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People Experience Team

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People Experience Team

This page lists all the processes and agreements for the People Experience team.

If you need our attention, please feel free to ping us on issues using @gl-people-exp.

People Experience Team Availability

Holidays with no availability for onboarding/offboarding/career mobility issues:

Date Reason
2021-12-27 Family and Friends Day
2022-01-03 Family and Friends Day
2022-04-18 Easter Holiday

PEA Reminder: When updating no onboarding days, tag @gitlab-com/gl-ces in the MR for awareness. Also remember to put No Onboarding Day on the People Group calendar.

OOO Handover Process for People Experience Team

When going out of office, the People Experience Associate will open a PEA Handover OOO issue.

  1. Get assistance from the People Operation Specialist team for extra support.
  2. For confidential items/tasks, please create a Google doc, share with the team, and link to the issue.

People Experience Team Processes

The People Experience Associate will attempt to solve queries within the specific time zones and relevant SLA's.

If the People Experience Associate is unable to complete a specific/urgent task, please post in the #pea-team Slack channel. Please handover any important tasks/messages to the next team member available.

Bi-Weekly Rotations

Bi-Weekly, the People Experience Associate will open a PEA Rotation Issue.. This rotation issue lists what tasks the PEA will be accountable for, for the next 2 weeks.

The following factors are considered when allocating in the issue:

The PEA Team will complete the below tasks within the designated SLA

Allocations for Onboarding

Allocations for Offboarding

Allocations for Career Mobility

Audits and Quarterly Rotations

Issue Audits for Compliance

There are certain tasks that need to be completed by all the different departments and team members and we as the People Experience Team need to ensure to remain compliant in line with these tasks. Herewith a breakdown of the important compliance and team tasks:

This will be the responsibility of the People Experience Associate that is assigned to the specific team members offboarding.

- Ensure that all the different departments complete their tasks within the 5 day due date. 
- Immediate action is required from the People Experience Team and the IT Ops Team once the issue has been created. 
- Ping the relevant team members to call for a task to be completed in the offboarding issue.
- Confirm that a departure announcement has been made in #team-member-updates on Slack.

This will be the responsibility of the People Experience Associate that is assigned to the specific team members career mobility issue.

- Check to see whether the team member that has migrated needs any guidance.
- Ensure that the previous manager and current manager completes their respective tasks. 
- The issue should be closed within 2 weeks of creation, ping the relevant team members to call for a task to be completed in the issue.

Onboarding Audit

Cadence: Each new joiner.

This is a manual review of each new joiner's BambooHR profile that takes place within their first week of employment. This audit is intended to correct any profile errors and, for US team members only, to check that the I-9 has been completed and sort each team member into the correct Benefit Group. This task is handled by the respective People Experience Associate in the relevant rotation.

Audit Steps

The People Experience Associates do not have full access to audit team members of the People Group. Please reach out to the BambooHR Provisioners for further assistance.

Who to Onboard

Check Bamboo Onboarding Report to find out the list of new hire for the week or the relevant issue board by use of the onboarding audit labels.

Note: Only the owner of the BambooHR report has power to edit the dates on the report for the current week so the issue board is the best way to view current team members who need the audit completed.

Process

Audit Personal Tab

Audit Job Tab

Access Level Audit

The Access Level field should only be updated if the team member is a manager or higher (leader, exec). If they are an IC, you can leave the level as is. The People Experience Associates do not have access to the Access Level field in BambooHR - this check should be left unchecked for the BambooHR Provisioners to complete in instances where the team member is not an IC.

Process for BambooHR Provisioners:

Audit Locality & Region

Sales Geo Differential

Payroll Change Report

The People Experience Associates have no access to this report. The BambooHR Provisioners will complete the following:

Reports (black heading on BHR) > Standard reports > Payroll change report > Change the date for the week > tick the team member’s name

Update GitLab and Turn off Notifications

Only For US Team Members:

Wait for People Experience Team to tag you on the team member’s onboarding issue. Only audit the profile once the SSN has been added to the account. If not, comment on the onboarding issue and remind the team member on their 2nd day to add their SSN. 

