GitLab Onboarding

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Master Checklist for Onboarding of New Hires

Create issue for new hire in organization with following checklist. This list looks strange in this handbook but this is to ensure you can copy paste it into an issue. When you paste it in an issue it will have checkboxes that you can click to complete. The topics are ordered by priority in which they need to be tackled, and the main person responsible is called out at the beginning of each task. Please update this list as more steps arise, and then also update the associated item on the offboarding list.

### BEFORE STARTING AT GITLAB

1. [ ] People Ops: Once the contract is signed, as soon as possible, create issue called 'Onboarding (NAME), starting (DATE), as (ROLE)' in [organization](https://dev.gitlab.org/gitlab/organization/issues) with relevant lines of the master checklist, paste the private email address of the hire in there and /cc @rspeicher, @jacobvosmaer, @patricio, @ernst, @brittany, @joan.
1. [ ] Hiring manager is (FILL IN WITH @ HANDLE), buddy is (FILL IN WITH @HANDLE (Nominate someone preferably in similar timezone but different functional group)), and People Ops is tackled by (FILL IN WITH @ HANDLE).
1. [ ] People Ops: Send an email to the chosen buddy letting them know that they have been chosen and include a link to the onboarding issue.
1. [ ] Google account
   1. [ ] Robert/Jacob V/Ernst: [create Google account](https://admin.google.com/gitlab.com/AdminHome?pli=1&fral=1#UserList:org=49bxu3w3zb11yx), `firstname[at]gitlab.com` or `initial(s)[at]gitlab.com`, email instructions to private email address, comment with private email below this issue, turn off [2FA enforcement](https://admin.google.com/gitlab.com/AdminHome#ServiceSettings/notab=1&service=securitysetting&subtab=org) and schedule reenabling it.
   1. [ ] New team member: Google does not support 2FA in some countries ([e.g. Nigeria](https://productforums.google.com/forum/#!topic/gmail/3_wcd8tAqdc) ); if that is the case for you, reach out to People Ops to get the initial authentication code sent to a phone in  supported country, after which 2FA will work as normal.
   1. [ ] Robert/Jacob V/Ernst: inform Hiring manager that Google account has been created by mentioning them with a comment in the issue.
1. [ ] Hiring manager: in the "GitLab Email Forwarding" doc, suggest which email aliases the new team member should be added to, then ping one of the admins mentioned in the doc to help get it done.
1. [ ] Robert/Jacob V/Ernst: Create a [new dev.GitLab.org account](https://dev.gitlab.org/admin/users/new) and invite to the [gitlab group](https://dev.gitlab.org/groups/gitlab/group_members) as a developer
1. [ ] Robert/Jacob V/Ernst: @mention the new team member in this onboarding issue once their dev.gitlab.org account has been made.
1. [ ] Slack
   1. [ ] Robert/Jacob V/Ernst: Add to [Slack](https://gitlab.slack.com/admin).
   1. [ ] New team member: pick your [Slack username](https://gitlab.slack.com/account/settings#username) to be the same as your GitLab email handle, for consistency and ease of use.
   1. [ ] Hiring manager: please inform what [Slack groups](https://gitlab.slack.com/admin#user_groups) the new team member should be added to.
1. [ ] People Ops Information
   1. [ ] New team member: provide scan of photo ID to People Ops (used for verification and business travel purposes)
   1. [ ] People Ops: Move the applicant to the "Hired" bucket in Workable, this automagically creates their profile in BambooHR. Find the profile on BambooHR and enable "self-service".
