GitLab Handbook - hiring

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Talent Acquisition Process Framework

Talent Acquisition Process Framework for REQs

Purpose: The Talent Acquisition Process Framework provides guidance on the hiring process for the talent acquisition team, hiring manager, and hiring team to efficiently hire top talent and create a positive candidate experience when it comes to hiring to a REQ.

Variations: It’s understood that variations to the process may occur given particular situations that make sense to a specified hiring team or need.

The communicated Talent Acquisition Process Framework specifically focuses on approved REQs and candidates who are moving forward. It is understood that candidates who will be declined will be done so in a timely and respectful manner.

Search Team

  • Hiring Manager: The Hiring Manager is the individual who is hiring for the particular REQ. In most situations, the person hired into this REQ will report into this individual.
  • Hiring Team: The Hiring Team is a group of people the Hiring Manager asks to be involved in the interview process. The Hiring Team will assess candidates for a given req based on what is defined in the REQ Kick-off Issue and the Hiring Repo.
  • Recruiter: The Recruiter is the main point of contact for the Hiring Manager, Hiring Team, and all candidates associated with the REQ. The Recruiter will directly source for prospects as well as partner with their Sourcer and Candidate Experience Specialist throught the process. For more information on what role a Recruiter may play, please visit the Recruiter Job Family.
  • Sourcer: The Sourcer is partnered with the Recruiter to provide expertise around finding passive talent. For more information on what role a Sourcer may play, please visit the Sourcer Job Family.
  • Candidate Experience Specialist (CES): The CES partners with the Recruiter and Sourcer on all scheduling, background check, references and offer needs. For more information on what role a CES may play, please visit the CES Job Family.

Step 1: Identify hiring need

The Hiring Manager will determine the need for a vacancy and ensure it is listed on the GitLab Hiring Plan. Once confirmed, the Hiring Manager will notify the Talent Acquisition Manager/Lead specific to their org utilizing the steps provided on the vacancy creation process.

Step 2: Create vacancy in Greenhouse

The Recruiter will create the vacancy in Greenhouse following the vacancy creation guidelines. The assigned Recruiter, CES, and Sourcer should receive an email notification from Greenhouse when the vacancy is approved.

Step 3: Complete kick-off session, agree on priority level, & complete a sourcing session

The kick-off session provides an opportunity to gain alignment on the requirements, hiring process and, perhaps most importantly, the expectations and responsibilities of the Recruiter, Sourcer, CES, Hiring Team, and Hiring Manager. Recruiters and Sourcers should come prepared for the kick-off session with insights - such as the size and geographic distribution of the talent pool - and should act as a talent advisor. Such information can be pulled from LinkedIn Talent Insights. To request this report, please submit an Issue here using the LinkedIn Talent Insights Request template.

The Recruiter will schedule the kick-off session and must open a REQ Kick-off Issue ahead of the kick-off session so the Recruiter, Sourcer, and Hiring Manager can contribute to it ahead of time. A link to the REQ Kick-off Issue should be included in the invite. The Recruiter should include the Hiring Manager, Sourcer, and CES team on the kick-off session invite. Everyone involved in hiring for the REQ should be tagged into the issue so everyone understands the requirments, process, and individual accountabilities.

During the kick-off session all participants should agree on the Sourcing Priority (P0, P1, P2). Every role should receive sourcing support based on the Talent Acquisition Alingmnent.

The Sourcer will schedule a Sourcing Session after the kick-off session to make sure we consider outbound talent for every opening at GitLab.

  • The Sourcer and Recruiter will discuss with Hiring Manager who should participate in the Sourcing session.
  • The Sourcing Session is focused on finding outbound candidates outside of our Talent Community.
  • Our recommendation is to have at least Hiring Manager and Interviewers participating in a Sourcing Session but if the team is too busy and can’t contribute to the sourcing effort, a Sourcing Session should be handled only by Sourcer or by Sourcer and Recruiter with the majority of prospects expected from Sourcer.)
  • The Sourcing Session should be scheduled within 5 business days after the kick-off call. (For the “evergreen” and “volume” roles we recommend having regular Sourcing Sessions every month.)
  • All Sourcing sessions that include team members outside of the Talent Acquisition team should be set up for 30 minutes by default and could be done live or in an async way.
  • We don’t require a specific number of profiles to be added by every participant, however, Sourcer should come up with at least 20 qualified profiles for the role.
  • Sourcer will reach out to all the candidates that are added during the Sourcing Session within 2 business days and add their profiles to Greenhouse.
  • Sourcer assigned to the role is responsible for all the further updates and status changes in Greenhouse.

Step 4: Indentify & Engage Top Talent (Prospects)

4.1 - Source prospects

The Recuiter, Sourcer, and Hiring Manager will partner in finding top talent using different sourcing avenues to find candidates, with LinkedIn and GitLab Talent Community being the most used and efficient ones. (It is possible that other Recruiters, Sourcers, and/or members of the CES Team will provide additonal sourcing support.

4.2 - Add prospects to Greenhouse

All approached prospects should be added in Greenhouse as prospects.Greenhouse is the source of truth. Every sourced prospect should have the name of the person who sourced them in the Source field. If a Prospect was sourced by a Talent Acquisition Team Member from the Talent Community, that user will need to manually update the candidate's source information.

There are multiple ways to add the candidates, as follows:

Keep in mind, a candidate could have the source, Applied through your website's jobs page or Jobs page on your website, if they signed-up to the Talent Community prior to the correct tracking link being associated with the in-take form. In that situation, please change their source to Talent Community. If a candidate is moved from one requisition to another by a Talent Acquisition Team Member and the candidate did not apply recently, then please update their source to Greenhouse Sourcing.

How to add prospects to REQs: * From Greenhouse Talent Community Video Walkthrough * From LinkedIn Video Walkthrough

4.3 - Reach Out

Use our reach out templates or create your own messaging for reaching out to candidates

Sourcing Support

Anyone on the Recruitment Team can provide sourcing support for priority REQs. The focus should be P0 and P1 REQs. If you want to help with a specific REQ, please engage with the Recruiter directly to verify the REQ is in fact a priority. If the REQ is a priority, use the REQ kick-off Issue and the Hiring Repo to learn more about the REQ.

If you are helping a Recruiter source for an open REQ please verify the prospects you find are best qualified before reaching out to them. Share added prospects in bulk with the Recruiter vs. sending multiple one-off pings to the Recruiter. This can be done by sending the Recruiter a Greenhouse link to the candidate pool using filters (applied on DATE, source NAME, role title). * The Recruiter has a 7 day SLA to review the prospects you share * If the prospect is not qualified, the Recruiter will select the option to “stop considering as a prospect” * If the prospect is qualified the Recruiter will ask you to engage the prospect * If the prospect responds and is NOT interested, select the option to “stop considering as a prospect” in Greenhouse * If the prospect does not respond before the REQ is filled, the Recruiter should reject all prospects in bulk and select the option to not send an email. * If the prospect responds with interest, the person who found them will select the option to “convert to candidate” in Greenhouse and will work to schedule a screen between the candidate and the Recruiter.

Use Greenhouse to track prospects

  • Use the Follow button to get timely updates on the candidate's status.
  • Follow-up Reminders to resend the assessment, availability or for any other important updates.
  • Tags: The most common tags used are “Location sourcing” and “diversity sourcing”. You can also create your auto tags
  • Greenhouse Candidates Filter: Similar to LinkedIn, Greenhouse has filters to track your pipeline. Under the candidates section, you can check any team members and your candidates tagged under a specific job, interview stage, location and so on. The most commonly used are Source, Profile details, Jobs and Location. Example - Filter Candidates by Custom Job Fields

For more information about Greenhouse and it’s tips & tricks, please refer to this document

Step 5: Weekly Check-In Issue

  • Once a requisition is opened, the recruiter creates a weekly check-in issue. Each week a requisition is open, the recruiter will update the issue. The participants are the Recruiter, Sourcer and fyi for the Hiring Team. The issue is used to update the health of the req, report on KRs, as well as allow for interview alignment.

  • Each req belongs to two Epics; one parent and one child epic. The parent epics can be used as a dashboard to show the funcitional leader the overall health of their open reqs.

We use On track, Needs attention, and At risk to define the requisition's health to provide hiring teams and E-Group members with a high-level insight into talent acquisition efforts. When assigning a Health Status, consider the diversity of the pipeline, what the pass through rate is at each stage, and whether you'd expect to make a hire at or close to the expected start date.

If the recruiter needs to add an additional week to the issue, please copy and paste the following markdown guide at the very end of the markdown in the issue:

#### <summary>20xx/mo/day</summary>

<table >
    <tr>
            <td> I used Diversity Boolean strings or used other methods, including provided best practices, to ensure 95% of my outbound sourcing efforts were directed towards individuals from underrepresented groups. </td>
            <td>

- [ ] Yes, Diversity sourcing was used
- [ ] No, Did not use
- [ ] Not actively sourcing

</td>
        </tr>
    <tr>
            <td> I want to re-align on URG/ELF sourcing targets for this role and need support from talent acquisition leads. </td>
            <td>

- [ ] Yes, reason in comments
- [ ] No, not needed

</td>
        </tr>

</table>

Step 6: Interview Stages

  • When the prospect responds with interest and we have a matching requisition, select the option to “convert to candidate” in Greenhouse.

EEOC Questionnaire

  • All candidates that are evaluated for a requsition in the United States, must be sent the EEOC Questionnaire. Candidates evaluated for requisitions outside of the United States will not be sent the EEOC Questionnaire. For requisitions that are posted externally, where a candidate would apply, the candidate will automatically be presented with the optional survey in the application. If a candidate comes from a source where they wouldn't have necessarily applied (e.g. via an Agency or were Sourced or Referred), then the candidate will receive an automated email from Greenhouse when they reach the Assessment milestone. In the case of the requisition not being posted externally, then the EEOC Questionnaire will need to be sent manually. Information about checking the status of that questionnaire and how-to send it can be found here.

Screening

During the screening stage, it is important we capture the following information in Greenhouse and be able to pull data from this information when required. Please refer to the following check list when conducting a screening call:

  1. Locality
    • Instructions: Navigate to the Details tab in the candidate's profile > Navigate to the Additional Details section > Select the candidate's location in the Locality drop down menu. Please note this is mapped to the location factors as provided by the Total Rewards Team and may not be their specific location.
  2. Do you have a significant other or family member that is currently a GitLab team member?
    • Instructions: Navigate to the Details tab in the candidate's profile > Navigate to the Additional Details section > Select an option in the Family Relationship drop down menu. Select N/A if the candidate answers no. Add the 'family member' tag to their Greenhouse profile if there is a relationship to be aware of. The CES will need this to process a disclosure in conjunction with the contract at the time of offer.
  3. Notice period (if the candidate is currently employed)
    • Instructions: This information is captured in the Screening call Scorecard.
  4. Salary expectations
    • Instructions: This information is captured in the Screening call Scorecard as a Private Note. If at any time during the interview process a candidate is declined due to compensation, you must add compensation information to the profile as this is used for reporting purposes. To do so, navigate to the Private tab in the candidate's profile > Navigate to the Other Details section > Fill out the Currency and Compensation Expectations fields.
  5. Are you eligible to work where you are located?
    • Instructions: This information is captured in the Screening call Scorecard.
  6. Are you subject to any employment agreements and/or post-employment restrictions with your current employer or a past employer?
    • Instructions: This information is captured in the Screening call Scorecard.
  7. R&D Talent Acquisition Only: Values Screening
    • Instructions: Asks the questions for the 3 values identified in the screening call > Navigate to the Details tab in the candidate's profile > Navigate to the Additional Details section > Select Yes or No on Did the candidate pass the values screening?

Assessment

  • As determined previously in the kick off session with the hiring manager, if there is an assessment involved in the initial interview process, send candidates the assessment through the provided Greenhouse template. The assessment grader is to be added to the appropriate location on the template email to ensure a notification will be sent to them once the applicant has completed the assessment.

Team Interview

  • Once a screening call is completed and a candidate is still determined as top talent, team interviews will be scheduled. To do this, the recruiter will ping @ces in the Greenhouse profile with specific communication on what interview(s) need to be scheduled. The CES team will then schedule team interviews.
  • The number of team interviews and order will vary from vacancy to vacancy. An example of what a Team Interview may look like is:
    • Round 1: 50 minute interview with Hiring Manager
    • If applicable, Round 2A: 25 minute interview with a Hiring Team member
    • If applicable, Round 2B: 25 minute interview with a Hiring Team member
    • If applicable, Round 3: 50 minute Executive Interview
  • The Recruiter should confirm focus areas have been assigned to the interview team. This should have been taken care of in the REQ kick-off Issue
  • The candidate should be provided clear expectations of the process, location of interviewers, timeline to hire, etc.
  • When Team Interviews have completed, follow up with the hiring manager on next steps. Depending on the level of the role and outcome of interviews, next steps may include additional interviews including an executive interview or moving to reference checks.

  • The Weekly Check-In Issue has a section for an async interview debrief. This may be needed if there is an apparent disconnect with the hiring team (team is not aligned on requirements, level, etc.). Jarring differences in feedback and ratings are a flag that should trigger information in that section of the issue template. This can also be used if the hiring team consistently provides delayed feedback, or if candidate ISAT surveys are uncovering other concerns with the process. Interview debriefs are a helpful way to evaluate how the process has been going thus far and if we need to change our strategy or approach.

Step 7: References and Background Check

Once a Hiring Manager has determined they want to move forward with a candidate, the Recruiter will tag @ces in the Greenhouse profile to reach out to the candidate to request their references contact details and inform them a backgound check is being issued, using Guide. The CES will initiate the background check.

If the candidate declines GitLab's offer, or the offer is extended to another candidate and we do not move forward with a candidate that we started background check and references on, the Recruiter will tag the CES team in Greenhouse to inform them. The CES team member will Dismiss any associated reminders or tasks for the candidate at disposition.

Step 8: Justification (Engineering Only)

See Justification section in offer packages.

Step 9: Offer Approval

Once references are completed or as they are in progress, the Recruiter will move the candidate to offer stage and collect and submit offer details in Greenhouse. The Recruiter will ensure the offer is routed for approval. Please note, with the use of Guide, candidates will be made aware when they are moved into Offer stage so move stages with caution.

If the candidate for the position is internal, you should wait until you've presented an offer to merge the applicants' profiles. Please visit the People Technology and Operations page for instructions.

If there are any special circumstances regarding a known relocation for the candidate, this information should be included in the Compensation Details. Details should include originating location and salary, as well as the new location and new salary details to ensure it is communicated as part of the approval.

Step 10: Req Retro Issue

Once a candidate has signed their offer document, at that time the CES that sent the contract should create the Req Retro Issue found in the Req Intake Project. Instructions are found on the issue template, the participants are the CES, Recruiter, Sourcer and the Hiring Manager. The issue is used to reacap the req, report on KRs, as well discussing what went well during the process and what can be improved upon.

Step 11: Verbal Offer

Once the offer is approved in Greenhouse and references are completed, an offer will be verbalized to the candidate by the Recruiter or Hiring Manager. Please note: verbal offers should not be made to candidates in Japan until after a clear background check has been received. If the offer is ready to be verbalized but the background check is not yet complete, the hiring manager or recruiter can let the candidate know that they would like to make an offer, but it is contingent upon their background checking coming back clear.

The Recruiter will email the candidate and ask if they want to book a zoom call to discuss the offer details. During that call the Recruiter will go over: - Start Date - ensure that the candidates start date is not a blackout date (unless needed for legal reasons) - Job Title - Salary - General and specific benefits - Contract type - Ta-New-Ki Welcome Call (Pre-Onboarding) - Onboarding process - Asynchronous communication - Stock options - Unlimited paid-time-off - Incentives - Office equipment/reimbursements - Configuring your new laptop - Employment Assistance Program

After the verbal offer is made the recruiter can send an email to the candidate with all the information covered in the zoom call.

A verbal offer can only be communicated once the offer has been fully approved in Greenhouse. Ahead of the official approval, the Recruiter may choose to have a conversation regarding what a potential compensation package may look like, however, the Recruiter must be clear that they are not extending a formal verbal offer as the offer has yet to be approved.

If the candidate declines GitLab's offer, the Recruiter will tag the CES team in Greenhouse to inform them. The CES team member will Dismiss any associated reminders or tasks for the candidate at disposition.

Step 12: Contract

Once a verbal offer is made to a candidate, the Recruiter will notify @ces to send a contract to the candidate. If there are any special circumstances regarding relocation, this should be communicated in the notification to CES to ensure it is added to the contract. Once a candidate signs a contract, the CES will send welcome email with instructions on hardware ordering and next steps.

Candidate Experience Specialist Responsibilities

{: #framework-coord}

The CES team operates off of a queue style system with differing levels of priorities based on the request. The CES team utilizes GitLab Service Desk to track all incoming requests to the CES team. If you are a GitLab team member and you have a request or question for the Candidate Experience team, email ces@gitlab.com and a ticket will automatically be created within the CES Service Desk.

Best Practices

  • The CES team focuses their attention on incoming requests in the following order: CES Service Desk, individual emails, @ces Slack pings, and lastly Slack direct messages.
  • You can find the priority list based on the type of request below:
    • 0 - Contracts
    • 1 - Reference & Background checks
    • 2 - Candidate emails
    • 3 - Reschedules
    • 4 - Schedule Interviews
  • The CES team now utilizes a new program called Guide to enhance the candidate experience and create a more transparent view into the talent acquisition processes. One of the features of the Guide is that each Greenhouse stage has a corresponding template that is automatically updated meaning that if a candidate is moved to References or Offer they will see that they are in that stage. Due to this feature, the team needs to be very conscious of when they are moving candidates in between stages.