Additional steps to audit the profile of US team member:

Referral Bonus Audit

Cadence: Weekly

The People Experience team will be pinged in the #peopleops-alerts Slack channel to complete an audit of whether referral bonuses have been added to the referring team members profile in BambooHR (for referring new hires for the last 3 months). This is part of an existing automation.

The People Experience Associate will open the Greenhouse entry to confirm whether a referral was made for the new team member. If yes, proceed to the BambooHR profile of the referring team member and verify that a bonus has been added correctly as per the referral requirements.

Over and above these audits, the Compliance Specialist will perform their own audits to ensure that certain tasks have been completed.

Payroll Changes Report Audit

Cadence: Weekly

BambooHR creates a standard Payroll Change report to capture any changes processed on a team member's profile.

Process for auditing:

Emergency Contact Audit

A Sisense notification will be sent to the People Experience team everytime there is a missing BambooHR Emergency Contact. The People Experience Associate in the respective rotation will send an email using the template available to notify team members to add their Emergency Contacts.

Quarterly Audits

These are audits that the People Experience Team will complete on a quarterly basis. The Sr. People Experience Associate will open the issue each quarter for these audits.

The first quarter of the year (February 1 to April 30) PEA team will need to perfom an audit on the tasks in this issue.

- ensure compliance pieces are up-to-date
- add any additional tasks based on OSAT feedback
- remove any tasks that are unnecessary 
- go through open issues to close/reach out

The second quarter of the year (May 1- July 31) PEA team will need to perform an audit on the tasks in this issue.

The third quarter of the year (August 1- October 31) PEA team will need to perform an audit on the tasks in this issue

  - ensure compliance pieces are up-to-date
  - review and if applicable, apply, feedback from the career mobility survey
  - remove any tasks that are unnecessary
  - go through open issue to close/reach out

The People Experience Team will complete a quarterly audit of which team members have not yet signed the Code of Conduct and Acknowledgement of Relocation in BambooHR.

- A quarterly report will be pulled from BambooHR for `Code of Conduct 2021` and `Acknowledgement of Relocation 2021` by the Associate in the respective rotation to check that all pending team member signatures have been completed. 
- If it has not been signed by the team member, please select the option in BambooHR to send a reminder to the team member to sign. Please also follow up via Slack and ask the team member to sign accordingly.  **Reminder to not send reminders to team members on unpaid or parental leave**
- If there are any issues, please escalate to the People Experience Team Lead for further guidance.

The People Experience Team will complete a quarterly stock audit of the anniversary gift items in Printfection. To check to see what the current stock levels are, follow this process:

If the stock is low/depleted, we will proceed with placing an order for new stock to the warehouse as follows:

Cadence: Every Quarter / As per requirement of Security Audit Team

This audit is meant to identify and fix errors that occur during onboarding, termination, promotions, relocation, country conversion and any other changes that take place throughout the year to a team member's access level in BambooHR profile. This audit is handled by the BambooHR Provisioners.

Process:

Note: A terminated team member on Garden Leave will still have the access level to prevent reporting issues. To prevent the access, IT Ops turns off the access via Okta manually as BambooHR is still active for team members.

Weekly Reporting

Pulling of BambooHR Onboarding Data

Every Monday and Wednesday, the Associate in the rotation will pull the report that has been shared in BambooHR called New Hires. The data for the next 2 weeks will be added to the spreadsheet to ensure sufficient time in completing the pre-onboarding tasks.

  1. Open BHR and select the Onboarding Tracker Report
  2. Click on the hire date until it is showing the hire dates in order
  3. Highlight and copy the data of all the new hires starting the next week and following
    • Keep name format as (Last Name, First Name)
  4. Paste the data into the People Experience Onboarding Tracker at the bottom
  5. If a name is highlighted, this means the name is already on the tracker. Review that the hire date is the same and delete the highlighted field you just added.
  6. If the name is not highlighted this is a new add and keep the name on the tracker.
  7. Important, if the team member is located in Japan, please immediately proceed with sending the required payroll documentation to the new hires personal email address. Include Non US Payroll in the email correspondence for visibility.

