Email Automation

Maintained by:

Overview

Overview

People Operations team sends out several emails for different reasons. When possible, we try to automate these.

Onboarding Email

This is the email that is send to our team members on the day before their employment.

Every day we run 3 scheduled pipelines. They are each setup for a specific region:

Americas at 10AM UTC
EMEA at 4AM UTC
JAPAC at 6PM UTC

For the JAPAC pipeline it will fetch the team members with a start date for the next day (timezones). For the EMEA and Americas pipeline it will fetch all the team members that have a start day equal to the current day (so who is starting today). The pipeline then filters out the ones for the region they need to send the email to. This all is to ensure we don't send out the email too late or too early. The region of the team member is determined from the region that is on their BambooHR profile. This is the first iteration, if we need to split it up by countries, we can rework the current implementation.

We fetch some other data besides the region as well:

their onboarding issue URL
their name

This data is used to populate the email that we then send to them. The email address used to send the email is onboarding@domain and is set with a reply-to: people-exp@domain as nobody monitors replies to onboarding@. The email address is strictly used for automation.

Values-check in Email

This is the email that is send to our team members after 90 days of employment.

Every day at 10AM UTC we run a scheduled pipeline. This pipeline will fetch all the team members that are eligble to get this values check in. For every eligble team member we send out two emails:

one to the team member
one to the team member's manager: this is determined by the manager for the team member on BambooHR

The email address used to send the email is peoplespecialists@domain and is set with a reply-to: peopleops@domain as nobody monitors replies to peoplespecialists@. The email address is strictly used for automation.

Probation Ending Email

This is the email that is send when a probation period is about to end for a team member. The email is send to the team member's manager.

Every day at 9AM UTC we run a scheduled pipeline. This pipeline will fetch all the team members that are eligble. An eligble team member means:

the country listed on their BambooHR profile is a country that uses probation
they have a probation that will end in 14 days

The email address used to send the email is onboarding@domain and is set with a reply-to: people-exp@domain as nobody monitors replies to onboarding@. The email address is strictly used for automation.

Swag Email

This is the email that is send on the first day of a new team member so they receive the code to get a discount at the swag store.

Every day at 9AM UTC we run a scheduled pipeline. This pipeline will fetch all the team members that are eligble. An eligble team member means:

Team member who is on their first day of employment at GitLab