Internal BambooHR use

TODO

Vendor management

Automation and workflow creation

How to create a profile

BambooHR profiles are created automatically when someone is marked as hired in Greenhouse via integration. However, here are the steps to create one manually:

Creating a Job Title

This action is not always needed. We need to create a Job Title only when it is new to BambooHR.

  1. Go to Settings
  2. Click on Employee Fields
  3. Job Title
  4. Write the new title on the field and click Add

Steps to creating a Job Title

Creating a profile

On the Home page, click on New → New Employee top right of the screen.

Steps to creating a profile

Complete as many of the fields possible. Look at the next section to know which fields we complete and how. Keep in mind that when creating a profile manually, the Options and Commission fields don’t appear. You will need to go to the profile after it’s been created to complete those missing fields.

Profile Fields and how to complete them

Here are all the fields in a profile and how we must complete them:

Personal Tab

Basic Information

FieldOptionsCompleted byComment
Employee #Free textAutomatically assigned
StatusActive; InactivePeople team/Integration
NameFree textPeople team/IntegrationLegal full Name
Preferred NameFree textPeople team/IntegrationDisplayed name in all integrated tools (e.x: Slack, Gmail, Lattice)
Preferred SurnameFree textPeople team/IntegrationDisplayed surname in all integrated tools (e.x: Slack, Gmail, Lattice)
BirthdateDate selectorTeammate
SSNFree textLeave blank
GenderDecline; Female; Male; Non-BinaryTeammate
Marital StatusSingle; Married; Common Law;Domestic PartnershipTeammate
Shirt SizeXSmall-XXLargeTeammate
PronounsHe;She;They;ZeTeammate
TimezoneTZMulti select: TimezonesPeople team/IntegrationThis is one of the most important fields to complete. It is integrated with Okta; Okta activation for new teammates is scheduled based on this field
Time ZoneFree textLeave blank
RegionEurope; North America - East; North America - WestPeople team/IntegrationTeammates are grouped in these three regions. North america includes USA and Canada. All other countries fall under Europe.

In the image below, you can see in red the fields the People Team must complete before someone starts:

Fields that must be completed in the basic information section

Address & Mailing Address

These two sections must be completed by the teammate. Both sections have to be filled out, even if the information is repeted.

Contact

  • Phone: Completed by teammate
  • Email: Completed by People
    • Work email: Manually entered by People team. This is the first step and one of the most importatn steps. It is integrated with Okta: Once we complete this field, Okta created the email in Google Workspace. If this field is empty, no users will be created and we won’t be able to give teammates access to any of the tools they need. Please follow the following convention: preferredName.preferredSurname@sourcegraph.com
    • Personal email: Integrated via Greenhouse. If not, manually entered by People team
  • GitHub: Completed by People. If this hasn’t been provided by the teammate before their start date, they must complete this field on their first week as part of their onboarding checklist.

Education

Leave blank

Assets

  • Computer Serial Number: Completed by teammate

In the image below, you can see in red the fields the People Team must complete before someone starts:

Fields that must be completed in the contact and social links section

Job Tab

FieldCompleted byComment
Hire DateAutomatically assignedThis is one of the most important fields to complete.
EthnicityTeammate
EEO Job CategoryLeave blank
Veteran statusTeammate
Direct ReportsAutomatically assigned
Sexual OrientationTeammate
Disability statusTeammate
People ManagerPeople teamComplete before start date

In the image below, you can see in red the fields the People Team must complete before someone starts:

Fields that must be completed in the job section

Employee status

All three fields need to be complete before start date:

  • Effective date: Same as start date
  • Employee Status: Each teammates should be one of either:
    • Contractor: Not used
    • Full-Time (Non-US Teammate)
    • Full-Time (Non-US Teammate) - Intern
    • Full-Time Employee (US Teammate)
    • Full-Time Employee (US Teammate) - Intern
    • Full-Time PEO Employee (Non-US Teammate)
    • Furloughed: Not used
    • Part-Time Contractor: Part time contractor (external people we contract their services for a defined amount of time)
    • Temporaty Contractor: Full time contractor (external people we contract their services for a defined amount of time)
  • Comment

Compensation

Complete before start date:

  • Effective date: Same as start date
  • Pay Schedule:
    • Monthly: Non US teammates
    • Twice Monthly: US teammates
  • Pay Type: This field is linked to Lattice, so it’s important to give the right type
    • Salary (gets Lattice access)
    • Hourly (for Interns, Temporary & Part time contractors - they don’t get access to Lattice)
    • Commission Only (not used)
  • Pay Rate: Compensation. Make sure it is in USD. Cadance will be per Year for all teammates and hourly for Interns, Temporary & Part time contractors.
  • Overtime Status: Exempt for all teammates and Non-Exempt for Interns, Temporary & Part time contractors. Make sure to add the correct cost of extra hours.
  • Change reason: Complete
  • Comment: Add insight
  • Compensation Category and Level: Confirm with Talent if you don’t know.

Job Information

All of the following must be complete before start date:

  • Effective date: Same as start date
  • Location: Remote
  • Division
  • Department
  • Job Title: if it doesn’t exist, follow the instructions above in Creating a Job Title
  • Reports to
  • Cost Center: we use this field to sync with our financial systems through Okta.

Options

Complete before start date:

  • Status:
    • Proposed, Not Yet Granted: before Sourcegraph’s Board of Directors approves them
    • Granted: after Sourcegraph’s Board of Directors approves them If you are not sure, contact the Legal team.
  • Number of options
  • Vesting Date: Same as start date Leave the rest blank until they are approved by the Board.

Commission

Not all roles have commissions. For those who do, all of these must be completed before start date:

  • Commission date: same as start date
  • Commission amount: in USD
  • Paid per: Year
  • Commission Pay Type: Commission
  • Pay Schedule: Monthly
  • Overtime Status: Exempt
  • Commision Change Reason
  • Comments

Bonus

This is rarely used. When needed, complete all field.

Editing a profile

There are different ways of editing a profile.

Personal tab

All of these fields can be updated or edited by typing the new/correct information.

Once the changes are made, click on Save changes to make them effective.

Some of these fields can be edited by teammates. When they do, the People team receives a notification and have to approve the changes before they show in BambooHR.

Job tab

Just like in the Personal tab, all free style and drop down fields can be updated/edited and we’ll have to click on Save changes for them to be effective.

For Employment Status, Compensation, Job Information, Options, and Commission, there are two ways of changing the information:

Editing To edit the information, put the cursor on the line you want to edit and click on the pencil. Make the changes and the line will be edited. The same applies for removing the line.

This only applies for mistakes. We do not edit lines if something in the teammate’s employment changes. When that’s the case, we update by adding a new line.

How to edit a field

Updating We update information by clicking on + Update XXX. This will add a new line on top of the excisting ones. A good example of when we do this is when a teammate has a new manager o a change in compensation.

Keep in mind Effective Date refers to the day the change will be effective, not the date we are doing the update.

How to edit a field

How to terminate someone

Go to the person’s profile, and update Employment Status in the Job tab.

Complete the following fields:

  • Effective Date (departure date/paythrough date)
  • Employment Status: Terminated
  • Termination Type: Voluntary/Involuntary/Mutal Separation
  • Termination Reason
  • Eligible for Rehire:
    • Yes:
      • No PIP
    • No
      • PIP
      • Any of these reasons [COMING SOON]

Under Employment Status, complete:

  • Attrition Type:
    • Regrettable
    • Non-Regrettable

For managers with direct reports, confirm with terminated person’s manager what the new reporting structure will be and update it in BambooHR. The report change should be effective after this person’s last active day (System Deactivation Date/Last day), which may not necessarily be the same as departure date or last pay date.

Rescinded offers/acceptances

If someone has signed their contract but will not be starting after all, we need to terminate them in BambooHR. The process is the same as explained above, however, we must add a note in the Employment Status comment section. This is what we state:

  • If we rescinded the offer: “Offer rescinded”
  • If the person decided not to join: “Withdrew acceptance before onboarding”

Keep in mind that the start date will be after the rescinding of the offer, therefore the start date will override the rescinding date. We will need to delete the start date entry.

Integrations

Fields access to other tools (lattice)

Permissions

Approving changes

Personal information Role/Compensation/Promotion/Spot Bonus

Reports for Management (setup)

Data audit and hygeine

General reporting for partners/customers