How the CES Team will run the Service Desk

  1. Under this CES Service Desk Project set up the proper notifications
    • Click on the bell icon on the top right next to Star and Clone
    • Go to Custom Settings
    • Check "New issue"
    • Close out the window
  2. On the left-side menu bar click Issues
    • This is where all our incoming CES emails will create an issue. You'll get an alert when someone sends an email to the CES email alias. Any "emails" that need to be addressed will be an open issue listed within this project.
  3. Each CES will begin their workday by triaging issues within the Service Desk based on the identified priority list by adding the appropriate label to the issue and then will begin working on Level 0 priority requests and so on.
    1. Click on the new Issue
    2. Assign it to yourself on the right-side toolbar
    3. Read the Issue message
    4. Respond to the "email" by adding comments to the issue (be sure to enter comments as you would an email to the candidate)
    5. If this one comment addresses the entire message and the Application Tracking System (ATS) is the tool needed, add a comment and close the issue

Screening

No action is needed by the CES team on this step. For additional information: - Once a candidate is moved into the Screening stage, the candidate is automatically sent the GSIS. - When scheduling a candidate for a screening call with a recruiter, the Calendly link is to be used. We will no longer use the "Request Availability" option for screening calls as this creates unnecessary manual work - If the candidate is sourced, the sourcer should send the Calendly - If it's an agency candidate or a referral where the recruiter may see the candidate first, the recruiter should send their Calendly link

Team Interviews

  • When a candidate is ready for a team interview, the recruiter will request availability in Greenhouse using the ces@ email address. They will set an alert for 48 hours later and tag '@ces' with information on what interview needs to be scheduled (example: Schedule HM interview with Kelly Murdock, 30 mins)
    • If there are shorter timelines for roles as defined by the hiring team, CES needs to be made aware of those timelines for when interviews need to be scheduled. We will default to scheduling interviews at a minimum of 48 hours out to leave time for interviewer prep.
    • Reminder: When tagging @ces in Greenhouse, do not tag anyone other than the team in the same ping as it will add those users to the service desk project.
  • If no response within 48 hours, CES will send a follow up request for availability and set a reminder to follow up 24 hours after the next email and will do so via gmail as Greenhouse emails end up in spam sometimes
    • After the 2nd email to candidate with no response, the CES will make the Recruiter aware of the no response and no longer attempt to receive availability
    • Note: Greenhouse reminders should be set for "Coordinator" not a specific person
  • After availability is received, CES will schedule interviews based on the interview plans in Greenhouse
    • CES will be using the Zoom integration with Prelude for interviews
  • If CES sees an alert to merge applicant profiles, and those profiles are a match (candidates' email address, phone number, or resume matches), they will merge the applicant profiles. Visit People Technology and Operations page for instructions.
  • CES will send interview confirmations via Guide
  • CES will not automatically schedule next interviews based off of scorecards
    • The Recruiter or Hiring Manager will need to tag @ces in Greenhouse with communication about specific next steps
    • Any candidates who receive a no or definitely not scorecard should be discussed with the Recruiter and the Hiring Manager before declining.

Executive Interview Scheduling

The process for scheduling executive interviews should always be followed from here.

If you have any questions about the process, please post in #eba-team Slack channel and @ mention the correct EBA.

Prelude

Please ensure you have the Prelude Chrome Extension installed on your Chrome Browser.

Prelude processes can be found here.

Resource - Candidate Guide

Please ensure you have the guide Chrome extension installed on your Chrome Browser.

Guide processes can be found here.

If a Candidate Withdraws from the Hiring Process

If a candidate emails the CES Service Desk stating they would like to withdraw from the interview process, the CES should respond to the candidate's email (not the service desk ticket) and cc the recruiter (if the recruiter isn't already on the email). The CES response should not say anything definite as there may be a chance for the recruiter to reel the candidate back in. A basic response is below:

Hi Candidate Name, thank you for your email. I have cc'd your recruiter in this email and if there are any additional questions, they will be in touch.

The CES should also tag the Recruiter in the Greenhouse profile of the candidate who withdrew.

The only exception to this should be for executive roles. Please just forward the withdrawal email to the Executive Recruiter and they will handle any follow-up.

Reference Checks/Background Checks

GitLab will obtain references and complete a criminal background check with employment verifications.

  • Once a candidate is moved to the reference check stage, the recruiter should ping @ces to kick off the reference check process
    • If the candidate is located in Belgium and the role is not Grade 9 or higher, the CES or Recruiter (whoever kicks off the reference check process) should send the job requisition to the legal team via the #legal Slack channel during Reference/Background check phase to determine whether or not the role is a position of trust.
  • CES will send the Reference Check email via Guide
    • CES will send references to hiring managers with recruiter in cc via email using the "Email the Team" option in GH once received from the candidate. Please ensure this email is sent from the CES team.
  • The recruiter should ping @ces once a verbal offer has been made to the candidate. Once the verbal offer has been made, the CES team will initiate the background check process.
  • The Candidate Experience Specialist will initiate a background check and start the contract process for the candidate. CES will continue to monitor the background check until finalized, using the follow-up feature in Greenhouse to ensure the background check is complete and uploaded into BambooHR, if hired
  • Background check results will be received by the Candidate Experience Specialist and brought to the relevant People Business Partner for adjudication
  • Candidates in Canada require a form to be filled out by the employer (GitLab). The candidate will send the form with 2 forms of approved ID (listed on the form) and the CES will verify the name on each form of ID, enter it on the background check form. The CES will enter their signature on the form (either by editing a PDF or staging in DocuSign) and send back to the candidate.
  • Employment Verification results will be reviewed and checked against LinkedIn profiles or CVs by the Candidate Experience Specialist and any discrepancies will brought to the relevant People Business Partner

For additional information on reviewing Background checks see this page.

Initiating a Background Check through Greenhouse

US Candidates Only

  1. Log in to Greenhouse and go to the candidate's profile.
  2. Click the Private tab.
  3. Click Export to Sterling.
  4. Click Complete Report, which will redirect you to the Sterling website.
  5. Scroll down and click Add Screening.
  6. Next to Comprehensive Criminal with Employment, click on Ticket.
  7. If you need to run a financial check as well for Finance team members, you will need to submit a second ticket.
    1. . After you submit a ticket for the comprehensive criminal check, navigate back to the candidate's SterlingONE profile.
    2. . Click Add Screening.
    3. . Next to Federal Criminal District Search click Ticket.
  8. Check off that you agree to your obligations as a user.
  9. Under Disclosure and Authorization Options, select the first option to have Sterling send the candidate a disclosure form.
  10. Click Generate Ticket.
  11. Make a note in the Greenhouse profile that the Background Check has been started

Initiating a Background Check through Sterling Talent Solutions

US Candidates Only

  1. Log in to Sterling and select Quick Launch.
  2. Click Launch Screening.
  3. Next to Comprehensive Criminal with Employment click on Ticket.
  4. Select Add Products and search for FACIS® Level 3 Search and hit Add.
  5. If you need to run a credit check as well, after you click "Ticket" click "Add Products" on the right and search for "Federal Criminal Check".
  6. Check off that you agree to your obligations as a user.
  7. Enter the candidate's name and personal email address.
  8. Select the first option to have Sterling send the candidate a disclosure form, and click "Generate Ticket".
  9. Make a note in the Greenhouse profile that the Background Check has been started

Non-US Candidates Only

  1. Log in to Sterling and E-invite the candidate by inputting their email address.
  2. Under "Applicant Information" enter in the candidate's first and last name, as well as their email address to confirm.
  3. Next, select "International" from the "Job Position" drop down menu.
  4. Next, select "A La Carte" from the "Screening Packing".
  5. After that, you will select "Criminal-International". A drop down menu will appear, and you will select the country the candidate is located in. Then click "Add". Do this for any country other than Japan, Russia, or the Netherlands (details below).
  6. You'll then select "Verification-Employment (International") and click "Add".
  7. If you are submitting a background check for a candidate located in Japan or Russia or if you need to run a financial check for Finance team candidates, you will select Extended Global Sanctions instead of "Criminal-International". Then click "Add"
  8. If you are submitting a background check for the Netherlands, please skip the criminal international check and proceed only with employment verification. The candidate will be completing a VoGS/Certificate of Good Conduct with HRSavvy instead.
  9. Make sure each of the checks you have requested are listed in the "Search" box.
  10. Finally, scroll to the bottom of the page and click "Send"
  11. Make a note in the Greenhouse profile that the Background Check has been started

Non-US Candidates Only (New Sterling Dashboard View)

  1. Login to Sterling and click Submit Invite on the lefthand side toolbar.
  2. Account and Workflow will auto-populate with Gitlab,Inc -SD and Consent Plus.
  3. On the Position dropdown, select International.
  4. Next, select à la carte from the Screening Package dropdown.
  5. Next, select Criminal-International from the Add-Ons dropdown (can search in the search bar), and push TAB to populate the "Jurisdiction for Criminal-International" box on the righthand side.
    • If you are submitting a background check for a candidate located in Japan or Russia, or if you need to run a financial check for Finance team candidates, you will select Extended Global Sanctions instead of "Criminal-International".
    • If you are submitting a background check for the Netherlands, do not order a Criminal-International check and move on to the next step.
  6. Next, select Verification-Employment (International) from the Add-Ons drowpdown.
  7. Next, select the candidate's country from the dropdown on the righthand side under Add-On Details.
  8. Next, enter in the candidate's location under Location of Employment.
  9. Click Next at the bottom.
  10. Enter in the candidate's First name, Last name, and Email.
  11. Click Submit.

Escalating Criminal Charges or Employment Discrepancies

Once the CES team gets the background checks back, if there are criminal charges or any employment verification discrepancies - the CES team will escalate to the People Business Partners.

  1. Gather all details you can from the Sterling report
  2. Post all details in the shared Slack channel with the PBP's employment-criminal-escalations with PDF version of the report
    • Make sure to include candidate's name and the job applied for
  3. The Team Member Relations Partners have their own criteria/process for providing their recommendation on how to proceed to the business
  4. Once the PBP has come to a recommendation, they will share the details with that recommendation to the hiring manager
    • It is ultimately up to the business on whether they would like to proceed with the candidate
  5. If approval to move forward is given, we will upload the approval to the BambooHR profile once created
  6. If approval is not given to move forward, the CES will loop in the Recruiter to make sure the decision and why is communicated correctly to the candidate

Speaking with TMRG members in the hiring process

Our hiring process includes an optional step where candidates can request to meet with an TMRG team member. Candidates can request this at any time throughout the process, we will also proactively offer this to a candidate when they reach the reference check stage. Whether or not the candidate decides to take us up on this offer will have no impact on our overall hiring decision.

When a candidate requests to meet with an TMRG team member, their Candidate Experience Specialist will do the following: 1. Share a message in the respective TMRG Slack channel. To aide with scheduling, the message will include the candidate’s time zone and a request for volunteers who would be willing to speak to that person for a 25-minute Zoom call.

Suggested Language

Hi, All! We're looking for a volunteer who would be willing to speak to a candidate for a 25-minute Zoom call. The candidate is located in . More information regarding the purpose of this call can be found here. If you’d like to volunteer, please let me know and provide me with your Calendly link to send to the candidate. Thank you!

All current TMRGs have agreed to take part in this process. You can find the group list here.

  1. Once a volunteer has been found the Candidate Experience Specialist will send the candidate the 'TMRG Opportunity' email template. The CES will need to get the TMRG members’ Calendly link and GitLab team page profile.

  2. If a volunteer has not been found within 24 hours the CES team member will reach out to the TMRG lead(s) and request assistance with scheduling. If a volunteer has not been found within 2 business days of the request, the CES will ask the TMRG lead to take part in the conversation.

As a GitLab team member taking part in these calls, we advise you to start with a short introduction to you and your role here at GitLab. From here, we advise you to let the candidate lead the conversation as the goal is for you to answer their questions and offer insight into how we work.

These calls don’t require you to submit a scorecard in Greenhouse. If a candidate mentions something that you see as a red flag (e.g. they outline a past action of theirs that goes against our values) or shares something that would help us set them up for success, we advise you to share the details of this with the hiring manager for the role they’re interviewing for. It will be the responsibility of the Hiring Manager to review this and decide whether we need to alter the hiring or offer process for the candidate.

Send contract

See Candidate Experience Specialist Contract Processes section of the handbook

The Candidate Experience Specialists will prepare the contract. While the Candidate Experience Specialist will prioritize a contract above other tasks, the expected turn around on the task is 1 business day. If the contract is time-sensitive, please provide context for the rush. If the Candidate Experience Specialist cannot meet the 1 business day they will inform the recruiter via Greenhouse and will provide context.

Recruiters should make themselves familiar with the basic knowledge of the contract processes that can be found on the CES Contract Processes page and the Contracts, Probation Periods & PIAA page.

  1. . Check all aspects of the offer:
    • Do we have the new team members' legal name in their profile?
      • _It is extremely important to enter the team member's full legal name (as much as it is known before visually seeing a legal ID). Full legal name should be provided for the background check process. It is important to be as accurate as possible, including the person's full legal name as well as any accents used for their name. This reiterates our Diversity, Inclusion and Belonging values and also prevents audit fails down the line when the People Experience Associates onboard the team member, and the People Compliance Specialist audits all personal data.
    • Is the new team members' address listed on the details page?
    • What contract type and entity are required based upon location and offer details?
    • Is it clear how many (if any) RSUs this person should receive?
    • Is all necessary information (start date, salary, location, etc.) up to date?
    • Does the new team member need a work permit or visa, or require an update to them before a start date can be agreed?
    • Has the signatory been determined by the Candidate Experience Specialist and updated?
    • Has the Entity been selected based on the New Hire's location?
  2. . Generate the contract within Greenhouse using a template based on the details found in the offer package.
  3. . Contact the recruiter or new team member to gather any missing pieces of information (note: the address can be found on the background check information page).
  4. . The Signatory will be either the Talent Acquisition Manager, VP of Talent Acquisition, Chief People Officer, or the CES for PEOs. This can be determinted by the Candidate Experience Specialist sending a message to the Contracts to Sign channel in Slack.
  5. . The entity will be selected based on the new hire's location.
  6. . Ensure that, if the contract was created outside of Greenhouse, the contract has been reviewed and approved by the Senior Director of Legal Affairs or a Total Rewards Analyst.
  7. . Stage the contract in DocuSign from within Greenhouse, which emails the contract to the signing parties, with the recruiter, talent acquisition manager, and the hiring manager cc'd. It will be sent to the designated signatory as previously determined in Offer Details.
  8. . When the contract is signed by all parties, the Candidate Experience Specialist will verify that the start date in Greenhouse is correct.
    • Ensure the candidate has completed the PIAA section with either a Yes and the specific details or None. (Its important that it is not just a GitLab or Github link and more specific info.)
    • If the candidate has specified a Yes and the specific details, make the People Experience team aware in our private group Slack channel to kick off approval process.
  9. . Before marking the candidate as hired the Candidate Experience Specialist will reject the candidate from any other active roles including roles for which they are a prospect (without sending a rejection email). NOTE: If this step is skipped, the profile will not be exported to Bamboo HR when the candidate is marked as hired.
  10. . Before marking the candidate as hired on all candidates, the CES will make sure that the profiles were merged (for internal candidates, this will be indicated if the candidate shows their original Hired inactive role). View candidate merge instructions. NOTE: If this step is skipped, it will create a duplicate profile exported to Bamboo HR when the candidate is marked as hired.
  11. . Before marking the candidate as hired the CES will ping the recruiter and give them 24 hours to contact/reject all other active candidates. Once this is complete, the CES can proceed with hiring in GH (if candidates are still present in req, select the "keep open" option when setting candidate to hired. This will trigger a new opening to ensure candidates are still present in req)
  12. . Before marking the candidate as hired the CES will verify if the listed Recruiter and Coordinator in the Details > Source & Responsibility section of the candidate's profile is correct to ensure accuracy in reporting.
  13. . The CES will mark the candidate as "Hired" in Greenhouse: when prompted, select the option to close the req. Please note, the new hire's BambooHR profile will be generated automatically by the Greenhouse to BambooHR sync that runs every 15 minutes.
  14. . The Candidate Experience Specialist will send an email to total-rewards@gitlab with any variations in contract language (for example a draw). Compensation will sync with Payroll and Sales Ops for any necessary notifications on payment types.
  15. . The Candidate Experience Specialist will email the new team member the Welcome Email from Greenhouse with a cc to IT Ops, the Hiring Manager and the Recruiter. For new team members in USA, use 'GitLab Welcome - US only' template. For team members located outside the US, use 'GitLab Welcome - non US' template
  16. . Should the start date change after the welcome email is sent please see the required steps here.
  17. . Exception to the start date and onboarding date alignment: If a new team member requires a specific start date for legal reasons (cannot have break in employment) but the People Experience Team cannot start onboarding on that specific day (because of Public Holiday), the Candidate Experience Specialist can notify the People Experience team in the private Slack channel people-exp_ces. The Contract, Greenhouse and BambooHR should reflect the same start date regardless of the actual onboarding date.

It is important that the Candidate Experience Specialist notifies the People Experience Team of any important changes regarding the new team member, which also ensures the new team members are handed off properly to the People Experience Team.

Next Steps

People Experience Associate will create the onboarding issue and start the onboarding tasks no later than one week before the new team member joins. Should a contract not be signed prior to 5 working days from the start date, a new start date will be required.

For questions about the new team member's onboarding status, you can @mention them in the #peopleops-confidential Slack channel.

For questions about the new team member's laptop, ping IT Ops in Slack. If the questions arise through email, forward the email to itops@gitlab.com and ping IT Ops in #it-ops Slack, and @it-ops-team too due to volume.

Interview Reimbursement Process

For candidates requesting interview reimbursment the CES team will partner with the Accounts Payable (AP) team to ensure requests are processed confidentially and in a timely manner. AP and the CES team utilize GitLab Service Desk to track incoming emails to the Interviews@gitlab.com email.