Weekly Moo Invites

Every week on Tuesday, the People Experience Associate in the rotation will send the invites to the new team members starting that week.

  1. The People Experience Associate will log into Moo
  2. Go to Account
    1. On the left hand side, click People
  3. Click the box that says, Invite A Person
  4. Add the team member's first name, last name, work email
  5. Select employee
  6. Send Invite

Monthly Reporting

Retaining & Purging Form I-9

Per the USCIS (United States Citizenship and Immigration Service, form I-9, which is completed for all US-based team members, must be retained and purged according to the USCIS retention policies.

Form I-9 must be retained as long as a team member is Active. If a US-based team member is Inactive, Form I-9 must be purged 3 years after a team member's start date or 1 year after their departure date, whichever is later.

Example 1: Team member Marie Curie's start date was 2017-01-01 and she departed the company on 2021-06-01. Her Form I-9 must be purged after 2022-06-01.

Example 2: Team member Matt Gandhi's start date was 2019-06-01 but he departed on 2019-12-15. His Form I-9 must be purged after 2022-06-01.

  1. The People Experience team must run a monthly report in BambooHR to show all Inactive US-based team members and compare it to Guardian's Inactive team member report.
  2. The People Experience team confirm the correct purging dates in the Guarding report using the above formula to calculate how long Form I-9 must be kept for the relevant team members and then purge them after the calculated time period.

  3. When a team member has passed a purging date, the People Experience team must:

    • Login to Guardian and go to Administration.
    • Click on Purge Data
    • Select Purge Employees & I9 Data from the drop down
    • Click on the check box by the former team members name
    • Then click purge
    • Review the team member's Verification folder in BambooHR to ensure that no form I-9 copies are present. Delete form I-9 if found. Receipt and confirmation of work eligibility do not need to be deleted.

Letters of Employment and Employee Verification Requests

This lists the steps for the People Experience team to follow when receiving requests:

Letters of Employment

Team Members are able to request a Letter of Employment using the documented form for this purpose. Once submitted they will receive an auto-populated document utilising the data housed in BambooHR i.e. compensation; length of tenure; nature of employment (full or part-time) etc. along with an indication that GitLab is an all remote company.

Employee Verifications

We may be contacted by different vendors who require a team members employment to be verified along with other personal information.

Most importantly, check to see whether authorisation has been received from the team member that we may provide the personal information. If no authorisation form is attached, make contact with the team member via email or Slack to get the required consent.

In some instances, we may be contacted by certain Governmental institutions asking for clarity into termination / seperation reasons and agreements of a team member. Please forward these emails to the relevant People Business Partner that submitted the offboarding notification, as they will have full context into the reasons and agreements and will choose to respond if needed.

Probation Period Rotation

The People Experience Associate in the Probation Period rotation, will complete the full process as per the steps listed in the Probation Period section of the hanbook. If the weekly rotation has come to an end and not all confirmations have been received, the Associate in the next weeks rotation will follow up with team members managers.

Netherlands Certification of Good Conduct (VOG) Report

THe first day of the month, the People Experience Associate in the assigned rotation, will ensure that the new Netherlands based team members hired in the previous month have uploaded their VOG.

Deleting Team Member Data from Letter of Employment Rotation

Once a week, the People Experience Associate in the deleting team member data rotation will delete team members data submitted on the Letter of Employment response spreadsheet for the previous week.

OSAT Team Member Feedback

Once a new team member has completed their onboarding, they are asked to complete the Onboarding Survey to share their experience. Based on the scores received, the People Experience Associate assigned to the specific team members onboarding, will complete the following:

Onboarding Buddy Feedback

In the same survey, new team members are able to provide a score and feedback on their onboarding buddy. If the score and feedback received is constructive and valuable insights when the score is low, the People Experience Associate assigned to that specific team members onboarding, should reach out to the manager of the onboarding buddy and provide feedback in a polite and supportive way.

