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Recruiting Process - Candidate Experience Specialist Tasks

Recruiting Process Framework - Candidate Experience Specialist Tasks

Step 11/C: Schedule first interview

Once a candidate has provided their availability in Greenhouse, the Candidate Experience Specialist will utilize the internal hiring processes repository to determine scheduling needs. If the repo is outdated or you are unsure of the interview process, reach out to the recruiter.

Step 14/C: Schedule team interviews

Once a candidate has provided their availability in Greenhouse for the next step in the interview process, the Candidate Experience Specialist will utilize the internal hiring processes repository and schedule all interviews in accordance with the interview plan. The candidate is moved to the next step in the interview plan by a yes or strong yes scorecard. The Candidate Experience Specialist should be sure to inform the candidate that each subsequent interview is contingent on the success of the prior interview.

Any candidates who receive a no or definitely not scorecard should be discussed with the Recruiter and the Hiring Manager before declining.

Executive Interview Scheduling

  1. Prior to candidates moving to the Executive interview stage please ensure that each Greenhouse profile contains applicants current resume, best contact phone number and feedback from prior interviews has been received and logged in Greenhouse.
  2. The Candidate Experience Specialist moves candidate to Executive Stage in Greenhouse (if applicable).
  3. The Candidate Experience Specialist pings Executive Business Admin for options in the Greenhouse note section and will include any relevant details such as internal, timezone or high priority. *Exception for the CEO.
  4. If scheduling an interview with CEO please get availability prior to reaching out to the CEO's EBA. Once you've received availability, please ping the EBA in Greenhouse to schedule with CEO.
  5. The Executive Business Admin will @ mention the Candidate Experience Specialist in the Greenhouse note section with approximately 3 interview options and specify the timezone the options are given in.
  6. The Candidate Experience Specialist sends the Candidate the suggested times using the Candidate Availability for Executive Interviews template.
  7. After the Candidate responds the Candidate Experience Specialist schedules sends out the interview confirmation email in Greenhouse with the Executive Business Admin to the Executive in cc. *Exception for the CEO, CRO and VPE
  8. For scheduling with the VPE; once the candidate has provided availability the Candidate Experience Specialist will @ mention EBA to VPE in GreenHouse to schedule the interview and send out the confirmation email. A unique zoom link will be generated by the EBA. All interviews should be scheduled for 60 minutes (please do not use "speedy meetings" for VPE interviews)
  9. For scheduling with the CRO; once a time is selected (CRO) @ mention the EBA to CRO in the notes section in GreenHouse to have them schedule the interview and send out the interview confirmation email. A unique zoom link will be generated by the EBA.
  10. For scheduling with the CEO; once the availability is received @ mention the EBA to the CEO in the notes section in GreenHouse to have them schedule the interview and send out the interview confirmation email. A unique zoom link will be generated by the EBA. If you have any questions about the process, please post in #eba-team in slack and @ mention the EBA to the CEO.

Interview Reschedule Requests and Other Communication to the CES Email

The CES team utilizes GitLab Service Desk to track incoming emails to the CES email alias.

  1. Under this CES Service Desk Project set up the proper notifications
    • Click on the bell icon on the top right next to Star and Clone
    • Go to Custom Settings
    • Check "New issue"
    • Closeout the window
  2. On the left-side menu bar click Issues
    • This is where all our incoming CES emails will create an issue. You'll get an alert when someone sends an email to the CES email alias. Any "emails" that need to be addressed will be an open issue listed within this project.
  3. Click on the new Issue
  4. Assign it to yourself on the right-side toolbar
  5. Read the Issue message
  6. Add the appropriate label
  7. Respond to the "email" by adding comments to the issue (be sure to enter comments as you would an email to the candidate)
    • The response might be as simple as Dear x, thank you for giving the team a heads up on the change of your schedule. I've canceled your interview and we will reach out to reschedule after taking a look at schedules.
  8. If this one comment address the entire message and the Application Tracking System (ATS) is the tool needed, add a comment and close the issue
    • If the one comment does not address the entire message then only select comment.
  9. Navigate to the ATS, if you are unable to reschedule or reset-up yourself tag the appropriate CES in the applicable greenhouse profile notes and copy the issue link in the comment (i.e. @Jane please reschedule with John per https:xxxxx)

There may be situations where the CES email is used to thank the team or to send a follow-up note. In those cases, we would copy the text of the issue to forward to the appropriate parties through a greenhouse profile at mention.

