Assuming that the hiring process went smoothly, now it is time to prepare the applicable contracts. Once the verbal offer is made, an issue will be created via the "email team" option in Greenhouse. You should keep this issue open until you've hired the candidate into BambooHR. The coordinator will send the contract to the applicant, using DocuSign in Greenhouse. On rare occasion, the coordinator may have to create the contract outside of Greenhouse using Google Docs; if this is the case, the coordinator needs to have a manager review the contract for accuracy before sending it out for signature.
First, be sure to validate the following:
This chart reflects the available signatories for each of GitLab's entities. They are listed in order of preferred signatory first. This chart should only be used for new hire contracts where GitLab has entities. This is not for internal moves such as contract renewals, letters of adjustments, or relocations.
Entity | Signatory |
---|---|
GitLab Inc | All Recruiting Leads (Jake Foster, Marissa Ferber, Ursela Knezevic), Rob Allen, Other People Group Team Members who are employed by Inc. and of the appropriate grade to sign the document. |
GitLab Federal LLC | Bob Stevens |
GitLab BV Belgium, Dutch & English | Pattie Egan. Backups: Craig Mestel, Igor Groenewegen-Mackintosh |
GitLab BV, Netherlands | Pattie Egan. Backups: Craig Mestel, Igor Groenewegen-Mackintosh |
GitLab GmbH | Rob Allen, Pattie Egan. Backup: Igor Groenewegen-Mackintosh |
GitLab PTY Ltd, Australia | Craig Mestel, Igor Groenewegen-Mackintosh |
GitLab PTY Ltd, New Zealand | Craig Mestel, Igor Groenewegen-Mackintosh |
GitLab Ireland LTD | Rob Allen & Pattie Egan. Backups: Craig Mestel, Igor Groenewegen-Mackintosh |
GitLab UK Ltd | Rob Allen, Pattie Egan, Dale Brown. Backup: Igor Groenewegen-Mackintosh |
GitLab Canada Corp | Craig Mestel, Dale Brown |
GitLab GK, Japan | Dale Brown, Craig Mestel |
GitLab IT BV | Rob Allen & Pattie Egan. Backups: Craig Mestel, Igor Groenewegen-Mackintosh |
GitLab South Korea | Dale Brown, Craig Mestel |
GitLab France S.A.S. | Craig Mestel, Igor Groenewegen-Mackintosh |
GitLab Singapore PTE. LTD. | Dale Brown, Igor Groenewegen-Mackintosh |
Not all individuals who are signatories for entities have the appropriate access in Greenhouse and this is something that has to be set up on a per req basis at time of contract sending.
Once the entity of the chosen candidate has been determined and the CES team has received the request to send the contract, follow the steps below:
Job Setup
tab within GreenhouseEdit
in the Job Info
box at the top of the screenOffice
and pick the correct entityJob Setup
at the top of the page.Hiring Team
on the left handside toolbar.Who can see this job?
Job Admin: Job Approver
Save
GitLab Inc full-time, with variable bonus/commission
. Then click "Generate". It will now populate and .docx and .pdf files under the "Offer Documents" section. Download the pdf and preview it to ensure everything populated correctly. If there are any token errors (i.e. problems with the information pulling from the candidate's profile and into the contract), Greenhouse will notify you. Most likely, if that happens it is because a field in the candidate profile is not accurately filled in. Once you fix the error, you'll need to "Regenerate" the contract.
Offer through DocuSign
. In the "To User" field, choose the GitLab signatory for the contract. In the "CC" field, add the recruiter and the hiring manager. Then click "Preview on DocuSign".2
next to the GitLab signatory's name to a 1
, change the 1
next to the candidate's name to a 2
and change the 1
next to the hiring manager's name to a 2
. This ensures that the contract goes to the GitLab signatory to sign first, as well as the recruiter for a Cc and once signed by them it will go to the candidate and the hiring manager with a Cc. Then click "Done".Standard Fields
, drag a Text
field over to underneath the Title, Date, and ID number area of the section. Resize to cover entire area for information.Checkbox
from the fields section on the right side to both areas needed (No invnetions, improvements area and additional sheets attached area)No Inventions
area and navigate to the right hand side of the page. Click Conditional Logic
and Create Rule
. Select Unchecked
in the dropdown and click the Text box (it will grey out) and click Done
. This will ensure that if the candidate does not click this box indicating they do have exceptions, they will need to fill in the text box before submitting their signature.