   1. [ ] People Ops: In BambooHR, input relevant data (title, dates, contract type, compensation) into the team members profile tabs "Job". Be sure to add the personal and work email address before saving the newly entered information.
   1. [ ] People Ops: file signed contract with PIAA or NDA+IP agreements in BambooHR profile under "Documents"-->"Signed Contract/Offer Letter". Set the uploaded documents to "shared" so that the team member can also view them. For GitLab Inc. contractor agreements, also file the W9. If the contract has any exceptions to the IP agreement, check the applicable box under the Jobs tab.
   1. [ ] People Ops: file photo ID in BambooHR profile under "Documents"--> "Verification Docs"
   1. [ ] People Ops: list any stock options that were part of the offer in BambooHR profile under "Benefits"--> "Stock Options"
1. [ ] New team member: read [Handbooks](https://about.gitlab.com/handbook/), read the relevant onboarding pages that are linked from there, and become comfortable with Git and the GitLab workflow.
1. [ ] Calendars & Agenda
   1. [ ] People Ops: Add entry to availability calendar so the team can see when new people are joining.
   1. [ ] People Ops: Give team member access to the GitLab availability calendar
   1. [ ] People Ops: Add team member's birthday and work anniversary to the GitLab Birthdays calendar
   1. [ ] People Ops: Add new team member to the next monthly GitLab 101 call
   1. [ ] People Ops: Invite to team meeting, and re-arrange the days on which team members speak in the Team Call Agenda.
   1. [ ] People Ops: Add entry to Team Call agenda to introduce the new team member, and make sure to include the new team members NAME as well as TITLE in the agenda item.
   1. [ ] PeopleOps: If in a technical role, add the new team member to the next Retro meeting and the Kickoff meeting that's scheduled and save for all events in the future.
1. [ ] People Ops: [Add blank entry to team page](https://about.gitlab.com/handbook/people-operations/#blank-entry) (only the start date and position, use "logo-extra-whitespace.png" for the picture) so the team can see when new people are joining.
1. [ ] People Ops: Add to phishing testing platform
1. [ ] People Ops: Check if new team member indicated who they were referred by (in bottom of application, in Workable). If no referral indicated, check with new team member by asking in this issue "@{new team member} please let people ops know if you were referred by another GitLab team member; otherwise we will assume you were not".
1. [ ] People Ops: reach out to the new team member to identify and order any necessary supplies/equipment. Send an email to their GitLab account, personal email, and cc Peopleops.<br>
"Please let People Ops (cced here) know if there are any necessary supplies or equipment that you need. You can also reference the [company handbook](https://about.gitlab.com/handbook/#spending-company-money) in this matter."
1. [ ] Buddy: Schedule video call for first day to introduce yourself, and make sure they know that if they have questions, they can come to you. But your main job as a buddy will be to direct them to the right parts of the handbook, and/or encourage them to ask their questions of the wider group on chat, etc.
1. [ ] People Ops: Send brief welcome email to their personal address that directs the new team member to their GitLab email and their onboarding issue. Template text:

