The People Experience Coordinator will assign the relevant offboarding to the People Experience Associate from within the offboarding tracker. Once assigned, the People Experience Associate creates the offboarding issue, immediately upon request by the People Business Partner team in the #offboarding Slack channel and completes all People Experience tasks within 24 hours. Many other teams work to deprovision access, this should be regarded as urgent and expected to be completed in 5 working days with the exception of Laptop returns, which can take 2 - 4 weeks.
To ensure a successful completion of the offboarding issue and compliance, it is important that all tasks are checked off, whether the system/tool is applicable to the offboarding team member or not. Checking the box indicates one of the following:
/pops run offboarding 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 offboarding 00000. If BambooHR's API is down, this ChatOps command will fail and will need to be created manually.
Note: If the team member is transitioning to a temporarily positioned contractor, please proceed with the full offboarding and create a separate onboarding issue to grant only specific temporary access for what they would need to fulfill their contractual obligations.
If the team member is on the People Team, the People Experience Associate will need to notify the Total Rewards team in order to have them update the employment status.
IT Ops will follow the below steps to set up an auto-response that notifies the sender that the team member they are trying to reach is no longer with GitLab and who to contact.
firstname.lastname@example.org's email account by selecting the dropdown icon
User informationsection and adding the team member's GitLab email address.
Note: Be sure to scroll down and
Save this change or it will not be reflected.
Add another. Please enter a name below the title "Routing" with
lastname firstname rejection rule
Messages to affect.
Only affect specific envelope recipientsunder the
For the above types of messages, do the following, please change from
Customize rejection notice
Add settingand then on
Saveat the bottom (once the window closes).
After 5 days, when the former team member's offboarding issue is due, IT Ops will delete their GSuite account now refered to as
email@example.com. During this process, you will receive a prompt to transfer their Google Drive Documents. Please refer to the offboarded team member's Offboarding issue to review if the manager has requested to have Document ownership already transferred to them, or if they have agreed to not receive ownership.
IT Ops check if the team member has created any bots before disabling the account. Go to Slack or on your admin Slack profile click Menu » Configure Apps » Custom Integrations » Bots and search through the bots' list for the team member. If a bot exists, please DM the manager to confirm if the bot should be removed.
The People Experience Associate will navigate to the team.yml file. Using Web IDE or your editor of choice, search the team member name and delete their team page image and replace with
../gitlab-logo-extra-whitespace.png. Don't forget to delete the image by navigating to Source/images/team while still here and search for their image. Ideally saved as firstnamelastname.png. The images are in alphabetical order.
To remove pet entry and any mentions from the handbook and documention, you will need to download the www-gitlab-com project to your computer and use a prefered text editor.
Cloneand copy the clone with SSH URL, firstname.lastname@example.org:gitlab-com/www-gitlab-com.git
git clone email@example.com:gitlab-com/www-gitlab-com.gitThis downloads the project to your computer mostly on the document folder. Consider going through the Clone a repository and the Command Line documents to understand further.
Find All using Atom;
Open Projecton the Welcome Guide Page.
Find in Project
The People Experience Coordinator completes a weekly audit of all offboarding issues opened within that specific week and checks that all tasks have been completed by all Departments. In the event that tasks are still outstanding, the People Experience Coordinator will ping the relevant Departments within the offboarding issue to call for tasks to be completed.
Once all tasks have been completed, the People Experience Coordinator or Associate will close the offboarding issue and mark as completed in the offboarding tracker.
All offboarding tasks by all Departments need to be completed within 5 days of the offboarding date. For systems that are more critical and time sensitive, these will be completed within the first 24 hours (example 1Password, Okta, Slack) by the relevant Departments. Information about application & system deprovisioners can be found on the Tech Stack Applications handbook page.