This page is a guide for People Experience Associates when onboarding new team members. All onboarding tasks and guidelines for new team members, People Experience, and Managers are in the People Experience Onboarding Issue. Each onboarding issue is structured with tasks for all team members (day 1 to day 5 and then week 2 to week 4) and below those task sections are listed department-specific and/or role-specific tasks. In some cases, specific tasks may link to supplemental issues, created by specific teams, with in-depth training. In case this is a re-hire ping the ITOps team in the #it-help slack channel to ensure there are no blockers, before creating an onboarding issue or any accounts to avoid the re-hire from having system related issues on day 1.
On Monday and Wednesday the People Experience Associate in the
BHR Onboarding Report rotation will pull a report from BambooHR which compiles a list of all new team members starting in 2 weeks and added to the onboarding tracker. This data is pulled from the Greenhouse <> BambooHR sync once the Candidate Experience Specialist team updates the team member to
In the event that a team member has already been synced and a new team members start date changes, it is important that the Candidate Experience Specialist team notifies the People Experience team by submitting a Slack form in order to re-sync the team member and update the necessary systems (Onboarding issue, PEA tracker, BambooHR, etc).
People Experience Associates will create the onboarding issue, and start completing the onboarding tasks, no later than 2 weeks before the new team member joins. People Experience Associates require a minimum of 4 business days (with the new hire timezone as the basis) before the new hire's start date to complete all onboarding tasks. To ensure we create a smooth onboarding experience for new team members, provide enough time for the IT Ops team for laptop orders, and completing the I-9 process (for US-base hires) 4 days is the minimum amount of time needed. Should a contract not be signed prior to 4 working days from the start date, a new start date will be required.
If any changes or updates need to be made to the onboarding template, kindly notify team members of the People Experience team by ccing them in the MR with the
@gl-people-exp handle. Also notify other teams if a change will impact them.
All new hires will receive invitational access to their GitLab email, GitLab accounts, and any other work-related accounts on Day 1. No access is permitted before Day 1.
Labels Associated with Onboarding Issues
Before Starting at GitLabManager Tasks.
Accounts and AccessDay 1 - Manager Tasks.
At 14:00 UTC every Wednesday, the
PeopleOps Bot slack bot will send an alert in the
#people-connect-alerts channel listing any data missing (if applicable) from the BambooHR profiles of team members joining the following week. The People Experience team will fill in these missing details as soon as possible since completeness and accuracy of BambooHR profiles is necessary for all automation.
At 10:00 UTC every Thursday, the bot will send another alert in the
#team-member-updates channel with a list of all new team members joining the following week. This list includes names, email addresses, joining dates, and job titles of the new hires along with links to a Sisense graph showing the hiring progress over time. If any issues are detected by the bot, the post will first be submitted to the
#people-connect-alerts channel, where the People Experience team will then rectify and rerun the bot (/pops run joiningannouncement) in Slack.
In some cases, consultants will be hired with GitLab and converted to full time team members. If this is the case, the following should take place:
For all GitLab Inc. and GitLab Federal LLC US-based employees, GitLab complies with all USCIS requirements and laws, including the I-9 and E-Verify process. GitLab uses an online I-9 portal called LawLogix where the process is completed and documents are saved electronically and securely.
GitLab requests that team members complete the I-9 process at least two business days prior to their start date. Please note the
two business days prior to the new hire's start date timeline pertains to GitLab's internal policy, not USCIS legal requirements. GitLab requires the process to be completed earlier than USCIS to ensure there is no delay in adding the new team member to payroll and other important systems.
If a GitLab team member has not completed Section 1 by end of day on their first day of work (their start date), all access is paused. Their Google Workspace is Suspended, as well as their Okta account, as well as their 1Password account and Slack account if these have been created. Access will be resumed as soon as Section 1 is completed.
If a GitLab team member has completed Section 1 but their Designated Agent has not completed Section 2 by the end of day of the team members fourth day of work (3 business days after start date), all access is paused. Their Google Workspace is Suspended, as well as their Okta account, as well as their 1Password account and Slack account. Access will be resumed as soon as Section 2 is completed.
Note: You can reference what are considered to be “Acceptable Documents” here.
Successful. If it reports that there is an error, the People Experience Associate will need to troubleshoot by completing the following steps:
Integrationsfrom the panel on the left hand side
Most common reasons for failure:
Make support requestoption on the main dashboard.
**If a team member is synced from Greenhouse to BambooHR less than 7 days prior to their start date, we will manually need to run the pops command to sync from BambooHR to LawLogix.
All of the below is done automatically with the sync. Action using the steps below is only needed when there is an error with the sync.
In the event that the automation fails, the People Experience Associate can run the command
/pops run uploadtoi9 bambooid in Slack, which will then automatically add the new team member to LawLogix.
The People Experience Associate will complete the following steps:
Review Employee Instructions
Send or Edit Email
Once the team member has selected a designated agent and inserted the required information in the
GitLab I-9 Process - Designated Agent Info google form, the People Experience Associate will log into LawLogix portal and follow the steps below:
Review Agent Instructions
Send or Edit Email
The new hire will complete section 1 of the I-9 and upload documents (optional at this step).