Step 20/C: Initiate background check

Once notified by the recruiter, the Candidate Experience Specialist will initiate a background check for the candidate. The Candidate Experience Specialist will continue to monitor the background check until finalized, utlizing the follow-up feature in Greenhouse to ensure the background check is complete and uploaded into BambooHR if hired.

For guidance on reviewing Background checks see this page.

Initiating a Background Check through Greenhouse

US Candidates Only

  1. Log in to Greenhouse and go to the candidate's profile.
  2. Click the "Private" tab.
  3. Click "Export to TalentWise".
  4. Click "Complete Report", which will redirect you to the Sterling website.
  5. Scroll down and click "Add Screening".
  6. Next to "Comprehensive Criminal", click on "Ticket". If you need to run a financial check as well for Finance team members, after you click "Ticket", click "Add Products" on the right and search for and include "Federal Criminal District Search".
  7. Check off that you agree to your obligations as a user.
  8. Under "Disclosure and Authorization Options", select the first option to have Sterling send the candidate a disclosure form.
  9. Click "Generate Ticket".

Initiating a Background Check through Sterling Talent Solutions

US Candidates Only

  1. Log in to Sterling and select "Quick Launch".
  2. Click "Launch Screening".
  3. Next to "Comprehensive Criminal" click on "Ticket". If you need to run a credit check as well, after you click "Ticket" click "Add Products" on the right and search for "Federal Criminal Check".
  4. Check off that you agree to your obligations as a user.
  5. Enter the candidate's name and personal email address.
  6. Select the first option to have Sterling send the candidate a disclosure form, and click "Generate Ticket".

Non-US Candidates Only

  1. Log in to Sterling and E-invite the candidate by inputting their email address.
  2. Under "Applicant Information" enter in the candidate's first and last name, as well as their email address to confirm.
  3. Next, select "A La Carte" from the "Screening Packing".
  4. Then, you will select "Verification- Employment (International)" from the "A La Carte" drop down. Then click "Add".
  5. After that, you will select "Criminal-International". A drop down menu will appear, and you will select the country the candidate is located in. Then click "Add"
  6. If you are submitting a background check for a candidate located in Japan, you will select "GlobeX" instead of "Criminal-International". Then select "Japan" and click "Add"
  7. Make sure both checks are included in the "Search" box.
  8. Finally, scroll to the bottom of the page and click "Send"

Step 23/C: Send contract

See Contracts section of the handbook

One person from the recruiting team (typically the Candidate Experience Specialists) will prepare the contract. While the Candidate Experience Specialist will prioritize a contract above other tasks, the expected turn around on the task is 1 business day. If the contract is time-sensitive, ping the CES team on the candidate's Greenhouse profile and provide context for the rush. If the Candidate Experience Specialist cannot meet the 1 business day they will inform the recruiter via Greenhouse and will provide context.

