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:
|2021-12-27||Family and Friends Day|
|2022-01-03||Family and 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
#pea-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:
The PEA Team will complete the below tasks 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:
Onboarding This will be the responsibility of the People Experience Associate that is assigned to the specific team members onboarding.
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.
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.
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.
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.
After verifying date of birth and SSN (if applicable), complete the following:
@symbol is not necessary.
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:
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
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:
Benefitstab to reflect the appropriate group
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.
BambooHR creates a standard Payroll Change report to capture any changes processed on a team member's profile.
Process for auditing:
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.
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.
go through open issues to close/reach out
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:
Green Replenish Inventorybutton
Complete the normal online ordering process (will be further updated when we need to order replenished stock)
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.
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.
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 on Tuesday, the People Experience Associate in the rotation will send the invites to the new team members starting that week.
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.
When a team member has passed a purging date, the People Experience team must:
Purge Employees & I9 Datafrom the drop down
This 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-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 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 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.
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.
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:
month-year-new-hire-loungeand add in the People Experience team to start
donutapp in Slack and select
Donut Channel Settingsand this will pop open in a new window
Templatestab on the top of the page, find
New Hire Cohort Watercoolerand select
Use an existing channel, type in to find the newly created slack channel you just made and select
Add Donut Channel
Add a Topicnear 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.
Saveat the top of the page once done.
Accesstab and make sure to add the entire People Experience team to the list of people who can modify the donut settings. Hit
Templatestab and select
Set upon: A warm welcome for new teammates
Editon the message text box and copy/paste the intro message making sure to format it correctly to be visually pleasing.
(Month) Onboarding Cohort Welcome Bot
People Experience Team process:
Anniversary Gifts 2020folder
Giveaways> scroll to
Campaign summariessection. Then
Congrats on your (blank) anniversary. There are 3 options, 1st, 3rd, 5th.
Generate More Linksgreen button - Ensure you are in the correct Campaign - (1st, 3rd or 5th Year)
URLcolumns from Printfection - we can move on to creating the Mail Merge.
Extensionsin the sheet > select
Document Studiofrom the dropdown >
Mail Merge with Gmailand use the visual editor option to see the current text
People Experience Team
Congrats on your Anniversary with GitLab!
Include the Merged Document as an Email Attachment
Finish and Merge> check Send emails now > uncheck
Merge Every Hour> Save
That'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.
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".
The People Experience Associate will assigned to this task, will pull this report the first week of the month.
New Formattab 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.
Table Reminder: Referral Bonus
Paidto the beginning of it.
Table Reminder: Referral Bonusemail
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.
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: