Introduction

The workflows, documents, and reports that each user can view on their Company Workspace is determined by their access settings. As a default, Fidelity Private Shares^SM will automatically assign basic access rights to users according to their role within the company (e.g., employee or investor). You may want to grant additional access so users can see information or take action on behalf of the company.

You can only grant other users additional access if you have one of the following permission levels: Full Company Access, or Full Human Resources Access (which allows management of HR access only).

This article will define the access levels available to users and will explain how to grant additional access. See this article for information on how to share you cap table or other documents with third-party users.

Access associated with roles

Users are assigned certain rights according to their role within Fidelity Private Shares and your company. These roles are assigned automatically as the result of running the associated workflow in the platform:

Employee: can automatically view their own employment documentation, run available employee onboarding workflows (if enabled), and access the employee directory and the organizational chart.
Stockholder: can view their own equity documentation.
Investor: can view their own investment and equity documentation.
Board Member: can view the cap table and have full data room access.

Determining a user's access level

You can determine a user's access level by:

Find the person in the User Directory.
Click on their name to access their Profile.
Click on Permissions in the left panel.

The Permissions screen will summarize the roles the user has, the additional company access they've been granted (if applicable), and the additional data room access they've been granted (if applicable).

Clicking on the Edit Access Levels button will allow you to see the full list of available access levels and short descriptions of each.

Types of access available

Access levels in Fidelity Private Shares are organized by working areas of the platform. The screenshots below list the access types and a description of each level of access. Note that the levels of access below often include some Data Room access. For details about granting even more Data Room access, see below. (For information specific to HR administrators for employee groups, see here.)

Additional Data Room access

Follow these steps to grant additional Data Room access to a user:

Search for the user in the User Directory.
Click on their name.
Click on Permissions in the left panel.
Click the Edit Access & Authorization button.
Check which folder or folders you wish to share.
After you select a folder, a View button and Expiration button will display. Click on View to set their permissions level for the selected folder (View, Modify, or Modify & Share).

Click on No Exp. if you wish to set a date on which the user's access will expire.
When all folders and permission levels have been set, click Save.

FAQs

What kind of access can a Full Human Resources user extend to others? Users with Full Human Resources access are able to delegate HR-related access. The HR Administration Access permission will give users access to the portion of the Administration Workspace related to HR. This includes toggling various HR features on and off, configuring HR workflows and defaults, managing departments, and setting up onboarding tasks for your company.

What is New User Approver for Internal Requests access for? The New User Approver for Internal Requests feature adds an extra step so that when a member of the company creates a new user, the user must be approved before they are able to activate their Fidelity Private Shares account. The designated approver will receive a notification whenever a new user is created by an internal actor.

What is New User Approver for External Requests access for? Giving someone the New User Approver for External Requests access will add an extra step so that when a new user request is made by an external source (i.e. an investor or third-party entity), they must first be approved in order to be functional. The designated approver will receive a notification whenever an external actor creates a new user.

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

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