1. You are here:
2. Handbook
3. People Group
4. People Experience Team

Maintained by:

On this page

• People Experience Team
  • People Experience Team Availability
    • OOO Handover Process for People Experience Team
    • OOO Process for People Experience Coordinator
  • People Experience Team Processes
    • Bi-Weekly Rotations
      • Allocations for Onboarding
      • Allocations for Offboarding
      • Allocations for Career Mobility
    • Audits & Quarterly Rotations
    • Pulling of BambooHR Onboarding Data
    • Weekly Moo Report
    • Letters of Employment and Employee Verification Requests
      • Letters of Employment
      • Employee Verifications
    • Probation Period Rotation
    • Triage People Group Issues
    • OSAT Team Member Feedback
      • Onboarding Buddy Feedback
    • Anniversary Period Gift Queries
    • Gift Requests
    • Scheduling Group Conversations
    • HelloSign
      • Monthly Billing
    • Regeling Internet Thuis form
    • Pulling Social Call Metrics
    • Slack Admin

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:

OOO Handover Process for People Experience Team

1. The People Experience Associate will create a document the day before their scheduled OOO with the following:
   • What urgent tasks are there that need to be reassigned:
   • Onboarding
   • Offboarding
   • Career Mobilities
   • Any other tasks
   • Is there anything else that we should be made aware of and contribute to whilst you are away?
2. The People Experience Coordinator will then reassign tasks to an alternative People Experience Associate.
3. Get assistance from the People Operation Specialist team if additional hands are needed.

OOO Process for People Experience Coordinator

1. When the People Experience Coordinator is due to be OOO, the People Experience Associates will allocate the relevant tasks between themselves.
2. In the event that there are items that need urgent attention whilst the People Experience Coordinator is OOO, the Coordinator will hand over the relevant tasks to the People Experience Team Lead or People Experience Associates.

People Experience Team Processes

All queries will be attempted to be resolved within the specific time zones and relevant SLA's. If unforeseen circumstances prevents the People Experience Associates from completing a specific/urgent task, a message will be posted in the #pea-team Slack channel to handover any important tasks / messages to the next team member available.

Bi-Weekly Rotations

On a bi-weekly occurence, the People Experience Team will open a PEA Rotation Issue. This rotation issue reflects what tasks the PEA's are accountable for and to be completed within the 2 weeks which lists how the tasks are shared amongst the team. The allocation tracker can be found in the [People Exp/Ops Tracker].

Certain tasks will be allocated based on a ongoing rotation between all People Experience Associates.

The following factors will also be taken into consideration:

• Scheduled PTO for the team members
• Ensure that the tasks split evenly and fairly
• A tracker will be kept to track the data of how the tasks are split up

The Rotation groups are listed as follows:

• Probation Periods / Gift Requests / Anniversary Period / Triage People Ops Issues / GSuite License Reminder

• BHR Onboarding Report / Moo Report / Allocations for Onboarding, Offboarding, Mobility / TaNEWki call scheduling / Pull Social Call Metrics

• I-9 Administration / Pruning of Stale Records (TBD)

The following tasks will be completed by any available People Experience Associate within the designated SLA:

• Letters of Employment / VOE
• Anniversary Queries

Allocations for Onboarding

• We always try and split evenly and fairly.
• Not time zone specific to ensure that all Associates learn all aspects to different countries during onboarding.

Allocations for Offboarding

• Team has 12 hours to create and notify of the offboarding issue.
• The person that is in the allocation rotation will also add the offboarding to the PEA team calendar.
• Due to different time zones, the offboarding issue creation and task completion can be tagged team by the Associates.

Allocations for Career Mobility

• We always try and split evenly and fairly.

Audits & Quarterly Rotations

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:

• Onboarding

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

- Ensure that the new team member has shared a screenshot of their FileVault disk encryption and computer serial number in the onboarding issue. 
- Ensure that the new team member has acknowledged the 'Handbook' compliance task in the onboarding issue. 
- Ensure that the manager tasks are completed prior to and after the new team member has started. 
- Ensure that an onboarding buddy has been assigned to assist the new team member. 
- Ping the relevant team members to call for a task to be completed in the onboarding issue.

• Offboarding

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.

• Career Mobility

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.

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

• Code of Conduct Audit

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

- A monthly report will be pulled from BambooHR for `Code of Ethics Acknowledgment 2020` 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. 
- If there are any issues, please escalate to the People Experience Team Lead for further guidance. 

