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.
Holidays with no availability for onboarding/offboarding/career mobility issues:
| Date | Reason |
|---|---|
| 2022-06-24 | Family & Friends Day |
| 2022-07-11 | Family & Friends Day |
| 2022-08-29 | Family & Friends Day |
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.
When going out of office, the People Experience Associate will open a PEA Handover OOO issue.
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 private team Slack channel. Please handover any important tasks/messages to the next team member available.
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:
Each time a new hire is successfully synced from Greenhouse to Workday, a notification is sent to the #peopleops-alerts Slack channel. The People Experience Associate in the applicable rotation, will then proceed with:
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 and should be completed prior to closing the issue. - Ensure that the new team member has shared a screenshot of their FileVault disk encryption and computer serial number in the onboarding issue (applicable to Linux computers only). - Ensure that the new team member has acknowledged the 'Handbook' compliance task in the onboarding issue. - Ensure that all the red dot compliance items have been completed.
This will be the responsibility of the People Experience Associate that is assigned to the specific team members offboarding and should be completed prior to closing the issue. - Ensure that all the different departments complete their tasks within the 5 day due date. - Ensure that the laptop has been wiped by the IT Ops team - Ping the relevant team members to call for a task to be completed in the offboarding issue.
This will be the responsibility of the People Experience Associate that is assigned to the specific team members career mobility issue and should be completed prior to closing the 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 - including linking the relevant access requests. - 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.
A Sisense notification will be sent to the People Experience team everytime there is a missing Workday 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.
Cadence: Each new joiner.
*** The People Experience Associates do not have full access to audit team members of the People Group. Please reach out to the Workday Admins for further assistance.
When a new hire is synced from Greenhouse to Workday, the People Experience team will receive a notification in Workday to verify all the information has been synced correctly by matching to the signed offer agreement.
This is a manual review of each new joiner's Workday 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 and completed on the "onboarding" tab in BambooHR.
After verifying date of birth and SSN (if applicable), complete the following:
@ symbol is not necessary.:: Waiting to :: CompleteWait 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:
Benefits tab to reflect the appropriate groupThese 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, Acknowledgement of Relocation, and the Social Media Policy Acknowledgment in Workday.
Code of Conduct,Acknowledgement of Relocation, and the Social Media Policy Acknowledgment by the Associate in the respective rotation to check that all pending team member signatures have been completed.
Audits folder in the shared People Experience drive named the fiscal year and quarter you are completing the auditThe 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:
InventoryInventory levels tabIf the stock is low/depleted, we will proceed with placing an order for new stock to the warehouse as follows:
InventoryReplenish InventoryGreen Replenish Inventory buttonPer 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.
When a team member has passed a purging date, the People Experience team must:
Administration.Purge DataPurge Employees & I9 Data from the drop down purgeThis lists the steps for the People Experience team to follow when receiving requests:
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.
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-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.
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 Handbook. 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 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.
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:
Anniversary Gifts 2020 folderCampaigns > Giveaways > scroll to Campaign summaries section. Then Congrats on your (blank) anniversary. There are 3 options, 1st, 3rd, 5th.
Manage tabGenerate More Links green button - Ensure you are in the correct Campaign - (1st, 3rd or 5th Year)Add linksCode & URL columns from Printfection - we can move on to creating the Mail Merge.Extensions in the sheet > select Document Studio from the dropdown > Open
Mail Merge with Gmail and use the visual editor option to see the current textWork EmailPeople Experience TeamCongrats on your Anniversary with GitLab!people-exp@gitlab.comInclude the Merged Document as an Email Attachmentpeople-exp@gitlab.comSaveFinish and Merge > check Send emails now > uncheck Merge Every Hour > SaveThat's it! All team members will now be able to claim their anniversary 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.
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.
Once a day, the PEA will review the Google Form RSVP Responses to see if any new responses have come in. If they have, you'll add the email address to the selected TaNewKi call to provide those incoming team members with an invite on their calendar.
Part of the onboarding process with HR Savvy, new team members based in the Netherlands will complete the Regeling Internet Thuis form. If this is not completed, the team member will send an email to people-exp@gitlab.com with the Regeling Internet Thuis form and respective invoice. 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".
If a team members address changes or the amount changes, team members will need to send their updated Regeling Internet Thuis form to people-exp @gitlab.com, which the People Experience team will then forward to the payroll provider in the Netherlands.
The People Experience Associate will assigned to this task, will pull this report the first week of the month.
New Format tab 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.
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 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.
GitLab Referral Bonus Audit to process referral bonusesReferred by filled inpeople-group-nominator-botNote: 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 (and respective PBP) 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.
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.
We use DocuSign to request signatures on documents and follow the below process: