Intro
Setting up automation rules puts your grant creation on autopilot. On one hand, it enables the automatic creation of draft grants when certain rules apply. Additionally, stakeholders can be selected from the Stakeholders page and the draft grants can be generated in one click.
How can grants be automated?
Automated granting upon HRIS sync
If a rule is enabled for HRIS sync
An HRIS sync is run
Then, the employees who match the conditions will receive grants according to the rule
By bulk granting
On the stakeholder page, stakeholders can be bulk-selected
At "Equity Plans" > Grants > “Add grant” it is possible to run rules manually for those stakeholders
The two ways of defining granting rules
A fixed amount
Choose an amount of units to be given out in the grant, i.e. the number of options or phantoms, etc.
The same amount will be given to all stakeholders to which the rule conditions apply
Percentage of salary
The value of the grant will be calculated based on a percentage of their salary (synced from your HRIS)
Usually, the percentages are different by department/team and seniority (all stakeholder fields synced from your HRIS)
In order to calculate the grant amount, it is necessary also to provide a share price to be used for the calculations:
Basically
grant value = salary * percentage
grant amount = grant value / share price
or in another way
grant amount = percentage of salary / share price
How to create granting rules
Go to Company Settings → Data Management → Add automation rule
Rule settings:
Give the rule a name
Define which stakeholders the rule applies to. Set up filters by stakeholder custom fields, e.g. department, seniority, etc. and employment fields.
⚠️ Note: filters are additive, meaning that stakeholders must match all conditions for a rule to apply to them. You can use ‘OR’ conditions to select multiple values for a given filter. For example: you may want to apply the same rule to employees across multiple entities, and of multiple seniorities.
Employment fields:
terminationDate,
employmentStatus,
jobTitle,
payRate,
payPeriod,
payCurrency,
employmentType,
team,
workCity,
workCountry,
manager,
Define which plan the grant should come from
Define the grant
A flat amount to be given
Percentage of stakeholder salary
Note: To use the percentage of salary calculation, we need the following fields from HRIS:
payRate&payPeriod. PayPeriod is mandatory and payRate is optional. Further, if payPeriod is not provided, we assume that the payRate is annual.
Decide if the rule should be applied automatically upon HRIS sync
✅ If enabled, run HRIS sync (you can see in the preview which stakeholders will receive grants)
⛔ If disabled, you can still run all rules manually to bulk grant to stakeholders from the stakeholders list
Once a rule has been applied, there will be draft transactions and, if applicable, draft grant documents & signatures (depending on the plan presets)
The admin now has the opportunity to review those changes before publishing them
Required access rights
For simple access rights: Admin or Owner
For custom access rights:
To set up the workflow rules in settings:
data management settings+view employee equity distribution+view documents and signatures+view stakeholders+has ALL stakeholder accessTo bulk grant from the stakeholder page:
data management settings+ **manage** employee equity distribution+ **manage** documents and signatures+view stakeholders+has ALL stakeholder access
Limitations
Plan: Scale
Fractional shares are currently not supported. You can still use the automated granting feature. However, our calculation does not produce fractional grant amounts. We always round to the closest integer.
Salary
Multiple currencies for salaries (we currently treat everything submitted in the salary field per the company’s defined base currency in Ledgy)
Currently, there is no validation for filters in place, meaning users are responsible for making sure filters make sense together. For example, there is nothing preventing you from setting multiple filter value conditions on the same field (e.g.
department must be “sales”then add another filterdepartment must be “CX”), which would lead to no results.
Supported HRIS:
Supported HRIS:
7 shifts
ADP Workforce
AlexisHr
Altera Payroll*
BambooHr
Breathe
Ceridian Dayforce
Charlie HR
ChartHop
Deel
Factorial
Freshteam
Gusto
Hibob
HR cloud
Hr Partner
Humaans
IntelliHr
Namely
Nmbrs*
Officient
OysterHR
PayCaptain*
Paychex
Paycor
Paylocity
PeopleHR
Personio
Proliant
Rippling (support of fields dependent on when the customer created the API token)
Sage HR
SAP SuccessFactors*
Sapling
Square Payroll
TriNet
UKG Pro
UKG Ready
Workday
Zenefits
*These HRIS are supported but only work if users have their salary input in HRIS as an annual salary.
FAQ
Why don't you take the latest share price from the cap table when I set up a granting rule by salary percentage?
There are use cases where you want a different share price than your latest share price from your cap table. We’d also give you the option to create multiple rules with different share prices.
How is the salary interpreted for different pay periods?
We use the annual salary to calculate the grant amounts. If the pay period value is ‘annual’, we will use the salary value directly to calculate grants. If the pay period is more granular (e.g. ‘monthly’, ‘daily’, ‘weekly’, etc), then we will use a conversion factor to calculate the annual salary.
If pay period is unset or it's an unrecognised value, we assume the salary is annual.