Note: Pull Requests for updates to this page need to be signed off by both VP Finance & Ops and CEO in the PR process.
Company agreements should only be signed by CEO, Ian Tien, after the approval of a Contract Accountability Owner (or "CAO") with the following exceptions:
If you are on-site and need to sign an NDA to enter a facility you may sign such an agreement.
The following agreements may be signed by VP Finance Aneal Vallurupalli:
Non-clickthrough customer agreements up to $50,000 USD
Procurement contracts for software subscriptions, market events, marketing, and advertising agency services up to $50,000 USD.
Unmodified Mattermost-authored Non-Disclosure Agreements.
Unmodified Mattermost-authored Partner Agreements.
Use the Authorization Matrix for a full list of document types and threshold levels.
A Contact Accountability Owner, or "CAO", is a Mattermost staff member approved to review and initial contracts of specific types ahead of electronic or physical signature on behalf of the company by the CEO.
CAOs by area include:
Natalie Jew (HR) - Employment contracts, benefit contracts, vendor contracts (HR)
Aneal Vallurupalli (Finance) - Sales contracts, corporate contracts, vendor contracts
Tim Quock (Accounting and Procurement) - Sales contracts, corporate contracts, vendor contracts
The following staff are approved to send contracts to be initialed and e-signed:
Lynn Conway - Primary for staff agreements and consulting agreements
Amy Nicol - Primary for vendor contracts and corporate agreements
Kaelyn Wright - Primary for sales agreements and customer supplier forms
E-sign request sent on weekdays before 4pm Palo Alto time should be signed by 9pm Palo Alto on the same day and if sent on a weekend signed by 9pm Palo Alto time on the following Monday provided one of the following is true:
For e-sign from Mattermost staff member - The e-sign is sent by a Mattermost staff member and either prepared by or initialed by an approved Contract Accountability Owner, or CAO. E-signs sent from approved Mattermost staff are preferred since they are archived automatically in our e-sign system.
For e-sign from outside the company - The e-sign is prepared by a non-Mattermost staff member (potentially a vendor, partner or customer) and approved by a CAO via email to Ian Tien and Amy Nicol ideally ahead of receiving the e-sign request.
Within 5 business days of the e-sign completion the CAO or designee should send Amy Nicol a link to the Box.com URL containing the fully executed signature to confirm the archiving of the contract is complete, since archiving is not automatic.
Note: E-sign requests from non-Mattermost staff are automatically filtered to a spam folder and the spam filter needs to be searched to find the request.
If the timeline is urgent, or if the e-sign isn't completed by the expected timeline please send Ian Tien and Amy Nicol a Group Direct Message on the Mattermost server to expedite.
A "wet sign" agreement requires printing and physically signing paperwork with a pen, which is required by some regulatory bodies.
Culturally, it is important we have a smooth, clear process that makes physically signing paperwork in a remote company almost as easy and error free as signing in a physical office.
Wet sign process
The wet sign process should follow the same workflow process as an e-sign process in terms of oversight and approvals, but instead of running the final e-sign a physical signing packet should be created with:
Two copies of printed paperwork to be signed, including (if applicable) e-signed initials from CAO.
Each should have sticker labels indicating what is needed to sign, so nothing is missed.
Appropriate envelopes and/or UPS mailing labels to send the signed package on after it is received.