Under the Interview Reimbursement Service Desk set up the proper notifications - Click on the bell icon on the top right next to Star and Clone - Go to Custom Settings - Check "New issue" - Closeout the window

Additional process details can be found on the project README page.

Employment Offboarding

When employees are offboarding, People Experience will create an offboarding issue. Candidate Experience is responsible for completing the CES section under "Recruiting Operations". Once these steps have been completed, unfollow the issue to disable notifications.

Talent Acquisition Process Framework - Hiring Manager Tasks

{: #framework-hm}

Step 1/HM: Identifying hiring need

  1. Add Vacancy to the Hiring Plan Determine the purpose of this role
  2. Create or Review the Job Family
  3. Work with the Recruiting Manager/Lead to open the vacancy in Greenhouse

Step 2/HM: Complete Kick-off

Step 3/HM: Setup Scorecard and Prepare Interview Team

Interviewers will submit feedback via the designated scorecard in Greenhouse. The hiring manager will designate areas of focus for each member of the interview team. These will be defined during the kick-off and setup in Greenhouse by the recruiter or the CES.

You can review sample interview questions for the interview team based around specific focus areas.

As a best practice the Hiring Manager should reach out to each individual on the interview plan.

Example Reachout

Thank you for making yourself available to be part of the interview team to fill the [TITLE]. A few things you need to know before interviewing candidates.

Key things we are looking for specific to the role:

  1. Example 1

  2. Example 2

  3. Example 3

Individual focus areas during your interview (attached reference if needed):

  1. [insert name of Interviewer 1] - [focus area]

  2. [insert name of Interviewer 2] - [focus area]

  3. [insert name of Interviewer 3] - [focus area]

Step 4/HM (Optional): Source candidates and/or review inbound applications

Our hybrid recruiting model means that candidates enter the pipeline through an inbound application or via direct sourcing. Depending on capacity, Hiring Managers can contribute to the hiring process by reviewing inbound applications or helping identify and source candidates to ensure we have a robust pipeline.

You can work with your Recruiter and Sourcer to understand whether your time will be better spent on sourcing outreach or on reviewing inbound applications.

Step 5/HM: Hiring team to complete feedback in Greenhouse

Once each step in the interview plan is completed, the interview team will submit feedback via the designated scorecard in Greenhouse within 1 business day of their interviews. Each scorecard will include the following required sections:

  • Key Take-aways: This is an area to summarize your overall experience.

  • Pros: This is an area to capture alignment on role responsibliies, competency alignments and much more!

  • Cons: This is an area to capture opportunities, areas of improvement and/or specific feedback that would be useful to provide the candidate if a decision was made to not move forward with that candidate.

If you have any questions or experience any issues accessing your scorecard, please contract your Recruiter of the CES team.

Step 6/HM: Complete references

Once the recruiter/CES has notified the hiring manager of the references sent by the candidate, the hiring manager will complete references to establish the candidate's strengths and opportunities, to set them up for success once joining GitLab.

These reference checks will be performed in accordance with the applicable law of the jurisdiction. Where applicable, a reference check can also be used in the final decision for making an offer. The reference check is not the sole factor for a decision to hire or not hire a candidate. However, in conjuction with the interview scores and the interview team feedback, all of these factors go into the hiring manager decision.

At least 2 references must be completed and documented in Greenhouse (one of them must be a manager or supervisor unless this reference only exists at their current company), before moving to offer with the candidate, unless requirements set out by local law differ. If a manager receives conflicting or inconsistent feedback from the 2 references, the manager should complete a 3rd reference to determine if there is any validity to the feedback received.

Hiring managers are expected to contact references by call or by email. Some managers send the reference a brief email stating the purpose of the call and including a Calendly link so that the reference can select a convenient time. You can add a template to your Greenhouse account for quick use. Some managers also ask the candidate to reach out to their references to expect the email from the manager (as sometimes the email is ignored if the recipient is not expecting it).

In Greenhouse: Configure (the gear on the top right) - Email Templates - My Templates - New. Be sure to create the template as a Team Email under the Type field. If you create the email template with tokens please check the tokens were added correctly upon the first use.

After creating the email template you can send to the references. Because there is not a bcc option you should send individual emails to each reference. From the Candidate's profile: Tools (bottom right on the page view) - Email the Team - Choose a template (drop-down) - (select the name of the template you created) - Uncheck "Add a link to the candidate's profile" - Send Email.

Why Hiring Managers Should Check References

We recorded a training on this subject here:

In short, hiring managers check references: - To ensure we are hiring the right candidate. - To understand under what circumstances this candidate thrives vs. what circumstances frustrates them. - As the hiring manager, you will be the closest to the GitLab team-member and benefit most from learning about them. - To build your network. - As a hiring manager, you need to build a network for great talent. Each reference you talk to can be a part of that network. - To use the opportunity to spread the GitLab story. We could spark new customers and new GitLab team-members.

All GitLab hiring managers should be making the best effort to complete and conduct the reference checks for their candidate.

Reference Check Questions

When a candidate passes the initial screening and first rounds of interviews, but before they advance to meet with senior leadership, the talent acquisition team will reach out to the candidate to collect their references' details. Once the talent acquisition team receives the references' details, they will inform the hiring manager, who should reach out and contact the references provided. If it is not possible to schedule a call via phone, a Hangouts or Zoom meeting can also be arranged if it's convenient. If that is not possible, an email can be sent with the following questions:

  • Can you briefly describe your working relationship with them?
  • What are they like to work with?
  • What can they improve upon?
  • What advice would you give their next hiring manager?
  • Would you rehire this person?
  • If we hired this person, would that make you more likely to work at GitLab, even if you don't know what we do?

You can also elaborate further and ask follow up questions if the opportunity arises. The hiring team will be adding engineering questions into Greenhouse so that all engineering hiring managers have access to the same ones. Additionally, the hiring team will work with each function to identify any other specific questions hiring managers would like to add to Greenhouse for their team.

You should not ask any questions about the person's race, gender, sexual preference, disabilities or health, political affiliations, religion, or family (children). Example questions not to ask:

  • Who watches their children while they are at work?
  • What types of groups does the candidate belong to that are not work related?

Use our guide to scoring to help select the vote you choose when submitting a scorecard for each reference check.

Reference Check Review

All reference check feedback should be entered into Greenhouse using the Reference Checks scorecard. To add this information, go to the candidate's profile, make sure they are in the "Reference Checks" stage, and click "Collect Feedback".

It is the hiring manager's responsibility to do the reference checks, but the hiring team may also provide assistance and guidance. You can also refer to these guidelines.

If References Don't Provide Full References

Increasingly, organizations have a company policy that prevents their employees from providing references; instead, they are only able to verify employment, including dates of employment and title. Do not judge a candidate because his or her former employer has this policy: it does not mean the candidate was not successful. Instead, go back to the candidate to get the name and contact information for an alternative reference.

Internal References

The talent acquisition team may also ask candidates if they've worked with anyone in the past who currently works at GitLab or knows someone at GitLab that we could talk to.

If a GitLab team member provides a positive or negative feedback on a candidate, they should provide specific details of their experience and relationship with the candidate to enable the hiring manager to make an informed decision.

Backchannel References

At no time should a backchannel reference be completed. A backchannel reference is defined as reaching out to someone in a candidates network (professional or personal), to gather feedback about the candidate without their consent or knowledge. Doing backchannel reference checks is counter to GitLab's value of transparency. It may also have unintended, negative consequences for the person being backchanneled.

People Technology & Insights Process Framework

This page is an overview of the processes, reports, and systems that the People Technology & Insights Team is responsible for.

System Access

To gain access to a system listed below, please follow the respective link to the appropriate page on how to go about submitting an Access Request Issue:

ContactOut

Sourcing Team only - please contact the Sourcing Manager.

Greenhouse

See how to join Greenhouse in the handbook.

Guide by Resource.io

Please contact the People Technology & Insights Team.

Interview Schedule

Please contact the People Technology & Insights Team.

LinkedIn

See the LinkedIn Recruiter Seat Request process in the handbook.


System Processes

Greenhouse

  • Candidate Profile Merge Requests

    All of Talent Acquisition has access to merge profiles. If you have any questions, please contact the Enablement Manager because profile merges cannot be undone. You can merge candidate profiles by viewing the right hand toolbar on an applicant profile, and clicking on either the alert that appears at the top of the toolbar or See More in the Toolssection.

    Before beginning, please ensure that the profiles are a match for each other by verifying that their emails, phone numbers, and/or resumes are the same.

    When selecting which profile is Primary, consider the following:

    • As a rule of thumb, the most recent applicant profile should most likely be the Primary one, unless the most recent is a Prospect.
    • If this is an internal candidate, the most recent profile should always be Primary, but should not be merged until the candidate has accepted their offer to minimize the number of people with access to this information.
    • After merging, check the Activity Feed and Details tabs to see what information was removed from old profiles and ensure that you have the most accurate Recruiter, Coordinator, and Source.
  • Offer Approvals
  • Requisition Approvals
    • To re-open a closed requisition and increase the opening count:
      1. Navigate to the Approvals tab, select Edit Job & Openings
      2. Navigate down to the Openings section and select Add New.
      3. Once a new opening populates, manually add the Opening ID number. The Hiring Manager section should mirror the other openings.
      4. Verify with the recruiter if the opening is a Backfill or New Hire. Select Reopen as Draft.
      5. Restart the approval process by selecting Request Approval. Mark a Total Rewards approver as approved. Send a note to Finance to review the additional opening request. Be sure to cc the recruiter in that note.
  • Referral Submissions
  • Troubleshooting Platform Errors and Issues
    • If and when you encounter an error/issue with Greenhouse that you're unable to solve for, you can take one of two actions.
      1. Chat with their Support Team via their Get Help tool in the bottom-left corner of a page or...
      2. Submit a ticket to their Support Team via the same Get Help tool.
        • Alternatively, you can email support@greenhouse.io.
      3. You'll have the option to choose one of the two aforementioned options.

        Creating and/or updating custom fields in Greenhouse

    • If and when you encounter a need to create a custom field or update an existing custom field for any reason:
      1. Submit an issue outlining the change needed and why.
      2. Assign the issue to the System Owner of Greenhouse as outlined on the tech stack

LinkedIn

  • Seat Management
    • To provision a LinkedIn seat requested via an Issue, please do the following:
      1. Log into LinkedIn, then click the Recruiter icon in the upper-right corner.
      2. Hover over your profile picture, then select Manage user in Account Center from the menu.
      3. Click Add new users > Add users by email > add the users GitLab email address > click Add.
      4. Select the desired role and click Confirm to save.
    • To park (i.e. deactivate) a seat, please do the following:
      1. . Log into LinkedIn, then click the Recruiter icon in the upper-right corner.
      2. . Hover over your profile picture, then select Manage user in Account Center from the menu.
      3. . Search for the Team Member in the Search by name, email, title, project... search bar.
      4. . Click Actions, then Park to deactivate their seat.
        • If the Team Member is a member of the Talent Acquisition- or Sourcing Team, please use the Reassign seat option and assign their seat to their Manager.
  • Managing LinkedIn Recruiter tags
    • For admins only: Navigate to Product Settings after hovering over your user icon. Under Recruiter Settings, select Tags.
  • Troubleshooting Platform Errors and Issues
    • If and when you encounter an error/issue with LinkedIn that you're unable to solve for, you can take one of two actions.
      1. Email GitLab's Customer Success Manager or...
      2. Submit a ticket by visiting the following link: https://www.linkedin.com/help/recruiter/ask.
  • Changing a Hiring Manager Seat to a Recruiter Seat (or Vice Versa)
    1. Log into LinkedIn, then click the Recruiter icon in the upper-right corner.
    2. Hover over your profile picture, then select Manage user in Account Center from the menu.
    3. Search for the Team Member in the Search by name, email, title, project... search bar.
    4. Click Manage license and select the desired role type.

Project Access

The People Technology & Insights team audits users and access level permissions of the Talent Acquisition group on a monthly basis.


Reporting

To note: When preparing reports, please be mindful that not all roles are subject to a Location Factor. However, despite a role not being subject to one, we will still report it. The reason being is to have a comprehensive view of Location Factors in our hiring efforts. To accommodate this, two averages will be calculated; one of the overall average that includes all roles and another that excludes the roles where it is not applicable.

Please see the list below of roles where Location Factor is not applicable:

Roles Where Location Factor is Not Applicable

  • Account Executive - Mid-Market
  • Area Sales Manager
  • Channel Sales Manager
  • Channel Services Manager
  • Inside Sales Representative
  • Junior Account Executive - Mid-Market
  • Junior Channel Sales Manager
  • Junior Strategic Account Leader
  • Manager, Public Sector Inside Sales
  • Public Sector Area Sales Manager
  • Public Sector Channel Manager
  • Public Sector Strategic Account Leader
  • Regional Sales Directors
  • Sales Development Representative (IC and Management)
  • Senior Channel Sales Manager
  • Senior Channel Sales Manager
  • Senior Inside Sales Representative
  • Senior Strategic Account Leader
  • SMB Customer Advocate
  • Strategic Account Leader

Monthly Metrics Reports

The Monthly Metrics are comprised of reports from both BambooHR and Greenhouse. Some of the reports are automated and are available in Sisense dashboards. The following is a list of those reports and their respective links, where applicable.

Diversity Data

  • System: BambooHR
  • Instructions: Pull and export the report into a private Google Sheet. Add a column for Region next to Country and assign the appropriate region (e.g. APAC, EMEA, LATAM, or NORAM) formulaically. Create a pivot table to record the following information: Age, Country, Ethnicity, Gender, and Region. This data is used to update the Identity Data page.

Hiring Speed Per Candidate

  • System: Greenhouse
  • Filters:
    • Job Status = All
    • Departments = All Departments
    • Check "Include Migrated Candidates"
  • Instructions: Pull and export the report into the Monthly Metrics sheet. Filter the report to the desired month and add a column for Time to Accept. Using the DATEDIF function, calculate the Applied On Date to the Accepted Date measuring days.

Offer Activity

  • System: Greenhouse
  • Filters:
    • Job Status = All
    • Departments = All Departments
    • Activity Date = Custom Range (Enter Desired Month)
    • Check "Include Migrated Candidates"
  • Instructions: Pull and export the report into the Monthly Metrics sheet. Sort the report by Offers Rejected. For every recorded rejected offer, verify the reasoning by searching the Requisition ID in Greenhouse. Go to the Candidates tab, select all candidate statuses, then set Stage = Offer in the Jobs dropdown. Click into the profile to verify the reasoning for the rejected offer. If no reasoning is provided, or if clarification is needed, @-mention the responsible Recruiter.

EEOC

  • System: Greenhouse
  • Filters:
    • Job Status = All
    • Departments = All Departments
    • Group of Candidates = Candidates Who Applied During a Specific Date Range
    • Application Date = Custom Range (Enter Desired Month)
    • Check "Include Migrated Candidates"
  • Instructions: Pull and export the full report into the Monthly Metrics sheet.
    • Only Site Admins have the ability to pull and export the full report.

Referrals Over Time

  • System: Greenhouse
  • Filters:
    • Rows = Department
    • Columns = Month
    • Job Status = All
    • Departments = All Departments
    • Date Applied = Custom Range (Enter Desired Month)
  • Instructions: Pull and export the report into the Monthly Metrics sheet.

Discretionary Bonuses

Sourcing Metrics

  • System: Greenhouse
  • Instructions: Using the data from the Hiring Speed Per Candidate report, update the Sourced LF and Time-to-Offer Accept tabs with the relevant data at the conclusion of each month.


Weekly Reports

The weekly reports are comprised of reports from both Greenhouse and Sisense. Some of the reports are automated and are available in Sisense dashboards. The following is a list of those reports and their respective links, where applicable.

Candidate Surveys

Hiring Speed Per Candidate

  • System: Greenhouse
  • Filters:
    • Job Status = All
    • Departments = All Departments
    • Check "Include Migrated Candidates"
  • Instructions: Pull and export the report into the * FYXX Applies to Offer Accepts sheet. Filter the report to the desired month and add a column for Days to Accept. Using the DATEDIF function, calculate the Applied On Date to the Accepted Date* measuring days. Add three more columns - Locality, Location Factor (Minus Applicable Sales Roles), and Overall Location Factor - and reference the candidate's Greenhouse Offer Details tab to determine their Locality. As for Location Factor, please reference the Compensation Calculator and please be mindful to exculde roles where the Location Factor is not applicable.

Global Self-Identification Survey Data PAUSED

  • System: Greenhouse
    • Report: Pipeline by Demographic
    • Filter:
      • Use Data From = Global Self-Identification Survey
      • Columns = Milestones
      • Job Status = All
      • Departments = All Departments
      • Group of Candidates = Candidates Who Applied During a Specific Date Range
      • Application Date = Custom Range
        • Enter > 2020-04-30
      • Check "Include Migrated Candidates"
    • Report: All Candidates tab
    • Filters:
      • Candidates = All Jobs
      • Candidate Status = All
      • Reach Milestone = Assessment
      • Job Post = Pending Submission
      • Last Activity > 2020-04-30
    • Instructions: Pull the report within Greenhouse, export- and upload it to the Global Self-Identification Survey Data sheet.
  • System: Sisense
  • Dashboard: Talent Acquisition Metrics Parul
    • Screen values only.
  • Instructions: Pull/refresh and import the aforementioned reports into the sheet. Update the charts to make sure they're tied to the correct ranges. The Responses field in the Survey Responses box will automatically refresh if the report is refreshed via the Greenhouse Reports Connector tool. The second report from Greenhouse will automatically update as well. Please make sure that the =COUNTA() formula is in cell A7 so that the Survey Sends field to automatically updated in the Survey Sends box. Reference the Screen values in the Sisense dashboard of as May 2020 and sum all values to the current month. Enter that value in the Hit Screening field of each box; the corresponding percentage will automatically update. Lastly, update the appropriate cells in the historical tab and please be sure to refresh the range for the Ethnicity Self-Identification Percentage chart.