    > Welcome to GitLab, we're excited that you're joining our team!
    >
    > You should have received an invitation to your GitLab email account;
    > please let me know if that is not the case.
    >
    > Everything you need to get started is listed in your onboarding issue:
    > [Insert link].
    >
    > We're looking forward to seeing you on our daily Team Call! The first time
    > that you join, please make sure that you connect at least 10 minutes
    > before the call and make sure that your camera and microphone are working
    > properly. We'd like you to introduce yourself to the team (±1 minute), so please
    > prepare some talking points for yourself. Some tips to help you out here:
    > tell us about where you were before GitLab, why you wanted to join our
    > team, just a little something about your background and of course
    > something on what you like to do in your spare time.
    >
    > Here is some swag credit you can use in our swag store (https://gitlab.mybrightsites.com/) to celebrate your arrival!
    >
    > Swag codes: [Enter 2 swag codes]
    >
    > Free shipping: [Enter free shipping code]

1. [ ] People Ops: Inform the hiring manager about the hire by announcing in general chat channel 'X has joined GitLab!'
1. [ ] Hiring Manager: Schedule a video call with new team member at the start of their first day.
1. [ ] Hiring Manager: Organize smooth onboarding with clear starting tasks / pathway for new team member.

### ON YOUR FIRST DAY

#### For GitLab Inc employees only

1. [ ] People Ops: gather relevant information from new team member to enter them into the TriNet system.
1. [ ] People Ops: complete and submit an online Add New Hire Form
(TriNet Passport=>My Workplace=> Add New Hire/Rehire). This will generate the
welcome email to the employee at their work email on their first date of hire.
1. [ ] New employee: complete [New Hire TriNet Passport 7 Steps Guide](https://docs.google.com/a/gitlab.com/document/d/1CFIyByd1Kgmz5353_aASVI1D8QTyJ2Uy60ziQHEPTUI/edit?usp=sharing). The I-9 portion of this must be completed within the first two days of hire. Note- this is critical so you must contact PeopleOps if you have difficulty with this form.
1. [ ] People Ops: complete the employer portion of the I9 in TriNet within three days of hire
1. [ ] New employee: read through the [New Hire Benefits Guide](https://drive.google.com/a/gitlab.com/file/d/0B0dixQ9qzgilNlN0MnNFS29xWnB2SjNWVUk3dUV2aWlhejVR/view?usp=sharing). This will go over medical, dental, vision and voluntary benefits. Note - If you have any questions or need help within the TriNet system please contact the Employee Solution Center at 800-638-0461 or email them at employees@trinet.com.
1. [ ] People Ops: Set up new hire training with TriNet (If necessary).

#### For GitLab BV employees only

1. [ ] New team member: fill in this payroll information [form](https://docs.google.com/a/gitlab.com/forms/d/1mExVeTRn1cd0MtnNuvMSy7UJ8WazI5D6_snq3R6bsmI/viewform)
This info is needed to get your profile ready with Savvy HR in order to get you your pay slips and other information. Next to Savvy, the People Ops team will also get a copy of the form info for your employee file on BambooHR.

#### All team members

1. [ ] New team member: Read the [security handbook](https://about.gitlab.com/handbook/security/), and please ask questions to make sure it is all clear to you.
1. [ ] New team member: If you authenticated your GitLab.com account with Google, GitHub, etc. you should either disconnect them or make sure they use two-factor authentication.
1. [ ] New team member: Enable [two-factor authentication](http://docs.gitlab.com/ee/profile/two_factor_authentication.html) on your GitLab.com account.
1. [ ] New team member: Make sure your notifications for GitLab.com aren't sent to a personal email. Send them to your `@gitlab.com` email.
1. [ ] 1Password
   1. [ ] New team member: Register on 1Password by clicking on the link in the ["Link to 1Password Sign-Up"](https://docs.google.com/document/d/15BdqpNhSi_5bc2b9KXo_w5f0gC-3gmuw-aIgzRcbnbk/edit) Google Doc and then ping @rspeicher to confirm your account. You can find this (and other) shared Google Docs by using [`Search for files shared with gitlab.com`](https://support.google.com/a/answer/3187967?hl=en) in Google Drive.
   1. [ ] New team member: once you are registered on 1Password, ping your hiring manager to grant you access to the proper shared Vaults by making a suggestion in the relevant cell in the ["1Password Shared Folders"](https://docs.google.com/a/gitlab.com/spreadsheets/d/1dSlIRbD1b8XisIBbANDK5NGe55LvVSTsWM7aHcWCOVU/edit?usp=sharing) Google Sheet.
   1. [ ] New team member: install the 1Password app on your computer, and link it to your team account, as described on the [security handbook page](https://about.gitlab.com/handbook/security/). Please let People Ops or your manager know if you need any assistance.
   1. [ ] New team member: Change your password on GitLab.com to use 1Password if you had an account before joining the company.
   1. [ ] New team member: If you created any accounts while onboarding before being added to 1Password, reset your passwords for them to use 1Password.
   1. [ ] New team member: Set up [secure passwords per the handbook](https://about.gitlab.com/handbook/security/).
1. [ ] New team member: Create GitLab.com account and leave a comment in this issue to tell us the name. (To clarify, this is **not** the same as your account and username on dev.gitlab.org which you already have if you can see this issue). Make sure that you fill out the GitLab.com profile with your first and last name to ensure that e-mail notifications arrive correctly. 
1. [ ] Robert/Jacob/Ernst: Invite team members' GitLab.com account to the [gitlab-com group](https://gitlab.com/groups/gitlab-com/group_members) as a developer.
1. [ ] New team member: Access BambooHR, set a secure password and fill out any missing details of your profile; specifically your address, phone number(s), and emergency contact information. Make sure to add the country code to phone numbers (i.e. all numbers should start with `+`).
1. [ ] New team member: Set up [Calendly](https://about.gitlab.com/handbook/#calendly) and add your Calendly link to your Slack profile.

