This page is a guide for People Ops when onboarding new team members. All onboarding tasks and guidelines for new team members are in the People Ops Onboarding Issue. Each onboarding issue is structured with general tasks at the top and department or role-specific tasks below. In some cases, specific task may link to a supplemental issues such as in-depth training. All new hires will receive all invitational access to their GitLab email, GitLab accounts, and any other work-related accounts on Day 1.
PeopleOps needs, at minimum, 3 business days from when the offer/contract is signed by the candidate before they can start.
Onboarding Issue Tasks
Add blank entry to team page Login to Gitlab.com and go to the www-gitlab-com project. In the left menu click "Files," select "data," and choose the file called team.yml. In the top right corner you can click "edit" to make edits to the code. Scroll all the way down and copy-paste the code of the previous blank entry to the team page. Edit the fields to the right info of the new hire and find the right job description URL on the Jobs page. Do not include the employee's name in the commit message, only initials. NoteThis can be tricky, so if you run into trouble reach out to some of your awesome colleagues in the #questions (channel) on Slack
Invite to swag store Send "New Hire Swag" email to new hire. It must state that they need to access the GitLab Swag Store, choose goods and use the new hire discount code provided in the email at checkout. New hires must to use their GitLab email at checkout.
Add team member to Beamy Login in to access the settings for the Beam. In the top menu move your cursor over the blue login button. Go to "Manage your beams". Click on "manage" in the lower left corner. Enter the GitLab email and scroll down to find the newly added email. Check the box for "Auto connect".
Add team member to Expensify (only with employees) Log in to Expensify and go to "Settings" in the left sidebar. Select the right policy based upon the entity that employs the new team member. Select "People" in the left menu. Select "Invite" and add the GitLab email. Click "invite". If the team member should be added as an admin to be able to also add new team members, update them to a domain admin.
Add team member to our NexTravel platform Email the sign-up link which can be found in a secure note (called NexTravel), in the People Ops vault in 1Password. This should be emailed to the team member's GitLab email address.
Order business cards We send business cards to every team member to make GitLab feel real to people around them despite not having an office. We also expect every team member to be an advocate for GitLab. Business cards should be ordered by the team member themselves, the self-help instructions are here.
Upgrade team member's Zoom account to Pro
Log in to the People Ops Zoom account using the credentials stored in 1Password.
Click "My Account" in the top right corner.
On the left sidebar, under "User Management", click "Users".
In the search bar, search for the team member's name (sometimes you may have to search for their email address instead). If the user does not appear yet in Zoom, you can double check with them that they created their Zoom account using their GitLab email address, or you can add them manually by clicking "Add Users" button at the top of the User Management tab.
Under "Type", confirm if they have a Pro account. If it says "Basic", click on "Edit" and choose "Pro" and save.
If you receive an error, this means we need to purchase more Zoom Pro licenses. This can be done by People Ops by sending an email to our account manager at Zoom, as listed in a shared note on 1Password. The turnaround time is typically 2-3 business days for the new licenses to become activated.
Click on their email address.
Where it says "Personal Link" click "Customize" and type gitlab.firstnamelastname and click "Save Changes". (Please keep in mind that Zoom only accepts the English alphabet.)
The Pro account and personal Zoom room is now active!
If a GitLab team-member is in need of supplies and is unable to purchase the items themselves, People Ops can place the order, per Spending Company Money.
Use the Amazon business account for all Amazon links. In order to see what is available to ship in each country use that country's Amazon website to sign in, place the order, and ship.
For Apple products we have a relationship with Bay Street Business to place all orders and act as our liaison.
For orders in the US, first check to see if there is a computer that can be shipped from the GitLab boardroom. To track available computers take a look at the shared "Laptop Check-in/Check-out" Google doc. To send a computer to a new team member send an email to the Executive Assistant; include name, shipping information, what type of laptop is needed, and by what date.
If there is not a computer available for a team member in the US, login to the custom store to place the order and ship.
For orders outside the US, but in a country with an Apple Store, please contact Bay Street Business (firstname.lastname@example.org) to coordinate with the local store and generate the invoice. Once the invoice is made, it will be sent to People Ops via email. If all information looks correct, contact Bay Street Business with the payment information.
After an order has been placed or a laptop has been shipped, update Finance and BambooHR via asset tracking.
Adding a New Team Member to BambooHR
As part of onboarding, People Ops will process new hires in BambooHR. Aside from the steps listed in the onboarding issue, this is a description of how to add the proper information into BambooHR.
Verify the team member was given an Employee ID number.
Enter the appropriate Country.
Region: Should either be Americas, EMEA, or JAPAC.
Verify the work email is entered.
Hire Date - This will be blank. Make sure to enter in the correct date.
Leader - if director or above
Manager - if has any direct reports
Individual Contributor - all others
Cost Center - Leave blank for now. This will become relevant as we scale.