Talent Acquisition Team Weekly Reports

  • System: Greenhouse
  • Instructions: This report is a compilation of several linked reports. To find the appropriate value for a given cell, please click the linked report as follows:
    • Offer Accepts
      • Total Month to Date Offer Accepts: Follow the link and enter the provided monthly value.
      • Sourcer Offer Accepts: Follow the link, click on the appropriate month tab, and total the sum of Offer Accepts with the source LinkedIn(Prospecting).
      • Outbound Candidates Hired: Follow the link, click on the appropriate month tab, and total the sum of Offer Accepts with the sources LinkedIn(Prospecting), Referral, Talent Community, and Social Referral.
      • Year to Date Offer Accepts: Follow the link and enter the provided yearly value.
    • Current Pipeline
      • Total Candidates as of Date Added: Follow the link and enter the provided monthly value.
      • Sourced Candidates as of Date Added: Follow the link and total the sum of Candidates with the source LinkedIn(Prospecting).
      • Outbound (Sourced + Referrals + Talent Community + Social Referrals): Follow the link and total the sum of Candidates with the sources LinkedIn(Prospecting), Referral, Talent Community, and Social Referral.
      • Month-to-Date Time-to-Offer Accept (Days): Follow the link and enter the provided time-to-offer accept value.
    • Other Metrics
      • URG Sourcing Methods: Follow the link and enter the percentage provided in the % Using Diversity Strings cell.
      • CRM Prospect to Candidate Conversion Rate: Follow the link and enter the percentage provided in the Conversion Rate cell for the current date in the Monthly section.
      • Global Self-Identification Survey Sends: Follow the link and enter the percentage provided in the Completion % cell of the Survey Sends box.
      • Average Offer Accept Location Factor: Follow the link, click on the appropriate month tab, and average the Location Factor for all applicable roles.

Sales Hiring Forecast Report

  • System: Adaptive and Greenhouse
  • Greenhouse Reports:
    • Job Status Report
    • Current Pipeline Per Job Report
  • Instructions: Refresh the [GH] Job Status - Open + Draft, [GH] Job Status - Draft, [GH] Req Status - Open + Draft, and [GH] Req Status - Draft tabs and then copy and paste any Draft status requisitons to the respective tab titled, ... Open + Draft. The proceed with each tab by doing the following:
    • Job Status Report ([GH] Job Status - Open + Draft tab)
      1. Move GHP ID to Column A.
      2. Insert a new column (Column B) and title it, VLOOKUP.
      3. Move Opening Status to Columb C.
      4. Set the formula in VLOOKUP as follows in the row below the column header: =VLOOKUP(A9,'Forecast to Plan'!A:A,1,0).
        • Copy the formula down to include all rows that have data.
        • The following columns will need to be looked up manually:
          • Hiring Manager, Sales VP, Recruiter, and NQR/OQR
      5. Sort the data by Opening Status (A -> Z).
      6. Look for any #N/A results in the VLOOKUP column where the Opening Status = Open and add the respective GHP ID to the Forecast to Plan tab.
    • Current Pipeline Per Job Report ([GH] Req Status - Open + Draft tab)
      1. Duplicate the Requisition ID column and move it to Column A (the duplicate column will be in Column C).
      2. Insert a new column (Column N) and title it, Req Status
        • Working backwards (i.e. Background Check and Offer to Get to Know Us) provide a req status where there are no blanks or zero values in a column.
        • Provide one of the following statuses: Not Opened Yet, Application Review, Screening, Hiring Manager Interview, Team Interview, References, Offer Pending, or Start Date Pending.
    • Forecast to Plan Tab
      1. Where formulas are present, drag them down to cover all rows.
      2. The following rows will need to be entered manually: Sales VP (Column I), Aligned Recruiter (Column J), and NQR/OQR (Column K).
      3. Audit the sheet where #N/A appears in a column where a formula is present.
      4. If a formula is not working as expected, check the Named ranges on the sheet to see if something is amiss (Data > Named ranges).
        • For example, when updating the [GH] Req Status - Open + Draft tab, its Named range will need to be updated because Requisition ID is moved to Column A and that affects that range. Update it to include Column A and it'll work.
  • Adaptive Report:
    • Finance will pull and export a report to the FY22 Headcount Tracker (Hongker) sheet.
    • Auditing GHP IDs in Adaptive that are not in Greenhouse
      1. Go to the GitLab Hiring Plan tab.
      2. Insert a new column (Column B) and title it, Opened?.
      3. Set the formula in Opened as follows in the row below the column header: =VLOOKUP(A5,NEWjobstatus,1,0).
        • If the GHP ID matches, it exists.
        • If the cell produces a #N/A, it doesn't exist.
        • To note, there are situations where the requisition has closed, but it has yet to fall off the Adaptive report. In such a situation, please ping the Recruiting Manager for Sales.
    • Auditing GHP IDs in Greenhouse that are not in Adaptive
      1. Go to the [GH] Job Status - Open + Draft tab.
      2. Insert a new column at the end (Column U) and title it, Opened?.
      3. Set the formula in Opened as follows in the row below the column header: =VLOOKUP(A5,GHP,1,0).
        • If the GHP ID matches, it exists.
        • If the cell produces a #N/A, it doesn't exist.

Weekly People Overview

  • System: BambooHR
  • Reports:
    • Additions & Terminations
    • Current Team Members
    • Terminations
  • Instructions:
  • **Open the spreadsheet with last week's RAW data. The file is typically called [RAW] Weekly People Overview as of 2021-0x-xx. Make a copy with the date to reflect next Sunday's date. Move Upcoming Week Dates into Last Weeks Actuals. Update 'Upcoming Week Dates' as well as other dates within the column headers.
  • Pull the listed reports from BambooHR and import them into a Google Sheet. Additionally, split the Marketing and Sales divisions as follows for all tabs: Marketing (SDR) for Sales Development roles, while everything else is Marketing; Sales (NQR) for Commercial- and Enterprise Sales roles, while everything else is Sales (Non-NQR).
    • Additions & Terminations
      1. Pull the report with the Date Range = Start of the Current Fiscal Year to Plus 8-months from the Current Month.
        • Additions Tab
          • Add a column after Hire Date and call it Start Status (Column H).
          • If the 'Hire Date' was during the 'Last Week', enter "Last Week Hires". If the Hire Date is in the coming week, enter Upcoming Week Hires. If the Hire Date is in future week, enter Accepted Not Started (or ANS). Enter Hired for all other Hire Dates.
          • Create a separate tab for a pivot table and count the number of additions by Hire Date and division.
          • Create another pivot within that tab to count the number of Upcoming Week Hires for the current week and all Accepted Not Started by divison.
        • Terminations Tab
          • Add a column after Termination Date and call it Week Ending (Column I).
          • Enter the week end date (i.e. Sunday) in the ISO date format for any terminations in the current- or following week.
          • Look up the Termination Type and Exit Impact in BambooHR on the departing Team Member's profile and include this is the Talent Out (Regrettable/Non-Regrettable) chart.
    • Current Team Members
      1. Pull the Current Team Members reports.
      2. Insert a column to the right of Hire Date and call it FYXX-QX (Column B).
        • Enter the corresponding quarter for the given Hire Date for hires in current and previous Fiscal Years.
      3. Create a pivot table to count the number to Team Members by division.
        • Update the bar chart to showcase how the company size has change over the last four quarters.
    • Talent Out (Regrettable/Non-Regrettable)
      1. Insert a column to the right of Termination Date and call it, Weeking Ending (Column D).
      2. Create a pivot table and split the data by Termination Type and Division and Exit Impact.
      3. Create a table from which build a stacked bar chart comparing how many terminations there were in the previous- and current weeks.
    • Update the Weekly People Overview sheet with the data.
      • The main columns of the table are as follows:
        • Division, Talent In & Talent Out for Last Week, Talent In & Talent Out for the Current Week, Headcount, Headcount including Accepted Not Started, Planned Headcount at Month End, Future Terminations, Headcount Difference, and Headcount Difference including Accepted Not Started.

Ad Hoc Report

For an Ad Hoc report, please create an Issue using the Report Request template.


Vendor Contracts and Renewals

If a new vendor is being considered or, when a vendor contract is up for renewal, please open an Issue using the Vendor Contract Request or Renewal template. Please open this as early as possible so that there's ample time for benchmarking quotes and engaging in negotiations, if need be. A quote, while helpful, is not needed prior to opening an Issue.

In the Issue, please provide the requested information and as much detail as possible. For example, what the service is for, how many licenses will be needed, and the like. With that, the Talent Acquisition Operations & Insights will takeover and prepare either a Procurement Issue for approval and see to its conclusion.


Common Issues

The People Technology & Insights team utilizes People Technology & Insights Issues to provide support for a variety of requests regarding systems support and access requests across Talent Acquisition's systems.

Greenhouse Offer and Requisition Approvals

  • "Can we add/remove approver from this approval chain?"

LinkedIn

  • LinkedIn Recruiter
    • "I'm not able to connect my LinkedIn to a Recruiter (or Hiring Manager) seat."
      • Please ensure that you've added your GitLab email address to your LinkedIn profile and verified it. If a problem still persists, please follow-up in your Access Request Issue.
    • "I've been given a Recruiter, but can't send profiles to Greenhouse via their integration."
      • Information about setting-up the Recruiter System Connect integration can be found here.
    • "I have a Recruiter (or Hiring Manager) seat, but can't access GitLab's account.
      • Please try signing-out of LinkedIn and when signing back in, please be sure to select GitLab's account. This error often appears if you had a seat with another organisation.
    • "I requested a Hiring Manager seat, but actually need a Recruiter seat (i.e. to source, message, and add prospective candidates to projects)."
      • Please follow-up in your Access Request Issue and a People Technology & Insights Team Member will reach out to LinkedIn Support requesting this change.
        • The typical turnaround time for such a request is 1 - 2 business days.
    • "I have a Recruiter seat and am encountering an error when attempting to bulk send InMail."
      • LinkedIn has limitations on how many InMails a user can send. Please refer to their Recruiter InMail Policy for more information.

Re-Opening Requisitions

  • "I need to update the offer details/send a new contract to the new hire. Can you please reopen this requisition?"

System Integrations

  • LinkedIn Recruiter: Integration help can be found here.
  • Other Systems: If you encounter issues with other systems, please try signing-out/in, and/or clearing your cache and cookies first. If the problem still persists, please submit an Issues.

Talent Acquisition Process Framework for Talent Pools

Purpose: The Talent Acquisition Process Framework for Talent Pools provides guidance on the talent pool process so the talent acquisition team can efficiently build a talent bench before we need it.

Full Process

Step 1: Identify pooling needs

Anyone on the Recruitment Team can provide sourcing support for talent pools. The focus should be P3 and P4 Pools. (P0, P1, and P2 are reserved for active REQs) You can review active talent pools here. You may engage with the Recruitment Leads/Managers to verify pool priorities. If the Pool is a priority, use the Hiring Repo to learn more about the Pool profile.

Step 2: Add prospects to talent pool(s) in Greenhouse CRM

Talent Acquisition Team members should add potential matches to the appropriate Talent Pool in Greenhouse and make use of the appropriate tags to ensure the ability to easily filter prospects for specific job profiles, locations, etc. By default, all new prospects will land in prospect stage “no stage specified”.

You are encouraged to find top talent using a variety of different sourcing avenues, with LinkedIn and GitLab Talent Community being the most used and efficient ones.

While LinkedIn projects can be used, all approached prospects should be added in Greenhouse as prospects. Greenhouse is the source of truth. Every sourced prospect should have the name of the person who sourced them in the Source field. If a Prospect was sourced by a Talent Acquisition Team Member from the Talent Community, that user will need to manually update the candidate's source information.

There are multiple ways to add the candidates, as follows:

How to add prospects to Talent Pools: * Sourcing Page Written Walkthrough * From Greenhouse Talent Community Video Walkthrough * From LinkedIn Video Walkthrough

Step 3: Qualify Prospects

If you are helping source for a talent pool please verify the prospects you find are best qualified before reaching out to them.

The assigned Recruiter(s) to the pool have a 7 day SLA to review prospects in prospect stage “no stage specified”.

  • If the prospect is not qualified, the Recruiter will select the option to “stop considering as prospect” and provide the talent acquisition team member who added the propsect with feedback on why we are not continuing.
  • If the prospect is qualified, the assigned Recruiter will change the prospect stage to "Qualified" and will ask you to engage the prospect

Step 4: Reach Out to Prospects

Once added to the appropriate talent pool and marked as "Qualified", the Talent Acquisition Team member who found the prospect should engage the prospect and change the prospect stage to "Contacted". The message should clearly indicate that we do not have immediate opportunities, but are looking to start a proactive relationship.

Use our reach out templates or create your own messaging for reaching out to candidates

Reaching Out to Prospects in the Talent Community

If you are reaching out to a pool of prospects, please be sure to check for duplicate prospect profiles prior to sending out mass communications. Duplicate prospect profiles occur when candidates join the Talent Community on multiple occasions. Although duplicate prospect profiles are automatically merged by Greenhouse, if they are still being considered as a prospect for multiple submissions, they will be sent a communication for each of their submissions. Be sure to select Stop Considering as Prospect for any duplicate prospect profiles that are identified prior to sending out mass communications.

To send out a mass communication to the general Talent Community 1. In the "Pools & Stages" section of the Greenhouse CRM, navigate to "GitLab Prospects" pool and select the member icon listed next to the number of prospects in that pool. Keep in mind, to view this entire pool, one must have Admin permissions enabled. 1. Next, once all prospect applications are in view, navigate to the top right and select Bulk Actions > Select All > Edit Selected > Email. 1. Once the email window populates, select the CRM email template that you're intending to send. 1. Once a CRM email template is populated, select 'no-reply@gitlab.com' in the 'From' section. 1. Scroll to the bottom of the window and select the box to Update Prospect Pool and Stage 1. Ensure the Prospect Pool field is "GitLab Prospects" 1. Change the Prospect Stage field to the stage of the email you're actively sending. 1. Select Send. 1. Capture the number of emails sent on the CRM Metrics sheet.

Step 5: Convert Prospects to Nurture

If the prospect responds with interest, the person who found them will collect the prospects email address and will update the prospect stage in Greenhouse from “Contacted” to “Nurture”.

It is required we capture the following information in Greenhouse for all prospects converted to the "Nurture" stage.

  • [ ] Email Address
  • [ ] Current Resume or PDF of LinkedIn Profile
  • [ ] Locality
    • Instructions: When making an assumption, default to a higher location factor. Reminder: this needs to be updated during the screening call if our assumption was incorrect.

Keep in mind, Tags can take care of other key pieces of information we may want to include on a prospect's profile.

If the prospect wants to talk with someone at GitLab to learn more about future opportunities, the person who found them will send them the Calendly link of the assigned Recruiter for the Talent Pool so a brief 15-20 "career conversation" call can be set up. Not all prospects who get moved to “Nurture” have to complete a call.

The person who completes the "career conversation" call will add brief notes to the prospects profile in Greenhouse and add the tags "Check Activity Feed" and "Had Video Chat" to the prospect's profile. If the person who completes the "career conversation" call considers the prospect to be great overall match to GitLab they will add the “Top Candidate” tag as well. If the prospect should no longer be considered as a prospect after the call, select the option to “stop considering as a prospect”.

Step 6: Nurture Prospects

Prospects whose prospect stage in Greenhouse is “Nurture” should receive a monthly message from GitLab.

Talent Acquisition Process - Candidate Experience Specialist Contract Processes

{: #framework-coord}

Assuming that the hiring process went smoothly, now it is time to prepare the applicable contracts. Once the verbal offer is made, the coordinator will send the contract to the applicant, using DocuSign in Greenhouse. On rare occasion, the coordinator may have to create the contract outside of Greenhouse using Google Docs; if this is the case, the coordinator needs to have a People Ops team member review the contract for accuracy before sending it out for signature.

First, be sure to validate the following:

  1. The candidate lives in a country we are able to hire in. The SSOT for all country hiring is here.
  2. The currency listed in the offer package in Greenhouse should normally be the local currency of the new team member unless they explicitly request USD/EUR because their local currency has a lot of inflation. This needs to be confirmed and approved by our People Ops Analyst prior to making the offer, as any changes to the currency will require complete reapproval in Greenhouse, regardless if it is the same amount just in a different currency.
  3. Confirm if the team member would be an employee or contractor and through which entity the team member would be employed or contracted. If the team member wants to be contracted through a company, it can either be their own established legal entity or a separate and unaffiliated 3rd party company; please confirm which with the team member prior to sending out the contract. If the team member will be contracted through their own entity (or as an independent contractor), please use the BV Contractor Agreement. If the team member will be contracted through a 3rd party company, please inform Legal so that we can enter into a vendor contract with the company. The 3rd party company will then enter into a contract with the team member, and People Ops Analyst will provide the necessary specific salary and position information.

Entity Contract Signatories

This chart reflects the available signatories for each of GitLab's entities. They are listed in order of preferred signatory first. This chart should only be used for new hire contracts where GitLab has entities. This is not for internal moves such as contract renewals, letters of adjustments, or relocations.

Entity Signatory
GitLab Inc Kelly Murdock, Rob Allen, Pattie Egan, Wendy Nice Barnes, Other People Group Team Members who are employed by Inc. and of the appropriate grade to sign the document.
GitLab Federal LLC Bob Stevens
GitLab BV Belgium, Dutch & English Craig Mestel, Igor Groenewegen-Mackintosh
GitLab BV, Netherlands Craig Mestel, Igor Groenewegen-Mackintosh
GitLab GmbH Kelly Murdock (POA), Igor Groenewegen-Mackintosh
GitLab PTY Ltd, Australia Craig Mestel, Igor Groenewegen-Mackintosh
GitLab PTY Ltd, New Zealand Craig Mestel, Igor Groenewegen-Mackintosh
GitLab Ireland LTD Craig Mestel, Igor Groenewegen-Mackintosh
GitLab UK Ltd Dale Brown, Igor Groenewegen-Mackintosh
GitLab Canada Corp Craig Mestel, Dale Brown
GitLab GK, Japan Dale Brown, Craig Mestel
GitLab IT BV Craig Mestel, Igor Groenewegen-Mackintosh
GitLab South Korea Dale Brown, Craig Mestel
GitLab France S.A.S. Craig Mestel, Igor Groenewegen-Mackintosh
GitLab Singapore PTE. LTD. Dale Brown, Igor Groenewegen-Mackintosh

Offer Details Access steps

Not all individuals who are signatories for entities have the appropriate access in Greenhouse and this is something that has to be set up on a per req basis at time of contract sending.

Once the entity of the chosen candidate has been determined and the CES team has received the request to send the contract, follow the steps below: 1. Go to the Job Setup tab within Greenhouse 1. Select Edit in the Job Info box at the top of the screen 1. Select the pencil icon next to Office and pick the correct entity

Send the contract through Greenhouse

  1. Once the offer package has been approved in Greenhouse and the recruiter has given the verbal offer, go to the candidate's profile in Greenhouse. Verify the address is listed on the details tab. If the address is not listed you can locate it on the background check, or in the reference request email reply.
  2. If necessary click Edit Profile to update the candidate's name to their legal name (given during the reference/background check stage) and list any preferred names in quotes as the first name. Legal names are required on contracts and for proper export to Bamboo HR.
  3. Ensure the start date is on a Monday, unless Monday is a holiday or the non-Monday date is legally required.
  4. Update signatory and entity by clicking "Update" under Offer Details. Add signatory name and title, as well as entity based on candidate's location.
  5. Next you'll need to update the signatory's permissions to ensure we're able to send the DocuSign contract to them.
    • Navigate to Job Setup at the top of the page.
    • Click Hiring Team on the left handside toolbar.
    • Navigate down to the search bar located underneath Who can see this job?
    • Search the signatory's name
    • Click the pencil to trigger the dropdown list of permissions
    • Select Job Admin: Job Approver
    • Click Save
    • Navigate back to the Offer Details on the candidate profile and continue next steps
  6. Scroll to the section "Offer Documents" and click "Generate". Then click in the box and select from the options the appropriate template for the team member's entity, employment/contractor status, full-time or part-time, and any applicable bonuses. An example is GitLab Inc full-time, with variable bonus/commission. Then click "Generate". It will now populate and .docx and .pdf files under the "Offer Documents" section. Download the pdf and preview it to ensure everything populated correctly. If there are any token errors (i.e. problems with the information pulling from the candidate's profile and into the contract), Greenhouse will notify you. Most likely, if that happens it is because a field in the candidate profile is not accurately filled in. Once you fix the error, you'll need to "Regenerate" the contract.
    • GitLab BV Belgium contracts are classified as Sales/Non-Sales, With OTE/Without OTE, and Position of Trust/Not a Position of Trust. All roles that are Grade 9 or above should be given the appropriate "Position of Trust" contract. If the role is not Grade 9 or higher, send the job requisition to the legal team via the #legal slack channel to determine which contract should be used.
  7. Next, click "Send with DocuSign" right below the offer documents. You will need to have first connected your Greenhouse account with your DocuSign account by going to the integrations tab in Greenhouse.
  8. Choose the correct template according to country, or if no country template is available select Offer through DocuSign. In the "To User" field, choose the GitLab signatory for the contract. In the "CC" field, add the recruiter and the hiring manager. Then click "Preview on DocuSign".
  9. You will be redirected to DocuSign.
  10. On the top left of the screen, click where it says the candidate's name, then click "Edit Recipients". Change the 2 next to the GitLab signatory's name to a 1, change the 1 next to the candidate's name to a 2 and change the 1 next to the hiring manager's name to a 2. This ensures that the contract goes to the GitLab signatory to sign first, as well as the recruiter for a Cc and once signed by them it will go to the candidate and the hiring manager with a Cc. Then click "Done".
  11. Scroll throughout the contract and double check that the candidate and GitLab signatory signature and date fields are accurately added.
  12. If there is an Exhibit A to the PIAA/List of Included Inventions section of the contract, be sure to add fields to be assigned to the candidate.
    • Navigate to where the PIAA/List of Included Inventions section is on the contract.
    • Make sure you've selected the candidate's name in the upper left hand corner dropdown.
    • On the left side under Standard Fields, drag a Text field over to underneath the Title, Date, and ID number area of the section. Resize to cover entire area for information.
    • Drag a Checkbox from the fields section on the right side to both areas needed (No invnetions, improvements area and additional sheets attached area)
    • On click on the Checkbox for No Inventions area and navigate to the right hand side of the page. Click Conditional Logic and Create Rule. Select Unchecked in the dropdown and click the Text box (it will grey out) and click Done. This will ensure that if the candidate does not click this box indicating they do have exceptions, they will need to fill in the text box before submitting their signature.
      • You will need to create the conditional logic rule each time you send out contracts, it does not save for future use.
    • Add a Signature field, a Name field, and a Date Signed field to the correct areas.
  13. There may also be other fields you'll need to add a textbox for, so double check if there are any other fields that need to be completed by either the candidate or GitLab signatory (as contracts for different entities vary; one that is easy to miss is the UK contract which requires the candidate to input their national insurance number). Once you've verified that all the information is correct and appropriately assigned, click "Send" at the top right corner.
  14. You'll now be redirected back to Greenhouse, where you can monitor the progress of the contract and be able to see when each party signs it. Once it is signed by all parties, you and everyone cc'd on the original request will receive a confirmation email that it has been signed.
  15. After sending the contract via DocuSign, ping the signatory and the Senior Recruiting Program Analyst - Erich Wegscheider (or People Operations Specialist - Ashley Jameson if Erich is unavailable) in the #contracts-to-sign slack channel.
  16. If you need to resend the contract, follow the same steps, but be sure to log into your DocuSign account and first delete the original one to avoid confusion.

How to add a contract into Greenhouse

  1. In the GitLab Handbook, you'll navigate to this link as a SSOT for all contract templates. Only the People Group, Finance, and Legal should have access to this folder.
  2. Navigate to the correct entity of the contract you're attempting to update on the handbook page.
  3. Click the link to the contract you're wanting to upload and it will open the Google Document.
  4. Navigate to File, click Download and select Microsoft Word.
  5. Log in to Greenhouse and go to "Configure" by clicking the gear at the top right corner, then choose "Offer Templates".
  6. Navigate to and click the Upload New button (located underneath All Offer Sections).
  7. Enter the template name (The convention is typically "GitLab Entity employment-type, with/without bonus", e.g. GitLab Inc full-time, with variable bonus/commission).
  8. Click Choose File and choose the document you've downloaded and click Save Template.
  9. Greenhouse will upload the document and it will appear at the bottom of the page. There will be a Test button next to it; click this, and it will validate that all of the Greenhouse tokens are correctly inputted. If there are any errors, it will notify you. You will then need to go back to the template in Google Docs and correct the errors, redownload it, and reupload it to Greenhouse (after deleting the original one with mistakes). If all of the tokens are functioning properly, there will be green checkmarks, and you're ready to use this template for contracts!
    1. Check all of the token/fields to ensure they are formatted correctly ({{ }}). For each of the fields with curly brackets ({ }) in the template on Google Drive, find and replace that field (including the curly brackets) with the corresponding Greenhouse tokens (including the curly bracket). For example, {Contributor Name} in the Drive template will be replaced with {{CANDIDATE_NAME}}.
  10. To delete a contract template from Greenhouse, click the three dots ... to the right of the template name, then click delete and confirm.

The SSOT for the contract templates are on this handbook page updated by Legal and People Operations. Any updates to contracts will be done there first, and then the talent acquisition team needs to be pinged to be made aware of the changes so they can update the corresponding Greenhouse template.

These steps are executed by the People Operations and Legal teams when contracts are being updated, but for reference, if any changes need to be made to the templates, these tasks can be referenced below: 1. Some fields that are not necessarily clear are the compensation fields as there are separate fields for the vacancy and for the candidate; we want the candidate fields for the contract, so in Greenhouse, the appropriate token for salary is {{CURRENCY}}, bonus is {{BONUS_AMOUNT}}, and stock options is {{STOCK_OPTIONS}}. Another field that is easily confused is the title; the {{JOB_NAME}} is the name of the vacancy, which is not always necessarily the same as the title the candidate will have; to make sure it is always correct and includes the appropriate level and specialty for the candidate, use the token {{FULL_TITLE__INCLUDING_LEVEL_AND_SPECIALTY_}}. 1. The one exception to the curly bracket find and replace process is the Belgian contract. The fields that need to be edited are highlighted. 1. When removing optional clauses, take care that the paragraph / section numbering still makes sense. 1. Double check that each field that needs to be filled out is replaced with a Greenhouse token. Sometimes it is not always obvious, as the curly bracket might be regular brackets by mistake. 1. For each signature section, the following tokens must be on their own line in the document, with nothing else on the line: {{CANDIDATE_SIGNATURE}}, {{CANDIDATE_SIGNATURE_DATE}}, {{COMPANY_SIGNATURE}}, and {{COMPANY_SIGNATURE_DATE}}. Find each signature page, then hit enter to create the new line after the "Signature", "Name", "Title", and "Date" sections, then copy the corresponding Greenhouse tokens. These can be easy to miss, so double check each signature section has the appropriate Greenhouse tokens, each on their own line. 1. Most contracts will have various versions that need to created, e.g. one that contains bonus language for variable bonus/commission, director/executive bonuses, or signing bonuses. Best practice is to create the contract containing all of the additional information and title it accordingly, then once you are done go to "File" in Google Docs and choose "Make a copy". Then remove the information as needed and rename the new document and continue the steps below. You can view other documents in the Greenhouse Templates folder for examples. 1. For contract templates with variable bonus/commission plans, replace all paragraphs with the token {{VARIABLE_BONUS_TYPE_OFFER_SECTION}} which will tell Greenhouse to automatically choose the correct bonus type based on the offer package created in Greenhouse. 1. To change or update a contract that has already been created and uploaded into Greenhouse, return to the corresponding Google Drive doc in the "Greenhouse Templates" folder, open the templates that need to be updated (there may be multiple that need to be changed, since there are different varieties of each contract to accommodate bonus structures, full-time/part-time, etc.), then update each accordingly. If you need to add new tokens to accommodate the change, be sure to follow step 5.3 in the above instructions. Once you have finished making any updates, click "File" in Google Docs, then "Download as" and "Microsoft Word (.docx)". Then go back to the "Offer Templates" section in Greenhouse. Find the contract that you are replacing, copy the name of it so you can maintain consistency, then click the three dots ... to the right of the template name, then click delete and confirm. Then click "Upload New", paste the name of the template, and upload the new version. Click "Test" to validate that everything translated correctly (per step 9 above), and you are ready to use the new template.

How to Send a Family Member Relationship Acknowledgment

Consistent with GitLab’s policy governing Hiring Significant Others or Family Members, GitLab is committed to a policy of employment and advancement based on qualifications and merit and does not discriminate in favor of or in opposition to the employment of significant others or family members. Any new hire that has a family member relationship that is currently employed at GitLab must sign this acknowledgment along with the GitLab team member. This process is done in conjuction with sending out the contract.

  1. If you have not been notified by the recruiter that there is a family relationship in play, there is now a field in the 'Offer Details' that will show whether a relationship exists. There should also be a Family Member tag on their profile. It, however, will not show who that family member is.
  2. The Recruiter will post the name of the family member in the Private Notes within the Greenhouse profile. If not there, the CES will reach out to the recruiter to find out who the current GitLab team member is.
  3. Once the family member is identified, you will send the Family Member Relationship Acknowledgment via DocuSign to the new hire as well as the GitLab team member for signing.
  4. After all parties have signed, upload a copy into both the new hire and the current GitLab team members BambooHR profile.

How to Update a Start Date After the Contract is Signed

To change a start date after a GitLab entity contract has been signed and the new team member has been "hired" in GreenHouse the Candidate Experience Specialist will complete the following steps:

  1. Confirm the start date via email with the new team member, the recruiter, the hiring manager, and the Candidate Experience Specialist.
  2. Save the email as a pdf file for upload into BambooHR.
  3. Update GreenHouse:
    • Offer Details
    • Click the edit pencil next to the start date
    • Select the new Start Date
    • Save
    • In the "Make a Note" section in Greenhouse state the old start date and the new state date
    • Save
  4. Update Entity Payroll Providers (UK, Netherlands) of any changes to the start date via the email templates in Greenhouse.
  5. Update the People Experience Team in Slack Workflow.
    • Open private Slack channel #people-exp_ces
    • Click Shortcuts button in the bottom left corner (looks like a lightning bolt)
    • Click "New Start Date Workflow"
    • Fill in Team Member Name with the New Hire Name
    • Fill in Original Start Date (YYYY-MM-DD)
    • Fill in New Start Date (YYYY-MM-DD)
    • Fill in Reason For Change. This is to inform the People Experience team of the reason for the new date (i.e. Public Holiday, New Hire request, Hiring Manager request, etc.).
    • Optional: Fill in Any other changes.
    • Click Submit
  6. Update BambooHR to reflect the new start date.
    • Sign into Bamboo HR
    • Search of the new team member's name
    • Click on the Job tab under the name and title
    • Update the hire date to reflect the adjusted date
    • Save Changes
    • Click on the Documents tab under the name and title
    • Upload
    • Choose File(s)
    • Select the saved email pdf file
    • Open
    • Folder: Contracts and Changes
    • Check the "Share these File(s) with the Employee" box
    • Upload

To change a start date after a PEO contract has been signed and the new team member has been "hired" in GreenHouse the Candidate Experience Specialist will complete the following steps:

  1. Confirm the start date via email with the new team member, the recruiter, the hiring manager, and the Candidate Experience Specialist.
  2. Forward the email to the contact at the PEO.
  3. The PEO will generate a new contract and send to the new team member.
    • The Candidate Experience Specialist will need to follow-up with the PEO contact to ensure the new contract is signed.
  4. Update GreenHouse:
    • Offer Details
    • Click the edit pencil next to the start date
    • Select the new Start Date
    • Save
    • In the "Make a Note" section in Greenhouse state the old start date and the new state date
    • Save
  5. Update the People Experience Team in Slack Workflow.
    • Open private Slack channel #people-exp_ces
    • Click Shortcuts button in the bottom left corner (looks like a lightning bolt)
    • Click "New Start Date Workflow"
    • Fill in Team Member Name with the New Hire Name
    • Fill in Original Start Date (YYYY-MM-DD)
    • Fill in New Start Date (YYYY-MM-DD)
    • Fill in Reason For Change. This is to inform the People Experience team of the reason for the new date (i.e. Public Holiday, New Hire request, Hiring Manager request, etc.).
  6. Update BambooHR to reflect the new start date.
    • Sign into Bamboo HR
    • Search of the new team member's name
    • Click on the Job tab under the name and title
    • Update the hire date to reflect the adjusted date
    • Save Changes
    • Click on the Documents tab under the name and title
    • Upload
    • Choose File(s)
    • Select the saved email pdf file
    • Open
    • Folder: Contracts and Changes
    • Check the "Share these File(s) with the Employee" box
    • Upload

How to Void a Contract Before a Candidate Signs

In rare cases, we may rescind our offer before a candidate signs the contract. Work with the Recruiter, Hiring Manager, People Business Partner, VP of Talent Acquisition, and Contract Employment Counsel on ensuring uniform communication. Once the candidate has been informed verbally and via email by the talent acquisition team, follow these steps: 1. Ensure the email is exported into the Activity Feed in Greenhouse. 1. Void the contract in DocuSign utilizing the same communication that was emailed. 1. Reject the candidate in Greenhouse. Be sure to select 'Reject and Don't Send Email.'

How to Resend a Contract After Being Marked as Hired

There are certain times when a contract needs to get resent to the candidate after they have been hired into the system, should that happen. Follow the steps below: 1. If the req is already closed, tag the talent acquisition operations team in the greenhouse profile explaining the situation and that the req needs to be reopened to resend a contract. 1. Unhire the candidate in Greenhouse. 1. Resend the correct contract and follow standard steps for doing this. 1. Once you receive the contract back, before marking the candidate as hired in Greenhouse. You will need to ping the Sr. People Operations Director in the #people-group-confidential asking for the BambooHR profile be deleted due to having to resend a contract and not wanting a duplicate profile. Provide the BambooHR link in the message. 1. Once they confirms the profile is deleted, proceed with marking the candidate as hired in Greenhouse and closing out the req again. 1. If a People Experience Specialist was involved, make sure you ping them and let them know the contract has been updated and the new BambooHR profile has been created.

For Talent Acquisition Ops: 1. Once notified by the CES team, copy the Job Approval Chain and add it to the Approval Details Notes section. Include the names of the approvers, the dates approved, and the reason as to why the requisition is being re-opened. Tag the Finance Business Partner, CES, and Recruiter in this note. 1. From the Approvals page, select 'Edit Job & Openings' 1. Duplicate the Opening that needs to be re-opened. 1. Bypass approvals in the Job Approval section to change the Job Status from Draft to Open. 1. Inform CES once the req is open. 1. When the revised contract is uploaded by the CES, verify if the core fields on the offer remain the same. If it remains the same, bypass offer approvals and inform the CES once completed. 1. Once the CES team marks the candidate as hired in Greenhouse, close the duplicated opening and save changes.

How to Keep Candidates Informed of Any Delays in the Contract Process

Occasionally, there can be delays between the candidate receiving the Statement of Work and the official contract from a PEO. This delay can result in a nervous wait for the candidate. We must keep anyone who has not recieved their full contract from our PEO informed of any delays outside of the PEO SLAs.

