GitLab Onboarding Processes

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Onboarding Processes

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.

PeopleOps needs, at minimum, 3 business days from when the offer/contract is signed by the candidate before they can start. All new hires should be scheduled to start on a Monday whenever possible. This will ensure a good candidate experience and that the new employee has all necessary equipment and proper access prior to starting.

Git Going at GitLab (Day 1 and Day 2)

We (PeopleOps) are iterating on two orientation calls, called Git Going at GitLab. These are designed to help brand new GitLabbers find their way around in the first few days and covers (for now but more to come) Slack, enabling 2FA, 1Password, working with Google and the Handbook. These should be arranged on the Monday and Tuesday of the first week

You can find the video of the Day 1 call here:

Day 2 video can be found here:

Onboarding Issue Tasks

Ordering Supplies

If a GitLabber 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.

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.

Personal Tab

  1. Verify the team member was given an Employee ID number.
  2. Enter the appropriate Country.
  3. Region: Should either be Americas, EMEA, or JAPAC.
  4. Verify the work email is entered.

Jobs Tab

  1. Hire Date - This will be blank. Make sure to enter in the correct date.
  2. Role
    • Leader - if director or above
    • Manager - if has any direct reports
    • Individual Contributor - all others
  3. 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.
  4. Cost Center - Leave blank for now. This will become relevant as we scale.
  5. Payroll Type
    • Employee - paid through Payroll
    • Contractor - IND - Independent Contractor agreement
    • Contractor - C2C - Contractor Company agreement
  6. 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.
  7. Compensation Table
    • 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.
    • Change Reason - Hire
    • Comment - Please add any comments that are relevant from the contract terms.
  8. 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
  9. On Target Earnings
    • If the team member does not have any variable compensation enter the hire date and Base Only.
    • If the team member does have a variable plan enter the type of bonus, amount or percentage, and annual OTE.
  10. Currency Conversion
    • 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.
  11. Job information
    • 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.
  12. Employment Status
    • 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, and Lyra who 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.
  13. For employees of HRSavvy, LYRA, and CIIC email the Employee ID number to our contact to align our systems.

Benefits Tab

  1. Stock Options
    • Enter the start date
    • Employee or Contractor (This should match Payroll Type on the Jobs Tab)
    • Enter the number of shares from the contract.

Settings in BambooHR

Changing a Format (Example: Date)

  1. Click on Settings
  2. Choose Account
  3. Select General Settings
  4. Change the date format to match desired output

Add a New Division

  1. Click on Settings
  2. Select Employee Field
  3. Select Division
  4. Add new division

Entering New Hires into TriNet

People Ops will enter the employee data in TriNet with the information below on or before the new team member's first day. The below instructions are for the non-beta site.

  1. Under the My Staff tab, select "New Hire/Rehire" and a drop down menu will appear.
  2. Enter all of the necessary information:
    • Company name auto-populates
    • SSN
    • Form of address for hire (Mr., Ms., etc.)
    • First name
    • Last name
    • Middle name or initial
    • Country
    • Address
    • Home phone
    • Home email
    • Gender
    • Ethnicity (if left blank in BambooHR, select "Decline to Specify")
    • Military status

At the bottom of the screen, select next

* Start date
* Reason - drop down menu with options
* Employment type - Full time or PT options
* Select reg/temp bubble
* Employee Class - drop down between regular and commission
* Estimated annual wages (does not include anything besides base salary)
* Benefit class - Standard for all except residents of Hawaii
* Future benefits class -
* Standard Hours/week - Part time or Full time
* Business Title - see org chart
* Job Code - no need to enter anything here
* FLSA status- drop down options are exempt, non-exempt, computer prof-non-exempt, computer prof- exempt
* Supervisor - drop down menu of names
* Compensation Basis (Make sure to verify that hourly employees are non-exempt and annual employees are exempt)
* Compensation Rate
* Departments
* Work Location - drop down menu
* Pay Group - only one option
* Alternate Employee ID - found in BambooHR
* Work email
* Grouping A/level - not necessary
* Grouping B/sponsor- not necessary

Select next or save (if you select save, it will hold your information)

* Vacation/PTO - drop down menu only provides one option- select this
* Sick- drop down menu only provides one option- select this
* Personal Time - leave blank
* Floating Holidays - leave blank
* Birthdate - mm/dd/yyyy
* Workers compensation- select unknown and it will default to our principle class code for our industry

Window: Describe employees job duties - simple description

After submission - you will receive a prompt for final submission, select, and submit.

Note: if you save the information to finish at a later date, go to the Work Inbox, and select "New Hires Not Submitted" to continue.

Adding a Trusted Advisor to TriNet

A trusted advisor is a team member in People Ops who is granted access to TriNet, but is not an employee of GitLab Inc. Since they are not added to the system as a part of onboarding, we need to add them as a trusted advisor to make any changes within the system.

  1. Add to the TriNet Platform
    1. From TriNet Passport homepage, click on the tab My Company
    2. Select My Workplace, Trusted Advisor Setup
    3. Complete the information in the online form
    4. Click Submit
  2. Assign the Role of Trusted Advisor
    1. From TriNet Passport homepage, click Find
    2. Select Find Person by Name
    3. Type in the person’s name
    4. Click search
    5. Once the name appears, click on it
    6. From the options to the left, select Assign Roles
    7. Click on Add
    8. From the drop down select the access role desired
    9. Click Add

You can also follow the same process for assigning a role to a GitLab Inc. employee who is already in the TriNet system.

Add a New Location in TriNet

  1. Go to HR Passport homepage
  2. Click Find
  3. Click Find Location.
  4. When search field appears, leave blank and click Search.
  5. Click on Add location.
  6. Complete location information. For a remote location, enter the location (ex. WA remote) in all fields except city, state, and zip.
  7. Click Add.

Creating a Special Payroll in TriNet

  1. Go to HR Passport homepage
  2. Click My Company
  3. Select Payroll Entry and Admin
  4. Select Create a Special Payroll, Create a new
  5. Name the payroll for the employees involved
  6. Select the only option for payroll
  7. Select preferred payment methods of direct deopsit; if direct deposit has not been set up the system will create and mail a live check
  8. Pick the first available pay date
  9. Click Next
  10. Select the appropriate earnings code. For regular pay it would be REG
  11. Select the employee(s)
  12. Select shipping to be for current methods on file
  13. Click hours; it should prompt you with the available hours to pay
  14. Click Save (Not Submit!!)
  15. Ping the Controller to Submit

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.