Education and Open Source

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Overview

Description of the workflows when handling Gold/Ultimate license requests for the Education or Open Source initiatives.

Workflow

Education channel workflow

Step by step

  1. All applications sent via the form on our website land on Salesforce
  2. Log into Salesforce
  3. Find the Lead in Salesforce
    • Search via e-mail
  4. Edit information about the Lead
    • Fill in Company Name, Billing Address and Product
  5. Convert Lead to Opportunity
    • Opportunity name - CompanyName-NumberOfUsers Product Source [w/ Support] (e.g. ABC University-100 Ultimate EDU or ABC University-100 Ultimate EDU w/ Support)
  6. Turn off Reminder
  7. Edit Potential Users
    • On Account page) -> Number of Users
  8. Select Opportunity (hover over Opportunities)
  9. Create a New Quote
    • Select quote template
      • Select EDU/OSS template
    • Sold to Contact and Bill to Contact are the Primary Contact
    • Start Date - Today
    • Initial Term and Renewal Term - 12 months
    • Turn off Auto Renew
    • Click Next
    • Add base product
      • Add appropriate product (Ultimate or Gold for EDU/OSS with or without support)
    • Click Next
    • Click Next
    • Quantity - Number of Users
  10. Verify Quote
  11. If the error appears, fix the contact's address format (or ask for more details if they're missing)
  12. Generate PDF
    • Open Opportunity
    • Open Notes & Attachments
    • View -> Verify PDF
  13. Open Quote
  14. Send the Quote for signing
    • Click Sertifi eSign
    • Use an adequate mail template
    • Click Next
    • Select the Quote PDF for signing
    • Click Preview -> Verify quote
    • Click Send for Signature
    • Click return
  15. Click on the opportunity link and click edit
    • Set type: New Business
    • Set close date: today
    • Set stage: 6-Awaiting Signature
    • Click Save
  16. Submit for Approval
    • Type: New Business
    • Close Date: Today
    • Stage: 6-Awaiting Signature
    • Amount: 0.00 or the annual amount of the support (if it has support)
  17. Extra steps for Gold subscriptions only (after it’s been approved)
    • Go to customers portal
      • Credentials are in 1P
    • Have customer verify their namespace (Use template included below)
    • Upgrade them to Gold after it’s done
  18. Once approved, Deal Desk will send the quote to Zuora
  19. EULA will be sent and must be accepted
  20. After EULA acceptance, license key will be delivered
  21. A renewal opportunity will be created owned by the Community Advocate user

Best practices

Rejecting applications

Response templates

Namespace verification template

Information for GitLab.com Gold Upgrades: Groups must follow these instructions to authenticate.

Your subscription has been uploaded and you may follow these instructions to authenticate your groups:

1. Please visit https://customers.gitlab.com/customers/password/new to reset your account password
2. After logging in, please access the "Subscriptions" menu
3. You'll be able to click on "Edit" over a subscription
4. You'll be redirected to GitLab.com for OAuth login
5. At this point, you need to make sure you're logging in using the account you want to license on GitLab.com
6. Please select the Group you want to license then click onto "Update"

Please let me know if you have any questions, always happy to help.

Regards,
YOUR_NAME

Sertifi eSign e-mail template

Hello,

We’re excited to tell you that your application for the GitLab (EDU or OSS) program has been approved and processed.

We’re sending you a quote that you need to sign after which you’ll have to accept our EULA. Upon acceptance, you’ll get the license key delivered to you via mail (for Ultimate), or further instructions on how to authenticate your groups (for Gold).

Regards,
YOUR_NAME

Application rejection

Education
Hi,

Thanks for applying to GitLab’s EDU program.

Unfortunately, we couldn’t accept your application. Please refer to the eligibility requirements listed at https://about.gitlab.com/education.

A common reason for rejection is students applying on behalf of their University. We’re only able to accept applications submitted by University staff, as part of the process is signing a legal document on behalf of the University.

Another common reason is duplicate applications. We’re only able to accept one application per University. This isn’t to discriminate against smaller independent groups at universities, but rather to prevent the program from growing into unmaintainability.

Regards,
YOUR_NAME
Open Source
Hi,

Thanks for applying to GitLab’s OSS program.

Unfortunately, we couldn’t accept your application. Please refer to the eligibility requirements listed at https://gitlab.com/gitlab-com/gitlab-oss.

A common reason for rejection is the project not being licensed under one of the OSI approved licenses (see https://opensource.org/licenses/alphabetical for a list).

Regards,
YOUR_NAME

Troubleshooting

Automation

TBD: this needs to be explained in more detail

Application form -> Marketo -> Salesforce -> Zendesk