• HelloSign Audit

  • On a quarterly basis, the People Experience Associate in the respective rotation will pull a report from HelloSign with the full list of active team members.
  • In the correct Slack channel hellosign-review, the Associate will cross reference the current team members in that channel vs the report from HelloSign (add any missing team members to the Channel).
  • Announce in the channel that an audit is being completed and ask team member to update the spreadsheet confirming their usage.
  • Create an access request to remove any non active team members as well as removing them from HelloSign.

• Anniversary Gift Stock Audit

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:

• Log into Printfection
• Click on Inventory
• Then select the Inventory levels tab
• Scroll to find the applicable items (Tanuki Confetti Socks, Box Cut Vest, Travel Bag / Backpack)
• Once you click on the specific item, it will let you know how many stock items are currently available for the specific swag

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

• Log in to Printfection
• Click on Inventory
• Select Replenish Inventory
• Click on Green Replenish Inventory button
• Complete the normal online ordering process (will be further updated when we need to order replenished stock)

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 Report

Every week, the People Experience Associate in the rotation creates a Report in BambooHR containing all Active Employees in three columns: their First Name, their Last Name, their GitLab work email. People Experience Associate adds this data to the GitLab : Moo spreadsheet in a new weekly tab titled that Tuesday's date (format yyyy-mm-dd) so that our Moo Rep can grab this data and send out email invitations to new team members from the Moo platform.

Please note that all info from the report is added to the sheet, including any past hires. The Moo system will only send the invitation to the new members not previously listed on the sheet. This ensures that any potential missed members still receive their invitation.

Letters of Employment and Employee Verification Requests

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

Letters of Employment

Once the team member completes the form as listed in the Handbook, we will receive an email in the People Experience Inbox to view and audit if the information has been correctly inserted by the team member.

• If the information is correct, please proceed with forwarding the Letter of Employment to the team member by email.
• If the information is incorrect, please email the team member and provide the details of what is incorrect and ask that they resubmit the form with the correct information.

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.

• If the vendor is asking for general information in the email, simply respond back to the email with the requested information.
• If the vendor is requesting a form to be completed, complete the form via HelloSign and encrypt the document before sending via email.
• If the vendor is requesting a form to be completed for a US team member, forward this request on to the US Payroll team to have completed.
• If you need additional figures that we do not have access to, send a message in the payroll-peopleops Slack channel to request the information needed to complete the form.

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.

Triage People Group Issues

The People Experience Associate in the 'triage' rotation will pull up all issues opened in the General project and tag / assign team members according to the request. It is important that once you have triaged the issue, to update the label from workflow:triage to workflow:todo / doing.

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:

• Score of 4 or higher: use own discretion based on the feedback received and see whether there are any improvements or changes that can be made to the onboarding template / onboarding process (this can be subjective).
• Score of 3 or lower: reach out to the team member and schedule a feedback session to further discuss their concerns and feedback provided.

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.

Anniversary Period Gift Queries

People Experience Team process:

• Create the Anniversary Gift reports in BambooHR. You will create three serperate reports for 1, 3, and 5 year anniversaries. This report should be formated: First Name, Prefered Name, Last Name, Hire Date, and Work Email
• Copy and Paste the reports into Google Sheets, and create three seprate tabs. These tabs will be named 1, 3, and 5 year anniversary. Make sure to put 1 year anniversary in the 1 year tab, and so on.
• Log into Printfection
• Click on Campaigns and select Congrats on your (blank) anniversary. There are 3 options, 1st, 3rd, 5th.
• Select Giveaways and scroll to Campaign summaries section
• Click on the relevant campaign and then select the Manage tab
• Select the Generate More Links green button - Ensure you are in the correct Campaign - (1st, 3rd or 5th Year)
• Enter the number of links you would like to generate and click Add links

• Download the CSV of the links generated

• Import the CSV to the People Experience Team Google Drive Anniversary Gifts 2020 folder
• Name the CSV to the applicable month that you are generating for
• Pull a report from BambooHR for all team members that only shows anniversary dates for the current month, utilizing filters within the BambooHR.
• Add the list of names to the generated links sheet
• Select Add-Ons in the sheet > select Document Studio from the dropdown > open
• Select Mail Merge with Gmail and use the visual editor option to see the current text
• Edit the relevant text applicable to the specific gift option and ensure that the fields are all correct
• Ensure to mark the ones that are not applicable to the email with an X in the Document Studio columns
• Once ready, click on Ready to Merge > Send emails now > Save
• That's it! All team members will now be able to claim their anniversary swag

Tip for Printfection Site: Star and bell the relevant campaigns applicable to our team for further ease to search for.

