To access Orchestra's grant creation wizard you will need to be logged into Orchestra and have access as a company administrator to make any changes. From your Dashboard click the 'ESOP & Options' tab from the left side menu. Click on 'Manage pool'.
To use the grant creation wizard you will need to add the following to your pool via 'Settings' and 'Edit Pool':
- Signatory (the company signatory who will sign the ESOP documents)
- ESOP rules document
Click on 'Create a new grant'. You can choose from existing option holders, or create a new option holder. Fill out the grant particulars and 'Submit'.
Click on the option holder name to go into the newly created grant. Create your vesting schedules.
Click on the 'Preview the letter' button at step 3 of 'Setting up the ESOP Grant' to review the offer invitation letter that you will be sending to the option holder. If you're happy that all of the details are correct, click on the 'Generate and send' button.
A window will pop up that confirms you wish to generate the grant letter and ESOP rules document for the option holder. Click on the 'Generate and send email' button.
The ESOP rules document is emailed to the option holder.
Click on the 'Send document' button to email the grant letter for signing to the option holder. This is a second email that follows the sending of the ESOP rules.
You can add a customised message to your employee. Click 'Continue'.
Here's an example message:
Click on the 'Send document' button. A confirmation window will pop up - click OK to email the offer letter.
The offer letter has been emailed to the participant for digital signing. The grant wizard is awaiting the signed letter from the participant.
The participant will receive this email from our Orchestra partner DocuSign. The participant needs to click 'REVIEW DOCUMENT'.
The participant will be guided to check the box that states 'I agree to use electronic records and signatures' and 'CONTINUE'.
The offer letter document will then be available to read. Yellow tabs guide the participant through the signing process.
To sign the document the participant will need to adopt a signature by selecting an existing one, drawing or uploading.
Once the signature is added, the participant selects 'FINISH'. The document will then be able to be downloaded by the participant if they like, and will be stored in their Orchestra portal too. They will receive an email confirmation.
The signed offer letter will be automatically stored on the participant's ESOP grant, available to both the participant and company administrator.
The company administrator who sent the offer letter for signing will receive an email notification when the offer letter is e-signed. The final step is to invite the participant to create their Orchestra login to view their personal holding using the 'Invite [participant name]' button on their grant.