Purpose: The Recruiting Process Framework provides guidance on the recruiting process for the recruiting team, hiring manager, and hiring team to efficiently hire top talent and create a positive candidate experience when it comes to hiring to a REQ.
Variations: It’s understood that variations to the process may occur given particular situations that make sense to a specified hiring team or need.
The communicated Recruiting Process Framework specifically focuses on approved REQs and candidates who are moving forward. It is understood that candidates who will be declined will be done so in a timely and respectful manner.
The Hiring Manager will determine the need for a vacancy and ensure it is listed on the Gitlab Hiring Plan. Once confirmed, the Hiring Manager will notify the Recruiting Manager/Lead specific to their org utilizing the steps provided on the vacancy creation process.
The Recruiting Manager/Lead will create the vacancy in Greenhouse following the vacancy creation guidelines. The assigned Recruiter, CES, and Sourcer should receive an email notification from Greenhouse when the vacancy is approved.
The intake session provides an opportunity to gain alignment on the requirements, hiring process and, perhaps most importantly, the expectations and responsibilities of the recruiter, sourcer, CES, hiring team, and hiring manager. Recruiters and Sourcers should come prepared for the intake session with insights and should act as a talent advisor.
The Recruiter will schedule the intake session and must open a REQ Intake Issue ahead of the intake session so the Recruiter, Sourcer, and Hiring Manager can contribute to it ahead of time. A link to the REQ Intake Issue should be included in the invite. The Recruiter should include the Hiring Manager, Sourcer, and CES on the intake session invite. Everyone involved in hiring for the REQ should be tagged into the issue so everyone understands the requirments, process, and individual accountabilities.
During the intake session all participants should agree on the Sourcing Priority (P0, P1, P2). Every role should receive sourcing support based on the Recruiting Alingmnent.
The Sourcer will schedule a Sourcing Session after the intake session to make sure we consider outbound talent for every opening at GitLab.
4.1 - Source prospects
The Recuiter, Sourcer, and Hiring Manager will partner in finding top talent using different sourcing avenues to find candidates, with LinkedIn and GitLab Talent Community being the most used and efficient ones. (It is possible that other Recruiters, Sourcers, and/or members of the CES Team will provide additonal sourcing support.
4.2 - Add prospects to Greenhouse
All approached prospects should be added in Greenhouse as prospects.Greenhouse is the source of truth. Every sourced prospect should have the name of the person who sourced them in the Source field. If a Prospect was sourced by a Recruiting Team Member from the Talent Community, that user will need to manually update the candidate's source information.
There are multiple ways to add the candidates, as follows:
How to add prospects to REQs:
4.3 - Reach Out
Use our reach out templates or create your own messaging for reaching out to candidates
Anyone on the Recruitment Team can provide sourcing support for priority REQs. The focus should be P0 and P1 REQs. If you want to help with a specific REQ, please engage with the Recruiter directly to verify the REQ is in fact a priority. If the REQ is a priority, use the REQ Intake Issue and the Hiring Repo to learn more about the REQ.
If you are helping a Recruiter source for an open REQ please verify the prospects you find are best qualified before reaching out to them. Share added prospects in bulk with the Recruiter vs. sending multiple one-off pings to the Recruiter. This can be done by sending the Recruiter a Greenhouse link to the candidate pool using filters (applied on DATE, source NAME, role title).
For more information about Greenhouse and it’s tips & tricks, please refer to this document
Each week the req is open the CES creates a weekly check-in issue in the Req Intake Project. Instructions are found on the issue template, the participants are the CES, Recruiter, Sourcer and fyi for the Hiring Team. The issue is used to update the health of the req, report on KRs, as well as allow for interview alignment.
Each req belongs to two Epics; one parent and one child epic. The parent epics can be used as a dashboard to show the funcitional leader the overall health of their open reqs.
Screeningstage, the person sending out the request to schedule an interview will need to send the Global Self-Identification Survey before any other steps are taken. Information about sending the survey can be found here.
When Team Interviews have completed, follow up with the hiring manager on next steps. Depending on the level of the role and outcome of interviews, next steps may include additional interviews including an executive interview or moving to reference checks.
Once a Hiring Manager has determined they want to move forward with a candidate, the Recruiter or CES will reach out to the candidate to request their references contact details and inform them a backgound check is being issued, using the Greenhouse email template. The CES will initiate the background check.
Once references are completed or as they are in progress, the Recruiter will move the candidate to offer stage and collect and submit offer details in Greenhouse. The Recruiter will ensure the offer is routed for approval.
When a candidate is moved to the Offer stage in Greenhouse the CES is notified via the Greenhouse notification configuration. At that time the CES should create the Req Retro Issue found in the Req Intake Project. Instructions are found on the issue template, the participants are the CES, Recruiter, Sourcer and the Hiring Manager. The issue is used to reacap the req, report on KRs, as well discussing what went well during the process and what can be improved upon.
Once the offer is approved in Greenhouse and references are completed, an offer will be verbalized to the candidate by the Recruiter or Hiring Manager.
A verbal offer can only be communicated once the offer has been fully approved in Greenhouse. Ahead of the official approval, the Recruiter may choose to have a conversation regarding what a potential compensation package may look like, however, the Recruiter must be clear that they are not extending a formal verbal offer as the offer has yet to be approved.
Once a verbal offer is made to a candidate, the Recruiter will notify CES to send a contract to the candidate. The candidate will receive the contract once the appropriate internal signature is provided. Once a candidate signs a contract, the CES will provide further information on next steps.