How to create a new client in the RRF

You need to add a new client in the Register of Radio Frequencies (RRF) when they want to get a licence, a management right, or a radio operator's certificate of competency.

On this page

Overview

Under New Zealand law, all new RSM clients must have a legal entity status. This process tells you how to do this and add a new client in the RRF. New clients are only added if they want:

  • a licence to transmit radio waves
  • a management right to hold broadcasting licences
  • a licence to supply radio transmitters
  • a radio operator’s Certificate of Competency to operate amateur or maritime radio equipment.

 

What you need to know

A new client is likely to contact you in one of two ways:

  1. Direct contact to get a licence or certificate of competency.
  2. Via the online registration form they submit.

When a new client contacts you or submits their registration form, they are giving their permission for you to add them to the RRF.

You must check the legal entity status of every new client before you enter their details in the RRF. This is mandatory.

You need to use your approved person logon to add a new client.

Fees for your service are agreed between you and your client.

 Exceptions:

You don’t need to add a new client to the RRF if they want a callsign.

Only RSM can add a supplier or manufacturer of radio transmitting equipment in the RRF. You must refer them to us if they contact you.

Process

Step 1: Check the new client doesn’t already exist in the RRF

  1. Log on to the RRF using your username and password.
  2. Choose Search the Register > Search Clients.
  3. Enter the new client’s name and select [Search]. If the client:
    • exists, check their details are correct. You may want to update their record if they give you permission to do this. Ask the client what they want to do. They may just want to add a new user to their account. You can help them do this.
    • doesn’t exist in the Register, then check their legal entity status.

Step 2: Check the clients legal entity status

  1. Check the client's legal entity status against the PIB 47 rules.
  2. Select Add New Client from the Logon Details menu. The Create Client Details screen displays the Public Details fields.
  3. Select the drop-down menu next to the Client Type field and select the legal entity for the client. This determines whether you add the new client as an organisation or an individual ("person").

Note: We decline new clients who haven't provided their legal entity status. Entities will be struck off if they're not eligible to become a client in the RRF.

Step 3: Add a new organisation

  1. Select the [Find] button next to the NZBN field. The Locate Company window opens. (If the Find button is disabled, enter the new client's details manually.)
  2. Enter the first few letters of the organisation name into Company Name contains field and select [Search]. A list of matching companies is pulled from the Companies Office Register.
  3. Select the radio button next to the company name you want and [Select]:
    • The organisation details populate the Public Details fields.
    • The Default Billing Month field also populates with the month prior to the one you’re working in. Don’t change this default month setting as it controls the client’s 12 month billing period. If you change it, you will cause an error with the annual billing period.
  4. Select one of the following options for Include Invoice with Renewal Email?
    • Tick the check box if the client wants an invoice included with their annual licence fee renewal.
      • A new email field opens. You can enter multiple email addresses in this field, including your own, if you’re managing the account on the client’s behalf. You will all be copied into the invoice email as a reminder for payment.
      • The Renewal Invoice Reference field also opens. Enter a purchase order number, invoice reference, or leave blank to update later. The information in this field shows on the client’s invoice. Tell the client they must keep this field updated — before generating the invoice.
    • Don’t tick this check box if the client wants to set up payment by direct debit. The system will automatically consolidate their invoice at the end of their billing month and email it to them. Their payment will be deducted from their account on 20th of the following month.
  5. Enter the email address of the person responsible for looking after the account in the Email field. This email will get all notifications if there are no 'licence contacts' or 'invoice with renewal' email addresses in place.
  6. Select [Save]. An activation code is emailed to the email address entered on the front page of the client record. Tell the person looking after the organisation’s account they must open the email attachment and activate their account before they can transact in the RRF.
  7. Enter the organisation’s phone numbers and select [Save]. This activates the Addresses and Contacts menu to display in the left-hand margin.
  8. Select the Addresses and Contacts link. You'll see the Registered and Legal addresses are already populated with the data pulled from the Companies Office Register. Add or update the Billing/Postal and Residential/Physical addresses if needed. The Registered/Legal field is editable, but it shouldn't be updated unless the address has been updated on the relevant legal entity register (eg, Companies Register).
  9. Select 'Add' on the Address and Contacts screen to add a contact
  10. Choose a ‘Contact Type’ from the drop-down list:
    • Licence — means the person who receives all emails about the licence, including:
      • a new licence application
      • licence modification
      • cancellation
      • transfer
      • granting or registering a licence
      • certificate or licence expiry.
    • Technical, Payment, and Legal are viewable only. We don’t send emails to these people.
  11. Enter the ‘Licence’ contact, if that person wants us to send emails about their licence/s. Select [Continue].
  12. Add more contacts if they are needed.
  13. Select [Save] and log off.

Step 4: Add a new individual

  1. Enter the new individual's first name and last name details. If there's more than one name listed on the form, you need to send the application to us. We'll:
    • establish if the new client is an unincorporated entity or an 'Other' client type, then
    • add individual names under the Organisation name and the unincorporated name to the Billing name field.
  2. Select one of the following options for Include Invoice with Renewal Email?
    • Tick the check box if the person in the organisation wants an invoice included with their annual licence fee renewal:
      • A new email field opens. You can enter multiple email addresses in this field, including your own, if you’re managing the account on the client’s behalf. You will all be copied into the invoice email as a reminder for payment.
      • The Renewal Invoice Reference field also opens. Enter a purchase order number, invoice reference, or leave blank to update later. The information in this field shows on the client’s invoice. Tell the client they must keep this field updated.
    • Don’t tick this check box if the client wants to set up payment by direct debit. The system will automatically consolidate their invoice at the end of their billing month and email it to the client. Their payment will be deducted from their account on 20th of the following month. If a warning message appears, don’t ‘Save’.
  3. Enter the email address of the individual in the Email field. We send emails to this address.
  4. Select [Save]. An activation code is emailed to the individual.
    Tell the individual that they must open their email attachment and activate the account before they can transact in the Register. You might also want to advise them about updating their billing details to become a direct debit client, or pay for a licence.
  5. Enter the individual’s phone numbers and [Save]. This activates the Addresses and Contacts menu to display in the left-hand margin.
  6. Select the Addresses and Contacts menu. Enter the Billing/Postal and Residential/Physical address of the new individual
  7. Select Contacts on the Addresses and Contacts screen.
  8. Choose a Contact Type from the drop-down box. This could be:
    • Licence — means the person who receives all emails about the licence, including:
      • a new licence application
      • licence modification
      • cancellation
      • transfer
      • granting or registering a licence
      • certificate or licence expiry.
    • Technical, Payment, and Legal are for viewing only. We don’t send emails to these people.
  9. Enter the Licence contact details and select [Continue].
  10. Continue adding more contacts if they are listed on the application form.
  11. Select [Save].

Note: If no email is entered for the Licence contact, then emails about the licence and payments will go to the email address on the front page of the Create Client Details screen.