  1. Check all aspects of the offer:
    • Do we have the new team members' legal name in their profile?
    • Is the new team members' address listed on the details page?
    • What contract type and entity are required based upon location and offer details?
    • Is it clear how many (if any) stock options this person should receive?
    • Is all necessary information (start date, salary, location, etc.) up to date?
    • Does the new team member need a work permit or visa, or require an update to them before a start date can be agreed?
  2. Generate the contract within Greenhouse using a template based on the details found in the offer package.
  3. Contact the recruiter or new team member to gather any missing pieces of information (note: the address can be found on the background check information page).
  4. Ensure that, if the contract was created outside of Greenhouse, the contract has been reviewed and approved by the Senior Director of Legal Affairs or a People Operations Analyst.
  5. Stage the contract in DocuSign from within Greenhouse, which emails the contract to the signing parties, with the recruiter, recruiting manager, and the hiring manager cc'd. One of the Recruiting Managers will sign all contracts before they go to the candidate for signatures. If the Recruiting Managers are out of office, the VP of Recruiting will sign.
  6. Enter the new team member's details on the Google sheet GitLab Onboarding Tracker and continually update it during the offer process.
  7. When the contract is signed by all parties, the Candidate Experience Specialist verifies that the start date in Greenhouse is correct; then they will mark the candidate in Greenhouse as "Hired" and export to BambooHR (do not export to BambooHR if it is an internal hire). Ensure that the "Hired" date in Greenhouse matches the date the contract was signed, if this needs to be manually adjusted wait to export to BambooHR until you edit the dates.
  8. The Candidate Experience Specialist will upload the signed contract and the completed background check into the BambooHR profile.
  9. The Candidate Experience Specialist will email the new team member the Welcome Email from Greenhouse with a Cc to the recruiter, IT Ops and hiring manager.
  10. The recruiter will unpublish the vacancy in Greenhouse and disposition any remaining candidates if necessary. Once complete, the recruiter will ping the Candidate Experience Specialist to close the role or close the role themselves.
  11. The final step before handing off to the People Operations Specialists is for the Candidate Experience Specialist to ensure all fields for the new team member on the GitLab Onboarding Tracker are updated and complete through the "GitLab Welcome Email Sent" column. Should the start date change after the welcome email is sent please see the required steps here.
  12. Exception to the start date and onboarding date alignment: If a new team member requires a specific start date for legal reasons (cannot have break in employment) but the People Operations Team cannot start onboarding on that specific day (because of Public Holiday), the Candidate Experience Specialist adds a note about the exception to the Important notes from CES column of the GitLab Onboarding Tracker. The Contract, Greenhouse and BambooHR should reflect the same start date regardless of the actual onboarding date. However the GitLab Onboarding Tracker should reflect the actual onboarding date. 

The Candidate Experience Specialist will make it a part of their weekly tasks to check the GitLab Onboarding Tracker to ensure their new team members are handed off properly to the People Operations Specialist.

Mid-Point Check-In Follow-up

The Candidate Experience Specialist will set up a delay send email using the "GitLab Helpful Links - Checking In" email template in GreenHouse. The delay should be set up for halfway between the contract being signed and the start date.

  1. Navigate to the Candidate's profile in GreenHouse.
  2. Under Tools Email Candidate
  3. From the Template drop-down select: GitLab Helpful Links - Checking In
  4. From the Send email when drop-down select: Pick a custom time…
  5. From the calendar select a future date and time, halfway between now and the Candidate's start date.
  6. Check Schedule Email.

If necessary you may cancel the email, which is now showing under the Email Candidate option.

Next Steps

People Operations Specialist will create the onboarding issue and start the onboarding tasks no later than one week before the new team member joins. Should a contract not be signed prior to 4 working days from the start date, a new start date will be required.

For questions about the new team member's onboarding status, view the People Operations Specialists assigned via the Google sheet GitLab Onboarding Tracker and @mention them in the #peopleops-confidential Slack channel.

For questions about the new team member's laptop, ping IT Ops in Slack. If the questions arise through email, forward the email to itops@gitlab.com and ping IT Ops in #it-ops Slack, and @it-ops-team too due to volume.

Interview Reimbursement Process

For candidates requesting interivew reimbursment the CES team will partner with the Account Payable (AP) team to ensure requests are processed confidentially and in a timely manner. AP and the CES team utilize GitLab Service Desk to track incoming emails to the Interviews@gitlab.com email.

Under the Interview Reimbursement Service Desk set up the proper notifications

Additional process details can be found on the project README page.