Onboarding Cohort Creation

During the last week of the month, the PEA in the assigned rotation will create a new slack public channel for the next month by following the below steps:

  1. Create a new public slack channel with the naming convention month-year-new-hire-lounge and add in the People Experience team to start
  2. Next, you'll want to go into the donut app in Slack and select Donut Channel Settings and this will pop open in a new window
  3. Navigate to the Templates tab on the top of the page, find New Hire Cohort Watercooler and select Preview then Use Template
  4. Select Use an existing channel, type in to find the newly created slack channel you just made and select Add Donut Channel
  5. You'll want to make sure that the Program Basics are set up to twice a week (Tuesday and Thursday) and the Next Send Date is for the first Tuesday of the month and that the Intros option is toggled to On. Hit Save.
  6. Next you'll want to navigate to the Topics Queue tab and select Shuffle to mix up the questions from all the different packs.
  7. You're going to create 4 (or 5, depending on how many weeks the month has) custom questions by clicking Add a Topic near the top of the page. All 4 of these are going to be the same question of Do you have any questions regarding GitLab onboarding? and feel free to add a fun gif to the prompt as well.
  8. You'll want to make sure that your 4 custom prompts are the questions for the Thursdays within the first month. After the first month, every prompt will be a purely social one. You can organize the prompts by dragging and dropping the questions to be in the order you'd like them to be. Remember to hit Save at the top of the page once done.
  9. The last step for the Donut set up you'll need to do is locate the Access tab and make sure to add the entire People Experience team to the list of people who can modify the donut settings. Hit Save.
  10. Next, we'll want to set up a Slack Workflow so that anyone who is added to the slack channel will get this message.
    • Open Slack
    • Select GitLab -> Tools -> Workflow Builder
    • Make sure you're on the Templates tab and select Set up on: A warm welcome for new teammates
    • Input the monthly onboarding cohort slack channel
    • Select Edit on the message text box and copy/paste the intro message making sure to format it correctly to be visually pleasing.
    • Rename the bot from Welcome Bot to (Month) Onboarding Cohort Welcome Bot
    • Hit Publish

Anniversary Period Gift Process

People Experience Team process:

That's it! All team members will now be able to claim their anniversary swag.

Printfection Report for New Hire Swag

When a new team member starts, the New Hire Swag email is sent with a link to Printfection where new team members can order their swag. To keep track of the orders, the PEA will run a weekly report on Friday's. Please see the below steps on how to process the report:

Should the PEA find any abuse of the link, they will need to report to the Manager, People Operations as well as the Senior Manager of Brand Activation.

TaNewKi Call Invites

The PEA in the rotation should review the onboarding tracker and send email invitations to new hires for the Ta'NEW'ki welcome call 2 weeks before their start date, if applicable.

Regeling Internet Thuis form

New team members based in the Netherlands will send an email to people-exp@gitlab.com with the Regeling Internet Thuis form. The People Experience team will then forward this form to the payroll provider in the Netherlands via email. The contact information can be found in the People Ops 1Password vault, under "Payroll Contacts".

Pulling Social Call Metrics

The People Experience Associate will assigned to this task, will pull this report the first week of the month.

  1. Open People Ops Zoom Account
  2. On the left side, Under Admin > Click on Dashboard
  3. Click on Meetings
  4. Select Past Meetings
  5. Adjust the Calendar to reflect the timeframe (it will only work for one month) > Done
  6. Type in the search bar the meeting ID - This can be found on the calendar invite. > Search
  7. Select Export
  8. Go to the downloads page. It will take a few minutes for the report to be ready, refresh your page if it is not loading.
  9. C+P this data into the New Format tab in the All-Time Data for Take a Break-Social Call Google Sheet. This is saved People Experience Google Shared Drive.
  10. You will need to do this for each of the topics (Open Topic, Gaming, FitLab, Parenthood, Mental Health Social Hour)
  11. Lastly, you'll open up a new issue to summarize the metrics for the previous month tagging the whole team.