Gift Requests

When a team member completes the GitLab gift form request, the People Experience team receives an email to people-exp@gitlab.com to process the request. Most often, these are requests for flowers to be sent to another team member. Please see the below steps for guidance on how to process these requests:

• Navigate and open the gift form requests in Google spreadsheet.
• Open the PeopleOps 1Password Vault and select Gift & Flower Vendors to gain access to the various vendors used.
• Place order and once confirmed, add data, including order confirmation link, to spreadsheet.
• Send the requesting team member an email or message in Slack to confirm that you have processed the request/order.
• Use the Gift page in the Handbook for any further information regarding the policy for gift order requests.
• If a gift card is needed for a particular event or prize, create an issue for the Payroll team to get the relevant approval.

Swag Gift Requests If a swag gift is requested (.i.e. a GitLab onesie) email merch@gitlab.com for a code to get one. said swag. Please do not order one from the store and expense. These expenses will get rejected if they are found by finance.

Scheduling Group Conversations

The People Experience team assists with the administration of the GitLab Team Calendar and automatically can assist with the following:

• Scheduling new Group Conversations or AMA's
• Assist with updating the calendar when Group Conversations are rescheduled

Here are the steps to follow when scheduling a Group Conversation or AMA:

1. Log into the PeopleOps Shared Zoom Account via Okta
2. Select 'Schedule a New Meeting'
3. Insert the name of the conversation under 'Topic'
4. Below the date and time option, select 'Recurring Meeting'
5. Under the 'Recurrence' dropdown, select 'No Fixed Time'
6. Select the 'Require meeting password' option. This will automatically generate a password for you.
7. Ensure that the Video is on for both 'Host' and 'Participant'
8. At the bottom of the page, untick 'Enable waiting room'
9. You are also able to add any alternative hosts in the event that the People Group will not be assisting with moderating the call.
10. Click 'Save'
11. Once saved, select the option to 'Add to Google Calendar'
12. You will be redirected to the Google Calendar and prompted to select a calendar. Select your own account.
13. Confirm allowing access for Zoom to Google Calendar.
14. You will now be able to edit the calendar invitation with the following:
    • Date and time (always needs to be scheduled in PST) and the meeting time should be set to 25 minutes.
    • Add the description and agenda link
    • Add the Host and Moderator to the description
    • Add to the GitLab Team Meetings
    • Invite everyone@gitlab.com
15. Click 'Save'
16. You will be prompted to select whether you would like to send invitation emails to Google Calendar guests? Select 'Don't Send'
17. You will receive a bunch of automated messages in your personal Inbox regarding the scheduled call, you can simply ignore and delete them.

That's it, you have successfully scheduled the meeting! Now just remember to let the requesting team member know to check that you have completed the request.

HelloSign

As the DRI for HelloSign, when a team member needs to have access to sign documents for the company, an access request needs to be created and assigned to the People Experience Team for provisioning. Please ensure to first ask the team member whether they will be signing more than 5 documents per month before allocating a seat with HelloSign.

• If no, then suggest the free version of HelloSign which allows the team members to signup and send up to 5 documents per month.
• If yes, proceed with sending the team member an invitation to HelloSign as per the steps below:

1. Log into HelloSign using your personal account information
2. Select Team on the left hand-side of the page
3. Insert the team members GitLab email address and click Invite
4. Take a screenshot of the confirmed invitation sent and upload to the Access Request as confirmation

Monthly Billing

When monthly expenses are due, we need to be able to provide Finance with the specific team members name in order to assign to the correct Department. To do this we would need to complete the following steps:

1. Download the invoices from HelloSign which can be found under the 'Billing' section.
2. Send a request to HelloSign Support on a monthly basis for the specific team members which the costs that have been charged, relates to. Often the response is not received in time for the monthly expenses.
3. Once the list is received from HelloSign, simply send the Accounts Payable Specialist an email with the relevant team member information.

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

1. Open People Ops Zoom Account
2. On the right 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 Social Call tab in the All-Time Data for Take a Break-Social Call Google Sheet. This is saved People Experience Google Shared Drive.

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.