The People Group Engineering team aims to reduce as much manual work as possible. One of the areas we have done this, is everything related to the employment automation flow.
Note: this section only discusses items in the offboarding where People Engineering was involved. You can read more about offboarding at GitLab on this handbook page
When a team member voluntarily leaves GitLab, an email going over the offboarding interview and frequently asked questions is automatically sent to them.
The pipeline is scheduled to run every hour and scan the offboarding spreadsheet for new rows since the last run. For each row, an email is sent to the departing team member using different templates depending on the team member's country.
Every 15 minutes, a pipeline scans the offboarding spreadsheet for rows where the
Garden Leave (Non-US) Start Date/
Last Working Day (US only) Start Date occurred within the past 15 minutes. If neither are specified,
Termination Effective Date is used as a fallback. For each row matching this criterion, it will perform the same actions as if a People Connect Team member ran manually initiated the offboarding. (see Manually initiated offboarding issue creation and Offboarding merge request sections).
The manual process is kept as a backup process should the automation fail or for exceptional cases where a team member offboarding cannot be added to the offboarding spreadsheet.
After a People Connect Team member runs the Slack command to open the issue, this will be automatically assigned to the People Connect Team member who ran the command and the outgoing team member's Manager.
The job then grabs various details of the outgoing team member, like country of residence, entity through which they are hired, division, department, job title etc. For each of these details, it checks for the existence of a task file in the
offboarding_tasks folder of the
employment project. These tasks files are of the format
department_<department name>.md, etc. If such a file is found, it includes contents of those files also in the offboarding issue.
This issue is added to the team member's epic.
offboarding command will also create a merge request to the
www-gitlab-com project. This MR
reports_toin case the offboarded team member had reports
In the event that the merge request has become out of date and the
/rebase quick action isn't working a People Connect Team member can follow these steps to regenerate the MR:
When a team member leaves GitLab they also need to be terminated on Guardian. We have a daily check for offboarded team members. Every day we check if there are any new offboarding issues created for the day before. For those, we check if the team member is located in the United States. If there are matches, we create a file with the following naming convention:
04_employee_termination_mmddyyhhmmss.csv and add the users employee id and their end date to the file. This is then uploaded to Guardian so they can process it.
You can read more about how team members are added to Guardian here.