Importing stakeholder emails

Emails are what let you invite holders to the stakeholder portal, send notices, and route documents for signature. If you imported your cap table and every stakeholder came in blank, this tool fixes it.

When to use it

Use it after an import that arrived without contacts. Pulley’s cap-table workbook contains no email column, so a Pulley import lands this way unless you added Pulley’s Stakeholder Information Report in the contacts box at upload time. Carta’s carries emails only if you included Carta’s contacts file at upload. It also works any time you have a better contact list than what’s on file, and for the rows an import-time match could not place - it joins only on an exact name or ID, and lists the rest for you.

Both platforms give you the addresses in a second file. In Pulley, open Stakeholders in the left menu and choose Actions → Download - that list has an Email column. In Carta, it’s Manage stakeholders → Download → Contact spreadsheet. Upload either file below.

Open it from Cap Table → Stakeholders, where there’s a link to Import contact info from a spreadsheet. You need Editor access, the same as editing one stakeholder by hand.

To fix one person, open them from the Stakeholders page: the email on their page is a field you can change in place. The Stakeholders page also says how many holders still have no email on file.

What file to upload

Any .xlsx or .csv with a name column and an email column. Tenacap finds the header row, so report exports that begin with a title block work as-is.

• From Pulley: the Stakeholder Information Report (Reports → Stakeholder Information → export). Its columns are Name, External ID, Email, Type, Relationship, Address, and more; the name, email, and any termination date are read.
• From Carta: Manage stakeholders → Download → Contact spreadsheet.
• Your own spreadsheet: two columns headed something like Name and Email is enough.

Reviewing the matches

Nothing is saved when you upload. Tenacap matches each row in your file against a stakeholder by name and shows you what it found, grouped by how much attention it needs:

• Matched - an exact name, a name that differs only in punctuation or casing (Wealthing Investments XX, LLC vs Wealthing Investments XX LLC), or a close match. These are pre-selected.
• Needs review - plausible. Kim and Marc Lajoie and Kim Lajoie are similar names but usually different holders, so nothing is applied until you choose. Every row here starts on Skip.
• No match - nobody on your cap table resembles that row. Common when the contact list includes people who don’t hold securities.

Every row has a dropdown listing the best suggestions first (with a confidence percentage), then every stakeholder in the company, plus Skip this row. You can override any match, including ones that were pre-selected.

Shared and existing addresses

Two situations are flagged, because both are sometimes correct:

• shared - the same address would end up on more than one stakeholder. Normal for a family trust, a fund that holds through several entities, or a couple who invested twice. Glance at it to confirm it’s intentional.
• replaces - that stakeholder already has a different email. These are never pre-selected; you pick them yourself, so an address someone entered by hand can’t be overwritten by accident.

Rows where the address already matches are marked already set and skipped, so re-running the same file after a correction is safe.

Applying the changes

Click Apply; the button names how many updates it will make. Each update is recorded in the change log as a stakeholder update, so the whole import is reviewable afterward. Then head to the stakeholder portal to start inviting holders.

E-mailing your stockholders

With addresses on file you can write to your holders from Approvals & Notices → Shareholders: a subject, a message and, if you like, a button with a link. It goes to every stakeholder with an email on file, one e-mail each, and the page keeps a record of what went out and to how many people. Each send is also an entry in your change log naming who sent it. You need the Editor role.

Tick share classes to write only to their stockholders of record: everyone who holds issued shares in a ticked class today, as your cap table shows them, once each even if they hold several. Option and RSU holders are not included, because they do not hold shares yet. Before you send, the page shows how many people it will go to and how many holders in those classes have no email on file; they will not get it until you add an address.

From an AI assistant

An assistant connected with a token that has the Propose changes scope (see Connect your AI assistant) can do the same work as proposals: add a stakeholder, change a holder’s email, address or notes, backfill contacts from a sheet, and record or clear a departure with its exercise window. Each proposal shows the fields before and after, warns when a name or email looks like a holder you already have, and writes nothing until someone with the Editor role confirms it in Tenacap. The change log then records both the assistant that proposed it and the person who confirmed it.

An assistant can also draft an e-mail to your stockholders, but it cannot send one. The proposal lists every person it would go to, with their address, and the subject, message and button as they would be sent, and names any holder it cannot reach because they have no email on file. Nothing goes out until someone with the Editor role confirms it, and then it goes out under their name. If anyone is added to the list, or an address changes, before you confirm, nothing is sent and the assistant has to propose it again.

It can also propose deleting a stakeholder added by mistake, and merging a duplicate into the record that stays. A delete is refused while anything on the cap table refers to the holder (shares on the ledger, a grant or SAFE, a tax record, a signature request, portal access, documents), and its proposal says what is removed. A merge needs the Admin role to confirm; its proposal lists every holding that moves and both holders’ shares and percentages before and after. Neither can be undone in the app.