The Candidate Experience Specialist who initiated the contract process is expected to follow up with the PEO every 24-48 hours until the contract is sent and will note of follow-up dates in the PEO Tracker. This communciation should be sent in Greenhouse, so that the communication is captured in the activity feed. If there are any extreme circumstances that will result in a contract getting to the candidate outside of the PEO SLA's, the CES will also note those in the PEO Tracker. Recruiter is expected to keep the candidate updated on the progress of their contract every 24-48 hours until the candidate recieves their contract. A simple message that explains the delay is all that is neccessary. As a Candidate Experience Specialist or Recruiter, you're encouraged to utilize the Greenhouse reminder feature to manage these updates and log the email in Greenhouse.

Amended Contracts

Contract amendments or modifications are processed by the Candidate Experience Specialist if the team member has not started or by the People Operations Specialist if they have.

Amendments prior to starting with GitLab:

If an amendment needs to be made and the previous contract was never active, the Candidate Experience Specialist should:

  • Delete the previous contract from BambooHR
  • Upload the updated contract in the BambooHR file 'Contracts and Changes'
  • Notify the People Operations Specialist of the change in the GitLab Onboarding Tracker

Note: It is essential that People Operations Specialists are informed of all changes, as various fields must be updated in BambooHR.

Amendments to contracts for new hires with planned relocations

  1. Candidate Experience Specialist will ensure that there is verbiage clearly stating the terms of the compensation changes for relocation after the new hire’s start date and ensure that the Total Rewards team has approved both compensations.
  2. If you are unsure about the Total Rewards approval, CES will ping the Total Rewards team in the Approval Notes.
    • Navigate to the bottom of the candidate’s GH profile
    • See “Approval Notes”
    • Click “Leave a Note”
    • Tag Brittany Rohde in a note to confirm that both compensation values have been approved
    • Tag the Recruiter as CC
  3. Once Total Rewards has confirmed both have been reviewed and approved, generate the appropriate contract
  4. Download the Word version of the contract and upload into Google Drive for editing
    • Navigate to Google Drive
    • Click “New” in the upper corner of the left toolbar
    • Select “File Upload”
    • Select the contract
  5. Add lines at the top of the document for categories to include Compensation for the relocation
    • Example for relocation from ID to CA:
      • CA Compensation: $ USD
      • ID Compensation: $ USD
  6. Update Section 10 Location verbiage:
    • Original
        1. Location. Your employment with GitLab is conditioned upon your permanent legal residence being near Boise, ID. If your permanent legal residence changes from that location you must notify the Company prior to any such changes. Changes to your permanent legal residence could result in a change to your compensation, benefits, and in some circumstances, termination of your employment.
    • Updated
        1. Location. Your employment with GitLab is conditioned upon your permanent legal residence being near Boise, ID and you've disclosed a planned move to San Francisco, CA on or around January 1st, 2021. If your permanent legal residence changes from those locations you must notify the Company prior to any such changes. Changes to your permanent legal residence could result in a change to your compensation, benefits, and in some circumstances, termination of your employment.
  7. Delete out all tokens from the document
  8. Save and download the contract as a PDF
  9. Upload in GH by selecting “Upload Replacement”
  10. Stage contract as normal
  11. Add tokens back in after changing signing order
  12. Send

Amendments after starting with GitLab:

A contractor requests a modification to their contract due to a name change/company incorporation (Example: The individual recently incorporated a company, and would like to invoice GitLab through their company versus individually)

  • The People Operations Specialist should log the requested change in BambooHR in the Contracts & Changes section of the employee's profile
  • The People Operations Specialist should draft the new contract using the appropriate template in the Employment and Contractor Agreements section. Please remember to always make a copy of the template before editing.

Important: Employment contracts cannot be backdated. If a team member requests to backdate a contract for invoicing purposes, an addendum should be added to the contract stating: "As the Contractor has not invoiced GitLab for payment since their start date on contractor start date, GitLab will pay the Contractor for this period of time in accordance with the Contractor’s base compensation". The start date on the new contract should always reflect the date the contract is staged for signatures.

  • The People Operations Specialist should stage the contract in DocuSign to be signed by both the team member and the Director of People Operations.
  • Once siged by both parties, the contract should be uploaded to the team members BambooHR profile in the Contracts & Changes section.

How to Unhire a Candidate After Contract is Signed

If for some reason a candidate declines an offer after they have been hired into the system, whoever receives that information needs to make sure @ces is tagged in the Greenhouse profile and is made aware that the candidate will no longer be starting at GitLab.

If they have been hired in Greenhouse and exported to BambooHR, follow these steps: 1. Unhire the candidate in Greenhouse if the req is still open. If the req is closed, Recruiting Ops will need to be brought in to unhire. 1. Reject them in Greenhouse; add reasons in notes, you may add the email that was sent by the candidate. Click ‘reject and don’t send email’. 1. Cancel any scheduled emails in Greenhouse. 1. Tag the VP, People Operations in the #people-group-confidential Slack channel and ask to remove the profile from BambooHR and @ mention the @people-exp team for visibility. Only a BambooHR owner (at GitLab this is the VP, People Operations) can remove the profile, this is why this step is so important. 1. If they were hired via a PEO, inform the contact person at the PEO of this change immediately, ideally before onboarding starts.

Letter of Adjustment

When a team member applies for and receives a new position through Greenhouse, a Letter of Adjustment is prepared in lieu of a new contract using DocuSign. The Candidate Experience Specialist will prepare the letter. This document is signed by the Senior Manager, Total Rewards or the Sr. Director, Global People Operations or the Chief People Officer and the team member through DocuSign. Using the Offer through DocuSign - Letter of Adjustment template in Greenhouse the letter is cc'd to the Total Rewards team for processing.

Effective dates for a letter of adjustment should be the first (1st) of the month or the sixteenth (16th).

The Candidate Experience Specialist needs to tag the Talent Acquisition Operations and Insights team to have the candidate profiles merged while the candidate is in Team Interview before the candidate is in the offer stage. If the profiles are not merged, it will create a duplicate and mess with the employment bot sync to BambooHR. The signed letter is uploaded into BambooHR under the Contracts and Changes folder on the Documents Tab by the Total Rewards Analyst. The Total Rewards team ensures the information in HRIS and Payroll systems is updated.

When an internal transition is taking place and the start date is amended, please ensure to update the People Experience team via Slack in the #people-exp_ces channel of the new start date.

If a team member goes through a promotion through BambooHR versus Greenhouse, a Letter of Adjustment is prepared by the Total Rewards team as listed on their handbook page.

Rehires

In the event that a former team member is rehired with the company, they will still go through the normal interviewing process. Once the contract is signed, the CES needs to notify the People Experience team and the Total Rewards team as soon as possible that a former team member has been rehired in the private people-exp_ces Slack channel.

Process for GitLab team-members in the Netherlands

In this location, a temporary contract (tijdelijk contract) is for 12 months, with a pre-determined end date. A dismissal procedure is not required to terminate a temporary contract at the end of its duration. However communication about the extension of the contract must happen at the latest 1 month before the actual contract end date (aanzegtermijn).

It is common for Dutch employers to offer a second temporary contract when the first expires, but it's not guaranteed. As a Dutch employer, this is standard procedure for GitLab. As of 2015-07-01, employees who have worked with an employer on temporary contracts for at least two years are entitled to an indefinite contract if the work agreement continues, and this is known as the chain rule (ketenregeling).

The process for New Hires is as follows:

  1. The offer is made by the recruiter per the hiring process.
  2. The Candidate Experience Specialist emails the new team member the Contract Info Request - the Netherlands from GreenHouse.
  3. Ensure the start date is on a Monday, unless Monday is a holiday or the non-Monday date is legally required.
  4. The Candidate Experience Specialist will update the GreenHouse Offer Details with BSN and Date of Birth when the new team member provides the necessary details and then generates the "IT BV Employee Temporary - the Netherlands" contract out of GreenHouse.
  5. The Candidate Experience Specialist will stage the contract for signature via DocuSign, CC the hiring manager, and CC the HRSavvy group email. This will ensure our payroll provider in this location can start their onboarding, well ahead of ours.
  6. Please note that you should not be running a criminal background check for the Netherlands, because they'll be doing a different process (Certificate of Good Conduct/VoGS) instead. Please only run an employment verification.

The People Operation Specialist are in charge of contract renewals. The process the end of the first 12-month GitLab BV Netherlands temporary contract is listed in their Netherlands Renewal Process section of the Contracts, Probation Periods & PIAA handbook page.

GitLab IT BV contracts should only be used for contractors. All Netherlands employees should be issued the GitLab BV contract.

Process for GitLab Team Members in Australia

GitLab has an entity in this location. All team members in this location are employees.

Always ensure the start date is on a Monday, unless Monday is a holiday or the non-Monday date is legally required.

Process for GitLab Team Members in New Zealand

GitLab has an entity in Australia, and New Zealand falls under that entity. All team members in this location are employees.

Always ensure the start date is on a Monday, unless Monday is a holiday or the non-Monday date is legally required.

Process for GitLab Team Members in Ireland

GitLab has an entity (Ireland LTD) in Ireland . All team members in this location are employees.

Always ensure the start date is on a Monday, unless Monday is a holiday or the non-Monday date is legally required.

Process for GitLab Team Members in Singapore, South Korea, or France

GitLab has entities in Singapore, South Korea, and France. All team members in this location are employees, but payroll will be processed through Global Upside. Please be sure to select the correct docusign email template so they will be CC'ed as the final step of the offer process.

Reminder: France requires contracts to be individually drafted by the Legal team. There is a SSOT document where we keep track of these requests.

Always ensure the start date is on a Monday, unless Monday is a holiday or the non-Monday date is legally required.

CXC

GitLab is working in partnership with CXC Global to employ GitLab team-members located in Poland, Ukraine, Romania, Russia, Serbia, & Slovenia. The actual employment contracts will be sent and issued by CXC and are in accordance with local labor law. CXC also handles the processing and payment of payroll and associated taxes and compliance in each of the countries on behalf of GitLab. The contracts themselves are between the individual and CXC.

CXC provides a 12 month contract in these locations, and this can be extended. They are only able to support contractors that have an established entity/company in these countries (listed above). The offer details will be provided to CXC by GitLab's hiring team.

To create the contract:

  1. Offer is made by the recruiter per the hiring process.
  2. The Candidate Experience Specialist emails the new team member the Contract Info Request - CXC from GreenHouse. -Click “Email CANDIDATE NAME” -Select “Contract Info Request-CXC” from dropdown. -CC Recruiter -Click “Send Email”
  3. Ensure the start date is on a Monday, unless Monday is a holiday or the non-Monday date is legally required.
  4. The Candidate Experience Specialist will check if there is a probationary period.
  5. The Candidate Experience Specialist will check if the contract is indefinite or fixed.
    • If the contract is indefinite, select "Indefinite" from the dropdown in "Offer Details".
    • If the contract is fixed, select "Fixed Contract" from the dropdown in "Offer Details" and enter the end date under "End Date".
  6. Once the additional information is received, The Candidate Experience Specialist will generate the PEO form out of GreenHouse. -Click “Generate” -Select “PEO New Hire Template” from the dropdown -Click “Generate”
  7. The Candidate Experience Specialist will stage the form for their own signature via DocuSign, the new team member and the appropriate CXC contact. Contact details can be found in 1password => People Operations Vault => Entity & Co-employer HR Contacts.
  8. The Candidate Experience Specialist should add the candidate to the PEO Tracking Sheet and keep track of communication between GitLab.
  9. CXC will then prepare the SOW and contract.
  10. CXC will then reach out to the candidates directly to coordinate the contract signing and onboarding to CXC's payroll.
  11. Kindly allow a duration of one week for CXC to complete their process. This might mean that a two week notice period to start at GitLab, could increase to three weeks, its important to communicate this duration to new hires in this location.
  12. CXC will inform the Candidate Experience Specialist when the contract is signed.
  13. The Candidate Experience Specialist will mark the candidate as hired.
  14. The CES will adjust the 'Accepted' date to match the 'Sent' date.
  15. The Candidate Experience Specialist will now mark the candidate as hired. See steps 10-12.

Safeguard

GitLab has partnered with Safeguard to hire in Switzerland, Italy,and Brazil. You can also review this document that Safeguard created regarding frequently asked questions about their process.

To create the contract:

  1. The Offer is made by the recruiter per the hiring process.
  2. The Candidate Experience Specialist emails the new team member to gather additional details required to generate the contract.
    • From the GreenHouse profile, under tools, click to email the new team member
    • From the template drop down list select: Contract Info Request - Safeguard
    • Send Email
  3. Ensure the start date is on a Monday, unless Monday is a holiday or the non-Monday date is legally required.
  4. The Candidate Experience Specialist will check if there is a probationary period.
  5. The Candidate Experience Specialist will check if the contract is indefinite or fixed.
    • If the contract is indefinite, select "Indefinite" from the dropdown in "Offer Details".
    • If the contract is fixed, select "Fixed Contract" from the dropdown in "Offer Details" and enter the end date under "End Date".
  6. When the new team member provides the necessary details, the Candidate Experience Specialist will update GreenHouse offer details and generate the PEO form out of GreenHouse.
    • Offer Details
    • Update
    • Nationality
    • Probationary Period
    • Indefinite or Fixed Contract
    • Save
    • Navigate to Offer Documents
    • Generate
    • Click in the white space below Select templates
    • Select PEO New Hire Template from the drop down list
    • Generate
    • Send with DocuSign
    • Template: Offer through DocuSign - Safeguard
    • To User: yourself
    • Add our single point of contact at Safeguard and the global email address to the list of CC email addresses. If they are not populating automatically you can find their contact details in 1password => People Operations Vault => Entity & Co-employer HR Contacts.
    • Preview on DocuSign
    • Select the new team member's name in the upper left hand corner
    • Edit Recipients
    • On the new team member's block change Needs to Sign to Receives a Copy
    • Edit the signing order to yourself 1 and everyone else 2
    • Done
    • Add fields to Section 5 of the form if they do not auto populate: Name, title, email, and date
    • Send
    • Do you want to sign this now? Yes
    • Sign the form
  7. The Candidate Experience Specialist should add the candidate to the PEO Tracking Sheet and keep track of communication between GitLab.
  8. Once Safeguard receives the form they will contact the candidate directly to onboard them. This first contact usually takes 2-3 days, but can take up to a week.
  9. If the Candidate Experience Specialist does not hear back from Safeguard within 72 hours, they will follow up to check if the start date is viable, get timing on when they will hear back and when the new hire will receive their contract and other important employee information.
  10. The new hire should be kept updated by the Candidate Experience Specialist or Recruiter by email. If the contract has not been received by GitLab 5 business days prior to the start date, we'll need to reconsider the start date.
  11. SafeGuard will inform the Candidate Experience Specialist when the contract is signed.
  12. The Candidate Experience Specialist will mark the candidate as hired.
  13. The CES will adjust the 'Accepted' date to match the 'Sent' date.
  14. The Candidate Experience Specialist will now mark the candidate as hired. See steps 10-12.

Preparing Employment Agreements for GitLab team-members employed via Global Upside

GitLab is working in partnership with Global Upside for employing GitLab team-members located in: - India - Phillipines - Kenya - Denmark - Costa Rica - Latvia - Chile

The process for creating and sending an agreement is as follows: 1. The Offer is made by the recruiter per the hiring process. 1. CES sends “Contract Info Request-Global Upside” email to the new hire to collect additional details. 1. Ensure the start date is on a Monday, unless Monday is a holiday or the non-Monday date is legally required. 1. The Candidate Experience Specialist will check if there is a probationary period. - Go to Probationary Periods for Team Members Employed by a PEO and check the candidate's country. - Select the duration of the probationary period (if any) in the "Offer Details" dropdown. If there isn't one, select "N/A" in that field. 1. The Candidate Experience Specialist will check if the contract is indefinite or fixed. - If the contract is definite, select "Indefinite" from the dropdown in "Offer Details". - If the contract is fixed, select "Fixed Contract" from the dropdown in "Offer Details" and enter the end date under "End Date". 1. Once additional details are obtained, update the offer details to reflect all information. The CES should be the signatory. 1. Generate “PEO New Hire Template” in Offer Documents to Send through DocuSign 1. Choose template Offer through DocuSign -Global Upside -To User, Self (CES) -Sign and complete 1. Download the completed Statement of Work in PDF form to upload it into Egnyte. -Make sure the downloaded file is titled with new hire’s full name 1. Once in Egnyte, navigate to “/Shared/GPS/Active Clients/GitLab/IN/HR/Employee Master/Client Upload/New Employee Information” 1. Click Upload to place new hire’s statement of work in this folder 1. Inform the Global Upside team (gitlabHR@globalpeoservices.com) of any new hires by sending email template Email to Global Upside under “Email the Team” in Greenhouse to let them know that a new SOW was uploaded into Egnyte and the employee’s name. 1. The Candidate Experience Specialist should add the candidate to the PEO Tracking Sheet and keep track of communication between GitLab. 1. For candidates from Costa Rica, you will be asked to provide a translation of the job description in Spanish. In this case, you should reach out to the appropriate person in the Localization page. 1. Once Global Upside has drafted up the contract, they will place it in Egnyte and email the CES to review and approve. -CES should double-check that the contract reflects all the correct information that we sent to them. 1. Once the contract is signed by the new hire, Global Upside will notify the CES. 1. Proceed with marking them as hired in Greenhouse, adjusting the ‘Accepted’ date to match the ‘Sent’ date, sending the welcome email, and making sure all other candidates have been rejected prior to marking as hired and closing the req. 1. Lastly, once the background check is completed for the new hire, the CES needs to share that background check with Global Upside. - Send the new hire the 'India - Background Check Notification' email that is located in the candidate email templates. This notifies the new hire that GitLab will be sharing their background check with Global Upside. - The CES will upload the PDF of the completed background check to the safe and encrypted portal, Egnyte, in the 'Background Checks' folder under Client Upload.

