Digitising existing schemes with Vestd

Last updated: 15/07/2026

TL;DR: This guide explains what it means to digitise (import) a share scheme you set up before joining Vestd, the UK's FCA regulated share scheme and equity management platform. It covers why it's worth doing (better recipient engagement, simpler day-to-day management, and easier HMRC filings) and how to get started, so you can decide whether to bring your existing schemes onto the platform.

If you set up a share scheme before joining Vestd, good for you! You're ahead of the curve and already know how beneficial it is to have a team with real skin in the game. But you'll also know the paperwork and HMRC filing that comes with it. This guide explains how digitising your existing schemes works; what it involves, what you and your recipients get out of it, and how to start the process.

Contents 📋

A few terms you'll see
Why digitise your existing share schemes?
Increase engagement and understanding
Simplify share scheme management
How to digitise your existing schemes
FAQs

A few terms you'll see

These come up throughout the guide, so we've explained them once here:

Digitising: uploading the details and documents of a share scheme created outside Vestd onto the platform, so it can be managed there like any scheme created on Vestd.
My Equity page: the personal dashboard each recipient gets on Vestd; an interactive version of their agreement that explains everything they need to know about their equity.
Annual notification: the yearly report you must submit to HMRC for schemes such as EMI, covering activity like option exercises, cancellations and leavers.

Why digitise your existing share schemes?

Share schemes created on Vestd are paperwork-free, and HMRC filings are a breeze because the platform prefills much of the information for you. So rather than keeping your existing schemes filed away (and your recipients confused as to what it all means), digitising them gives you the same benefits: easier management and better engagement. The next two sections explain each in turn.

Increase engagement and understanding

When all your recipients have to go off is their agreement, their engagement with — and even understanding of — the value of their shares is easily lost. We're big believers in the ownership effect, but for its benefits to ring true, people need to know what (and how much) they own.

Once your existing schemes are uploaded to Vestd, you can invite each recipient to the platform, where they'll get their own My Equity page.

What your recipients can do:

View the current value of their shares (if a company valuation is added)
Enter future values to see how much their shares could be worth
Learn about the tax benefits of their equity
Calculate their tax liabilities and potential profit
Request to exercise their options

All share schemes created on Vestd give shareholders and option holders these features, so it makes sense to give your existing schemes the same treatment.

Simplify share scheme management

If you've had to manually submit an annual notification to HMRC for an EMI option scheme, we feel your pain. When your schemes are on Vestd, much of the annual notification is prefilled for you (as long as all scheme activity, such as option exercises, cancellations and leavers, is recorded on the platform). You just fill in the blanks, submit it to HMRC, and that's you done for another year.

Day-to-day management gets easier too:

If an employee leaves the company, you can process them as a leaver in a few clicks.
If someone wants to exercise their options, you can complete the request in a few clicks.
If the company goes through an exit, you can transfer everyone's shares to the new owners in a few clicks.

Whenever activity like this takes place, Companies House must be updated with the relevant paperwork. Vestd does all of this for you.

How to digitise your existing schemes

What you'll need to do:

Let us know you'd like to digitise your existing schemes; we'll ask when you join Vestd, or you can contact support@vestd.com if you've already joined.
Pay a one-off fee, based on the size and complexity of your schemes.
Upload all the details of your existing schemes, such as signed agreements, signed authorisations and any valuations.

What happens next:

We'll provide guidance on how to upload everything correctly. Please note that you're responsible for uploading all the correct information.
Once your schemes are on the platform, you can invite your recipients and manage everything from Vestd.

FAQs

How much does it cost to digitise my existing schemes?

A one-off fee applies, based on the size and complexity of your schemes. We'll confirm the fee before you commit.

I've already joined Vestd. Can I still digitise an existing scheme?

Yes. Contact us at support@vestd.com to start the process.

What will I need to upload?

All the details of your existing schemes, such as signed agreements, signed authorisations and any valuations. We'll provide guidance on how to do this, but you're responsible for uploading all the correct information.

Does Vestd file my HMRC annual notification for me?

Not quite, but it gets close. Vestd prefills much of the annual notification for you, as long as all scheme activity (option exercises, cancellations, leavers and so on) is recorded on the platform. You fill in the blanks and submit it to HMRC.

What will my team be able to see once they're invited?

Each recipient gets their own My Equity page, where they can view the current value of their shares (if a company valuation is added), model future values, learn about the tax benefits of their equity, calculate tax liabilities and potential profit, and request to exercise their options.

What happens to Companies House filings?

Whenever scheme activity requires Companies House to be updated, such as leavers, exercises or a company exit, Vestd handles the paperwork for you.

Our team, content and app can help you make informed decisions. However, any guidance and support should not be considered as 'legal, tax or financial advice.'