Signature
field, a Name
field, and a Date Signed
field to the correct areas.File
, click Download
and select Microsoft Word
.Upload New
button (located underneath All Offer Sections).Entity
employment-type
, with/without bonus
", e.g. GitLab Inc full-time, with variable bonus/commission
).Choose File
and choose the document you've downloaded and click Save Template
.Test
button next to it; click this, and it will validate that all of the Greenhouse tokens are correctly inputted. If there are any errors, it will notify you. You will then need to go back to the template in Google Docs and correct the errors, redownload it, and reupload it to Greenhouse (after deleting the original one with mistakes). If all of the tokens are functioning properly, there will be green checkmarks, and you're ready to use this template for contracts!
{{ }}
). For each of the fields with curly brackets ({ }
) in the template on Google Drive, find and replace that field (including the curly brackets) with the corresponding Greenhouse tokens (including the curly bracket). For example, {Contributor Name}
in the Drive template will be replaced with {{CANDIDATE_NAME}}
....
to the right of the template name, then click delete and confirm.The SSOT for the contract templates are on this handbook page updated by Legal and People Operations. Any updates to contracts will be done there first, and then the talent acquisition team needs to be pinged to be made aware of the changes so they can update the corresponding Greenhouse template.
These steps are executed by the People Operations and Legal teams when contracts are being updated, but for reference, if any changes need to be made to the templates, these tasks can be referenced below:
{{CURRENCY}}
, bonus is {{BONUS_AMOUNT}}
, and stock options is {{STOCK_OPTIONS}}
. Another field that is easily confused is the title; the {{JOB_NAME}}
is the name of the vacancy, which is not always necessarily the same as the title the candidate will have; to make sure it is always correct and includes the appropriate level and specialty for the candidate, use the token {{FULL_TITLE__INCLUDING_LEVEL_AND_SPECIALTY_}}
.{{CANDIDATE_SIGNATURE}}
, {{CANDIDATE_SIGNATURE_DATE}}
, {{COMPANY_SIGNATURE}}
, and {{COMPANY_SIGNATURE_DATE}}
. Find each signature page, then hit enter to create the new line after the "Signature", "Name", "Title", and "Date" sections, then copy the corresponding Greenhouse tokens. These can be easy to miss, so double check each signature section has the appropriate Greenhouse tokens, each on their own line.{{VARIABLE_BONUS_TYPE_OFFER_SECTION}}
which will tell Greenhouse to automatically choose the correct bonus type based on the offer package created in Greenhouse....
to the right of the template name, then click delete and confirm. Then click "Upload New", paste the name of the template, and upload the new version. Click "Test" to validate that everything translated correctly (per step 9 above), and you are ready to use the new template.Consistent with GitLab’s policy governing Hiring Significant Others or Family Members, GitLab is committed to a policy of employment and advancement based on qualifications and merit and does not discriminate in favor of or in opposition to the employment of significant others or family members. Any new hire that has a family member relationship that is currently employed at GitLab must sign this acknowledgment along with the GitLab team member. This process is done in conjuction with sending out the contract.
To change a start date after a GitLab entity contract has been signed and the new team member has been "hired" in GreenHouse the Candidate Experience Specialist will complete the following steps:
#people-exp_ces
To change a start date after a PEO contract has been signed and the new team member has been "hired" in GreenHouse the Candidate Experience Specialist will complete the following steps:
#people-exp_ces
In rare cases, we may rescind our offer before a candidate signs the contract. Work with the Recruiter, Hiring Manager, People Business Partner, VP of Talent Acquisition, and Contract Employment Counsel on ensuring uniform communication. Once the candidate has been informed verbally and via email by the talent acquisition team, follow these steps:
There are certain times when a contract needs to get resent to the candidate after they have been hired into the system, should that happen. Follow the steps below:
#people-group-confidential
asking for the BambooHR profile be deleted due to having to resend a contract and not wanting a duplicate profile. Provide the BambooHR link in the message. If the employee already works here, we cannot do this step. Please discuss an alerternative with the People Experience team.For Talent Acquisition Enablement:
Occasionally, there can be delays between the candidate receiving the Statement of Work and the official contract from a PEO. This delay can result in a nervous wait for the candidate. We must keep anyone who has not recieved their full contract from our PEO informed of any delays outside of the PEO SLAs.
