Gitlab hero border pattern left svg Gitlab hero border pattern right svg

People Group

Need Help?

Welcome to the People Group handbook! You should be able to find answers to most of your questions here. You can also check out pages related to People Group in the next section below. If you can't find what you're looking for please do the following:

How to reach the right member of the People Group

This table lists the aliases to use, when you are looking to reach a specific group in the People Group. It will also ensure you get the right attention, from the right team member, faster.

Subgroup GitLab handle Email
People Business Partners @gl-peoplepartners peoplepartners@domain
Compensation and benefits @gl-compensation compensation@domain
People Operations General @gl-peopleops peopleops@domain
Diversity and Inclusion No alias yet, @mention the Diversity and Inclusion Partner diversityinclusion@domain
Learning and Development No alias yet, @mention the Learning and Development Generalist learning@domain
Recruiting @gl-recruiting recruiting@domain
Candidate Experience Specialist @gl-ces ces@domain
Employer Branding No alias yet, @ mention the Employer Branding Lead employmentbranding@domain

Role of the People Group

In general, the People Group team and processes are here as a service to the rest of the team; helping make your life easier so that you can focus on your work and contributions to GitLab. On that note, please don't hesitate to reach out with questions! In the case of a conflict between the company and a team member, the People Group works "on behalf of" the company.

Team Directory

GitLab uses Slack profiles as an internal team directory, where team members can add their personal contact details, such as email, phone numbers, or addresses. This is your one-stop directory for phone numbers and addresses (in case you want to send your teammate an awesome card!). Feel free to add your information to your Slack profile (this is completely opt-in!) by clicking on "GitLab" at the top left corner of Slack, "Profile & Account", then "Add Profile" (for the first time making changes) or "Edit Profile" (if your account is already set up) to make any changes!

Anniversary Swag

Once per week, GitLab team-members with a hire-date anniversary will get a post in the #celebrations channel on Slack so all team members can help them celebrate.

Work Anniversary Gifts are as follows:

How to order anniversary gifts:

  1. Create the minimum order. A minimum order consists of: 72 mugs, 10 jackets and 25 bags. This will be stored in the Supplier's warehouse and shipped when needed.
  2. Complete the order sheet with all anniversaries from August 20th 2019. This order sheet is shared with our supplier in order for them to complete the shipping.
  3. Email our supplier on the 1st day of every month.
  4. If you have not received your anniversary gift within 8 weeks (please consider global shipping) of your anniversary, please email peopleops@gitlab, so they can follow up.

Birthdays

The company encourages all GitLab team-members to take a day of vacation on their birthday by utilizing our paid time off policy. BirthdayBot our official birthday bot will announce team members birthday on #celebrations channel for the rest of the company to send you their wishes. A few things to note;

  1. Any team member wishing to be excluded should refrain from including their birthday on their Slack profile.
  2. If you would like to be included but are not comfortable with inputing the year in Slack, you can use 0000 as the year in your slack profile (ex. 0000-12-29), which will just show the month and day in your Slack profile. Alternatively, just reply with day and month to the bot on a private/direct message under apps section in Slack.
  3. The bot will not announce how old you are turning just that it's your birthday, feel free to share that information on the thread if you wish to.

Letter of Employment

If you need a letter from GitLab verifying your employment/contractor status, please fill out this form. People Operations Specialists will verify the accuracy and send you an email with the signed letter. We will also verify (but not provide) National Identification Numbers. In addition, if the request comes from a third party, People Operations Specialists will always verify that the information is appropriate to share and check with you if you have given authorization to share any personal information.

Reference Request

You do not need permission from GitLab to give a personal reference, but GitLab team members are not authorized to speak on behalf of the company to complete reference requests for GitLab team members no longer working for GitLab. If a team member would like to give a personal reference based on their experience with the former team member, it must be preceded by a statement that the reference is not speaking on behalf of the company. To reinforce this fact, personal references should never be on company letterhead, and telephone references should never be on company time. Remember to always be truthful in reference checks, and instead of giving a majority negative reference, refuse to provide one. Negative references can result in legal action in some jurisdictions.

If an ex team member acted in a malicious way against GitLab we'll do a company wide announcement on the company call not to provide a reference.

Boardroom addresses

Guidelines for Vendor meetings

These guidelines are for all Vendor meetings (e.g. People Group/Recruiting IT system providers, 3rd party suppliers, benefits providers) to enable us to get the best out of them and make the most of the time allotted:

Guidelines:

  1. We request external vendor meetings to use our video conferenceing tool so we can quickly join the call and record the session if we need to. Confirm with vendor that they agree we can record the call. The DRI for the vendor meeting will generate the zoom link and share with the vendor.

  2. Decide ahead of the meeting who should be invited, i.e. those likely to get the most out of it.

  3. Ahead of the meeting, we should agree internal agenda items/requirements/priorities and provide to the external provider.

  4. In order to make the best use of time, we wish to avoid team introductions on the call, particularly where there are a number of us attending. We can include a list of attendees with the agenda and give it to the vendor before or after the meeting.

  5. When a question or issue is raised on the agenda, if the person who raised it is present they will verbalise it live on the call; or if they are not present, then someone will raise it for them. This is a common GitLab practice.

  6. Where possible, we request that the vendor provides their slides / presentation materials and any other related information after the meeting.

  7. Do not demo your tool live, create a pre-recorded walk-through of the tool and make it available to GitLab before the meeting so we can ask questions if needed.

  8. Be cognizant of using inclusive language.

  9. We respectfully request that everyone is mindful of the time available, to help manage the call objectives effectively.

