Trades that reach you by email and from EDGAR

Two doors bring a trade in before anyone types it: a broker's confirmation forwarded by email, and a Form 144 sale notice EDGAR lists.

Both land on the Transactions tab under Needs review. A Form 4 is due before the end of the second business day after the trade, so each row carries that clock. Nothing is recorded until you press Record and review every value.

A trade saved with Save as draft in Record transaction waits there too, marked Draft, with the same clock, so the whole team sees it; Resume reopens it where it was saved. It is also listed as a Form 4 draft on Filings, and on Home under Needs you once its Form 4 is due within two business days or late.

Forward broker confirmations by email

Your company has one forwarding address, in the form trades+abc123@in.takepublic.com, shown by Show address on the Transactions tab and on the Broker confirm address row in Settings › Company. Forward the broker's confirmation email to it exactly as you received it.

TakePublic reads the confirmation for the trade date, settlement date, symbol, buy or sell, quantity, price and the account holder's name, and lists the trade as a Forwarded confirm row with the sender's address masked and the Form 4 clock counting from the trade date. The account holder's name is matched to your roster; the row says who it matched, or waits as Unknown person when no row fits.

• Confirmations from Charles Schwab, Fidelity (brokerage and Stock Plan Services), Morgan Stanley at Work (Shareworks), E*TRADE (Equity Edge), Merrill, Interactive Brokers, Robinhood, and Computershare are read, whether the facts are labelled lines or a table of fills, and inside a Gmail, Outlook or Apple Mail forward. An order filled in several lots reads as one trade at the weighted average price; a daily statement listing several symbols is read for your company's ticker.
• A confirmation attached to the message is read too, when the message itself carries no trade: a PDF (as Merrill, Morgan Stanley and E*TRADE send them), a saved email (.eml), an HTML page or a text file, up to 10 MB each. A scanned PDF has no text to read, so its row waits for you to enter the values. A message TakePublic cannot read still appears as a row, so nothing forwarded is lost; record it by hand from the original.
• An insider's Report a trade is read the same way: a PDF confirmation with a text layer arrives with the trade filled in, on the date the insider gave, and Record opens with the code, shares and price filled. A photo or a scan has no text to read and arrives as the report alone.
• Open-market buys and sells are proposed as codes P and S. The sale leg of a sell-to-cover release or an exercise-and-sell is proposed as a sale for you to check. Grants, net-share withholdings, exercises held, and gifts stay a manual entry: the row waits and the code is yours to set. A Form 144 notice is a proposed sale, not a trade, and is never proposed as one.
• Record opens Record transaction with the insider, date, code, shares and price filled in for you to check; Not a trade sets the row aside. Both are written to the audit trail.
• New address replaces the address; mail to the old one is no longer accepted. The message's raw text, with the text read from an attached confirmation, is kept 30 days for the review, then deleted; the attached file itself is not stored.

Import stock plan or brokerage history

An insider's own account history brings in many trades at once. The insider uses Report a trade, then Stock plan history; a roster manager uses Import stock plan history in the Insiders page's More menu and picks the insider. Section 16 plans only.

Three exports are read: the Transaction History of a Schwab brokerage account (CSV, JSON or XML: History, choose the account, then Export), the history from Schwab's Equity Award Center (CSV or JSON: History, Equity Award Center, then Export), and E*TRADE's BenefitHistory workbook (At Work, Holdings, Benefit History, then Download Expanded).

The file is recognized by its contents, read once and not kept. Only rows for the company's stock are used; cash, tax lines, cost basis and other symbols are dropped.

TakePublic does not connect directly to Carta, Shareworks, Fidelity Stock Plan Services or another equity platform. Their trades reach you the two ways on this page: forward the confirmation email (Morgan Stanley at Work, Fidelity and E*TRADE confirmations are read), or import one of the exports above.

