Introduction

Fidelity Private Shares offers two options for Human Resources: the standard HR features included with your subscription, and HR Plus, a robust human resources add-on that includes premium HR features. If you would like to see a demo of HR Plus or are interested in having it enabled, please speak with your Customer Success Manager.

No matter which option you choose, we are here to support you through every step of the employee lifecycle. Offer letters, complete with ECAs and benefit forms, can be generated and signed as part of the Add Employee workflow. New employees can begin working at your company with a Fidelity Private Shares account on day one. Hiring and onboarding workflows can be customized in HR Settings to meet your company’s unique HR needs.

HR Settings

HR Settings on the Administration workspace allow you to set preferences for your company's employment processes and documents. For those using HR Plus, you can customize which workflows will be included in the new Employee Setup for onboarding, like completing the W-4 and I-9 forms, creating Employee Groups, or filling out an Employee Equal Opportunity Survey. These workflows can be completed entirely in the platform, including document review and approvals.

Employee Offers

When hiring a new employee, the offer materials can be set up for use in the platform. Customize the offer letter with salary information, stock award, and bonus plan arrangements, if applicable. You can complete the terms for the Employee Confidentiality Agreement and send the offer to the candidate for their review and signature. Use the tools in HR Settings to tailor the hiring process with supplemental materials and employment contingency forms.

Employee Onboarding

New employees who sign their offer letter and/or Employee Confidentiality Agreement in Fidelity Private Shares will already have an account and are ready to proceed through their onboarding process. The new employee will receive an email notification directing them to their My Workspace in the platform, and to the New Employee Setup where the onboarding process begins.

Other Onboarding Forms

Companies may require other forms as part of the onboarding process, such as benefits selection, direct deposit forms, or retirement plan applications that are specific to the company. With HR Plus, these forms can be uploaded and configured in HR Settings under Employee Forms. You can even choose if you want the form to appear as part of the new Employee Setup.

Company Policies

With HR Plus, Company Policies can be uploaded and updated at any time in HR Settings. The new Employee Setup will direct new employees to review and sign Company Policies as part of their onboarding.

Onboarding Status and Report

Throughout the onboarding process, email notifications are sent to the appropriate parties to keep them informed about the employee’s progress during onboarding. Time-sensitive items also have in-app notifications and email reminders. The platform will send escalating messages to alert management of delays and incomplete processes.

Once the onboarding process is complete, employees will be able to access company policies and their employment documents in My Documents. Authorized company executives can access these employment documents in the Data Room.

When you're in a hiring phase, it can be difficult to keep track of all of the onboarding activity. With HR plus, you can see a dynamic headcount report with an at-a-glance graph on your Company workspace. Click on the Human Resources header to view your Document Audit Report and see the current status of all your new employees. This report also lets you view employee information such as profile, offer letter, and other onboarding forms at a glance.

Consulting Agreements

Hiring a consultant or starting a relationship with a consulting firm? Set the terms for the contract and the Add Consultant or Contractor workflow will generate the Consulting Agreement and send out a request for signature. If you need approval on consulting contracts from your legal counsel or another member of your company, the platform can handle that too. Consultants have their own accounts and can optionally be granted custom permissions so they can access the sections of the platform necessary to complete their work.

Termination

When an Employee or Consultant separates from your company, the Termination workflow helps to document the event and guides you through resolving any active equity or grants. The access privileges for the departing employee will be changed on the scheduled termination date, but the stockholder will still be able to access their account to view documents related to their engagement at your company.

Non-Disclosure Agreements (NDAs)

Non-Disclosure Agreements are a common occurrence at companies. You can generate Non-Disclosure Agreements for external parties, both individuals or companies, based on custom parameters set by you.

If you would like to see a demo of HR Plus or have it enabled, please speak with your Customer Success Manager!

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

1094580.2.0