Helpful Guide Slide 94 for Approving I-9
Date I-9 CreatedDate (Not the name of the I-9)
Mark Approvedon the right side of the page
Employment Authorizedresult within 30 seconds.
Verificationfolder, along with the documents used to confirm identity.
In the event that a team member notifies us that they will no longer be joining GitLab but the I-9 initial email has been sent, the People Experience team will need to manually
terminate the team member from LawLogix.
For certain systems and applications, it is required for Administrators to confirm that team members are US Citizens to be given access to these systems.
firstname.lastname@example.org ask for confirmation that a team member is a US Citizen.
The PEA team will send two payroll forms for the new team member to complete. This enables our payroll provider to help with the Health Insurance registration.
email@example.com the email sent to the team member so that they can see action has been taken
The PEA team will send a sheet for the new team member to complete payroll forms. This enables our payroll provider to set up everything in anticipation of the team member starting.
@firstname.lastname@example.org have access.
The PEA team will send two payroll forms for the new team member to complete. These forms enable our UK payroll provider (Vistra) to help with their new hire enrollment.
The People Experience team should be notified of a start date change through the Slack workflow in the private channel changed with the CES team. Once we receive the notification, the People Experience Associate needs to update all the dates to the new start date in BambooHR. This includes all the following items on the Job tab: the Hire Date, Compensation, On Target Earnings, Currency Conversion, Equity, Job Information, Additional Information, Bonus (if applicable), and Employment Status
The People Experience Associate will create the Google Mail account first.
email@example.com confirmation from them that is their preferred name.
firstname.lastname@example.org confirmation from them that is their preferred name.
Note: If all of the necessary tabs in the new team member's BambooHR profile do not automatically populate, please go to the
Job tab, scroll down to the
Job Information section, click the pencil icon on the righthand side of the section, and ensure that the
Division fields are correctly populated. Save your changes and refresh the new team member's profile. All necessary tabs should now appear. Please also create an issue for the People Group Engineer to investigate why the sync did not auto complete the fields.
If a new team member has already been marked as hired in Greenhouse and the sync has taken place, then they reject our offer, the Candidate Experience team will notify both the VP, People Operations, Technology & Analytics and the People Experience team in the #people-group-confidential Slack channel.
contracts & Changesfolder in BambooHR.
Contracts and Changesfolder.
Openingstable and scroll to the far left to get the
If any of the below information has not been correctly synced, rerun the sync. Alternatively, you can use the BambooHR calculator to verify the figures that need to be manually added.
|Country||Pay Frequency||Pay Schedule|
|United States of America||24||semi-monthly|
total-rewardsteam in the private Slack channel
#people-connect_totalrewardsand verify the title is in the correct format before adding.
Job Title Speciality: If there is a specialty (this would be found under On Job- Offer Details), this will be inserted in the field. If the specialty is not listed in the drop down menu, create a new one. The Job Title Specialty field has no restrictions)
(Examples of a Specialty: Growth, Commercial, DoD, EMEA).
* Note: For Development, the
Job Title Specialty field should indicate the
Group level within Development (I.E. Package, Verify, Fulfillment, etc). For reference, there is an overview of all of the stages and their corresponding
Groups on the Product sections, stages, groups, and categories handbook page.
The Employment Status table will be filled out automatically depending on the New Hire's country policies. It is important that the People Experience Associate verifies that the statuses have been added successfully.
Activewith the Hire Date as the Effective Date
Temporary Contractwith effective date marked as the start date (add comment
12-month Temporary Contract (YYYY-MM-DD start date to YYYY-MM-DD end of Temporary Contract))
Temporary Contract Endingwith the date marked as exactly 12 months from their start date (Important: For a 12-month contract with a March 4, 2019 start date, the end date would be March 3, 2020. Any following contract after this 12-month period would have a start date of March 4, 2020)
Probationary Periodwith the date marked as the start date (add comment
1-month Probation Period (YYYY-MM-DD start date to YYYY-MM-DD end of Probation Period))
End of Probationary Periodwith the date marked as exactly one month from their start date
Activewith the date marked as exactly 12 months and one day from their start date (AKA: The day after the Temporary Contract ends)
|Effective Date||Employment Status||Comment|
|2020-06-12||Probationary Period||1-month Probation Period 2020-06-12 to 2020-07-12|
|2020-06-12||Temporary Contract||12-month Temporary Contract 2020-06-12 to 2021-06-11|
|2020-07-12||End of Probationary Period|
|2021-06-11||Temporary Contract Ending|
Probationary Periodwith the start date - Add a comment with the length of the probation period and the start to end date. This is helpful for the reminder emails.
End of Probation Periodwith the number of months after start date.
Activenumber of months + 1 day after start date.
/pops run probationstatus team member name or GitLab email address. 1. If the status is incorrect, the People Experience Associate will need to request assistance from the Total Rewards Analyst to update the status.
End of Probation Perioddate is accurate, this date will drive an alert for the People Experience team automatically, 5 days before and on the day the probation period expires. Details of the probation period process can be found on the Contracts, Probation Periods & PIAA handbook page. Please use these probation periods in BambooHR for team members in these specific groups.
