Introduction
Enrolment windows let you invite selected employees to join one equity plan through a structured workflow in Ledgy. They are designed for ESPP, SAYE, and SIP plans.
The workflow has five stages:
Create the enrolment window
Let employees submit their enrolment request from the Stakeholder Dashboard
Review and approve or decline those requests
Track contributions during the offering period
Issue the resulting grant and close the workflow
This article explains what employees see at each stage and how admins manage the full process.
Before you start
One equity plan per enrolment window: each enrolment window can only be linked to a single equity plan.
Supported plan types: enrolment windows currently support ESPP, SAYE, and SIP workflows.
Scheme-specific rules:
SAYE requires a closing date and uses monthly contributions via payroll deduction.
SIP uses monthly contributions via payroll deduction.
ESPP supports one-time, weekly, twice-per-month, monthly, or yearly contributions, and can offer payroll deduction and/or bank transfer.
Saving a window does not create enrolment requests: the employee request is only created after the employee clicks Request enrolment on their dashboard.
Step 1: Create an enrolment window
Go to Equity Events > Enrolments and click Add enrolment.
When creating the window, Ledgy asks you to configure:
Window name - optional, but important because this is shown to employees as the card title during enrolment
Equity plan - exactly one plan must be selected
Affected stakeholders - the employees who should be able to enrol
Enrolment type - ESPP, SAYE, or SIP
Opening date - when the enrolment card becomes actionable
Closing date - optional for ESPP and SIP, required for SAYE
Offering period start and end dates - the contribution period used to calculate the expected total contribution
Contribution frequency - depends on the selected plan type
Minimum total amount and maximum total amount
Payment method(s) - payroll deduction, bank transfer, or both depending on plan type
Custom message - optional text shown on the employee card
Guidelines - optional document or link employees can open before requesting enrolment
Notify affected stakeholders - optional email sent when the window opens, with an optional note
Once you click Save, the enrolment window is created and becomes available to the selected employees when the opening date is reached.
Step 2: What employees see on the Stakeholder Dashboard
When the window is open, the employee sees an enrolment card on their dashboard. The card shows the window name (or plan name if no custom name is set), the message for the plan, the remaining time, and an Enrol now link.
When the employee opens the enrolment form, they can:
Enter their individual contribution amount
Select a contribution method if you enabled more than one payment method
Review a summary showing:
the contribution amount per cycle
the number of contributions expected
the total contribution for the full offering period
Open the guidelines link or document, if one was attached
If guidelines are attached, the employee must tick I have read and agree to the plan guidelines before submitting.
They then click Request enrolment. Ledgy creates the enrolment request at that moment.
Important: the amount employees enter is the amount per contribution period, not the full total. Ledgy multiplies it by the number of planned contributions to show the full expected total.
For ESPP enrolments, Ledgy also shows a note that shares are allocated in whole units, so the final invested amount may be rounded down if the amount does not divide evenly by the share price.
Step 3: Review employee requests
After an employee submits a request, it appears on the admin side as Enrolment requested. You can review requests from the Enrolments page, and they also appear in the company task list as Review enrolments.
At this stage, you can:
Confirm - this approves the request and marks the employee as enrolled
Decline - this rejects the request
After you confirm the enrolment, the employee dashboard changes:
Before the offering period starts: the employee sees their future contribution schedule and the window shows as Awaiting contribution.
After the offering period starts: the dashboard shows progress against the expected total contribution.
If you decline an enrolment, the employee sees it as declined, and they can submit a new request for the same window later.
Step 4: Track contributions during the offering period
Once the employee is enrolled, you can keep the record up to date from the Enrolments page.
The main actions are:
Confirm contribution - adds one contribution cycle to the contribution history using the employee's selected amount and contribution method
Cancel - stops the participation for an already enrolled employee
For recurring schedules, Ledgy shows the total expected contribution and how much has been recorded so far.
For one-time contribution windows, once the contribution is fully recorded, the employee card changes to indicate that their grant will be issued soon.
Step 5: Issue the grant
When contributions have been recorded and you are ready to convert the offering into equity, select the relevant enrolments and click Issue grant.
Ledgy then asks for:
Contribution date
Fair market value
After that, Ledgy opens a bulk transaction flow and pre-fills the grant or increase entries using the selected enrolments, the linked equity plan, and the recorded contribution totals.
Review the generated transactions carefully, then create them.
Important: if you are processing a mixed batch of stock-type and option-type plans, you need to issue them in separate batches.
Once the grant is issued, the enrolment can move to Completed, and the employee dashboard shows the workflow as completed.
Step 6: Publish the resulting transaction and close the workflow
After issuing the grant, review the resulting transaction in Ownership > Transactions and publish it if it is still in draft. Publishing is what updates the cap table and stakeholder holdings.
When everything is finished, you can use Mark as complete on the enrolment. Ledgy warns that this removes the offering-period information from the employee dashboard within 30 days, so it is best used only after the equity has been issued and the related transaction has been published.
FAQs
Does saving an enrolment window create enrolment records straight away?
No. Saving creates the window only. The actual enrolment request is created only when an employee submits it from their dashboard.
Can an employee submit more than one active request for the same enrolment window?
No. An employee cannot create another active request for the same window while an existing request is still active. If their earlier request was declined, they can submit again.
Can I leave an enrolment window without a closing date?
Yes for ESPP and SIP workflows. No for SAYE, where a closing date is required.
What does the employee-entered amount represent?
It is the amount for each contribution cycle, not the full amount for the whole offering period. Ledgy calculates the expected total automatically.
What happens if I attach guidelines?
The employee can open the attached document or link from the dashboard, and they must confirm that they have read and agreed to the guidelines before they can submit their request.
When should I use Mark as complete?
Use it at the end of the workflow, after the grant has been issued and the related transaction has been published. This keeps the stakeholder dashboard aligned with the real state of the plan.
What does the employee see after completion?
The dashboard shows the enrolment as completed. If the created grant is already reflected in the stakeholder holdings, Ledgy can also show the granted share amount and a grant reference on the completed card.