Slack Admin

The People Experience team have admin access to Slack and can assist team members with any PTO queries as per the process listed on the PTO Handbook page.

The People Experience team will also receive notifications of any news items from Slack, as well as sync issues between BambooHR and PTO by Roots. When receiving the email about issues with the sync, the People Experience Associate will verify whether it is a specific issue or whether it is related to a recent offboarding of a team member or if it is related to team members starting that week. The sync takes about 24 hours when it will then update to remove/add the specific team members.

Access Request Templates

When a new tool is added to the Tech Stack, the People Experience team is automatically pinged in the Access Request to create the relevant MR adding the tool to the offboarding template.

Bonus Processing

Bonus Processing is completed by the Experience Associate who is on that rotation for the week via the issue. Below are the various types of bonuses that need to be processed.

Referral Bonuses

  1. The Experience team will receive an email titled Table Reminder: Referral Bonus
  2. From here, the PEA will review the BambooHR profile of the team members in the email to ensure that bonus amount is correct for those they referred
  3. After confirming the bonus amount is correct, the PEA will add the bonus information to the appropriate payroll changes spreadsheet (US, Non-US, or Canada)
  4. Afterwards, adding the information into the payroll spreadsheet, be sure to edit the bonus line in BambooHR and add Paid to the beginning of it.
  5. Reply all in the email with "This has been processed." This step is to make the team aware that action has been taken on the Table Reminder: Referral Bonus email

Discretionary Bonuses

  1. Discretionary bonuses go through approvals via the Nominator bot. The Experience team will be notified of bonuses that need to be approved in the private slack channel people-group-nominator-bot
  2. The PEA should review the nomination based off the criteria here and make sure it's an appropriate bonus to approve - if there are any questions, make sure to ask for any clarification in the thread.
    • If for any reason, the bonus does not meet the criteria - reject the bonus in the slack channel and communicate to the nominator about why.
  3. If the bonus meets the criteria, the PEA will approve the bonus in the slack channel and this feeds into BambooHR. You'll want to double check to make sure everything fed over correctly.
  4. After confirming everything fed over from the bot to BamboohR, the PEA will add the bonus information to the appropriate payroll changes spreadsheet (US, Non-US, or Canada)
  5. Lastly, add a checkmark or any other emoji onto the Approval in the bot to signal that you have in fact completed this nomination and it's been processed.

Note: If you received the same nomination twice (for the same person and the same reason), you may reject one. When you do this, please reach out to the team member who submitted the nomination to explain, and include the other nominator's name in the #team-member-updates announcement See more details in section for multiple discretionary bonuses.

Working Group Bonuses

  1. Working Group bonuses are done through BambooHR and not the bot. The Experience team will receive an email from BambooHR saying there is a bonus that needs approval
  2. The PEA will review and approve or deny the bonus in BambooHR
  3. Next, the PEA will add the bonus information to the appropriate payroll changes spreadsheet (US, Non-US, or Canada)

Acting Manager Bonuses

  1. TBD

1Password Complete Recovery

As admins for 1Password, the People Experience team will get notified when an account recovery is requested by the IT Ops team. We do not need to take any action on these and can safely delete/ignore the email. The IT Ops team will complete the recovery.

Please follow process outlined here.

Requesting signatures via DocuSign

We use DocuSign to request signatures on documents and follow the below process:

  1. Click: Start > send an Envelope > get from cloud > google drive > select documents
  2. Tick: Set signing order > Add recipients name and email > click ‘add recipient’ for additional signatories in relevant signing order
  3. Email message (edit, if applicable): Hi {signatory}, please could you sign this document. Please let me know, if you have any questions. Kind regards, {your name}
  4. Click: Next
  5. Select signatory’s name in top left
  6. Drag ‘signature’ and ‘date signed’ etc. to appropriate fields
  7. Click: Send
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