The Candidate Experience Specialist who initiated the contract process is expected to follow up with the PEO every 24-48 hours until the contract is sent and will note of follow-up dates in the PEO Tracker. This communciation should be sent in Greenhouse, so that the communication is captured in the activity feed. If there are any extreme circumstances that will result in a contract getting to the candidate outside of the PEO SLA's, the CES will also note those in the PEO Tracker. Recruiter is expected to keep the candidate updated on the progress of their contract every 24-48 hours until the candidate recieves their contract. A simple message that explains the delay is all that is neccessary. As a Candidate Experience Specialist or Recruiter, you're encouraged to utilize the Greenhouse reminder feature to manage these updates and log the email in Greenhouse.
Contract amendments or modifications are processed by the Candidate Experience Specialist if the team member has not started or by the People Operations Specialist if they have.
If an amendment needs to be made and the previous contract was never active, the Candidate Experience Specialist should:
Note: It is essential that People Operations Specialists are informed of all changes, as various fields must be updated in BambooHR.
A contractor requests a modification to their contract due to a name change/company incorporation (Example: The individual recently incorporated a company, and would like to invoice GitLab through their company versus individually)
Contracts & Changes
section of the employee's profileImportant: Employment contracts cannot be backdated. If a team member requests to backdate a contract for invoicing purposes, an addendum should be added to the contract stating: "As the Contractor has not invoiced GitLab for payment since their start date on contractor start date
, GitLab will pay the Contractor for this period of time in accordance with the Contractor’s base compensation". The start date on the new contract should always reflect the date the contract is staged for signatures.
Contracts & Changes
section.If for some reason a candidate declines an offer after they have been hired into the system, whoever receives that information needs to make sure @ces
is tagged in the Greenhouse profile and is made aware that the candidate will no longer be starting at GitLab. Please note that the steps below are assuming that the person will not be working for GitLab; if you are hoping to just amend their offer after they've been marked as hried, please view the Resend process above.
If they have been hired in Greenhouse and exported to BambooHR, Enablement will need to follow these steps:
#people-group-confidential
Slack channel and ask to remove the profile from BambooHR and @ mention the @people-exp team for visibility. Only a BambooHR owner (at GitLab this is the VP, People Operations) can remove the profile, this is why this step is so important.When a team member applies for and receives a new position through Greenhouse, a Letter of Adjustment is prepared in lieu of a new contract using DocuSign. The Candidate Experience Specialist will prepare the letter. This document is signed by the Director, Total Rewards or the Sr. Director, Global People Operations or the Chief People Officer and the team member through DocuSign. Using the Offer through DocuSign - Letter of Adjustment template in Greenhouse the letter is cc'd to the Total Rewards team for processing.
Effective dates for a letter of adjustment should be the first (1st) of the month or the sixteenth (16th). These effective dates do not need to be on a business day and should be adhered to payroll purposes. Please note that LOAs cannot be used if a team member is moving from the Federal, LLC. entity into any other entity or any entity that is not Federal, LLC into the Federal, LLC. entity. In those cases, a new contract must be issued as there are tax implications to this entity.
The Candidate Experience Specialist needs to merge any additional candidate profiles before marking as hired. If the profiles are not merged, it will create a duplicate and mess with the employment bot sync to BambooHR. The signed letter is uploaded into BambooHR under the Contracts and Changes folder on the Documents Tab by the Total Rewards Analyst. The Total Rewards team ensures the information in HRIS and Payroll systems is updated.
When an internal transition is taking place and the start date for that LOA is amended, please ensure to update the People Experience team via Slack in the #people-exp_ces
channel of the new start date.
If a team member goes through a promotion through BambooHR versus Greenhouse, a Letter of Adjustment is prepared by the Total Rewards team as listed on their handbook page.
CES: Follow the instructions below on how to create and send a letter of adjustment.
In the event that a former team member is rehired with the company, they will still go through the normal interviewing process. Once the contract is signed, the CES needs to notify the People Experience team and the Total Rewards team as soon as possible that a former team member has been rehired in the private people-exp_ces Slack channel.
