CROS 'Yet to Be' vs 'Existing' approvals: which one should you select?

The purpose of a CROS approval

The Registry defines an approval as consent for a person's, company's or business's details to be added to a specific filing in a specific role. It helps stop an applicant from simply naming someone as a director, incorporator, partner or secretary without their knowledge. A submitted form cannot be treated as a substitute for the required electronic consent.

Approvals are separate from account creation. A participant must first have the relevant CRA status and then grant consent through the prescribed account workflow. The person filing uses that approval to add the participant's details to the appropriate entity document.

When to select Yet to Be

Use the 'Yet to Be' type when the organisation is being formed or registered and the approval relates to the reserved proposed name. For a profit-company formation, the Registry lists intended directors, incorporators and statement signatories among those who may need role-specific approvals.

The identifier is the approved Name Reservation Number, not a company number that has not yet been issued. The name must match the approved proposal. Double-check each character of the reference and ensure the reservation is valid before asking several participants to save their approvals.

When to select Existing

Use 'Existing' where the entity has already been incorporated or registered and a person is taking a role in that existing organisation. The Registry's guidance identifies the existing company or business identifier for that transaction. For example, an incoming director needs consent to be listed on a notice of director change for the company that already exists.

A company officer preparing a change should not use an old formation reservation number in place of the current company identifier. The role being approved must correspond to the document the company will submit, such as director, secretary or partner.

Match the precise role

Not every participant is the same thing. The Registry's list includes director, incorporator, partner, secretary, statement signatory and other specialised roles. A founder who is both incorporator and intended director should check whether the system needs separate role approvals. An unrelated professional adviser should not be labelled as a director merely because they help complete the form.

When a company is the participating entity, the proper director or secretary may need to give approval using the company role rather than an individual account. The Registry describes separate steps for individuals, companies and firms. Follow the route associated with the actual legal participant.

Correct errors without sharing credentials

If a participant has saved the wrong type, role or identifier, the Registry's approval guidance explains how an approval may be withdrawn by opening the relevant account approval screen, deleting the entry and saving. The person can then establish the correct approval according to the current instructions.

Avoid asking other parties to share passwords or one-time codes for the purpose of completing this correction. The applicant preparing the form should describe which details the participant needs to verify and which registry reference is in use. Keep the confirmed list of roles and approval statuses without storing credentials.

Example: a two-director incorporation

Two people plan to incorporate a profit company with a reserved name. The person preparing the filing asks the second director to use a 'Yet to Be' director approval referencing the approved reservation. After the company has been created, a newly appointed director will instead follow the 'Existing' director approval using the company's identifier.

Mixing these processes produces avoidable confusion: the proposed company has no established identifier before incorporation, while an existing company should not rely on an expired name reservation. Build a small participant table with person, role, approval type, identifier and completion status before submitting.

Action checklist

• Confirm whether the organisation already exists on the Registry.
• Use name reservation number for 'Yet to Be' where prescribed.
• Use the entity identifier for 'Existing' where prescribed.
• Check each participant's true legal role and individual CRA.
• Ask participants to correct incorrect approvals through their own accounts.
• Keep the filing reference and consent status together.

Questions people ask

What does Yet to Be refer to?

It refers to roles in an entity being formed or registered, typically tied to the approved name-reservation reference.

What does Existing refer to?

It refers to an already incorporated or registered entity using its established identifier.

Can an approval be withdrawn?

Yes. The Registry explains account steps for deleting and saving a withdrawal of approval.

Official references

Check the responsible authority for instructions that apply when you file. These sources informed this guide:

1. Companies Registry CROS Approvals
2. Profit Company Incorporation

Related BizReg guides

• How do CROS approvals and electronic signatures work in Trinidad and Tobago?
• What should you prepare before incorporating a company in Trinidad and Tobago?
• How do you register a partnership in Trinidad and Tobago?