Review the Referral Process Page for adding referral bonus.
Note: In the case that a referral was not added or was incorrectly added to BambooHR, resulting in the bonus not being paid on time to the referring team member, please proceed with the following steps:
bonus datesection, the date that the referral bonus should have been paid out should be added (I.E. 3 months after the referred team member's start date).
email@example.com notify them of the change.
The People Experience Associate will then create an onboarding issue with a ChatOps command in Slack 2 weeks prior to the new team member's start date.
/pops run onboarding BambooHR_ID_number(not Employee ID #). This number is found in the team member's BambooHR profile URL, after
id=. It is a 5-digit number. An example of the command would be
/pops run onboarding 00000. If BambooHR's API is down, this ChatOps command will fail and will need to be created manually.
@gitlab.comemail ID as the primary email ID in GitLab. They will then manually need to be assigned.
Each assigned People Experience Associate will send their new team members our Code of Conduct 2021, Acknowledgement of Relocation 2021, Consent to Collect and Use Data Regarding Race Ethnicity and Social Media Policy Acknowledgment forms for review and signature.
Code of Conduct 2021, click on the triangle to the right of the gear icon and click Request Signature.
Acknowledgement of Relocation 2021,
Consent to Collect and Use Data Regarding Race Ethnicityand
Social Media Policy Acknowledgment. Important: Do NOT send the
Consent to Collect and Use Data Regarding Race Ethnicityto team members located in the following countries: France, Belgium, Denmark, Finland, Iceland, Norway, or Sweden for compliance reasons
Once you have seen the team member's legal ID (either through work eligibility confirmation or employee upload), please edit the 3 Name fields (First Name(s), Middle Name(s), Last Name(s)) to ensure that the team member's full and complete legal name is shown in BambooHR.
The new team member will automically recieve a "Welcome to Onboarding" email. The People Experience team will be CCd on this process. More information about this email automation can be found here. The team member will follow the instructions in the welcome email to access Okta and their GSuite account (this is no longer a manual process).
The "New Hire Swag" email is automatically sent to the new hire on their first day with GitLab, with people-exp @gitlab.com cc'ed in the email. The email will state that the team members need to access the GitLab Swag Store, choose goods and use the new hire discount code provided in the email at checkout. New hires must use their GitLab email at checkout.
The People Experience Associates assigned to the respective team members onboarding is responsible for ensuring that the email is successfully sent on Day 1 and will be checked off in the onboarding issue as part of the tasks list.
In the event that team members experience any difficulties with gaining access to their Okta account when the IT Ops team is not available, the People Experience team are able to submit a reset password option via the Okta Admin Panel as per the following steps:
People, select the relevant email address from the dropdown.
reset passwordin the top right-hand side of the page.
We expect every team member to be an advocate for GitLab and we offer every team member the opportunity to have business cards, to make GitLab feel real to people around them despite not having an office.
Every Tuesday, the assigned People Experience Associate in the rotation, which will invite the new team members for that week, as per this process.
Business cards should be ordered by the team member themselves using the Moo platform. Self-help instructions are here.
The People Experience Team is responsible for monitoring and facilitating the completion of the onboarding issue.
People Experience Associates will complete the following tasks.
2 Business Days Prior:
On Start Date
After Day 1
After Day 3
After Week 1
In the event that a former team member is rehired with the company, they will still need to go through standard onboarding. There are different factors that need to be considered and actioned prior to the team member joining. For example, the team member will still need to complete all Security and Compliance pieces to ensure that as a company we are remaining compliant (Code of Conduct, Security training, Employment Verification).
Internships are utilized when we are sponsoring a specific program for students to earn credit to their school/university. Although the interns will not be official team members, onboarding is still required for security and compliance reasons. Once an intern is marked as hired in Greenhouse, the automation in place will sync the intern to BambooHR and the People Experience team will be notified via Slack alerts channel.
We would follow the same onboarding issue creation process when creating the issue for the Interns. The template has been edited to allow for additional tasks to be added for the interns.
The standard I-9 process will be implemented between BambooHR and LawLogix for paid interns.
The BambooHR Profile will follow all of the same rules as a normal onboarding with these exceptions:
If the intern is not offered full time employment with GitLab, the same offboarding process will need to take place to ensure that access is deactivated and the intern is removed from all systems.
Talent Acquisition or the CES team will notify the People Experience team via Slack when an intern is not offered full time employment with GitLab so that the offboarding can be scheduled at the date of the end of the intership agreement.
In some instances, the interns that have been onboarded may be hired on a full time basis after successfully completing their internship with GitLab. This lists the steps required from all the different stakeholders:
As the interns already have entries in BambooHR, an update will be needed with the new employment terms.
Core team members are team member that are not employed by GitLab but are part of the wider GitLab community. These team members can be granted access to certain systems at request from the Community Relations team by creating the respective Core Team Member Onboarding Issue.
The Community Relations teamwill ping the People Experience team in the
#people-connect Slack channel for assistance.
There are tasks within the issue that need to be completed by the People Experience Team.