Each vest, exercise or day of brokerage trades becomes one Stock plan export item in Needs review, with its Form 4 clock from the vest, exercise or trade date. Review opens the lines the Form 4 files, in the order filers file them:

• An RSU vest: the units in Table II and the shares in Table I (code M, no price), then the shares withheld for tax (code F, at the value used for the withholding) and any shares the plan sold (code S). A company that reported its units as common stock when granted files only the F and S lines.
• An option exercise: the options in Table II with the exercise price, the shares in Table I at the exercise price, then F or S.
• Brokerage buys and sells: one P or S line per day, at the weighted-average price with the usual footnote when the fills differ.
• A purchase under an employee stock purchase plan files no Form 4 line (Rule 16b-3(c)); it is counted and left out.
• Events before the latest Form 4 filed on EDGAR, or before the person became an insider, are left out and counted. A line EDGAR already has reads Likely on EDGAR with the filing; a line recorded here reads Already recorded; a sale a forwarded confirm already holds reads A forwarded confirm has it. None of those is recorded again, and the same history imported twice adds nothing.
• Record posts each line through Record transaction, so blackout, pre-clearance and already-filed checks apply, and the lines join the insider's Form 4 draft. Where the export merges shares withheld and shares sold to cover, or leaves out a price, the sheet asks before recording.

Brokers and the broker letter

The insider record's Form details lists the person's Brokers: the firm, the contact there and the account's last four digits. Only those four digits are kept. A confirmation forwarded from that contact, or naming an account ending in those digits at that firm, is matched to the person when the printed name fits no roster row; the row reads Matched by the broker on file.

Request broker letter sends the person a letter to sign by link, asking the broker to email your Section 16 contact, with a copy to your forwarding address, the details of each trade in company stock, including Rule 10b5-1 plan trades, the same day or the next business day, and a duplicate confirmation. The person downloads the signed letter and sends it to the broker; TakePublic never writes to a broker. The signed copy stays on the broker's record.

• TakePublic drafted the letter's words and is not a law firm. No letter goes out until a company admin records, in Settings › Forms, which of your securities counsel approved the current words. If the words change, they are approved again. The same approval covers every document someone signs: the standard power of attorney, the Form 5 confirmation and the policy acknowledgment, recorded together in one sheet.
• If your company or your insiders' brokers already use a duplicate-confirmation letter, a company admin can use it instead: Add form on the broker letter's row in Settings › Forms, then paste the words or upload the file and name the counsel who approved them, which counts as counsel's approval. TakePublic still heads the letter with the broker and the account, lists where the trade details go when your words do not say, and adds the signature lines; the insider signs it the same way. Use TakePublic's standard in its preview switches back; letters already sent keep the words they went out on.
• A letter is optional. The one reminder is on the record of a person with a current Rule 10b5-1 plan and no signed letter, because plan trades are not pre-cleared.
• Brokers may decline, may send duplicates only by mail, or may send them only to a named person, which is why the letter names your Section 16 contact.
• New address on the forwarding address says how many signed letters name the current address; those insiders send their brokers a new letter after the change.

A Form 144 on EDGAR with no Form 4 yet

A Form 144 is filed at or before the sale, usually by the broker when the order is placed. From the day TakePublic reads a notice attached to a roster row, the Transactions tab carries a Form 144 row: the notice's shares, its approximate sale date and, where the notice names one, its 10b5-1 plan adoption date.

The row's Form 4 due date is two business days after the approximate sale date. For a 10b5-1 plan sale it runs from the latest date the broker's notice can set. The row reads Late only once that date has passed.

The company's admins receive one note per notice once three business days pass after its filing date with no Form 4: the Sale notice with no Form 4 category under Settings, on by default.

Record transaction from the notice opens with the insider, the approximate sale date, code S, the notice's shares and its 10b5-1 plan adoption date; the price is blank because the notice carries none.

The row clears when a Form 4 sale lands on EDGAR or a transaction is recorded; a notice that runs out its three months is let go. Raising and clearing the admins' note are audit events.

A Form 144 under a 10b5-1 plan

A Form 144 can give the adoption date of the Rule 10b5-1 plan behind the sale. The insider record's Form details then lists that plan under Rule 10b5-1 plans with the Form 144 as its EDGAR source, and Record from filing records it once the company confirms it.

No plan sale may occur until the plan's cooling-off period has run (Rule 10b5-1(c)(1)(ii)(B)). When the notice's approximate sale date falls inside that period, its Needs review row and the insider's Sale notices carry Inside cooling-off, the reason on hover.

• For a director or officer (Rule 16a-1(f)) the period runs to the later of 90 days after the adoption and two business days after the company files its 10-Q or 10-K for the fiscal quarter of the adoption, and never past 120 days after it.
• For anyone else it runs 30 days after the adoption.
• While that 10-Q or 10-K is not filed, a sale between day 90 and day 120 reads May be inside cooling-off.
• A modification recorded on the plan that changes the amount, price or timing of the sales starts the period again (Rule 10b5-1(c)(1)(iv)).