In this location, a temporary contract (tijdelijk contract) is for 12 months, with a pre-determined end date. A dismissal procedure is not required to terminate a temporary contract at the end of its duration. However communication about the extension of the contract must happen at the latest 1 month before the actual contract end date (aanzegtermijn).
It is common for Dutch employers to offer a second temporary contract when the first expires, but it's not guaranteed. As a Dutch employer, this is standard procedure for GitLab. As of 2015-07-01, employees who have worked with an employer on temporary contracts for at least two years are entitled to an indefinite contract if the work agreement continues, and this is known as the chain rule (ketenregeling).
The process for New Hires is as follows:
The People Operation Specialist are in charge of contract renewals. The process the end of the first 12-month GitLab BV Netherlands temporary contract is listed in their Netherlands Renewal Process section of the Contracts, Probation Periods & PIAA handbook page.
GitLab IT BV contracts should only be used for contractors. All Netherlands employees should be issued the GitLab BV contract.
GitLab has an entity in this location. All team members in this location are employees.
Always ensure the start date is on a Monday, unless Monday is a holiday or the non-Monday date is legally required.
GitLab has an entity in Australia, and New Zealand falls under that entity. All team members in this location are employees.
Always ensure the start date is on a Monday, unless Monday is a holiday or the non-Monday date is legally required.
GitLab has an entity (Ireland LTD) in Ireland . All team members in this location are employees.
Always ensure the start date is on a Monday, unless Monday is a holiday or the non-Monday date is legally required.
GitLab has entities in Singapore, South Korea, and France. All team members in this location are employees, but payroll will be processed through Global Upside. Please be sure to select the correct docusign email template so they will be CC'ed as the final step of the offer process.
Reminder: France requires contracts to be individually drafted by the Legal team. There is a SSOT document where we keep track of these requests.
Always ensure the start date is on a Monday, unless Monday is a holiday or the non-Monday date is legally required.
GitLab is working in partnership with CXC Global to employ GitLab team-members located in Poland, Ukraine, Romania, Russia, Serbia, & Slovenia. The actual employment contracts will be sent and issued by CXC and are in accordance with local labor law. CXC also handles the processing and payment of payroll and associated taxes and compliance in each of the countries on behalf of GitLab. The contracts themselves are between the individual and CXC.
CXC provides a 12 month contract in these locations, and this can be extended. They are only able to support contractors that have an established entity/company in these countries (listed above). The offer details will be provided to CXC by GitLab's hiring team.
To create the contract:
GitLab is working in partnership with Global Upside for employing GitLab team-members located in:
The process for creating and sending an agreement is as follows:
GitLab has partnered with Remote.com to hire in South Africa, Mexico, Austria, Denmark, Switzerland, Spain, Italy, and Hungary. The actual employment contracts will be sent and issued by Remote and are in accordance with local labor law. The offer details will be provided to Remote by GitLab's hiring team.
To create the contract:
GitLab is working in partnership with CIIC to employ GitLab team-members located in China. Signed agreements between GitLab and CIIC are required to employ any new hire. Therefore, there will be a lead time of approximately three weeks prior to starting. As soon as it becomes clear that an offer to a candidate is going to be made, People Ops will reach out to CIIC to begin the process. The process for preparing the agreements between all parties is as follows:
GitLab and New Hire:
GitLab & CIIC:
CIIC & New Hire
Once the Labor Contract has been signed by both CIIC and the new hire the individual can now commence their work with GitLab.
Please note, due to German labor law, the stock options are not included in the contract template and are not to be listed on the contract. If the candidate asks specifically for this information to be listed on the contract, please seek guidance from the CES Team Lead and/or Legal.
It is important that the start date for German new hires is far enough out that we are able to mail the contract out for wet signature. If there is a candidate that is able to start within 2 weeks, the electronic DocuSign can suffice as an intent to sign the contract, however, the contract should be sent out with a reasonable amount of time before the start date to ensure it is signed and sent back in a timely manner.
A wet signature is required for German employment agreements the following process must be followed:
GitLab has an entity in Japan (GitLab GK) and use the GitLab GK contracts in this location. All team members in this location are employees.
Always ensure the start date is on a Monday, unless Monday is a holiday or the non-Monday date is legally required.
Contracts-to-sign
channel in Slack and let the recruiter know that you are sending a contract staged for a future relocation