### WITHIN FIRST WEEK OF STARTING

1. [ ] People Ops: [Invite to autoconnect](https://about.gitlab.com/handbook/people-operations/#add-beamy) on [Beamy](https://about.gitlab.com/handbook/#beamy-guidelines).
1. [ ] People Ops: Order [business cards](https://about.gitlab.com/handbook/people-operations/#b-cards) for new team member.
1. [ ] People Ops: [Add team member](https://about.gitlab.com/handbook/people-operations/#add-expensify) to Expensify (if employee).
1. [ ] People Ops: Add new team member to the info sheets of the next Summit if applies.
1. [ ] Hiring Manager: Invite new team member to the recurring weekly team-meeting.
1. [ ] New team member: Check if there is a coming [Summit](https://gitlab.com/summits/) and save the date!
1. [ ] People Ops: [Create a profile](https://about.gitlab.com/handbook/people-operations/#add-egencia) on [Egencia](https://about.gitlab.com/handbook/travel/) for new team member.
1. [ ] New team member: schedule 10 calls of 30 mins with 10 different colleagues to get to know your team. You can also schedule more calls, or ask for help on the #questions channel in slack.
   1. [ ] call with ___
   1. [ ] call with ___
   1. [ ] call with ___
   1. [ ] call with ___
   1. [ ] call with ___
   1. [ ] call with ___
   1. [ ] call with ___
   1. [ ] call with ___
   1. [ ] call with ___
   1. [ ] call with ___
1. [ ] New team member: Link your GitLab email address to an easily recognizable photo of yourself on [Gravatar](https://en.gravatar.com/) (don't use an avatar, stock photo or something with sunglasses).
1. [ ] New team member: [Add yourself](https://about.gitlab.com/handbook/general-onboarding/#add-yourself-to-team-page) to the [team page](https://about.gitlab.com/team/) with an easily recognizable photo. In the description of the merge request, add the template text for the tweet that announces your entry to the team: "Very happy to announce that [NAME] joined our #[TEAM] team! Welcome @[TWITTER HANDLE]! https://about.gitlab.com/team/". Assign the merge request to your hiring manager, and @ mention Amara so that she can schedule the tweet to announce you!
1. [ ] Amara: Send out or schedule a tweet about the new hire when the addition to the team page has been merged. Make screenshot of the profile and include that in the tweet.
1. [ ] New team member: Add yourself to the [public map](https://sundial.teleport.org/public/groups/Y3IahPR5vYjBpMyU2kZj) of everyone's location via [Sundial](https://docs.google.com/a/gitlab.com/document/d/1U0ZYlKgX_VZVCKUozRYehRSiNquzIN1hg8B2RP19QCw/edit?usp=sharing).
1. [ ] New team member: Encrypt the home folder of your hard drive (see the [security handbook](https://about.gitlab.com/handbook/security) for help).
1. [ ] New team member: Leave a comment in this issue with a screenshot verifying that your hard drive is encrypted (`Command` + `Shift` + `3` on Mac).
1. [ ] New team member: Make an improvement to the handbook (something that you wished was there), assign the merge request (MR) to your manager and link the MR url in this onboarding issue.
1. [ ] New team member: Follow the Git and GitLab course on [Platzi](https://courses.platzi.com/courses/git-gitlab/)
1. [ ] New team member: Become familiar with how GitLab works by learning our [GitLab Basics](http://doc.gitlab.com/ce/gitlab-basics/README.html)
1. [ ] New team member: Set-up and familiarize yourself with our apps: [Gmail](https://mail.google.com/), [Google Calendar](https://www.google.com/calendar/), [Slack](https://gitlab.slack.com/messages/general/) and [Google Drive](https://www.google.com/drive/) where you can [download](https://tools.google.com/dlpage/drive/index.html?hl=en) to work offline. Be aware your Google Calendar (tied to your GitLab Google account) is internally viewable by default, you might want to [change this](https://support.google.com/calendar/answer/34580?co=GENIE.Platform%3DDesktop&hl=en) in your calendar settings.


