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List of Documents for Implementation Onboarding

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Introduction 

Welcome to Implementation Onboarding. This article provides an outline of the required documents needed by the implementation team to help build and import your cap table into the platform, and best practices regarding your onboarding documents.

If you do not have a cap table or ledger, you can download a template from this article. For more information about the onboarding process, please see this article.

Required documents for implementation onboarding

An up-to-date cap table

  • This should include stock class information, and all holdings organized by the stockholder's legal name. 

List of stockholders

  • Include legal names and corresponding email address for each stockholder.
  • For firms or other third party entities, include the primary contact name and email if possible in addition to the name of the firm. 

Stock ledger

  • Include detailed information for all historical and outstanding securities, including details such as the issue date, number of shares, amount paid, price per share, and the source of the security (e.g. common stock purchase, option grant exercise, converted from a note, through equity financing, etc.) 
  • Add information for any stock splits, repurchases, transfers, secondary sales, or exchanges. 

Equity plan ledger

  • Please include grant details for all option grants, restricted stock awards, or any other awards from the plan, and include information on forfeitures or exercises.
  • If the awards have not yet been granted, please exclude them from this report as you will have the opportunity to grant those once onboarding is complete.

Convertibles and alternatives ledger

  • Include issuance information for all historical and/or outstanding Bridge Notes/Convertible Notes, SAFEs, or KISSes that your company has issued.

Warrants Ledger

  • Include all issued warrants, and provide details such as the stock class, vesting schedules, exercise price per share, and expiration date. 

Certificate(s) of Incorporation/Charter

  • Include the original charter, the most recent version, and any amended versions, and please provide the stamped/filed copy.

Stock Incentive Plan

  • Include the plan document with approval dates and authorized shares
  • Form of ISO, NQO, RSA, form of exercise, early exercise (if applicable)
  • Board and Stockholder Consents approving the Plan

Uploading your documents into the platform

Your onboarding documents should be uploaded into the Data Room. 

Don't upload any other documents into the other folders at this time. Once your cap table has been built and accepted by you, the platform will create placeholders for the required documents, such as board consents, stock purchase agreements, or option grant agreements. When you upload a missing document, any relevant information or links to other documents referenced to or from the document will be put in place. 

Follow these steps to upload your documents into the correct folder in the Data Room: 

  1. Log in to the platform.
  2. Scroll to the bottom of the page and click on Data Room. 
  3. Click on the Upload folder.
  4. Click on the three-bar menu, and then click Upload Document. 
  5. Click on browse to select the file(s) to upload from your computer, or you can drag and drop the file(s) into the modal. 

Screenshots are for illustrative purposes only. 

Fidelity Private Shares LLC provides cap table management and other administrative services to private companies and their equity compensation plans.

Fidelity Private Shares LLC

© 2025 FMR LLC. All rights reserved.

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