Learn how to quickly set up equity tables per employee or via bulk import
Whether a company is a start-up or publicly traded conglomerate, it has become common practice to offer equity to employees, yet the ability to manage and most importantly — to clearly understand equity — has become an intricate and perplexing one. This is true both for HR experts, as well as employees. Not anymore! Now you can set up equity tables quickly and inefficiently by inputting data manually, or via bulk import.
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Key benefits of equity tables:
- Plan ahead: Manage current and future employee equity plans.
- Encourage transparency: Both admins and stakeholders can view equity status, reports and schedules.
- Save time: streamline the entire equity management process, including approval from C level (CFO/CEO) and board of directors.
Before we begin
Did you set up your vesting schedule? Make sure you have set it/them up, as it is a mandatory component for completing the set up of equity tables. Click here for instructions on how to set up vesting schedules.
How to set up Equity tables manually (per individual employee)
Equity Tables were designed for efficiency; a single location where you can quickly add data pertaining to a new equity grant, as well as edit existing equity tables. Setting up an equity table for an employee (or multiple employees) manually, simply means filling in the data on the Employee(s) Profile page:
- From the left menu select People > Directory
- Choose an individual from the table of employees and click that row. You will be directed to the Employee profile page.
- Scroll down to the Equity table (or you can use the search bar on top and type in “equity” to jump to that table). You will be presented with an empty equity table.
- Click the pen icon to the left.
- Click +Add Row. An empty table will pop up, fill in the following fields:
- Grant number: a unique number assigned per equity grant that cannot be repeated e.g., if “1” is chosen for a certain employee, the system will not allow “1” to be used again. This is a safeguard as the number assigned will serve as an identifier when searching and importing data.
- Equity type: A piece of the company that is assigned a value. Choose your equity type from the dropdown.
- Options: portions of the company that can be sold or bought based on certain criteria.
- RSU: Restricted Stock Unit
- Stock awards: alternative form of stock
- Edit list: Remove or add equity types. Note: Once you add an equity type to the dropdown, click outside the field, and it will automatically be saved.
- Grant type: Defines the type of grant
- Initial: Grant based on start date
- Merit: Grant based on accomplishments
- Edit list: Remove or add grant types
- Quantity: The number of units that are being granted to the employee, e.g., 2000.
- Grant date: The date on which the equity grant is approved by the company's board of directors.
- Vesting effective date: The day the grant starts to vest.
- Vesting Schedule: Defines how the equity will vest throughout the vesting term. Choose from the dropdown list.
*Note: the list is pulled from the vesting schedules that were pre-created by admins. If a vesting schedule has not yet been created yet, click here for quick setup instructions.
- Grant Status: the approval status of your equity grant.
Note: equity grants require board approval, which often takes place every quarter; so the Grant Status may be assigned as a commitment that turns into a contract once the board approves it. Therefore, this field is not mandatory; it serves to differentiate between equity records that are still awaiting board approval and equity grants that have already been approved by the board). Only star fields are mandatory: you need to have a value to create an initial record.
- Option expiration: reflects the time in which you can no longer exercise your options, e.g., 2028.
- Exercise price: The price an employee pays the company for shares purchased when exercising options. The price is listed by unit and currency of unit, e.g., 2.00 USD. *Note - the grant price must be set on the grant date.
- Click Add>Done and a summary of the equity table will appear. The equity table is always accessible as a quick-view of your current equity status.
How to edit or update an employee’s equity table
Editing an employee’s equity table is as easy as pie:
- From the left menu select People > Directory. On the Employee profile page. Head to the Equity table section.
- Click the pen icon.
- Choose the desired row you would like to edit, hover over the three dot menu and click Edit.
How to set up Equity tables via bulk data import
Importing bulk data is a great way to save time; especially when you’ve already organized all the information beforehand (otherwise we have a simple-pre-made template where you input the raw data). The process for importing bulk data to employee equity tables is no different than any other standard data import in Bob.
- From the left menu select People > Import. You will be automatically directed to the Import page.
- Head to the Import Table Data section and choose Equity from the dropdown
- Toggle on, Add new Data (or Replace existing and add new records if you would like to update data). Click here for directions on how to complete the bulk import process.
Hurray, you have now set up equity tables for your employees! Want to review all that you've just done? Click here for instructions on how to review Equity vesting reports and Equity summary reports.
If you’re unsure about anything please submit a ticket and our Customer Experience team will be happy to assist.