### FOR ENGINEERING ONLY (Devs, PEs, SEs)

1. [ ] Robert/Jacob V: Add new team member to the [gitlab-org](https://gitlab.com/groups/gitlab-org/group_members) group on GitLab.com as a `Developer`.
1. [ ] Robert/Jacob V: Add team members' GitHub.com account to the [gitlabhq organization](https://github.com/orgs/gitlabhq/people) (if applicable)
1. [ ] Robert/Jacob V: Set new team members' project-level permissions as-needed.
1. [ ] For Production and Service Engineering team members: Hiring manager: add the [infrastructure onboarding checklist](https://dev.gitlab.org/cookbooks/chef-repo/blob/master/doc/onboard-new-sysadmin.md).
1. [ ] For Developer team members: Read the [developer documentation](http://docs.gitlab.com/ce/development/README.html).
1. [ ] Hiring Manager: Provide access to PagerDuty.

#### FOR SERVICE ENGINEERING ONLY

1. [ ] Patricio/Robert/Jacob V: Create GitLab.com admin account.
1. [ ] Patricio/Ernst: Add to Tweetdeck for [at]gitlabstatus.
1. [ ] Jose/Drew: [Add new team member](https://support.zendesk.com/hc/en-us/articles/203661986-Adding-end-users-agents-and-administrators#topic_h43_2k2_yg) as an agent in [GitLab ZenDesk](https://gitlab.zendesk.com).
1. [ ] Jose/Drew: Add agent to required [support groups](https://support.zendesk.com/hc/en-us/articles/203661766-About-organizations-and-groups) in [GitLab ZenDesk](https://gitlab.zendesk.com).
1. [ ] Jose/Axil: Add new team member to "moderators" group on the [GitLab community forum](https://forum.gitlab.com/).
1. [ ] Jose: Invite to support team call
1. [ ] Jose: Use the "GitLab Email Forwarding" google doc to request that the new team member is added to the alias for the support team.
1. [ ] Jose: Add team member to `@supportteam` Slack handle.
1. [ ] Create new account for the [GitLab community forum](https://forum.gitlab.com/) using the sign in with GitLab option and mention the username used.
1. [ ] Hiring Manager: Add new team member as a member to the GitLab Dev Digital Ocean account https://cloud.digitalocean.com/settings/team
1. [ ] New team member: Open a new [support issue](https://gitlab.com/gitlab-com/support/issues) using the support [onboarding checklist](https://about.gitlab.com/handbook/support/onboarding/checklist), and provide the link in a comment below this onboarding checklist.


#### FOR UX DESIGNERS, FRONTEND DEVS, AND DESIGNERS ONLY

1. [ ] New team member: Get the [Pixelmator app](https://itunes.apple.com/us/app/pixelmator/id407963104?mt=12&ign-mpt=uo%3D4) and expense it.
1. [ ] New team member: Join the `#interaction` channel on Slack.
1. [ ] People Ops: provide [SketchApp](http://www.sketchapp.com/) license by [ordering online](https://sites.fastspring.com/bohemian/order/contents), and forwarding the email with the license key to the new team member.
1. [ ] People Ops: (for Designers only, not UX Designers) provide access to [Adobe Creative Cloud](https://www.adobe.com/creativecloud.html) using the shared credential in the Secretarial vault. If a UX Designer feels that they need CC Photoshop and/or CC Illustrator they can request it.
1. [ ] Hiring Manager: (for UX Designers) Give new team member `Master` access to the [gitlab-design](https://gitlab.com/gitlab-org/gitlab-design) project on GitLab.com.
1. [ ] Hiring Manager: (for UX Designers) Add new team member to the [GitLab Dribbble team](https://dribbble.com/gitlab).
1. [ ] Robert/Jacob V/Ernst: (for UX Designers) Add new team member to the `@uxers` User Group on Slack.

### FOR MARKETING ONLY

1. [ ] Patricio/Amara: Add to Tweetdeck.

