How to Merge a Shareholder’s Shares and Options in the Cap Table

When a shareholder holds both shares and options, you can merge their employee record from the Equity Plans module with their shareholder record in the Cap Table.

Once merged, the Shareholder's shares and outstanding options will appear on the same row, providing a complete view of their holdings and ensuring they are properly reflected in the fully diluted ownership calculation.

Step 1: Add the Shareholder

The shareholder must be added manually through the Cap Table module for the merge option to appear.

 Important: If the shareholder was originally created through the Excel Cap Table upload, first delete the existing shareholder record and recreate it manually.

To add the shareholder:

1. Navigate to the Cap Table module.
2. Click + Shareholder.
3. Start typing the shareholder’s name.

4. Make sure the name is identical to the employee’s name in the Equity Plans module.

   Step 2: Merge the Records

If the shareholder’s name matches an existing employee in the Equity Plans module, a Merge pop-up will automatically appear.

1. Review the matched employee.
2. Click Proceed to merge the records.

Once merged, the shareholder and employee will be treated as the same person across the Cap Table and Equity Plans data.

Note: If the employee’s email address has been updated in the Equity Plans module, the shareholder’s email address will also be updated as part of the merge.

Step 3: Add the Share Transactions

Once the records are merged, add the relevant share transactions to the shareholder.

After completing the transactions:

• The shareholder’s shares and outstanding options will appear on the same row in the Cap Table.
• The combined holdings will be reflected in the fully diluted ownership calculation.

Important to Know

The Options column displays the employee’s outstanding options, which are automatically synchronized from the Equity Plans module.

When reviewing the company’s total Outstanding Options, remember that options displayed under merged shareholders are part of the overall outstanding option balance.