Create document sets for signing and monitor the status of online RSU issuances
Please note that this feature is only available once your account is live.
Using any online signing features (share certificates, option grant signing etc) on Capdesk will, by default, use our DocuSign account. The first 10 documents are free and after this there is a cost to you of £2.50 per document to cover the price of signing. However, you can log in to your own DocuSign account through Capdesk so there is no additional cost for you.
Please ensure that the RSUs add-on is enabled & a plan created prior to commencing the signing process.
Once you have created a plan, you can upload the agreement template within the 'Online Document Sets' area. Select the green 'Add Document Set' button to upload.
Now you will be asked to select the type of agreement, choosing if the issuance is for an individual or a corporate stakeholder. Next, move on to selecting the RSU plan you would like to associate the document to and set the name so it is easily identified in future.
Finally, click on the 'Add Dynamic Document' button to upload the document.
Dynamic documents are DOCX files containing placeholders (such as <<capdesk:Stakeholder:Name>>). With every new grant the platform will automatically fill out the template with the data that is relevant and unique on each occasion (eg. the name of each new grantholder, date, etc.).
A window will pop up and you will be prompted to choose the category your dynamic document falls under, please select 'Grant Agreement'. You will then have the option to choose the type of signing, whether to have it signed by the grantholder and issuer or solely the issuer.
Now you can select 'Choose File' to upload the document.
Please note that there are a number of Capdesk placeholders that need to be included in the template you provide, in order for it to be compatible with Capdesk. You can see a list of these by clicking on 'View available placeholders'.
Capdesk provides a sample template with placeholders available for download. However, please note that this is a very basic sample template, intended to give you an understanding of what a template might look like with the Capdesk placeholders. If you do not already have an RSU agreement of your own, we recommend you consult your legal adviser.
Once you have selected your RSU agreement it will appear in a narrow green box on the right side of your screen, as shown below. Select the green 'Upload' button to save the document set.
Capdesk also allows you to upload static documents (i.e. documents that will be sent to all grantholders when they receive a grant, without any adjustments made to them). Select the 'Add Document' button to action this.
Next select the 'Category' drop down menu and select the type of document you wish to add, clicking 'Choose File' to upload the relevant document.
Select the green 'Save' button to save the static document to your agreement set. If necessary, repeat the process to attach further static documents to your set.
Once you have uploaded all required documents select the green 'Next' button to proceed. You will then be directed to a review page where the system will flag if any placeholders are missing from the dynamic document. Choose 'Finish' to complete the process and create the document set.
You should now be able to see the new template within the 'Online Document Sets' area.
Now you can proceed to executing RSUs for online signing.
You will be prompted to select the stakeholder to whom you wish to issue the grant. Select a stakeholder from the recommendations list shown, or start typing a name in the search bar to find the person you're looking for. If the person is not yet added to Capdesk, click the 'Or Add New RSU holder Instead' button.
Once you have selected the stakeholder you can proceed to entering the details of the RSU grant.
Select the relevant 'RSU plan' and 'Document Set'. As you can see, the document set we created earlier is now available to select.
The 'Expected Grant Date' field asks you for the date you expect the grant agreement to be signed by all parties. However, if signing is not completed by this date Capdesk will automatically adjust both the agreement and user interface to the date all parties (company and RSU holder) have signed the agreement.
Fill in all required information regarding the grant, compulsory details are marked for you with a red asterisk.
Selecting the 'Save draft' option will allow you to view the document before it is sent for signing.
Please note if your RSU plan is set up to use shares from an incentive pool, that pool must have enough available shares to cover the RSUs to be granted.
Now you have to wait for the grant recipient (and witness if included in the document set) to sign the grant agreement.
If you notice any details of the grant are incorrect you can cancel the RSU prior to it being countersigned by you, the issuer. Select the '...' action button to the far right of the grant and choose 'Cancel Execution'.
Check the current status of the RSU within the 'Online Issuances' tab. You can filter to see which ones are awaiting signing by grantholder (In Progress (Grant Holder Signing)) to chase up with the individuals.
The status will also update once the signing has been completed by the RSU holder and witness, so it is important to check this page regularly to know when it is your turn to sign. The status will show as, In Progress Issuer Signing (Awaiting Signature(s)), use this as a filter if you are executing multiple grants for signing.
Prior to commencing the issuer signing process, please ensure you have selected the default signatory (the person who will sign documents on behalf of the company).
Click on the '...' action button and select 'Review and Sign' to begin the issuer signing process.
If you require a witness you'll then be asked to select a witness, or 'Add New Witness'.
Selecting to add a new witness will direct you to a page where you can enter the personal information of the person you are selecting. When you have inputted these details, click 'Next'.
Your witness will receive an email inviting them to log in to Capdesk and sign the RSU agreement.
If the witness is already registered to Capdesk they will have a task assigned to them which can be found in the menu in the top right hand corner of the screen.
Once both parties are ready to sign you will be directed to Docusign to complete the process.
Select 'Continue' to proceed and read the first page of the agreement to ensure all details are correct. Then click 'Start' on the left-hand-side.
If signing for the first time you will be offered two options of a virtual signature to choose from. Click on the one you prefer and select 'Adopt and Sign' to add it to the document.
To finalise the signing, click on the finish button at the top right of your screen.
Now that all parties have signed, the RSU issuance is official!
Navigate back to your 'Online Issuances' tab where you should be able to see that the 'Status' section of your grant has changed to 'Complete'.
To download the signed RSU agreement in the future, navigate to 'RSU' in the left-hand side menu, and locate the name of the grant holder under 'Online Issuances'. Click on the 'View' button next to their name and on the right-hand side a tab called 'RSU Grant' will open. Scroll down to the bottom and you'll find it under 'Grant Documents', selecting the document name will download it as a PDF.
If you need further assistance, you can reach out to us by submitting a support ticket here.