Share Grant Signing on Capdesk

This article explains how to execute share grants on Capdesk for signing

When you issue share grants to grantholders and require them to sign an agreement. We can execute the signing for this on Capdesk. This feature can only be used if you are live.

Using any of  online signing features (share certificates, option grant signing, etc) on Capdesk will, by default, use our DocuSign account and this will cost you £2.50 per document to cover the cost of signing. However, we allow you to log in to your own DocuSign account so there is no additional cost for you. 
For more assistance on how to add your own Docusign account, you can find the support article here.

To proceed with this feature, you will need to set up your share grant agreement on Capdesk, issue the share grants that you would like to be signed and allow for all relevant parties to complete the signing.

If you have not already done so, you need to enable the share grants add-on. To do this, click Settings and Add-ons (under Settings) -> tick Share Grants Add-on -> Save. The Share Grants tab will then appear under Equity Awards.

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1. Setting up your share grant agreement

To set up your share agreement, a share grant plan has to be on Capdesk. For more information on how to add a plan, click here.

Now you will need to add the agreement template, go to Share Grants (under Equity Awards) -> Online Document Templates -> Add Template (green button).

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You will then have to select a template type, either a grant issuance to an individual stakeholder or a corporate stakeholder. Additionally, the corresponding plan and name need to be selected. 

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Next, click on the 'Dynamic Document' button. This refers to your actual agreement template, and it's referred to as dynamic because every time you issue a new grant on Capdesk, the platform will automatically fill out the template with the data that is relevant in each occasion (eg. the name of each new grantholder, date, etc.).

You will need to select the type share grant agreement, whether it is signed by both the grantholder and the issuer (this could also be by deeds), or only by the issuer. 

Next, click 'Choose File' and upload the agreement, the agreement will require Capdesk placeholders to be entered in the agreement so we can populate the information. You can see a list of these by clicking on 'View available placeholders'.

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For your convenience, Capdesk provides a sample template 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. It is not intended for use. If you do not already have a share grant agreement of your own, we recommend you consult your legal adviser.

Once you have uploaded your agreement that includes the Capdesk placeholders, you should be able to see it in a narrow green box on the right side of your screen, as shown below.

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Additionally, you can add "Static Documents" which are any other documents you would like your grantholder to have access to and this is not mandatory.

Once you have clicked on save, it will appear under 'Online Document Templates'.

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2. Executing share grant issuances

To issue share grants online (for signing), go to Share Grants (under Equity Awards) -> Online Issuances -> Issue Grant Online.

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Then, select the stakeholder that you would like to issue the share grant to. If the stakeholder is not currently recorded on Capdesk, click 'Or Add New Shareholder Instead' and enter their corresponding details to register them. 

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Once the stakeholder has been selected, select the relevant share plan and document template that you previously uploaded, as well as the specific details about the share grant. 

To learn more about how to manually record share grants, click here.

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Once this data has been filled, you can either save the grant as a draft, or send for signing. 

Please note that we use DocuSign for the electronic signatures, and we allow you to sign in to your own DocuSign if applicable. If you do not have a DocuSign account, you are able to use ours but as DocuSign charges us £2.50 per signed document, we will be passing this cost back onto you. If you need further support to log into your DocuSign account, click here.

If you have chosen to save the grant as a draft, it will appear on the 'Online Issuances' page. To review the agreement to see what it looks like, click 'View'.

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When you are ready to sign the share grant, click the corresponding action button -> 'Send for Signing'. If you need to update the share grant details, you will need to delete the share grant then issue the share grant again for the agreement to be updated. If you edit the share grant, the updated information will not be reflected in the agreement.

Please note if your share grant plan pulls shares from an incentive pool, that pool must have enough available shares to cover the share grants to be granted.

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Once sent for signing, you will see the status of the share grant will change to 'In Progress' and highlights who needs to sign the agreement (in the Assignee column). 

The grantholder will receive an email telling them to sign the agreement. If you would like to view this email and potentially edit it, click Email Templates (under Settings) -> corresponding action button -> View/Edit.

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Now you have to wait for the grantholder and their witness (which the grant holder will provide themselves, if applicable) to sign the agreement before you (and your own witness, if applicable) can do so too.

Once the grantholder have signed, you will need to sign the agreement and the status is 'Issuer signing awaiting Signatures'.

[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 about how to do this here.]

Click on the action button (...) on the far right of your name section and select 'Review and Sign'.

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If you are ready to sign the agreement, click 'Continue'. 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'.

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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:

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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.

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To finalise the signing, select the "Finish" button at the top of your screen.

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Once the all parties have completed the signing, the status will be marked as complete. If the issuer would like to view the signed document, click View -> Online Documents. Here you will find the document in which you can download.

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If the grantholder would like to access the signed document, they have to log into their Capdesk account -> click the documents tab in the top right of the page -> select the company. Here they will find their relevant documents.

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If you need further assistance, you can reach out to us by submitting a support ticket here.