The CES team utilizes GitLab Service Desk to track all incoming requests to the CES team. If you are a GitLab team member and you have a request or question for the Candidate Experience team, email
email@example.com and a ticket will automatically be created within the CES Service Desk. Please see the alignment page to learn more about which CES team member will be working on your requests.
@cesSlack pings, and lastly Slack direct messages.
No action is needed by the CES team on this step. For additional information:
@cesin Greenhouse, do not tag anyone other than the team in the same ping as it will add those users to the service desk project.
The process for scheduling executive interviews should always be followed from here.
If you have any questions about the process, please post in #eba-team Slack channel and @ mention the correct EBA. You should include a link to the #eba-team Slack channel thread in your issue so you know where to find updates.
Please ensure you have the Prelude Chrome Extension installed on your Chrome Browser.
Prelude processes can be found here.
Please ensure you have the guide Chrome extension installed on your Chrome Browser.
Guide processes can be found here.
If a candidate emails the CES Service Desk stating they would like to withdraw from the interview process, the CES should respond to the candidate's email (not the service desk ticket) and cc the recruiter (if the recruiter isn't already on the email). The CES response should not say anything definite as there may be a chance for the recruiter to reel the candidate back in. A basic response is below:
Candidate Name, thank you for your email. I have cc'd your recruiter in this email and if there are any additional questions, they will be in touch.
The CES should also tag the Recruiter in the Greenhouse profile of the candidate who withdrew.
The only exception to this should be for executive roles. Please just forward the withdrawal email to the Executive Recruiter and they will handle any follow-up.
To send a Non-Disclosure Agreement (NDA) to a candidate, Recruiters should ping @ces in Greenhouse. CES can then log into Docusign, select "start" and "use a template", and then access shared templates. Once the NDA has been returned, upload the document in the "details" section of Greenhouse. Download this document from DocuSign as separate files, and only use the NDA itself (the summary is not necessary).
GitLab will obtain references and complete a criminal background check with employment verifications.
For additional information on reviewing Background checks see this page.
US Candidates Only
Export to Sterling.
Complete Report, which will redirect you to the Sterling website.
Comprehensive Criminal with Employment, click on
Federal Criminal District Searchclick
Disclosure and Authorization Options, select the first option to have Sterling send the candidate a disclosure form.
Non-US Candidates Only
Extended Global Sanctionsinstead of "Criminal-International". Then click "Add"
Non-US Candidates Only (New Sterling Dashboard View)
Submit Inviteon the lefthand side toolbar.
Workflowwill auto-populate with Gitlab,Inc -SD and Consent Plus.
à la cartefrom the Screening Package dropdown.
Criminal-Internationalfrom the Add-Ons dropdown (can search in the search bar), and push TAB to populate the "Jurisdiction for Criminal-International" box on the righthand side.
Extended Global Sanctionsinstead of "Criminal-International".
Criminal-Internationalcheck and move on to the next step.
Verification-Employment (International)from the Add-Ons drowpdown.
Location of Employment.
Nextat the bottom.
Once the CES team gets the background checks back, if there are criminal charges or any employment verification discrepancies - the CES team will escalate to the Team Member Relations team.
employment-criminal-escalationswith PDF version of the report
Our hiring process includes an optional step where candidates can request to meet with a TMRG team member. We will offer this to a candidate when they complete their interview process before an offer is made. Whether or not the candidate decides to take us up on this offer will have no impact on our overall hiring decision.
When a candidate requests to meet with a TMRG team member, their Candidate Experience Specialist will do the following:
Hi, All! We're looking for a volunteer who would be willing to speak to a candidate for a 25-minute Zoom call. The candidate is located in
All current TMRGs have agreed to take part in this process. You can find the group list here.
Once a volunteer has been found the Candidate Experience Specialist will send the candidate the 'TMRG Opportunity' email template. The CES will need to get the TMRG team members’ Calendly link and GitLab team page profile.
If a volunteer has not been found within 24 hours the CES team member will reach out to the TMRG lead(s) and request assistance with scheduling. If a volunteer has not been found within 2 business days of the request, the CES will ask the TMRG lead to take part in the conversation.
As a GitLab team member taking part in these calls, we advise you to start with a short introduction to you and your role here at GitLab. From here, we advise you to let the candidate lead the conversation as the goal is for you to answer their questions and offer insight into how we work.
These calls don’t require you to submit a scorecard in Greenhouse. If a candidate mentions something that you see as a red flag (e.g. they outline a past action of theirs that goes against our values) or shares something that would help us set them up for success, we advise you to share the details of this with the hiring manager for the role they’re interviewing for. It will be the responsibility of the Hiring Manager to review this and decide whether we need to alter the hiring or offer process for the candidate.
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, please provide context for the rush. If the Candidate Experience Specialist cannot meet the 1 business day they will inform the recruiter and CES manager via Greenhouse and will provide context.
Yesand the specific details or
None. (Its important that it is not just a GitLab or Github link and more specific info.) - If the candidate has specified a
Yesand the specific details, make the People Experience team aware in our private group Slack channel to kick off approval process.
Hiredinactive role). View candidate merge instructions. NOTE: If this step is skipped, it will create a duplicate profile exported to Bamboo HR when the candidate is marked as hired.
Source & Responsibilitysection of the candidate's profile is correct to ensure accuracy in reporting.
people-exp_ces. The Contract, Greenhouse and BambooHR should reflect the same start date regardless of the actual onboarding date.
It is important that the Candidate Experience Specialist notifies the People Experience Team of any important changes regarding the new team member, which also ensures the new team members are handed off properly to the People Experience Team.
People Experience Associate 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 5 working days from the start date, a new start date will be required.
For questions about the new team member's onboarding status, you can @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 firstname.lastname@example.org and ping IT Ops in #it-ops Slack, and @it-ops-team too due to volume.
For candidates requesting interview reimbursment the CES team will partner with the Accounts 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.
When employees are offboarding, People Experience will create an offboarding issue. Candidate Experience is responsible for completing the CES section under "Recruiting Operations". Once these steps have been completed, unfollow the issue to disable notifications.