Company Secretarial Use Cases

Share Trading Automation

Enable self-service and streamlined approval workflows
by automating your share trading process
Enable self-service and streamlined approval workflows
by automating your share trading process

The Challenges

Employee share trading is a strict process that requires governance and adherence to regulatory requirements. This is because individuals with enough seniority in a business are often at risk of having insider trading knowledge, giving them an unfair advantage in the share trading market. As a result, organizations must enforce compliance processes and conduct eligibility checks to assess an employee’s suitability to purchase or sell company shares. Unfortunately, due to the nature of these compliance checks and tedious rules, the company secretarial team ends up spending large amounts of time handling employee questions, processing high volumes of requests, and engaging in back-and-forth information intake with a very small team. And given the trading period for employees is narrow, the co-sec team must handle these large volumes of requests quickly and efficiently whilst still managing their BAU. This process results in a slow turnaround time of share trading applications for business users and instils a lack of clarity around what documents they need to provide in order to successfully participate in the process.

How Checkbox Streamlines the Share Trading Process

Challenges How does Checkbox address it?

Business users are unsure of where to request share trading advice and often turn to emails and phone calls to the company secretarial team. For the co-sec team, this is a manual information collection process that is often time consuming and repetitive.

Checkbox’s no code app builder empowers company secretaries to create smart forms with complex rules and decision-tree logic, enabling business users to self-serve and provide complete and accurate information the first time round, without requiring input from the co-sec team. 

Re-keying information into multiple systems is prone to human-error and time-consuming.

Checkbox solutions complement most third-party systems to effortlessly fit with the existing tech stack through integrations which eliminates re-keying of information.

An unstructured request and approval process creates difficulty in prioritizing and understanding the how long the request will take to be approved. 

Automatically prioritize and determine a risk weighting of requests whilst leveraging workflow automation to ensure the request is escalated to the right approvers without manual intervention and follow up. 

Increasing pressure to deliver more output with the same resources during the trading period, whilst maintaining quality and efficiency of service. 

Enable business users to self-serve bespoke advice and automatically kick off the approval process without engaging with the co-sec team. This frees up the co-sec team's time to focus on high-value work instead of chasing up approvals for trading requests. 

Business users constantly seek updates on the approval status of their share trading request and often have no visibility over this.

Track the real-time status with Checkbox dashboards where information such as approval status with timestamps can be displayed. 

Additionally, Checkbox's scheduled tasks sends automatic reminders to business users, reminding them to submit by particular deadlines. Automatic reminders are also sent to legal for outstanding share trading applications. 

The co-sec team has minimal visibility over the types of trading requests, the volume of work, and the importance and potential risks of requests. 

All requests are recorded with full audit trails, and insights can be drawn over time with the Checkbox dashboard. 

Further, any data and documents generated can be sent to store in other document repository systems such as Google Drive, SharePoint, iManage, or NetDocuments. 

Benefits

  • Faster turn-around of trading requests and enable self-serve

    Provide an intuitive, self-service tool for business users to minimize the time required by the co-sec team to collect data and gain approvals, allowing a re-focus on higher value work.

  • Ensure compliance and consistency of approvals

    Through rule-based generation of advice and approvals, the quality of service provided is standardized and compliant-by-design, ensuring that individual employee and company risk is mitigated.

  • Business users can self-track request status

    Enable business users to track the status and save time through automated notifications as their trading request moves through different stages of approval.

  • Gain visibility over share trading requests

    Track the type and volume of service requests to measure operational efficiency and potential risk.

How Checkbox Automates Share Trading

1. Business users access the share trading eligibility tool from their company portal

A URL can be embedded inside the company portal where users decide the topic of their request.

2. Business users are guided as they provide information through smart forms

Smart forms with on-screen guidance enables a self-serve & intuitive experience for business users to provide the necessary information. Built-in decisioning logic determines the advice given, and compliant-by-design documents are created inside Checkbox. 

3. Escalation workflows are automated to the CoSec team for approval

Checkbox determines whether input from a co-sec member is needed, and which stakeholder is required for approval. A confirmation or rejection email is also sent to the applicant.

4. The real-time status of all share trading requests can be tracked

Through Checkbox’s dashboards, the co-sec team can analyse the types of requests and measure the volume of work.

Get started with your digital transformation journey

See how Checkbox fits in with your organization by contacting us and requesting a free demo