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
Holidays with no availability for onboarding/offboarding/career mobility issues:
|2021-02-15||Public Holiday (US)|
|2021-02-26||Family & Friends Day|
|2021-03-19||Family & Friends Day|
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.
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:
The Rotation groups are listed as follows:
BHR Onboarding Report / Moo Report / Allocations for Onboarding, Offboarding, Mobility / TaNEWki call scheduling / Pull Social Call Metrics
The following tasks will be completed by any available People Experience Associate within the designated SLA:
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 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.
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.
Over and above these audits, the Compliance Specialist will perform their own audits to ensure that certain tasks have been completed.
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-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).
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:
If the stock is low/depleted, we will proceed with placing an order for new stock to the warehouse as follows:
Green Replenish Inventorybutton
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.
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.
This lists the steps for the People Experience team to follow when receiving requests:
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.
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.
payroll-peopleopsSlack 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.
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.
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:todo / doing.
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:
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.
People Experience Team process:
Congrats on your (blank) anniversary. There are 3 options, 1st, 3rd, 5th.
Giveawaysand scroll to
Generate More Linksgreen button - Ensure you are in the correct Campaign - (1st, 3rd or 5th Year)
Download the CSV of the links generated
Anniversary Gifts 2020folder
Mail Merge with Gmailand use the visual editor option to see the current text
Ready to Merge> Send emails now > Save
Tip for Printfection Site: Star and bell the relevant campaigns applicable to our team for further ease to search for.
When a team member completes the GitLab gift form request, the People Experience team receives an email to firstname.lastname@example.org 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:
Gift & Flower Vendorsto gain access to the various vendors used.
Swag Gift Requests If a swag gift is requested (.i.e. a GitLab onesie) email email@example.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.
The People Experience team assists with the administration of the GitLab Team Calendar and automatically can assist with the following:
Here are the steps to follow when scheduling a Group Conversation or AMA:
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.
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.
Teamon the left hand-side of the page
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:
New team members based in the Netherlands will send an email to firstname.lastname@example.org 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".
Social Calltab in the All-Time Data for Take a Break-Social Call Google Sheet. This is saved People Experience Google Shared Drive.
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.