. | | **Ceased on** | The date the director left the board. | Dates cannot be in the future. An emptied date box clears the saved date when you save. ## Prepare the year's ROC forms ![Client ROC tab with the financial year filter, Edit data menu and forms table highlighted](https://help.pragmachartered.com/images/compliance/roc.png) **1. Choose the financial year** The tab opens on the year currently being filed. Use **Financial year** to switch to one of the earlier years shown. The table lists every form for that year. A company sees AOC-4 (or AOC-4 XBRL), AOC-4 CFS, MGT-7 or MGT-7A, ADT-1, DPT-3, and MSME Form I for each half-year. An LLP sees LLP Form 11 and LLP Form 8. A DIR-3 KYC pack is listed for each serving director whose KYC is open. Forms that do not apply are marked **Not applicable** and listed last. **2. Fill in the data behind the forms** Open **Edit data** and choose an editor. Select **Save** after each one. For a company, the editors are **Company details…**, **Auditor appointments…**, **Capital & members…**, **Capital changes & transfers…**, **Financial statements…**, **AOC-4 schedules…**, **Meetings…**, **Meetings of members & committees…**, **Annual return details…**, **Deposits (DPT-3)…**, **Return of deposits (DPT-3)…** and **MSME suppliers…**. **Consolidated statements…** appears only after you tick **Has a subsidiary (holding company)** or **Has an associate or joint venture** in **Company details**. For an LLP, the editors are **Partners…** and **Statement of account…**. Also add designated partners on **Directors** with their DPIN, or the pack warns that they are missing there. The AGM date is not entered here: record it with **Record AGM held** on the [compliance calendar](https://help.pragmachartered.com/compliance/calendar.md). **Meetings** shows the recorded date. **3. Clear what the pack is missing** Select a form row to open its pack. The **Readiness** column shows **N missing** (blocking items), **Ready · N to check** (warnings only) or **Ready**. In the pack, each **Missing** or **Check** item says where to fix it, for example *ROC tab → Financial statements*, *Directors tab*, *Compliance tab* or *Edit profile*. The pack also shows the **Normal fee**, **Days late today** and **Additional fee if filed today**, with its basis. **Not estimated** means the app could not calculate that fee. **4. Review and export the data sheet** Check each section of the data sheet against the client's records. Use **Excel**, **CSV** or **Print view** to work from it while you key the form on the MCA portal. **5. Mark it prepared** When nothing is missing, select **Mark prepared**. The **Prepared** column then shows who marked it and when. If the data changes later, the pack shows **Changed since prepared**: check the sheet again and select **Mark prepared again**. To withdraw the mark, for example before revising figures, select **Withdraw prepared**. Marking a pack prepared does not file it. File it on the MCA portal, then record the filing on the [compliance calendar](https://help.pragmachartered.com/compliance/calendar.md). > [!NOTE] > > Every company or LLP form needs a valid CIN (or LLPIN, in the form AAA-1234) on the client profile. Without it, a warning appears above the table and no company or LLP form can be marked prepared. Record the CIN or LLPIN with **Edit profile** (see [Manage clients](https://help.pragmachartered.com/clients/manage-clients.md)). A director's DIR-3 KYC pack uses the DIN, so a missing CIN or LLPIN does not affect it. ## If a save or mark is refused * **Mark prepared is greyed out** — "Fill in the missing items first." Clear every **Missing** item in the pack. * *"This pack still has N missing items. Fill them in (each says where), then mark it prepared."* — The data changed and new blocking items appeared. Clear them and try again. * *"Record a valid 21-character CIN on the client profile first…"* (or *"…a valid LLPIN (AAA-1234)…"* for an LLP) — Add the CIN or LLPIN with **Edit profile**. * *"The figures behind this pack changed while you were reviewing it. Check the refreshed data sheet, then mark it prepared again."* — Someone changed the data while the pack was open. Review it again before you mark it prepared. * *"This form does not apply to the client for that period, so there is nothing to mark prepared. Reload to see the current list."* — The form no longer applies after a recent change to the data. * *"Someone else saved this part of the ROC data after you opened it, so your changes were not saved over theirs…"* — Close the editor, open it again to see what they entered, and make your changes there. * *"This client is archived, so its ROC records are read-only. Restore the client to change them."* — Archived clients show **View data** instead of **Edit data**, and the editors cannot be changed. * *"Company details do not apply to an LLP…"*, or *"ROC forms are prepared for companies and LLPs; this client is…"* — The client's entity type does not match. Correct **Entity type** on the profile if it is wrong. * **A director save is refused** — The form names the field and the problem. For example, a DIN must be the director's 8-digit DIN and cannot already be listed for this client. A ceased date cannot be before the date of appointment. An email must be the director's own email address. * *"Your role does not allow this action. Ask a firm owner or manager."* — Your role cannot edit this client's board or prepare its ROC forms. See [Members and roles](https://help.pragmachartered.com/firm/members-and-roles.md). > [card] Still stuck? > > [Open a case](https://app.pragmachartered.com/support) from **Help & support** in Pragma, or [book a walkthrough](https://help.pragmachartered.com/support/book-a-walkthrough.md) and the team will show you around on a call. Can't sign in? [Contact support](https://app.pragmachartered.com/contact-support). This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.