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.
email@example.com with "Urgent" in the subject line (we aim to reply within 24 hours, however usually sooner). The Senior Manager, People Operations and Compensation & Benefits Manager are also both contactable 24/7 via their mobile numbers that appears in slack.
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:
generalif you're not sure. Please use confidential issues for topics that should only be visible to GitLab team-members. Similarly, if your question can be shared please use a public issue. Tag
@gl-hiringso the appropriate team members can follow up.
#peopleopsslack chat channel for questions that don't seem appropriate for the issue tracker. For access requests regarding Google or Slack groups, please create an issue here: https://gitlab.com/gitlab-com/team-member-epics/access-requests. For questions that relate to Payroll and contractor invoices please direct your question to the
#financechannel for Carta. Regarding questions for our recruiting team, including questions relating to access, or anything to do with Greenhouse, referrals, interviewing, or interview training please use the
#recruitingchannel. For more urgent general People group questions, please mention
@peoplegeneralto get our attention faster.
#it_help. The channel topic explains how to create an issue. For urgent matters you can mention
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||Slack Group handle||Greenhouse|
|People Business Partners||@gl-peoplepartners||peoplepartners@domain||n/a||n/a|
|People Operations Specialists||@gl-peopleops||peopleops@domain||@peopleops_spec||n/a|
|People Experience Associates||@gl-people-exp||people-exp@domain||@people_exp||n/a|
|Diversity, Inclusion and Belonging||No alias yet, @mention the Diversity, Inclusion and Belonging Partner||diversityinclusion@domain||n/a||n/a|
|Learning and Development||No alias yet, @mention the Learning and Development Generalist||learning@domain||n/a||n/a|
|Employer Branding||No alias yet, @ mention the Senior Talent Brand Manager||employmentbranding@domain||n/a||n/a|
|Candidate Experience Specialist||@gl-ces||ces@domain||@ces||@ces*|
|Contact||Division - Department|
|Jessica Mitchell||Marketing, Product, Meltano|
|Julie Armendariz||Finance, Legal, People|
|Carolyn Bednarz||Sales - Enterprise, Commercial Sales, Field Operations|
|Lorna Webster||Business Development, Customer Success, Channel|
All tasks will be assigned via slack in the #pbp-peopleops slack channel. This is a private channel. The People Operations Specialist team, will self-assign a task, within 24 hours and comment in slack on the request to confirm.
Please note that the source of truth for role responsibilites are the job families for People Operations Specialist and People Experience Associate. The table below is meant to provide a quick overview of some of the core responsibilities for each team.
|Onboarding||4 days prior to start date|
|Offboarding||Immediate action for involuntary & 24 hours for voluntary|
|Internal Transitions||Within 24 hours|
|Letters of Employment||Within 48 hours|
|Employment Verification||Within 48 hours|
|Anniversary Emails||Last day of the month|
|Slack and Email Queries||Within 24 - 48 hours|
|Probation Period Notifications||Daily (when applicable)|
|Company call scheduling||As requested|
|Hosting of company calls||Daily on a weekly rotation|
|Evaluate onboarding surveys||As response are submitted and on a monthly basis|
|Flowers and gift ordering||Within 24 hours|
|Determining quarterly winners of the onboarding buddy program||Last week of each quarter|
|Country Conversions||Weekly on Friday|
|Relocation Conversions||As requested, usually completed 30 days or more prior to team member's relocation date|
|Exit Interviews||During voluntary offboarding team member's last week|
|Hosting of Company Calls||Daily on a weekly rotation|
|Administration of the signing of our Code of Conduct||Annually in Feb/March|
Holidays with no availability for onboarding:
How the GitLab team celebrates work anniversaries and further information about anniversary gifts and birthdays can be found on this page
Please review the frequently requested section of the People Handbook before reaching out to the team. The page includes information on accessing a team directory, requesting a letter of employment, mortgage forms, the companies reference request policy, ordering business cards, and changing your name in GitLab systems.
Our leadership toolkit has tools and information for managers here at GitLab.
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:
We request external vendor meetings to use our video conferencing 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.
Decide ahead of the meeting who should be invited, i.e. those likely to get the most out of it.
Ahead of the meeting, we should agree internal agenda items/requirements/priorities and provide to the external provider.
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.
When a question or issue is raised on the agenda, if the person who raised it is present they will verbalize it live on the call; or if they are not present, then someone will raise it for them. This is a common GitLab practice.
Where possible, we request that the vendor provides their slides / presentation materials and any other related information after the meeting.
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.
Be cognizant of using inclusive language.
We respectfully request that everyone is mindful of the time available, to help manage the call objectives effectively.
Due to COVID-19 There may be delays on flower/gift delivery. Please keep this in mind when requesting an order.
Managers: Should you wish to send flowers to a team member in the event of a birth, death, or other significant event. Please complete the GitLab Gift Request form to provide information about the flower request. The People Experience Associates will then send the flowers as per the submitted reqeust. This significant event must apply to the team member or to an immediate relationship to the GitLab team member.
Other gifts can be arranged to a max value of 75 - 125 USD, please specify details on the GitLab Gift Request form or if you see fit you can allocate the cash value amount to the team member to spend and expense on something of their own choice eg. a dinner, a family activity, etc.
The budget for sending these gifts will come from the department budget of the gift-receiving team member. To make sure the reports in Expensify are routed correctly, People Experience Associates will be sure to fill in the correct division and department. Team members' division and departmental information can be found in their BambooHR profile under the Job tab, in the
Job Information section.
For procedures on how to handle gifts
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.
We are a handbook first organziation and google drive should only be utilized when necessary.
When using google drive, always save team documents to the appropriate [Shared_Drive].
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:
For roles directly relating to Research and Development in the Netherlands, GitLab may be eligible for the WBSO (R&D Tax Credit).
As of 2019 GitLab must submit three applications each year and the deadlines for those are as follows:
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.
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), Total Rewards 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 Total Rewards Analysts should they have any queries.
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:
GitLab launched a Women in Sales Mentorship Pilot for the start Q2 of FY21. If the pilot is considered successful, we will consider expanding the program to other cohorts. For more information on the program and how to apply, visit the Women In Sales Mentorship Pilot Program handbook page!