Remote.com

GitLab has partnered with Remote.com to hire in South Africa, Mexico, Austria and Hungary. The actual employment contracts will be sent and issued by Remote and are in accordance with local labor law. The offer details will be provided to Remote by GitLab's hiring team.

To create the contract:

  1. Offer is made by the recruiter per the hiring process.
  2. The Candidate Experience Specialist emails the new team member the Contract Info Request - Remote.com from GreenHouse. -Click “Email CANDIDATE NAME” -Select “Contract Info Request-Remote.com” from dropdown. -CC Recruiter -Click “Send Email”
  3. Ensure the start date is on a Monday, unless Monday is a holiday or the non-Monday date is legally required.
  4. The Candidate Experience Specialist will check if there is a probationary period.
  5. The Candidate Experience Specialist will check if the contract is indefinite or fixed.
    • If the contract is indefinite, select "Indefinite" from the dropdown in "Offer Details".
    • If the contract is fixed, select "Fixed Contract" from the dropdown in "Offer Details" and enter the end date under "End Date".
  6. The CES will change the signatory to themselves to stage the offer for their signature.
  7. Once the additional information is received, The Candidate Experience Specialist will generate the PEO form out of GreenHouse. -Click “Generate” -Select “PEO New Hire Template” from the dropdown -Click “Generate”
  8. The Candidate Experience Specialist will choose template Offer through DocuSign -Remote.com and will copy gitlab@remote.com on the email.
  9. In DocuSign, the CES will update the signing order to CES/Signatory as number 1 and all other copied individuals as number 2.
  10. The Candidate Experience Specialist should add the candidate to the PEO Tracking Sheet and keep track of communication between GitLab.
  11. Remote will prepare the New Employee Contract and will inform the Candidate Experience Specialist when the contract is sgined.
  12. The Candidate Experience Specialist will mark the candidate as hired. See steps 10-12.
  13. The CES will adjust the 'Accepted' date to match the 'Sent' date.

Employment Agreements for GitLab team-members in China

GitLab is working in partnership with CIIC to employ GitLab team-members located in China. Signed agreements between GitLab and CIIC are required to employ any new hire. Therefore, there will be a lead time of approximately three weeks prior to starting. As soon as it becomes clear that an offer to a candidate is going to be made, People Ops will reach out to CIIC to begin the process. The process for preparing the agreements between all parties is as follows:

GitLab and New Hire:

  1. Once the verbal offer has been made by the recruiter hiring process complete the Template-GitLab China Employee Offer letter as per How to use this page to prepare a contract.
  2. CIIC require a Chinese version of a Letter of Employment Intent.
  3. Complete the Letter of Intents with all of the information required/known. This should be completed in English first then translated into Chinese using Google Translate.
  4. Once this has been done send the GitLab (Chinese & English) versions of the Letter of Employment Intent to the new hire for their review, completion and signature using DocuSign. Ensure that Peopleops and CIIC are copied.
  5. Once everything has been signed, print and FedEx the Chinese and English Letter of Intents to CIIC. The address can be found in the PEO China folder > China Employment Options > CIIC in the Google Drive.
  6. The Candidate Experience Specialist should add the candidate to the PEO Tracking Sheet and keep track of communication between GitLab.
  7. The PEO will inform the Candidate Experience Specialist when the contract is signed.
  8. The Candidate Experience Specialist will mark the candidate as hired.
  9. The CES will adjust the 'Accepted' date to match the 'Sent' date.
  10. The Candidate Experience Specialist will now mark the candidate as hired. See steps 10-12.

GitLab & CIIC:

  1. GitLab has a Secondment Agreement in place with CIIC, this may need to be updated but CIIC will confirm.
  2. Once CIIC have received the documents they will prepare a payment notice and send this to GitLab (peopleops) for payment. This must be paid upfront and may need CFO approval.
  3. After CIIC receive payment they will reach out to the new hire to complete a Labor Contract.

CIIC & New Hire

Once the Labor Contract has been signed by both CIIC and the new hire the individual can now commence their work with GitLab.

Employment Agreements for GitLab team-members in Germany

Please note, due to German labor law, the stock options are not included in the contract template and are not to be listed on the contract. If the candidate asks specifically for this information to be listed on the contract, please seek guidance from the CES Team Lead and/or Legal.

It is important that the start date for German new hires is far enough out that we are able to mail the contract out for wet signature. If there is a candidate that is able to start within 2 weeks, the electronic DocuSign can suffice as an intent to sign the contract, however, the contract should be sent out with a reasonable amount of time before the start date to ensure it is signed and sent back in a timely manner.

A wet signature is required for German employment agreements the following process must be followed:

  1. The Offer is made by the recruiter per the hiring process.
  2. Ensure the start date is on the first of the month.
  3. The Candidate Experience Specialist sends the new team member the GreenHouse email template: German Contract Step 1.
  4. The Candidate Experience Specialist generates the German Contract form out of GreenHouse and stages for signature though GreenHouse and DocuSign. The Talent Acquisition Manager or the Senior Director of People Success (as listed on the signatory chart above) signs the German Contract.
  5. The Candidate Experience Specialist saves the unsigned contract to be used in a future step. It may require a manual edit to remove the signature tokens.
  6. Once the DocuSign contract is signed you may hire the candidate and send the Welcome Email in Greenhouse.
  7. Using the Greenhouse email template "German Contract to Mail" the Candidate Experience Specialist emails the unsigned contract to a Talent Acquisition Manager, or the Talent Acquisition Director or CPO as backup. Be sure to attach the unsigned contract to that email. Information that will auto populate in the email includes;
    • German Power of Attorney (POA) document (Google Drive: Employee and Contractor Templates and Staging => German Contracts)
    • new team member's name
    • new team member's name address
  8. The CES will then add the candidates name to the Germany Contracts Tracker.
  9. The Talent Acquisition Manager or the VP of Talent Acquisition will print two copies of the unsigned contract, sign and then send them to the new team member by postal service or FedEx (details of the fedex account can be found in 1Password => Secretarial Vault => Fedex).
  10. Once the documents have been sent the Talent Acquisition Manager, they will add the tracking number to the Germany Contracts Tracker.
  11. The Candidate Experience Specialist should set a Greenhouse reminder for 1 week time to follow-up with the new team member if they have not received an update.
  12. When the new team member has emailed stating they received and signed the paper version, the Candidate Experience Specialist will email them back the GreenHouse email template German Contract Step 2.
  13. Once the law firm has received the contract they will scan and email a copy to People Operations Specialist to file in BambooHR.

Employment Agreements for GitLab team-members in Japan

GitLab has an entity in Japan (GitLab GK) and use the GitLab GK contracts in this location. All team members in this location are employees.

Always ensure the start date is on a Monday, unless Monday is a holiday or the non-Monday date is legally required.

Employment Agreements for GitLab team-members located everywhere else (IT BV contractor agreements)

  1. Review the Hiring Status of the location you are working with. If the location has not been evaluated yet, we issue a IT BV contractor agreement.
  2. If the candidate would like to use their own entity for the contractor agreement update the offer details with the Contractor Name and Address. You will use the IT BV Contractor Agreement - C2C in these cases.
  3. Generate IT BV Contractor Agreement - Independent or the IT BV Contractor Agreement - C2C
  4. Select Send with DocuSign
  5. Select the "Offer through DocuSign-IT BV" email template
  6. Update the "To" field to include the GitLab signatory and include the hiring manager in CC field
  7. Select Preview on DocuSign
  8. Once in DocuSign, update the signing order as you would with other contracts and hit send

Adding Relocation Verbiage to Entity Contracts

  1. Candidate Experience Specialist will ensure that there is verbiage clearly stating the terms of the compensation changes for relocation after the new hire’s start date.
  2. CES will ping the Total Rewards team in the Approval Notes.
    • Navigate to the bottom of the candidate’s GH profile
    • See “Approval Notes”
    • Click “Leave a Note”
    • Tag Brittany Rohde in a note to confirm that both compensation values have been approved
    • Tag the Recruiter as CC
  3. Once Total Rewards has confirmed both have been reviewed, generate the appropriate contract
  4. Download the Word version of the contract and upload into Google Drive for editing
    • Navigate to Google Drive
    • Click “New” in the upper corner of the left toolbar
    • Select “File Upload”
    • Select the contract
  5. Add lines at the top of the document for categories to include Compensation for the relocation
    • Example for relocation from ID to CA:
      • CA Compensation: $ USD
      • ID Compensation: $ USD
  6. Update Section 10 Location verbiage:
    • Original
        1. Location. Your employment with GitLab is conditioned upon your permanent legal residence being near Boise, ID. If your permanent legal residence changes from that location you must notify the Company prior to any such changes. Changes to your permanent legal residence could result in a change to your compensation, benefits, and in some circumstances, termination of your employment.
    • Updated
        1. Location. Your employment with GitLab is conditioned upon your permanent legal residence being near Boise, ID and you've disclosed a planned move to San Francisco, CA on or around January 1st, 2021. If your permanent legal residence changes from those locations you must notify the Company prior to any such changes. Changes to your permanent legal residence could result in a change to your compensation, benefits, and in some circumstances, termination of your employment.
  7. Delete out all Tokens
  8. Save and download the contract
  9. Upload in GH by selecting “Upload Replacement”
  10. Ping the Contracts-to-sign channel in Slack and let the recruiter know that you are sending a contract staged for a future relocation
  11. Stage contract as normal
  12. Add tokens back in after changing signing order
  13. Send

Candidate Management Processes

Purpose: To provide guidance on managing candidates in Greenhouse.

Greenhouse Sourcing

How to Transfer a Candidate That Was Rejected to a Different Requisition

If you are sourcing through Greenhouse and want to consider a rejected candidate for a different requisition: 1. In the candidate's Greenhouse profile, navigate to the right sidebar and select Add, Transfer, or Remove Candidate's Jobs. 1. Select the option to Add to Another Job. 1. Select the appropriate "Job" and "Stage" you want to transfer the candidate to > Add to Job. 1. The candidate's profile should now display multiple jobs. Select the job you transferred them to. 1. Under the job's title, select the Pencil Icon to change the source to Greenhouse Sourcing and include the name of the person responsible for sourcing.

How to Transfer a Candidate to a Different Requisition

If you want to consider a candidate for a different requisition: 1. In the candidate's Greenhouse profile, navigate to the right sidebar and select Add, Transfer, or Remove Candidate's Jobs. 1. Select the option to Add to Another Job. 1. Select the appropriate "Job" and "Stage" you want to transfer the candidate to > Add to Job. 1. The candidate's profile should now display multiple jobs. Select the job you transferred them to. 1. Under the job's title, be sure to select the Pencil Icon to update the source if necessary.

How to Transfer a Rejected Candidate to the Same Requisition

If you want to consider a candidate for the same requisition they were rejected from: 1. In the candidate's Greenhouse profile, navigate to the right sidebar and select Add, Transfer, or Remove Candidate's Jobs. 1. Select the option to Add to Another Job. 1. Select the appropriate "Job" and "Stage" you want to transfer the candidate to > Add to Job. 1. The candidate's profile should now display multiple jobs. Select the job you transferred them to. 1. Under the job's title, be sure to select the Pencil Icon to update the source if necessary.

Reviewing Candidate Applications

How to Access the Review Applications Feature in Greenhouse

While only the assigned Recruiter has the Applications to Review widget on their Greenhouse dashboard, other Job Admin users can access that feature one of two ways. Those being:

  1. By accessing a requisition's Job Dashboard tab and referencing the Pipeline box in the upper right-hand corner.
    • If there are candidates in the Get to Know Us stage, a green box will appear that reads, Review Applications.
    • Once inside that feature, you'll be presented with a overall view of the candidate's details and resume, if provided.
    • From this page, a candidate can either be Advanced, Skipped, or Rejected (upper right-hand corner).
    • Additionally, feedback can be left by clicking the Leave Feedback button.
  2. By searching via the All Jobs tab and filtering to see how many new candidates there are to review.
    • To view only your requisitions, please set the following filters:
      • Job Status = Open AND...
      • User = Me AND...
      • Role = Sourcer
    • The Sourcer can then see how many candidates are in the requisition, including how many are "New." To review applications, the user would then click into a requisition and click Review Applications to review the applications.
    • Alternatively, a Sourcer could click into the Candidates tab of a requisition, make sure that the following filters are set, and review applications that way.
      • Status = Active (Profile Details > Status)
      • Job Status = Open (Jobs > Filter by Job)
      • That the Requisition Title is selected
        • This will be auto-selected when accessed via a specific requisition
      • Stage is sorted (early to late)

Requisition Creation Process

Prior to starting the req creation process, a Hiring Manager should follow the steps outlined to create a Job Family or create a MR to edit any relevant Job Family information as needed. For questions specific to Hiring Plans or how to go about making such changes, please refer to the Finance section of the handbook. The Hiring manager will then notify their Recruiter. The information they should be prepared to share with their Recruiter is as follows:

  • Job Title
  • Office or Territory
  • GitLab Hiring Plan ID (if a role for R&D)
  • Job Family URL
  • Employment Type (New Hire or Backfill. If a backfill, the name of the teammate and last day of employment)

Adding Vacancies to the Hiring Plan (DRI: Hiring Manager)

The Hiring Manager carries the responsibility to ensure that vacancies in Greenhouse align to what’s included in GitLab Hiring Plan. Therefore, the Hiring Manager, Finance, and Talent Acquisition can stay aligned on what’s in plan, so that they can track towards their predetermined hiring targets. If you are looking to add or make changes to the GitLab Hiring Plan, please visit the Finance section of the handbook.

Create or Review the Job Family (DRI: Hiring Manager)

Once the vacancy is approved, the Hiring Manager will review the position description in the /job-families folder and update it, if needed. If there is no existing job family, follow the steps to create a new job family. A compensation benchmark for the role should be set by working with the Compensation & Benefits team.

Opening Vacancies in Greenhouse (DRI: Recruiter)

For positions that are included in the GitLab Hiring Plan, the Recruiter will create approved in-plan requisitions.

The Recruiter will:

  1. Log in to Greenhouse and hover over the plus sign in the top right corner of their dashboard, and then click Create a Job.
  2. Click on Start from a copy of an existing job. From there, select Any Status at the top bar, select Draft, and choose the template for the division. Please note that when creating a requisition, the Start from Scratch option should not be used, as important elements needed will not be included.
  3. Once you've selected a template to copy, the first screen will ask for Basic Job Info.
  4. The Internal Job Name is only viewable within Greenhouse, and the External Job Name is what appears on the jobs page. Enter in the requisition's title in these fields, including Specialty, if applicable. These two fields should almost always be the same, but if you have questions, please reach out to the Compensation & Benefits Team.
    • If only internal candidates will be considered for the role, job title should read "CURRENT TEAM MEMBERS ONLY - Job Name"
  5. Department is the department this role will fall under. Always choose a department and not a division (e.g. for a Security Engineer vacancy, choose Security within the Engineering division, and do not choose Engineering). If you are unsure of what department to choose, reach out to the Compensation & Benefits team.
  6. If a requisition can be located anywhere GitLab hires, check Anywhere next to Office. If a vacancy is dedicated to a certain region or time zone, uncheck the Anywhere box and select any of the predetermined regions or time zones. If a region or time zone is not shown in the list, please reach out to the Recruiting Ops Team. In addition to the region or time zone you've selected, it's recommended to also choose Remote so that it's clear to applicants that the vacancy is both located in a particular area but also still remote.
  7. Click Generate IDs to create a requisition ID
  8. Under Employment Type, select if your vacancy is a Full-Time, Part-Time, Intern, or Contract role. We strongly advise offering both full-time and part-time options for most requisitions. Please note that Contract refers to a true consultant, who works on short-term projects. This is seldom used.
  9. Salary will be input by the Total Rewards Team. The salary can be found in the Compensation Calculator, which is available to all team members and advanced candidates.
    • Take the benchmark x level x 0.45 for the low end and benchmark x level x 0.8 on the high end.
    • For roles not in the compensation calculator: Leave blank if not known. The Total Rewards team will edit as the first level of approval. The Total Rewards will pull survey data in San Francisco for this role then apply the same formula for 0.45 on the low end and 0.8 on the high end.
  10. Colorado Salary will be input by the Total Rewards Team if the role accepts US applicants, unless the role is state-specific outside of Colorado (eg. a sales role that will only hire in Florida and Georgia). Recruiters can use 0-1 as the range as a placeholder when submitting the req for approval.
  11. Scroll down to the Openings Secton
  12. Click Generate Opening IDs to create an opening ID
  13. Enter the Target Start Date as listed on the GitLab Hiring Plan
  14. Enter the Hiring Manager
  15. Under Type choose if this is a New Hire or a Backfill. If you select Backfill, please enter the name of the teammate you are backfilling on the line below.
  16. Enter the GHP ID listed on the GitLab Hiring Plan
  17. For roles that accept US applicants, at the bottom of your job post, manually edit and enter the range for the listed role and level for the entire Colorado location, listed as $XX,X00 - $XXX,X00 in the template paragraph listed below. To find this range, go to the Colorado Range field in the Offer Details, and paste it into the template section. You do not need to do this step if you will only be advertising your req in specific states (eg. a sales role that is only for Florida and Georgia).

