The employment team will create an offer package in Greenhouse for each candidate who we want to hire and who passes an interview with an executive and completed reference checks.
To create the offer package, move the candidate to the "Offer" stage in Greenhouse and select "Manage offer." Input all required and relevant information, ensuring its correctness, and submit; then click
Request Approval. Please note that any changes in compensation packages will result in needing re-approval from each approver.
Note that the offer package should include the candidate's proposed compensation in the most appropriate currency and format for their country of residence and job role. Annual and monthly salaries should be rounded up or down to the nearest whole currency unit and should always end with a zero (e.g., "50,110.00" or "23,500.00"). Hourly rates should be rounded to the nearest quarter-currency unit (e.g., 11.25/hr.).
For internal hires, be sure to include in the "Approval Notes" section the candidate's current level and position, as well as their compensation package.
You can also include any mitigating circumstances or other important details in the "Approval Notes" section of the offer details. If the comp has a variable component, please list base, on target earnings (OTE), and split in the "Approval Notes."
Please make sure that the level and position match the role page.
In case it is a public sector job family, please note (the lack of) clearances.
Information in the offer package for counter offers should include the following in the "Approval Notes" section:
Anyone making comments regarding an offer should make sure to mention the recruiter and hiring manager.
The People Business Partners and People Ops Analyst will receive an email and/or Slack message notifying them of the offer. The People Business Partner for the department will either approve or deny the request, and the People Ops Analyst will ensure the compensation is in line with our compensation benchmarks. Only one approval is needed in order to move forward. Once approved, the executive of the division will then receive a notification to approve. Once approved, the CEO and Chief Culture Officer will receive a notification to approve; only one approval is required in order to move forward with the offer. Typically, the Chief Culture Officer will provide the final approval, but if the CCO is out of office, the CEO will be the final approver.
It is recommended to also ping approvers, especially the executive (and CEO if needed) in Slack with the message "Hiring approval needed for [Candidate Name] for [Position]" with a link to the candidate profile. To create the link, search for the candidate in Greenhouse, select the candidate, go to their offer details page, and copy the link. Do not copy a link from a different section of their candidate profile. For pending offer approvals needed from the CCO/CEO, there is an
#offers Slack channel where the requests should be added. This is especially relevant if the CCO is out of office and the CEO is approving offers; the CEO should always be @mentioned for their approval. This Slack channel is private and only the recruiting team, CCO, CEO, and CFO have access to it.
Once the offer package has been approved by the approval chain, the verbal offer will be given, which will be followed by an offer email and official contract, both of which are sent through Greenhouse.
Offers made to new team members should be documented in Greenhouse through the email thread between the person authorized to make the offer and the candidate.
To send an offer email, go to the candidate profile, click "Email [Candidate Name]" and choose the template titled "GitLab Offer" (there are a few various templates depending on entities/countries for the candidate; if your candidate does not apply to these, choose the default "GitLab Offer" email). When using the template:
One person from the recruiting team (typically the Candidate Experience Specialists) will follow up with the contract:
People Operations will start the onboarding issue one week before the candidate joins.