To set-up and manage a company ESOP in Orchestra you need to be an Administrator for the company.
Setting up an ESOP in Orchestra:
In the Orchestra menu, select the "ESOP & Options" tab and "View Pools".
Creating Pools: these are based on the amount of equity allocated by your company for the ESOP. You can name the ESOP pool, confirm the type (options, phantom or loan to purchase shares) and enter the maximum number of options in the pool.
Once your ESOP pool is created, you can see an overview of the details on your ESOP dashboard including the number of options at each stage (granted, vested, exercised):
You can create grants for each ESOP participant including the number of options, exercise price, start date and expiry date, and upload supporting documents (such as the Grant Offer letter when this is completed):
Creating Vesting Schedules:
For each grant, you create vesting schedules including regular or one-off automatic schedules or manual / performance-based schedules:
Once your ESOP participant has signed their Grant Offer letter, if they are new to Orchestra, you can invite them to access their ESOP details using the blue "Invite" button on their grant screen:
You can also add a custom message to the invitation:
Alternatively, if they have an exisiting Orchestra log-in you can email them through the Communications tool (How do I send shareholder communications to my shareholders?) so that they can view their new ESOP details in Orchestra.
When grant holders have vested options, these can be exercised and converted into shares:
This can be done within the ESOP or by creating a share transaction so that the company share register is updated and correct. The share details need to be entered and supporting documents (such as the Option Exercise Notice from the employee) can be uploaded.
Subject to your company’s requirements for the selling and purchasing of shares, share transactions can be managed through the share transfer process in Orchestra: