Skip to main content

How do I manage enrolment windows and process enrolment requests?

Create SIP, SAYE or ESPP enrolment windows, collect employee contribution requests, and confirm or decline them in Ledgy.

Written by Debora Lima

Introduction

Enrolment windows let you collect participation requests for SIP, SAYE and ESPP plans directly in Ledgy. You choose the plan, decide who is invited, set the enrolment dates and contribution limits, and optionally share guidelines. Stakeholders then submit their contribution choices from their dashboard, and you confirm or decline each request in one place, with no spreadsheets or email forms.

Who can manage enrolment windows: account admins who can enable exercising. To create or edit a window, you also need permission to edit equity plans and stakeholders.

Availability: enrolment windows are available on Scale and Enterprise plans and need to be switched on for your company. Contact your Customer Success Manager to enable them.

Before you start

If you are an account admin, make sure that:

  • The SIP, SAYE or ESPP equity plan you want to open the window for is set up in Ledgy. Each window is linked to one equity plan.

  • You know which stakeholders should be invited to enrol.

  • You know the enrolment dates, the offering period (ESPP only) and the contribution limits you want to allow.

  • Any guidelines or plan documents you want stakeholders to read are ready, as a document or a link.

Step 1: Create an enrolment window

If you are an account admin:

  1. Go to Equity Events > Enrolments and click Add enrolment . This opens the Add window form with Window type already set to Enrolment.
    ​

  2. Select the Enrolment type (SIP, SAYE or ESPP) and the Equity plan. You can link one plan per window.

  3. Optionally enter a Window name. If you leave it blank, stakeholders see the plan name instead.

  4. Under Affected stakeholders:

    • Select the Stakeholders who can enrol.

    • Switch on Notify affected stakeholders if you want Ledgy to email them an invitation when the window opens. The note you add here is included in that email.

    • Switch on Customise enrolment message if you want to replace the default text shown on the stakeholder's enrolment card.
      ​

  5. Under Window period, set the Opening date and, if needed, the Closing date. A closing date is required for SAYE and optional for SIP and ESPP.

  6. For ESPP, fill in the Offering period dates. SIP and SAYE windows don't have offering period fields.

  7. Complete the Contribution settings:

    • Contribution frequency: monthly for SIP and SAYE. For ESPP, choose Once, Weekly, Twice a month, Monthly or Yearly.

    • Limits for SIP and SAYE: Min individual contribution and Max individual contribution. These are limits per payment.

    • Limits for ESPP: Minimum total amount and Maximum total amount. These are limits for the whole offering period.

  8. For ESPP, choose the Payment options stakeholders can use: Bank transfer, Payroll deduction, or both. SIP and SAYE always use payroll deduction, so this section isn't shown.

  9. Optionally add Guidelines using the Document or Link tab, so stakeholders can read the plan rules before they submit.

  10. Click Save.

Saving a window doesn't create any enrolment requests. The Enrolments page lists requests as stakeholders submit them. To see, edit or delete the window itself, click Open windows (top right), which takes you to Equity Events > Windows.
​

Differences by plan type

  • SIP: monthly contributions, payroll deduction only, closing date optional, no offering period, limits per payment (shown in GBP).

  • SAYE: monthly contributions, payroll deduction only, closing date required, no offering period, limits per payment.

  • ESPP: Once, Weekly, Twice a month, Monthly or Yearly contributions, Bank transfer and/or Payroll deduction, closing date optional, offering period dates, limits for the total amount.

How contribution amounts work

Stakeholders always enter the amount they want to contribute each time (for example, per month for a monthly plan). Ledgy multiplies that amount by the number of contributions to show the total contribution.

The Contribution Summary on the stakeholder's form shows.

  • Individual contribution: the amount they entered

  • Number of contributions

  • Total contribution

How the limits are checked depends on the plan type. For SIP and SAYE, each individual contribution must be within the min and max you set. For ESPP, the total contribution for the offering period must be within the minimum and maximum total amount.

All amounts are in your company currency. Ledgy doesn't convert them into each stakeholder's local currency.

For ESPP, shares are allocated in whole units, so the amount actually invested may be rounded down. Stakeholders see a note about this on the form.

Step 2: What stakeholders see

If you are a stakeholder, open enrolment windows appear in the Enrolments section of your dashboard once the opening date is reached.

  1. Click Enrol now on the enrolment card.

  2. Read the message from your company and open any guidelines.

  3. Enter your contribution amount.

  4. For ESPP, select a Payment method if more than one is offered.

  5. Check the Contribution Summary.

  6. If guidelines were added, tick I have read and agree to the plan guidelines.

  7. Click Request enrolment.

Important: if the window has guidelines, you can't submit your request until you tick I have read and agree to the plan guidelines.

After submitting, you see Enrolment request sent successfully with the message "You can track its progress on your homepage." .
​

Good to know: stakeholders can't withdraw or change a request after submitting it. If something needs to change, ask your account admin to decline the request so you can submit a new one while the window is open.

Step 3: Review enrolment requests

If you are an account admin, you can reach enrolment requests in two ways:

  • Go to Equity Events > Enrolments.

  • Open the Review enrolments task on your Admin Home page.

Select one or more rows with the status Enrolment requested, then:

  • Confirm: the stakeholder becomes Enrolled. After this, you can issue grants to them.

  • Decline: the request becomes Declined and the stakeholder isn't enrolled.

Both actions work on a single row or on several selected rows at once.
​

The Status column can show:

  • Enrolment requested: waiting for you to confirm or decline

  • Enrolled: you confirmed the request

  • Declined: you declined the request

  • Canceled: you canceled the enrolment after confirming it

  • Completed: you marked the offering period as complete

Important: Ledgy doesn't email stakeholders when you confirm or decline a request. They see the updated status on their dashboard. Let them know directly if you want to tell them about the decision.

If you decline a request

When you click Decline, you confirm the action in the Reject enrolment window. The stakeholder isn't enrolled.
​

While the window is still open, a stakeholder whose request was declined can submit a new request. This is the only case where a stakeholder can request again: if their enrolment was Canceled or Completed, they can't enrol in the same window again.

After confirming: contributions, grants and completion

If you are an account admin, these actions are available for Enrolled rows on the Enrolments page:

  • Confirm contribution: record that a contribution was received. This updates the number of contributions to date.

  • Issue grant: pick the Contribution date and the Price per share (FMV), then complete the grant in the bulk import step. Enter the number of shares for each stakeholder there. You need permission to edit equity plans to use this action, and it's also available for Canceled and Completed rows.

  • Cancel: end a confirmed enrolment. The status becomes Canceled and the stakeholder can't enrol again in this window.

  • Mark as complete: mark the offering period as complete for the selected stakeholders. The status becomes Completed.

For the full contribution and grant workflow, see How do I manage enrolment windows and process employee enrolments?

When stakeholders can submit

Stakeholders can only submit new enrolment requests while the window is open:

  • The opening date must have been reached.

  • If a closing date is set, requests are accepted up to and including that date.

After the closing date, stakeholders can no longer submit new requests for that window.

FAQs

Can a stakeholder submit more than one enrolment request?

Only if their earlier request was declined and the window is still open. A stakeholder whose enrolment was canceled or completed can't enrol in the same window again.

Can a stakeholder withdraw or change their request?

No, stakeholders can't withdraw a request themselves. An account admin can decline the request, so the stakeholder can submit a new one while the window is open.

Do stakeholders enter a total contribution or a periodic contribution?

They enter the amount for each contribution. Ledgy multiplies it by the number of contributions to show the total contribution.

Will stakeholders get an email when I confirm or decline their request?

No. Ledgy only sends the invitation email when the window opens. Stakeholders see the updated status on their dashboard.

What happens if I add guidelines?

Stakeholders can open the document or link from the enrolment form. They must tick I have read and agree to the plan guidelines before they can submit their request.

What payment methods are available?

SIP and SAYE always use payroll deduction. For ESPP, you can offer bank transfer, payroll deduction, or both.

Can I create an enrolment window without a closing date?

Yes for ESPP and SIP, no for SAYE. A window without a closing date stays open after the opening date. There's no separate close action: to end a window early, go to Equity Events > Windows, click Edit and set a closing date.

Can I link more than one equity plan to a window?

No, each enrolment window is linked to one equity plan. Create a separate window for each plan.

Which currency are amounts shown in?

Your company currency. Ledgy doesn't convert contribution limits or amounts into each stakeholder's local currency.

How do I edit or delete an enrolment window?

Click Open windows on the Enrolments page, or go to Equity Events > Windows, and use Edit or Delete. You can't delete a window while it has pending enrolment requests.

What do stakeholders see after submitting?

They see Enrolment request sent successfully and can track the status of their request from their homepage.

Related articles

Related Articles
Did this answer your question?