A document set is a group of documents you can reuse in online grant issuances and exercises, with dynamic documents, which are reusable templates with Carta placeholders that Carta fills in with personalised data for each holder, as well as static documents which do not require personalisation.
For the purpose of this article, we will use the workflow for option grants as an example. Please, bear in mind that the same process is valid for all types of equity awards.
Online Document Set - Grant Issuance
1. Go to Equity grants > Options > Online Document Sets.
2. Click the Add Document Set button on the top right.
3. Select Type (Grant Issuance for Individual Stakeholders or Grant Issuance for Corporate Stakeholders), input a Name and click Next.
5. Click Add Dynamic Document to add the dynamic document (which needs to be edited with the relevant placeholders). Please note the only supported document type will be DOCX.
Each type of document has a set of Required and Optional placeholders that can be used. If you want to learn more about the dynamic placeholders please refer to this support guide. The categories of dynamic documents available are:
- Grant agreement (required)
- Power of attorney (optional)
6. Select a Type, which will define who will sign the document.
- Signed by grantholder and issuer
- Signed only by issuer
- Signed only by grantholder: to enable this option, you will need to go to Settings > Settings and Add-ons > Signing settings > check the Enable grantholder signatory only option > Save.
7. Click on Add document to add a Static Document, if applicable. These do not require any placeholders or signatures.
The categories of static documents available are:
- Section 431 (1) election
- Section 431 (2) election
- National insurance contribution agreement or election
- Exercise instructions
- Plan
- Board resolution
- Shareholder agreement
- Other
8. Choose who will be the first to sign the agreement - the Grantholder or the Issuer (your company).
When adding the placeholders it is very important that you copy them as they are presented in the list and in a clear format. You will also need to highlight them in the document and make sure there are no extra highlighted spaces.
9. Click Next at the bottom of the screen.
10. Review the document set - if any required placeholders are missing, the platform will flag. If so, click Previous, remove the document, re-edit and upload until there are no error messages.
On the Review page you can also preview an example of your document which will be populated with dummy data. This is to ensure all placeholders will populate correctly the data and to give you an overview of what the document will look like once you send it for signing.
11. Click Finish to save the document set.
Once the document set is created, you can edit the document by navigating Equity awards > Options > Online Document Sets > action button > Edit.
| Please note, the changes will only come into effect for any new grants issued after the amendments, any grants issued and signed already will not change. |
Online Document Set - Grant Exercise
1. Go to Equity awards > Options > Online Document Sets.
2. Click the Add Document Set button on the top right.
3. Select Type (Grant Exercise for Individual Stakeholders or Grant Exercise for Corporate Stakeholders), input a Name and click Next.
5. Click Add Dynamic Document to add the dynamic document (which needs to be edited with the relevant placeholders). Please note the only supported document type will be DOCX.
Each type of document has a set of Required and Optional placeholders that can be used. If you want to learn more about the dynamic placeholders please refer to this support guide. The categories of dynamic documents available are:
- Exercise notice
- Section 431 (1) election
- Section 431 (2) election
- Deed of adherence
6. Click on Add document to add a Static Document, if applicable. These do not require any placeholders or signatures.
- Shareholder's agreement
- Articles of association
- Other
7. Click Next at the bottom of the screen.
8. Review the document set - if any required placeholders are missing, the platform will flag. If so, click Previous, remove the document, re-edit and upload until there are no error messages.
On the Review page you can also preview an example of your document which will be populated with dummy data. This is to ensure all placeholders will populate correctly the data and to give you an overview of what the document will look like once you send it for signing.
9. Click Finish to save the document set.
Once the document set is created, you can edit the document by navigating Equity awards > Options > Online Document Sets > action button > Edit.
| Please note, the changes will only come into effect for any new grants issued after the amendments, any grants issued and signed already will not change. |