You want Rhodes to expect a document it doesn't, or to stop expecting one it does.
In Rhodes: Settings → Document requirements
This page decides which documents Rhodes expects your entities to have. Rhodes compares each entity with it and lists the gaps on the entity's checklist (see Rhodes Document Expectations). A change here reaches every matching entity straight away. Filings you make, such as tax returns and annual reports, aren't set here; Rhodes tracks those in Compliance.
Owners and admins can change the page. Members can read it, and see "Only owners and admins can change these settings." The Email section at the bottom, with the switch for the missing documents email, shows to owners and admins only.
Keep on file
Documents an entity should have once, such as an LLC's operating agreement. They're grouped by who they apply to: Every entity, then each legal structure (for example LLCs (including series LLCs) or Limited partnerships), then each entity type (for example Real estate or People). An entity gets every document from every group it falls into, listed once.
Each line is tagged:
- Default: one of Rhodes's built-in requirements. Custom: one your organization added.
- Required or Optional. Required documents count toward an entity's checklist; optional ones are listed but not counted.
- Off: Rhodes doesn't expect it for that group.
- From your earlier settings: a choice your organization made before this page changed. It works like any other line.
Rhodes's built-in requirements apply to your organization only once they're turned on for it. Until then, the top of this section says "Rhodes's built-in requirements aren't turned on for your organization yet. Only the requirements listed here apply." and only the lines listed here count. To have Rhodes expect a document in the meantime, add it yourself (see Add a requirement, below).
On each line, owners and admins can choose Make optional or Make required, and Turn off or Turn on. A built-in requirement you've changed has Restore default. A custom one has Remove; Rhodes asks you to confirm, and documents already on file aren't changed.
Every year
Documents an entity should receive each year, such as a yearly financial statement. Rhodes expects one for each tax year and shows it beside the K-1s on Documents → Expected (see Which Documents Haven't Arrived).
K-1s are set here too, under Investment types that send K-1s (see Choose Which Investment Types Send K-1s). They come from your investments, so you can't add a K-1 as a requirement.
Add a requirement
- Choose + Add a requirement.
- Under Document, pick a document. If it isn't listed, choose Another document (type its name) and type it, for example "Will".
- Under For, tick Every entity, or any mix of legal structures and entity types.
- Under How often, choose Keep one on file or Every year.
- Leave Required ticked, or untick it to make the document optional. Then choose Add.
If you pick a filing Rhodes tracks in Compliance, the form says "Annual Report is a filing you make. Rhodes tracks it in Compliance." and links to See it in Compliance. Payments such as franchise tax payments are tracked there too. If you pick a filing Compliance doesn't track yet, the form says so, and you can add it here.
Stop expecting a document for every entity
Choose + Add a requirement, pick the document, then choose Turn off for every entity instead of Add. Rhodes asks you to confirm. The document disappears from every checklist, even where a built-in or another requirement asks for it, and its line under Every entity reads Turned off for every entity. Documents already on file aren't changed. To expect it again, choose Remove on that line.
Chat can do the same: "Stop expecting a certificate of good standing for any entity." Chat shows you the change and makes it once you approve. For one entity only, use Not expected on that entity's checklist instead.
Rhodes noticed
Rhodes looks across your entities for documents most of a group already has, and lists them here, for example "17 of 20 holding company entities have this document. 3 are missing it." When nothing new turns up, it says "Nothing new right now."
On each one, owners and admins choose who it's for (Rhodes suggests a group where it can), then Add as a requirement. Rhodes asks you to confirm, then expects it as an optional document kept on file for that group; you can change or remove it under Keep on file. Dismiss removes the suggestion, and Rhodes won't suggest it again. Members see the list but can't act on it.
The switch for the missing documents email is at the bottom of the page (see The Missing Documents Email).