Before an offer is created, ensure the approval should go through Greenhouse or BambooHR.
This step is optional per each function.
Once it is determined that a candidate will be moving to the offer stage, the hiring manager will answer the following questions in the justification stage in the candidate's greenhouse profile:
The justification section is a good place to add as much detail and context as possible since offers will often be reviewed by individuals that were not part of the interview process so this is their primary source of information for whether or not an offer should be approved.
Once a candidate has gone through the whole process before creating an offer the recruiter will ensure the scorecard requirements in Engineering Hiring Practices are met.
The recruiter will leave a note in Greenhouse for the hiring manager as follows:
The hiring manager will work with the recruiter on the offer details and the recruiter will be responsible for submitting the official offer details through Greenhouse.
The items below should be verified before the justification is completed as they are among the common reasons for an offer approval to be rejected or delayed.
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.
As we scale it is important to have some typical naming conventions when it comes to titles. Titles should follow this format: title, specialization, location. For example; Strategic Account Leader, DOD, Washington DC.
It is also important to recognize when a position is a manager of people compared to a manager of a product/function. If a manager of people the job title should be manager, department/division/specialization. For example; Manager, Talent Acquisition. A product/function manager should be titled with Manager at the end of the title. For example; Marketing Program Manager. In some cases because of industry standards, this may not be possible; i.e. Area Sales Manager (ASM), should not be listed as Manager, Area Sales.
When discussing a proposed compensation, the talent acquisition team and hiring manager should take into account the following: candidate expectations, role alignment in the market, and where within the compensation range peers are aligned internally at GitLab. The goal is to offer a competitive rate to the candidate while maintaining pay equality at GitLab.
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."
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:
On offers at Director and above, approval is needed from the Chief People Officer (CPO) or the Chief Executive Officer (CEO), there is an #offers Slack channel where the requests should be added. The CEO or CPO should always be @mentioned for their approval. This Slack channel is private and only the talent acquisition team, CPO, CEO, and CFO have access to it. Please ensure your ping has:
The CPO and CEO appreciate the thank you messages but they also have a hard time keeping up with Slack notifications. There is no need to say thanks, but if you do please add an emoji instead of sending a message.
If the offer is for a manager or individual contributor, the CPO or CEO do not need to approve. However, please post in the '#offers' channel with "Offer has been extended for [Candidate Name] for [Position]" and a link to the candidate's Greenhouse profile. You may request the removal of the CPO/CEO from the offer approval section with a @ mention to a talent acquisition manager in GreenHouse or a ping in Slack.
Once the offer package has been approved by the approval chain, the verbal offer will be given, which will be followed by an official contract, which is sent through Greenhouse. During the verbal offer, it is important that the Recruiter or individual making the offer, communicate to the candidate that we will never expect anyone to join on a National Holiday in their location and if they can therefore confirm a viable start date. The earliest start date will be determined by the contract type. PEOs need between 3 and up to 20 business days (in rare cases!) to share a contract with a prospective team member. It's important to emphasize the need for the prospective team member to complete the documents from the PEO quickly and consider this timeline when deciding on a start date.
It is also important when communicating the offer to go over the candidate’s employment type and benefits.
You can find more about making a verbal offer here.
| PEO | Country | Time To Onboard | Time To Register | Start After 10th of Month |
|---|---|---|---|---|
| Remote | Austria | 72 hours | Minimum 3 days | No - The start date will be pushed to the first day of the following month (unless sufficient notice of the candidate) I.E. Today is the 10th and you'd like to employ someone on the 20th of the same month in Austria - this wouldn't be possible because of the cut-off dates. However, if this information is shared with us earlier a few days (so that we can onboard the candidate) or a few weeks, we can employ that person on the 20th of that month - this is just impacting the cases when we receive the information very close to the cut-off date on the same month. |
| Remote | Hungary | 72 hours | Minimum 3 days | No - The start date will be pushed to the first day of the following month (unless sufficient notice of the candidate) I.E. Today is the 10th and you'd like to employ someone on the 20th of the same month in Austria - this wouldn't be possible because of the cut-off dates. However, if this information is shared with us earlier a few days (so that we can onboard the candidate) or a few weeks, we can employ that person on the 20th of that month - this is just impacting the cases when we receive the information very close to the cut-off date on the same month. |
| Remote | Mexico | 1-2 weeks | Minimum 1 day | Yes It will be backdated in the following month's Payroll |
| Remote | South Africa | 2 days | Same month | Yes. It will be backdated in the following month's Payroll |
| CXC | Czech Republic | 2 weeks | N/A | N/A |
| CXC | Greece | 2 weeks | N/A | N/A |
| CXC | Israel | 2 weeks | N/A | N/A |
| CXC | Poland | 2 weeks | N/A | N/A |
| CXC | Portugal | 2 weeks | N/A | N/A |
| CXC | Romania | 2 weeks | N/A | N/A |
| CXC | Russia | 2 weeks | N/A | N/A |
| CXC | Serbia | 2 weeks | N/A | N/A |
| CXC | Slovenia | 2 weeks | N/A | N/A |
| CXC | Turkey | 2 weeks | N/A | N/A |
| CXC | Ukraine | 2 weeks | N/A | N/A |
| Safeguard | Brazil | Minimum 2 weeks | Yes, it will be backdated in the following month's Payroll | |
| Safeguard | Italy | Minimum 2 weeks | Yes, it will be backdated in the following month's Payroll | |
| Safeguard | Spain | Minimum 2 weeks | Yes, it will be backdated in the following month's Payroll | |
| Safeguard | Switzerland | Minimum 2 weeks | Yes, it will be backdated in the following month's Payroll | |
| Global Upside | Chile | 20-25 business days | Yes, it will be backdated in the following month's Payroll | |
| Global Upside | Costa Rica | 20-25 business days | Yes, it will be backdated in the following month's Payroll | |
| Global Upside | Denmark | 6-8 business days | Yes, it will be backdated in the following month's Payroll | |
| Global Upside | India | 6-8 business days | Yes, it will be backdated in the following month's Payroll | |
| Global Upside | Kenya | 6-8 business days | Yes, it will be backdated in the following month's Payroll | |
| Global Upside | Latvia | 6-8 business days | Yes, it will be backdated in the following month's Payroll | |
| Global Upside | Philippines | 6-8 business days | Yes, it will be backdated in the following month's Payroll |
Key:
Time to Onboard: Total time to onboardTime to Register: minimum time to have an team member registered with local authorities (included in the onboarding timeframe) before actual start date.Start After 10th of Month: For PEOs we have through Remote, the 10th of the month is the cut off date for new hires to begin. The Start After 10th of Month column in the table above indicates whether or not this is possible, and which restrictions apply.Offers made to new team members should be documented in Greenhouse through the notes thread between the person authorized to make the offer and the Candidate Experience Specialist.
Although rare, there are times a candidate may decline an offer once an offer is verbalized, and/or once they have received a contract from GitLab. It is important to take the following steps if this occurs: