This guide will give you a quick run-through of how to execute and sign an option grant.
Before you can start executing option grants for signing, you will need to add the option agreement template on Capdesk. You can find out more how to do that here. [Please note you will also need to be live]
Once you have added the option agreement template, navigate to the left hand-side menu and select 'Options' under Equity Awards. Then click on the green 'Add Grant' button, and choose 'Execute on Capdesk' from the drop-down menu.
This will prompt you 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 you're issuing the grant is not already an optionholder in your company, click the 'Add New Optionholder Instead Button' to create their optionholder profile.
For new optionholders, you'll be asked to provide some basic information about them. Then click 'Next'.
Once you've selected your optionholder, you'll need to fill out some details on the grant, as shown below.
Please note that you must have a document template saved on Capdesk under your selected option plan before you can issue a grant option under that plan. If you don't, you can add one under 'Options' - 'Document Template'. If you need assistance with setting up a template, please refer to our relevant help article here.
Also, the 'Expected Grant Date' field asks you for the date you expect the grant agreement to be signed by all parties. However, if this date ends up being inaccurate, Capdesk will automatically adjust it to the date both parties (company and optionholder) has signed the agreement.
When you have added all necessary information, click 'Send for Signing'.
Please note if your option plan pulls shares form an incentive pool, that pool must have enough available shares to cover the options to be granted.
Now you have to wait for the grant recipient and their witness (which the grantholder will provide themselves) to sign the grant agreement before you and your own witness can do so too.
[N.B. please ensure you have selected the default signatory (the person who will sign documents on behalf of the company). You can learn more on how to do this here.]
In the meantime, you can manage your grant by going back into the 'Options' section, finding the name of your grantholder, and clicking on the action button (...) on the far right of their name section.
To review the status of your issued grant, go to the 'Tasks' section of the left hand-side menu.
Here you can see the stage at which your grant is at the moment.
This is also where you will be able to see when it's time for you and your witness to sign the document, so please make sure to check this tab regularly.
When the section 'State' says 'Awaiting Witness Details' next to your name, it means the first two parties have signed, and it is now your turn to sign the option agreement.
Click on the action button (...) on the far right of your name section and select 'Provide Witness Details'.
This will allow you to enter the personal information of the person you wish to be your witness. When you are done, click 'Finish'.
Your witness will receive an email inviting them to log in to Capdesk and sign the option agreement.
Meanwhile, you will be directed back to 'Tasks', where the grant state should have changed to 'Awaiting Signature'. Click on the action button (...), and select 'Review and Sign'.
You will now be shown a reminder that you and your witness needs to be in the same physical location when signing (to render the signing ceremony valid under UK law). Please note that the platform will not let you or your witness sign the document before you are both logged in and found in the same location.
When both parties are ready to sign, you will be shown the grant agreement but will not be allowed to see it in full before you select the 'Continue Button'. If you wish to take a different action (eg. sign later, decline a.o.) you can do so by choosing the relevant option in 'More Options'.
If you clicked continue, you must read the first page of the agreement to ensure all details are correct. Then click 'Start' on the left hand-side.
This will take you to the last page of the document, where you'll be required to add an electronic signature indicated by the yellow and red icon shown below:
To sign, click on the icon. This will automatically offer you 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, select the 'Finish' button at the top of your screen.
Now that all parties have signed, the grant issuance is official. If you navigate back to your 'Tasks' tab, you should be able to see that the 'State' section of your grant has changed to 'Complete'.
Finally, if you wish to download the signed option agreement in the future, navigate to 'Options' in the left hand-side menu, and locate the name of the grantholder. Click on the action button next to their name, and select 'Transactions'. This should present you with a screen that says 'Issuance', referring to the grant(s) that have been issued to the grantholder.
Click 'Issuance'. A side-bar menu will appear on the right. The signed agreement (along with other documents you may have stored) will appear under 'Documents' section. Click on the document to download it on your personal device.