Employee - paid through Payroll
Contractor - IND - Independent Contractor agreement
Contractor - C2C - Contractor Company agreement
Exception to IP Agreement - If they answered Yes, on the IP agreement in the contract. Also, send the text for the exception in an email to the VP of Engineering for approval. File the approved email in BambooHR.
Effective Date - Hire Date
Pay Rate - Entered as if it were a payroll amount. For example, a US employee would be entered as their yearly amount divided by 24 payrolls in a year. A contractor would have their monthly contract amount listed.
Pay Per - Monthly for contractors and employees paid once per month, Pay Period for all other employees
Pay Type - Use either Salary or Hourly for employees, or Contract for contractors.
Pay Schedule - Select the pay period. Currently we have twice a month for the US, and monthly for all others.
Overtime - This is the FLSA Code - This will either be exempt or non-exempt depending on how the role is classified. If there are questions on the classification, please ask the People Ops Analyst.
Change Reason - Hire
Comment - Please add any comments that are relevant from the contract terms.
Pay Frequency (Note: Pay Frequency times pay rate should equal annual compensation)
12.96 for GitLab B.V. employees in the Netherlands
13.92 for GitLab B.V. employees in Belgium
24 for GitLab Inc. employees in the United States
12 for everyone else paid monthly
On Target Earnings
If the team member does not have any variable compensation, enter "No" in the Variable Pay box, then do not add any additional information in the table. If yes, continue.
Add the effective date, annual amount of the variable component in local and USD, and the OTE in local and USD.
Lastly, add the cadence to which the variable component is paid out.
The effective date is either January 1 or July 1, whichever is more recent. Every January and July, the People Ops Analyst will conduct a currency conversion for all team members.
Use Oanda for the currency conversion. Always convert the currency from local currency into USD so that we remain consistent.
Enter the currency conversation factor from Oanda with all 5 decimal places.
Enter the Local Annual Salary with the appropriate currency code and the converted salary in USD.
Effective Date - Hire Date
Location - Which entity the new team member is contracted through.
Division - Enter the appropriate division from the dropdown.
Department - Enter the appropriate department from the dropdown.
Job Title - Choose the job title. If it does not exist already, scroll to the bottom, click "Add New" and save the new job title.
Reports To - Select their manager.
Enter whether the team member is part-time or full-time. Any comments? Add them to the compensation table.
Enter the hire date and set the status to active. Also leave a comment if there is anything of note in the contract.
For new team members from GitLab LTD, Lyra, SafeGuard Spain, and SafeGuard Ireland have a three month probation period.
Team members from GitLab GmbH will have a six month probation period. Set the status to probation period. This sets up an alert for the manager and People Ops automatically, 2 weeks, 1 week, and a day before the probation period expires. Details of the probation period process can be found on the contracts page.
For employees of HRSavvy, LYRA, and CIIC email the Employee ID number to our contact to align our systems.
Enter the start date
Employee or Contractor (This should match Payroll Type on the Jobs Tab)
Enter the number of shares from the contract.
Auditing the BambooHR Entry
Download a copy of the contract from the Documents Tab. Verify the information (start date, title, stock, etc) matches the entries in BambooHR as outlined in Adding a New Team Member to BambooHR.
If all the information is correct, mark the new hire as complete on the "Payroll Changes Report" in BambooHR.
Settings in BambooHR
Changing a Format (Example: Date)
Click on Settings
Select General Settings
Change the date format to match desired output
Add a New Division
Click on Settings
Select Employee Field
Add new division
Auditing System Changes
At the end of each week a representative from People Operations will review all data entered into BambooHR through the Payroll Change Report for audit purposes. Once a month an audit should be conducted from all payroll providers to ensure the salary information matches BambooHR.
Analyst Onboarding Tasks
Audit the BambooHR Entry
Add to the compensation calculator
Add the Employee ID, First Name, Last Name
All other items in Blue are to be entered. Columns in black are formulas that need to be carried down.
Ensure the Locality follows the criteria for geo areas.
If the team member is over range for their compensation, the Metics column will read as false. Please copy the formula down to generate the adjusted location factor for metrics reporting. For Sales, the Benchmark will need to be manually inputted based on the Sales Comp spreadsheets.
Create a new profile in Lumity (if a US team member)
Login to Lumity
Click your name and then switch to admin view
Under employees, select manage.
Click Hire Employee and enter information as prompted.
Benefits plans are dependent on the state the new hire lives in. OOS stands for Out of State and should be selected if the new team member does not reside in California, Hawaii, or Colorado.
Create a new profile in Betterment
Login to Betterment's Business Account (this is different than the personal account)
Click add an Employee
Enter all information as prompted
All new team members in the US are primary, not part of a union, able to access a computer, and eligible to participate (except interns).