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. This will ensure a good candidate experience and that the new employee has all necessary equipment and proper access prior to starting.
Onboarding Issue Tasks
Select a Buddy In the "Buddy Spreadsheet" google sheet, select a buddy for the new team member that is in the same timezone, but a different functional group. Try to pair a technical team member with a non-technical team member and vice versa. Remove the buddy from the spreadsheet, and add the new team member to the sheet so they can also be a buddy one day!
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 Log in to Printfection. At the top of the home page, click "Campaigns", then scroll down to "Your Favorite Campaigns" and select "New Hire Swag". Go to External Orders and select invite users directly. Invite a new user using their GitLab email and grant them Limited Access. They will need to have this completed before being able to order any swag.
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 "Admin" 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 Egencia platform Log into Egencia and go to the menu option "manage users". Choose "new user account" and fill in the passport name of the new team member. The username should be the new team member's email address. Enter the GitLab email address where asked and uncheck the newsletter box. Lastly assign the department in which the new team member is working.
Order business cards Go to BambooHR, find the team member, and click on "Business Cards" in the menu. Select "Update Business Card Requests" and fill out all the pertinent fields. Log in with your specific credentials to Moo. Under "Your Account", select "Go to your platform". Click "Create a new product", choose "Business Cards". If the new team member has both a GitLab and a Twitter handle, choose "GitLab 2 - Editable". If the new team member has only one handle, choose "GitLab - Editable". Click "Start Making". Click on the preview to edit the name, job title, email, phone number (formatted +[country code] number), social handle(s), and location. Once you have made sure all of the information is correct on the business card, click "Design Backs", "Edit Paper", choose "Super" paper, "Rounded" corners, and how many cards you would like to order (the standard is 50). Click "Review Design", "Save & Finish", and then add the cards to your cart. When you are checking out, update which shipping center you would like the cards sent from at the top right by selecting the proper flag. Enter in the team member's shipping address. Place the order with the applicable shipping and billing addresses.
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 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.
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 (email@example.com) 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
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.
Cost Center - Leave blank for now. This will become relevant as we scale.
Exec Name - Executive in the team member's reporting chain who reports to the CEO.
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, Pay Period for 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.
Pay Frequency (Note: Pay Frequency times pay rate should equal annual compensation)
12 for contractors, GitLab LTD, and LYRA
12.96 for GitLab B.V. employees in the Netherlands
13.92 for GitLab B.V. employees in Belgium
24 for GitLab Inc. employees
On Target Earnings
If the new team member is on a commission or quarterly bonus plan according to their contract, please add the details into this table.
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, 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.
For employees of HRSavvy, LYRA, and CIIC email the Employee ID number to our contact to align our systems.
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
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.
Under the My Staff tab, select "New Hire/Rehire" and a drop down menu will appear.
Enter all of the necessary information:
Company name auto-populates
Form of address for hire (Mr., Ms., etc.)
Middle name or initial
Ethnicity (if left blank in BambooHR, select "Decline to Specify")
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
* 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
* 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
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.
Add to the TriNet Platform
From TriNet Passport homepage, click on the tab My Company
Select My Workplace, Trusted Advisor Setup
Complete the information in the online form
Assign the Role of Trusted Advisor
From TriNet Passport homepage, click Find
Select Find Person by Name
Type in the person’s name
Once the name appears, click on it
From the options to the left, select Assign Roles
Click on Add
From the drop down select the access role desired
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
Go to HR Passport homepage
Click Find Location.
When search field appears, leave blank and click Search.
Click on Add location.
Complete location information. For a remote location, enter the location (ex. WA remote) in all fields except city, state, and zip.
Creating a Special Payroll in TriNet
Go to HR Passport homepage
Click My Company
Select Payroll Entry and Admin
Select Create a Special Payroll, Create a new
Name the payroll for the employees involved
Select the only option for payroll
Select preferred payment methods of direct deopsit; if direct deposit has not been set up the system will create and mail a live check
Pick the first available pay date
Select the appropriate earnings code. For regular pay it would be REG
Select the employee(s)
Select shipping to be for current methods on file
Click hours; it should prompt you with the available hours to pay
Click Save (Not Submit!!)
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.