Business Cards

Business cards can be ordered through Moo. Please let People Operations Specialists know if you have not received access to your account on Moo by the end of your first week with GitLab. Place the order using your own payment and add it to your expense report. If you need any assistance, let a People Operations Specialist know.

Once you are logged in, follow these steps to create your cards:

  1. Select your currency in the upper right corner to ensure that your shipment is sent from the correct location.
  2. Select the "+" sign in the upper right corner of your screen. (If you don't see the "+" sign then go to this URL).
  3. Select "Business Cards".
  4. Select your template (one has the Twitter & Tanuki symbol and cannot be removed, and one is free of those symbols).
  5. Enter your information into the card.
  6. Please remember to choose rounded corners.
  7. Add the card to your cart and order! We ask for a default of 50 cards unless you are meeting with customers regularly.
  8. Add the cards to your expense report under 'office supplies'.

Business Cards - India

Since MOO ships business cards from outside India via DHL, DHL is mandatorily required to perform "Know Your Customer" (KYC) checks before delivery. If you are a team member residing in India, please consider using the following tips while ordering business cards from MOO.

NPS Surveys

NPS stands for "Net Promoter Score". GitLab has two forms of NPS surveys: eNPS for all employees (where "e" stands for "Employee"), and an onboarding NPS. These surveys gauge team member satisfaction and how likely team members are to recommend GitLab to others as a place to work.

People Ops will send out an eNPS survey twice yearly to all team members.

The onboarding NPS survey is a 30-day survey for new hires. To help People Ops understand your experience and improve the onboarding process, please complete the onboarding survey after you have been working for GitLab for at least 30 days. This is also documented in our onboarding issue

Gifts

People Operations Specialist's will send flowers for a birth, death, or other significant event for a team member. This policy applies to an immediate relationship to the GitLab team-member. Managers can send a request to peopleops@domain in order to ensure that a gift is sent in the amount of 75-125 USD.

Name Change

To initiate a change in names please complete the following:

Using BambooHR

We use BambooHR to keep all team member information in one place. All team members (all contract types) are in BambooHR. We don't have one contact person but can email BambooHR if we want any changes made in the platform. The contact info lives in the Secretarial Vault in 1Password.

Some changes or additions we make to BambooHR require action from our team members. Before calling the whole team to action, prepare a communication to the team that is approved by the Chief People Officer.

Team Members have access to their profile in BambooHR and should update any data that is outdated or incorrect. If there is a field that cannot be updated, please reach out to the People Ops Analyst with the change.

The mobile app has less functionality than the full website in regards to approvals. Only time off requests can be approved through the mobile app. If other types of requests need to be approved, those would have to be done through the desktop version of the website.

Using RingCentral

Our company and office phone lines are handled via RingCentral. The login credentials are in the Secretarial vault on 1Password. To add a number to the call handling & forwarding rules:

WBSO (R&D tax credit) in the Netherlands

For roles directly relating to Research and Development in the Netherlands, GitLab may be eligible for the WBSO (R&D Tax Credit).

Organizing WBSO

Applications

As of 2019 GitLab must submit three applications each year and the deadlines for those are as follows:

  1. 31 March 2019, for the May - August 2019 period (Product Manager for Create Features)
  2. 31 August 2019, for the September - December 2019 period (Product Manager for Gitaly)
  3. 30 November 2019, for the January - April 2020 period (Product Manager for Geo Features)

There is a translated English version of the application template located in the WBSO folder on the Google Drive. The applications should be completed by a Product Manager, responsible for features or a service within GitLab, who can detail the technical issues that a particular feature will solve. Assistance on completing the application can also be sought from the WBSO consultant (based in the Netherlands). The contact details for the consultant can be found in a secure note in the People Ops 1Password vault called WBSO Consultant. The People Operations Specialist team will assist with co-ordinating this process. It is currently owned by Finance.

Hour Tracker

Each year a spreadsheet with the project details and hours logged against the work done on the project(s) will need to be created. This is for the entire year. The current hour tracker is located in the WBSO folder on the Google Drive, and shared only with the developers that need to log their hours (located in the Netherlands), People Operations Analysts, Finance and the WBSO consultant. Once the projects have been completed for the year, the WBSO consultant will submit the hours and project details to claim the R&D grant from the RVO. The WBSO consultant will contact People Operations Analysts should they have any queries.

Paperwork people may need to obtain a mortgage in the Netherlands

When your employment contract is for a fixed period of time (e.g. 12 months) you'll need a "werkgeversverklaring". This document describes your salary and states that your employer expects to continue to employ you after the contract expires (assuming the performance of the team member doesn't degrade). This document has to be filled in by hand, preferably using blue ink, and must be signed and stamped. If there is no stamp (as is the case for GitLab) an extra letter (also signed) must be supplied that states the employer has no stamp. While the language of these documents doesn't matter, the use of Dutch is preferred.

Team members also have to provide a copy of a payslip that clearly states their monthly salary and also their annual salary. These numbers must match the numbers on the "werkgeversverklaring" down to the decimals. Mortgage providers may also require you to provide information about your financial status, usually in the form of a report/screenshot of your total financial status (including any savings you have). The requirements for this seem to vary a bit between mortgage providers.

Disaster Recovery Plan

GitLab provides free transport to all team members to get out of the location they are in, via a vendor of choice e.g.: Uber/ Taxify/ Lyft/ Via etc. to a safe location. This section outlines what action will be taken during a natural disaster: