Introduction

This article outlines how to add a new contractor or consultant to your account. The completed workflow will create an agreement between the company and the contractor or consultant, including an exhibit of Pre-existing Developments. The Pre-existing Developments exhibit will list any and all inventions or improvements that are company and non-company related.

This workflow will require you to have the Hiring Manager Workflow Access permissions under Human Resources. If you do not see the Add Contractor or Consultant workflow, please see your Administrator. Completion of this workflow will require the signature of the contractor or consultant and a representative from your company. The required signature for the company will default to the president unless the company changes the settings.

Running the Workflow

Getting Started

This workflow can be found in the Human Resources section of the Available Company Workflows page. This workflow allows you to generate the agreement from scratch, upload a drafted agreement to send out for signature, or to record a previously signed agreement. Select which option to use and click Continue.

Select Consultant

Enter the name of the contractor or consultant. This can be an existing user, or you can choose to create a new user.

Specify Primary Contact

Select who at your company will act as the primary contact for the contractor or consultant. You may be asked to provide additional information, such as the primary contact's title, if it has not been captured yet in the system.

Choose Consulting Agreement Terms

If you selected to upload a drafted agreement or to record a previously executed agreement, click to upload the document from your computer.

Enter the following terms for the Consulting Agreement:

Effective Date
Term Duration (fixed, ongoing or custom)
Definition of Service
Compensation
Consultant's state of residence
Non-solicitation restriction terms
Non-competition restriction terms

If you selected the option to upload a drafted agreement for execution, there will be additional terms for inventions and patents.

If you are recording a previously executed agreement, the workflow will be completed after this step.

Checkpoint

After entering the necessary information, you will arrive at the Checkpoint page. Review the documents that have been rendered and make any edits by clicking Edit Document. Each document on this page will have a PDF version that can be downloaded and reviewed.

You can also edit the email that is sent to the new consultant and share the documents from the Checkpoint. When you are ready to circulate the documents for execution, click Continue.

Legal Review

Your company may require this workflow to be reviewed and released by legal counsel. If this is required, the Agreement will go directly to legal counsel for their review. If they request changes to the Agreement, the workflow will notify you of this. If they release the Agreement, it will go directly to the required company representative for signature.

Wait for Signatures

Once you proceed past the checkpoint, the workflow will begin collecting the necessary signatures. The required signature for the company will default to the president unless the workflow settings have been changed.

Consultant Acceptance

The consultant will be notified by email when their agreement is ready for review and signature. The consultant will review the Consulting Agreement.

The consultant will be prompted to list any company or non-company related Inventions and Patents.

Finally, the consultant will be asked to sign the Agreement. The Agreement Workflow will proceed back to you for final review. After your final review, the Consulting Agreement will be finalized and the agreement will be saved into your Data Room.

FAQs

What if I don't have all the required information for this workflow?

If you have started the workflow and need to gather additional information, you have two options for continuing the workflow. The system will save your progress in the workflow if you need to finish the workflow later. To reopen the partially completed workflow, select the workflow on your Workflow panel on the company workspace. You can also click Discard to end the workflow and start from scratch once you have the necessary information.

The consultant can view the Agreement, but where do they sign?

When the consultant logs in to the system, they will view the Agreement in the workflow and will sign after completing the Inventions and Patents (IP) information.

How can I check the status of the signature process?

You can check the status of any workflow you are involved in by selecting it on the Workflow panel found on the company workspace. From this page, find the workflow that you need additional information for and click Status. This will open a window that will list the completed steps of the workflow and where the workflow is currently sitting. If the workflow is waiting on another user for a signature, there is a Remind link that will send a reminder email to the user who needs to complete a step.

Additional Resources

Intro to Employment Confidentiality Agreements (ECAs)

What is a Workflow?

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.

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