Template: For Colorado residents: The base salary range for this role’s listed level is currently $XX,X00 - $XXX,X00 for Colorado residents only. Grade level and salary ranges are determined through interviews and a review of education, experience, knowledge, skills, abilities of the applicant, equity with other team members, and alignment with market data. See more information on our benefits and equity. Sales roles are also eligible for incentive pay targeted at up to 100% of the offered base salary. Disclosure as required by the Colorado Equal Pay for Equal Work Act, C.R.S. § 8-5-101 et seq. 1. Click Create Job & Continue. 1. The next page consists of all of the attributes interviewers will be evaluating for candidates in their scorecards across the full interview process. These may not be known until after the Kick-off Session and may be skipped during the initial setup of the REQ. The Recruiter will pdate the scorecard after the kick-off Session. 1. Click This looks good, NEXT at the right of your screen. 1. The Interview Plan, is where you'll craft the hiring process and scorecards for each step in the process. The interview plan may not be known until after the Kick-off Session and may be skipped during the initial setup of the REQ. The Recruiter will update the interview plan after the Kick-off Session. 1. Click This looks good, NEXT at the right. 1. The Hiring Team is where you select who will be working on this vacancy and what access they should have. - Scroll to the Who's responsible for this job? to assign the Hiring Managers, Recruiter(s), Coordinator(s) and Sourcer(s). Everyone who will be involved in interviewing may not be known until after the Kick-off Session. The Recruiter will update the Hiring Team after the Kick-off Session. 1. Click This looks good, NEXT at the right. 1. Approvals section is where you can add any notes here for the vacancy where it says Leave a note. - If you were unable to determine the compensation information tag the Compensation and Benefits team in the Approval Notes section with an @ mention. - @ mention the Hiring Manager, Recruiter, Sourcer, Sourcing Manager, and People Business Partner (PBP) so they know the REQ has been submiotted for approval. 1. Click This looks good, NEXT at the right. 1. Setup Notifications: - Weekly Recruiting Report: - Hiring Manager - New Internal Applicants: - Hiring Manager - Recruiter - New Referrals: - Hiring Manager - Recruiter - New Agency Submissions: - Hiring Manager - Recruiter - Approved to Start Recruiting: - Hiring Manager - Executive - Recruiter - Sourcer - Sourcing Manager - People Business Partner according to business alignment - Offer Fully Approved: - Hiring Manager - Executive - Recruiter - Sourcer - Recruiting Manager - Sourcing Manager - People Business Partner according to business alignment - New Scorecards: - Recruiter - All stages - Hiring Manager: - Team Interview stage - Stage Transitions: - N/A 1. Scroll to the bottom of the page and click Request Approval. 1. You'll be redirected to the vacancy in Greenhouse, where you can review the vacancy, make any changes, or make any updates.

Setup Child Epic, Weekly Check-In Issue, and Kick-Off Issue

  1. Create a Child Epic in the Talent Acquisition Project Project. Child Epics should be created in the correct Functional Parent Epic: Title: Function: Job name, Greenhouse req/opening number Due Date: Target Start Date Labels: Division and Department
  2. Open up a kick-off issue and attach to the Child Eric
  3. Open a weekly check-in issue and attach to the Child Epic.

Kick-off & Finalize Greenhouse Setup (DRI: Recruiter)

The Recruiter will:

Complete the Kick-Off

  1. Schedule a Kick-off Session or complete a-sync with the Hiring Team.
  2. Notify the CES Team inside the kickoff issue so the job can be published to the Careers Page

Post the job internally

  1. Create or update the Job Post under Job Setup, which will hold the vacancy description. Next to the name of the vacancy, click the pencil icon to edit the job post. To view the full job description, view our handbook (insert job family url). The compensation calculator can be found through this url. Additional details about our process can be found on our hiring page.
    • Job Name - if only internal candidates will be considered for the role, job title should read "CURRENT TEAM MEMBERS ONLY - Job Name"
    • Post To should always be Internal.
    • Location always keep Remote listed in addition to any location requirement.
    • Application Language should always be English.
    • Description should be the copy/pasted from the job family on GitLab.com with the relevant information for the level/specialty/etc.
    • Be sure to add the Compensation section as a header and hyperlink the view our handbook to the correct job family link: Compensation
  2. If there are any links in the description, click on the link, then click the link icon in the text box toolbar, then change Target to New Window, then click Ok and repeat for any other links in the description; this will ensure all links work properly.
  3. For the Custom Application Questions, ensure the following questions are included:
    • LinkedIn Profile
    • Please let us know if there are any adjustments we can make to assist you during the hiring and interview process.
  4. Settings
    • Send Confirmation Email to Candidates: select the Internal Auto-Reply after Application from the drop-down list
    • Application Confirmation Page: Default
    • Uncheck Include Custom Demographic Questions
    • Uncheck Include EEOC Questions
    • Uncheck Include 'Apply with SEEK' button
  5. Click Save.
  6. If there is an External Job Post, please delete it by clicking the ellipsis (•••), then Delete.
  7. Click the red button to publish the vacancy to our internal job board.
  8. After publishing, announce on Slack in #new-vacancies for team members to apply or send in referrals.
Slack message template:

New Job Alert: TITLE
Apply internally: LINK
Review how to make a referral: https://about.gitlab.com/handbook/hiring/referral-process/

Update the Scorecard

  1. Update the Scorecard after the kick-off Session. The attributes are typically split up into various categories, such Requirements (copied from the job family), Responsibilities (copied from the job family), Skills, Traits, and Values (standard across all roles, see additional info in the next step).
    • These can be adjusted as needed, but every attribute listed should be a must-have and not a nice-to-have.
    • If you want to include nice-to-haves in the scorecard, please create a new category called Nice-to-haves and add any applicable attributes there, making sure that your entire interview team knows that if a candidate does not meet any of those attributes it is not a negative against them.
  2. To create a new category, scroll to the bottom of the screen and select Add a Category, and add the name of the category. In the category you can add additional attributes.
  3. To remove a category, hover over the category, and click, Delete Category.
  4. The only required category is Values, which should never be deleted. The values are listed in such a way to match how the values listed on our contracts.
    • Collaboration: Helping others, even when it is not immediately related to the goals that I am trying to achieve. Similarly, I will rely on others for help and advice.
    • Results: Doing what I promise for my fellow team members, our customers, our users, and our investors.
    • Efficiency: Caring about working on the right things, not doing more than needed, and not duplicating work. Dogfooding: Willingness to work with git and GitLab, using GitLab workflows within the team. (this attribute falls under the efficiency value and is called out separately, not as an additional value, but as an important key to success)
    • Diversity, Inclusion, and Belonging: Fostering an environment where everyone can thrive and feel included.
    • Iteration: Doing the smallest thing possible and get it out as quickly as possible.
    • Transparency: Being as open about as many things as possible.
  5. Add Custom Questions to all interviews in the Team Interview Stage. Every interviewer must have a place to include "Pros" and "Cons". How to add custom questions.
  6. To edit the attributes within a category, click Edit next to the category. You can then change the name of attributes, delete attributes, add brand new ones, or choose existing attributes from other vacancies. Keeping the attribute names the same and choosing existing attributes from other vacancies is recommended so that the attribute choices remain streamlined. However, if you have a particular attribute for this role that needs to be evaluated, don't hesitate to add it.
  7. Click Save once you've configured your attributes and categories. If you don't want to save your changes after you've clicked Edit under a category, click Cancel.

Update the Interview Plan

  1. Update the Interview Plan after the Kick-off Session.
  2. Every vacancy should have an Get to Know Us stage. This is also known as Application Review by the Greenhouse Milestone.
  3. Some vacancies have an Assessment as the second stage in the process.
    • If your vacancy requires an assessment but there is no assessment stage already added, scroll to the bottom of the page and click Add a Stage.
    • From there, you can either click Copy from another job? at the bottom of the pop-up and select a vacancy you know has an assessment. Click on Assessment, then Add.
    • If you're not sure of another vacancy that has an assessment, you can scroll to the bottom of the pre-populated list and select Take Home Test, then Add.
    • Once added, hover over the new stage and click the pencil next to the stage name and change the text from Take Home Test to Assessment. Then hover over the second Take Home Test on the right of the stage and change the text again.
    • The assessment stage must be added using one of the two methods above, or it will not work properly. If you have any questions about this, please reach out to the talent acquisition operations team.
    • Once your assessment stage is created, or if it is already included, click Edit in the stage. You'll then want to select any attributes you want the grader of the assessment to focus on. This will typically be more technical in nature, but select whatever seems appropriate.
    • Scroll down to Email to Candidate. This is where you'll include the actual assessment questions. The "From" should be {{MY_EMAIL_ADDRESS}} and "Subject" GitLab Application - {{CANDIDATE_NAME}} - {{JOB_NAME}} Questionnaire. In the Body, craft an email and insert your assessment questions. Below the body, make sure that the link for candidates to submit tests is ON. You can also add any attachments below that field if necessary.
    • Scroll down to Grading Instructions and include any specific items you want your graders to look out for when they review the candidates' answers. You can copy this section over from another job if applicable.
    • Under Custom Questions, be sure that there is either a Full Notes custom question or that you add one. To add it, simply click Add Custom Question, title it Full Notes, choose Text as the answer type, and click Add Custom Question. If there are any other specific questions you want your graders to answer when reviewing the assessment, feel free to add them here. They can be required or not, depending on your preference.
    • Under Graders and Notifications, search for members of your team who can grade the assessments. You can select multiple people at this point, and when the assessments are actually sent out to candidates, each grader will appear and the person sending the assessment can delete extras so it is only sent to one person. You can also select who you want to be notified when the test is received; the test graders should absolutely be selected, and it's recommended for the recruiter to be notified as well. You can select any additional people to be notified as well if desired.
    • Finally, under Additional Settings, check This interview requires scorecards to be submitted and leave unchecked Hide candidate name and details from grader.
    • Then click Save.
  4. The next stage is the Screening call stage, which should be standard across the organization. Click Edit on this stage, scroll to the bottom, and choose the recruiter as the default interviewer and set interview duration to 30 minutes. It is important for this stage to be named the same across the organization for reporting purposes.
  5. The next stage is Team Interview, where the candidates will meet with peers and the hiring manager. Under this stage, you should see multiple interviews. They are typically called 1 - Hiring Manager, title (name), 2 - Peer Interview, title (name), 2 - Peer Interview, title (name), etc. You can also add additional interviews such as 3 - Director Interview, title (name), 4 - Demo with Panel, titles (names), or other names that work for your interview plan.
    • The Team Interview stage should be laid out according to steps, indicated by the 1, 2, 3, etc. There can be more than 1 interview in a step to help speed up the interview process and reduce our apply to accept KPI.
    • The interview plan should be defined during the intake call to include what attributes from the scorecard each interviewer is addressing as well as standard questions each interview should ask.
    • The interview plan should be duplicated in the hiring process repo.
    • The interview plan should also be defined on the job family page under the Hiring Process section.
  6. For each interview, click Edit.
    • Select the appropriate attributes to focus on in that interview.
    • To the right of Interview Prep, choose how long the interview should take (e.g. 30 minutes, 45 minutes, 50 minutes, etc.).
    • Include the purpose of the call and questions the interviewer should ask. You can copy this over from another vacancy if applicable.
    • Under Custom Questions, be sure that there is a Full Notes custom question in addition to the interview specific questions.
    • To add additional questions, click Add Custom Question, title it Full Notes, choose Text as the answer type, and click Add Custom Question.
    • Choose default interviewers. If you have multiple team members that can interview, feel free to input all of their names, and the CES will choose one interviewer when scheduling the interview. This gives visibility to everyone who is trained and ready to perform interviews for this vacancy.
    • The two Additional Settings should both be checked.
    • Click Save.
  7. Some teams prefer to have the hiring manager stage broken out separate from Team Interview stage and in that case, a stage labeled Hiring Manager Interview should be added. To add a new interview in a stage, hover over the stage and click Add Interview, then you can copy over an interview from another job or create a new one. You can also move the interviews around within the stage and change the interview names. Executive Interview are included in this stage. Depending on the level of the role the executive interviews may be conducted at the end or at any point in the team interview stage. You can customize as needed, including selecting attributes, adding custom questions, setting the interview length and selecting a default interviewer.
  8. The next stage is Background Check & References, with at least three sections; a former manager and two former peers. These can be customized as needed. For executive-level roles, it is suggested you include the following; two former managers, two former peers, two former direct reports, and back-channel. The background check is performed during this stage.
  9. There is an optional Justification section used by the R&D division. This section should include three questions:
    • In what specific way(s) does this candidate make the team better?
    • What flags were raised during the interview process?
    • How do we intend on setting this candidate for success?
  10. The last stage is the Offer stage and cannot be edited or removed. Some important notes about the interview plan:
    • Every interview should be evaluating values add in the attributes section.
    • On occasion, there may be additional or fewer stages than represented here, but these stages should be consistent as much as possible in order to maintain data integrity for reporting. The interviews within the stages can be adjusted as needed.
    • If a candidate will have more interviews in a stage than predetermined, you can add additional interview events as long as the candidate is in the stage where you need to add the additional event.

Update the Hiring Team

  1. Update the Hiring Team after the Kick-off Session.
  2. The Hiring Team is where you select who will be working on this vacancy and what access they should have.
    • Scroll to the Who's responsible for this job? to assign the Hiring Managers, Recruiter(s), Coordinator(s) and Sourcer(s).
    • Scroll to the Who can see this job? section to set permissions to the team members who will need access. Search for someone's name click the pencil and select the correct access level from the drop-down.
    • Search for every person who will be in the hiring process, whether they will be grading assessment, reviewing new applications, or performing interviews.
    • You may need to go back to the interview plan to add the interviews if it did not let you add them before completing this step.

Update Notifications

  1. Review notifications and ensure they align to the preferences of you and the hiring team.

Publish the Job to the Careers Page & Review Greenhouse Configuration

  1. Once a job has been setup in Greenhouse and posted to the GitLab job board it will be automatically posted to the Careers Page.

The Candidate Experience Team will:

  1. Review the configurations the Talent Acquisition Manager and Recruiter made and ensure everything is correct; reach out to them to ask clarifying questions if there is anything you don't understand or if there is anything missing.
  2. Ensure each stage is labeled correctly for reporting purposes:
    • Get to Know Us
    • Screening
    • Assessment
    • Hiring Manager Interview
    • Team Interview
    • Technical Interview
    • Justification
    • Background Check & References
    • Offer
  3. Confirm each person in the hiring process has appropriate access and upgrade if necessary in Greenhouse.
  4. Confirm each interviewer has completed an Interview Training Issue.
  5. The CES may choose to send the following email to each member of the interview team: Subject: Interview Training Issue and Google Office Hours Body: Can you please make sure you have your office hours set up in your calendar? This will help me schedule the interview right the first time and save you and the candidate time and frustration. You can learn how here. Also, if this is your first time conducting interviews on behalf of GitLab I will need to create an interview training issue for you. Please let me know if that is the case. As always, If you have any questions let me know! Thanks, xxx

Publishing jobs to LinkedIn

All jobs created in Greenhouse are setup to be automatically posted to LinkedIn using their job wrapping feature.

If the job should only be advertised in a specific country (e.g. Japan, Germany), the LinkedIn Job Wrapping codes are not necessary. Simply list the job as location = "Remote, Country".

  • Do not select the option to Publish to Free Job Boards within Greenhouse as this information will override the location information.

If the job is regional (e.g. APAC, EMEA, LATAM), recruiters can make sure it is added to LinkedIn by following the steps below:

  • Click on the < > on the menu bar in the description text box to open the source code
  • Scroll to the bottom of the pop-up
  • Paste the following HTML <div><span style="font-size: xx-small;"><span style="color: white">Remote-XXX</span></span></div> at the bottom and change the letters in Remote-XXX to the appropriate code for the current available LinkedIn Job Wrapping location(s)
  • Please copy directly from the sheet because spaces matter
  • The default tag should be Remote-Global if no other locations were given by the recruiter
  • GitLab team members can review job wrapping tags here
  • Click Ok

Publishing jobs to Indeed and Glassdoor

Our jobs are now set up to automatically go to Indeed and Glassdoor and be posted as remote roles on both sites.

Recruiters should unselect or leave unselected the option in Greenhouse to "publish to free job boards" as this requires us to input city, state, and country data that overrides the remote job listing. There is an automation in place to automatically send jobs to Indeed and Glassdoor.

Publishing Vacancies on External Job Boards

Sometimes we need to post vacancies on specialist job boards to attract talent. The budget for this will come from the Department with the open vacancy, and department leaders will need to approve the neccessary budget.

Talent Acquisition Process Framework - Acquisitions

{: #framework-acquihires}

What is an Acquistion hire?

An Acqusition hire is any hire which was made as a direct result of acquisition of a company as per our acquisitions approach. This page outlines the process for all parties privy to the acquition on the recruiting aspects.

The Process

  1. Create a slack channel with #acq-talent-acquisition-(acquisition project name), add all relevant team members to the channel and provide specific details on the confidential nature of the acqusition.
  2. Notify the Talent Acquisition Manager/Lead of the need to process candidates as part of the acquisition at least 2 weeks before (where there are 3+ candidates) the final decision on the candidates needs to be made.
  3. Provide the details of the team they will be joining, the interview process if different from our Standard Interview process, the hiring manager an director responsible for the process. For engineering candidates joining the process is an abbreviated one to our standard one as described on our acquisition process
  4. Talent Acquisition Manager/Lead to gain a dummy GHP ID
  5. Talent Acquisition Manager/Lead will open a Requistion in Greenhouse that will house all the acquisition candidates.
  6. Talent Acquisition Manager will assign the Requsition to a Recruiter who will manage the Interview process.
  7. Provide candidate details i.e. Resume or Linkedin Profile, to the recruiter so they can process the candidate in Greenhouse.
  8. Talent Acquisition Manager will gather details specific to the offer letter for each candidate from the Dir. Corp Dev as per our acquisition handbook
  9. When a acquisition candidate has completed the process, the recruiter responsible will update the Slack Channel with the results.
  10. Once complete we will follow the standard process of background checks, offer approvals and offer process as outlined here Hiring
  11. There are some edits that may be allowed in a acquisition contract, however, must be approved by GitLab's CFO and Legal team. The CES will be told explicitly that these can be added to the contract.