### FOR SALES AND FINANCE ONLY

1. [ ] Finance: Add to Comerica (as user or viewer only if in Finance)
1. [ ] Finance: Add to [QuickBooks users](https://about.gitlab.com/handbook/hiring/) (finance only)
1. [ ] Finance: Order company credit card (for all sales team members who are employees)
1. [ ] People Ops: If credit card holder, add to expense report calendar reminder
1. [ ] Hiring Manager: Invite to sales meeting.
1. [ ] Sales Operations (Francis): Add to  [Salesforce], [Sertifi], and [WebEx].
1. [ ] New team member: Ask a colleague if they can do a screenshare the next time they process an order using Recurly and Salesforce.
1. [ ] Sales Manager: Grant access to the [Sales Folder](https://drive.google.com/drive/u/0/#shared-with-me) in our Google Docs.
1. [ ] New team member: In the [Sales Folder](https://drive.google.com/drive/u/0/#shared-with-me), familiarize yourself with:
  1. [Our Sales Agenda](https://docs.google.com/document/d/1l1ecVjKAJY67Zk28CYFiepHAFzvMNu9yDUYVSQmlTmU/edit)
  1. Competition https://about.gitlab.com/comparison/
1. [ ] New team member: familiarize yourself with the [Support](https://about.gitlab.com/handbook/support/) process.
1. [ ] New team member: familiarize yourself with [giving a GitLab demo](https://about.gitlab.com/handbook/demo/)

### FOR PEOPLE OPS ONLY

* [ ] Manager: Add team member to applicable email addresses, ex. jobs@gitlab.com
* [ ] People Ops: Add team member to BambooHR and Workable as an admin.
* [ ] Manager: Add team member to TriNet and HR Savvy as an admin.
* [ ] People Ops: Invite team member to People Ops Confidential channel in Slack.

### FOR CORE TEAM MEMBERS ONLY

1.  [ ] Robert/Jacob V/Ernst: Add e-mail address to the mailing list: https://groups.google.com/forum/#!forum/gitlab-core
2.  [ ] People Ops: Have member sign NDA.
3.  [ ] Robert/Jacob V/Ernst: Add member to #core in Slack.  
4.  [ ] Robert/Jacob V/Ernst: Give member developer access to gitlab-org.

Onboarding topics that apply to everyone

General

Add yourself to the team page

Welcome to GitLab! We are happy to have you join our company and to include you in our team page. The following are the steps to add yourself to the team page. Please follow the links that will guide you to full guides about every step.

  1. Create an account on GitLab.com and take note of your username and password, because you will need them throughout these steps.
  2. You should have been granted access to the www-gitlab-com project as an earlier step of onboarding.
  3. Download Git, following the start using git documentation. Don't forget to add your Git username and to set your email.
  4. Follow the steps to create and add your SSH keys.
    Note: in some of these steps, your shell will require you to add your GitLab.com username and password.
  5. Clone the www-gitlab-com project through your shell, following the command line commands documentation.
  6. Find the picture that you’d like to add to our team page, change the picture's name to the following format: yourname.jpg or yourname.png and then follow the "how to add an image" steps. Picture Notes:
    • Ensure the picture size is around 400x400 (it must be square) and the format is JPEG or PNG. You can resize your picture using a photo editor like GIMP (cross-platform) or online by searching for "image resize".
    • Any picture that you provide will be made black-and-white automatically after you add it. Note that your team page picture should be added to www-gitlab-com/source/images/team/NAME-OF-PERSON-IN-LOWERCASE.jpg.
  7. Create a Merge Request in GitLab.com with the branch that you created with your picture.
  8. In GitLab.com, click on "Files".
  9. Find the dropdown menu at the top of your screen and find the branch that you previously created to add your picture (they are in alphabetical order). If you don't have a branch yet, follow the steps to create a new branch. dropdown menu
  10. Information displayed on Team page is pulled from a data file. You can find it by clicking on each of the following items: data/ and then team.yml.
  11. When you are in team.yml, click on “edit” on the top right side of your screen.
  12. Your information should already be added after the last person on the team page. Update the initials to be your Firstname 'Nickname' Lastname. Verify that your title is entered correctly. Add the file name of the picture that you uploaded previously. Enter your twitter and gitlab handle. Write a story about yourself. Don't forget to use other team members' information as a reference and to respect the spaces between lines. Please don't use "tab" because it will break the page format.
  13. After you added your information, add a comment to your commit and click on “Commit Changes”.
  14. Go to the Merge Request that you previously created with the branch that you are using and assign it to your manager for review.

Quiz

Employees should answer GitLab quiz questions in the first 2 weeks of working in the company. If the answers are not accurate, you may retest once: GitLab Quiz Please schedule a call with your hiring manager.