After the Offer Acceptance

This page outlines all steps that the team takes after the candidate has officially accepted our offer.

The interview lifecycle

Onboarding process for US-based teammates & contractors

After the candidate formally signs the offer letter via DocuSign, the Recruiter takes the following steps to onboard the new teammate:

Step 1: Via Greenhouse, the Recruiter sends a welcome email to the candidate by selecting the "welcome email from recruiter - US" or the "welcome email from recruiter - Non-US"template, depending on the location of the new Teammate.

Step 2: The Recruiter confirms that the open, start and hired dates are correct, ensuring accurate time-to-fill data.

  • To view/edit this information in Greenhouse, click ‘Job Setup’ and then ‘Job Info’. This will show you the role details and you can confirm that all of the information is correct.

Step 3: The Recruiter confirms the candidate source information is accurate, ensuring accurate source data.

  • To view/edit source information, click the ‘Details’ tab on the candidate’s Greenhouse profile and scroll down to the ‘Source and Responsibility’ section. Confirm that the Source, Recruiter, and Coordinator are correct and if needed, edit the information by clicking the pencil button beside each field.

Step 4: The Recruiter confirms that the candidate’s profile name in Greenhouse matches their legal first & last name, which can be found on the signature page of their signed offer letter.

Step 5: The Recruiter declines all other candidates if we are closing the role / not hiring for multiple positions.

  • Click here to learn how to decline candidates.
  • If hiring for multiple positions:
    • Do not hire multiple people under the same job req in Greenhouse.
    • You must open a new job in Greenhouse and transfer the candidate’s profile and scorecards over.

Step 6: The Recruiter marks the candidate as “hired” in Greenhouse.

  • Click the “Mark candidate as hired” button found in the “offer details” section of the candidate’s profile
  • Select Close Reason: “hire-new headcount” or “hire-backfill”
  • Click either "Yes" or "No" in the “Keep Job Open” section. Only keep the job open if we are hiring for multiple openings
  • Select "Yes" for “Make Candidate Private”
  • Select "Yes" for “Export to BambooHR
    • If you don’t see an option to export to Bamboo, please ensure your Bamboo integration is active by following these steps
  • Email a summary of this candidate to:
    • Onboarding Email
    • VP of People & Talent
    • Recruiting Director
    • Hiring Manager

Step 7: The Recruiter sends a “thank you for participating in the interview process” note to the interview team in the role-specific Slack channel

Step 8: The Recruiter archives the channel after people respond

Step 9: The Recruiter asks the Hiring Manager to make a announcement of the candidate’s acceptance in the Slack #hiring channel.

Step 10: The People Operations team then works with the candidate to onboard them and get them set up for their first day!

Onboarding process for PEO hires

You need approval to bring a candidate on via Deel from People Ops.

Process for approvals: Post in #peo-visa-hiring-exceptions with the candidate’s name, country, and situation/need for exception and tag Debbie Johnstone or Marija Petrovic. Once the candidate has received approval to proceed with Deel fill out this form so that Marija Petrovic can create the candidate’s contract in Deel

PEO contract process:

  • Deel admin creates contract using the information Talent has provided via the Google Form.
  • Deel team reviews contract
  • Deel admin reviews contract
  • (If contract strays from the above, escalate by posting in #success-deel-sourcegraph and tag Legal)
  • Deel admin signs contract and pays invoice
  • Deel team sends the candidate their contract for signature
  • Once candidate signs, Deel team commences employment verification and Deel onboarding (candidate will be asked to provide any necessary ID and/or visa documents)
  • Once candidate’s documents are verified, they are ready to commence their Sourcegraph onboarding process depending on their start date

Step 1: Via Greenhouse, the Recruiter sends a welcome email to the candidate by selecting the “welcome email from recruiter - PEO” template.

Step 2: The Recruiter confirms that the open, start and hired dates are correct, ensuring accurate time-to-fill data.

Step 3: The Recruiter confirms the candidate source information is accurate, ensuring accurate source data.

Step 4: The Recruiter confirms that the candidate’s profile name in Greenhouse matches their legal first & last name, which can be found on the signature page of their signed offer letter.

Step 5: The Recruiter declines all other candidates if we are closing the role / not hiring for multiple positions.

Step 6: The Recruiter marks the candidate as “hired” in Greenhouse.

  • Click the “Mark Candidate as Hired” button found in the “Offer Details” section of the candidate’s profile
  • Select Close Reason: “hire-new headcount” or “hire-backfill”
  • Click either "yes" or "no" in the “Keep Job Open” section. Only keep the job open if we are hiring for multiple openings
  • Select "Yes" for “Make Candidate Private”
  • Select "Yes" for “Export to BambooHR
    • If you don’t see an option to export to Bamboo, please ensure your Bamboo integration is active by following these steps
  • Email a summary of this candidate to:
    • Onboarding Email
    • VP of People + Talent
    • Recruiting Director
    • Hiring Manager

Step 7: The Recruiter sends a “thank you for participating in the interview process” note to the interview team in the role-specific Slack channel

Step 8: The Recruiter archives the Channel after people respond

Step 9: The Recruiter asks the Hiring Manager to make a announcement of the candidate’s acceptance in the Slack #Hiring channel.

Step 10: The PEO team then works with the candidate to onboard them from a compliance perspective and our People Ops will ensure we get them set up for their first day!

Note: Any questions or status updates regarding the status of a PEO contract or onboarding details will be communicated with the PEO provider slack channel.

Changing a new hire’s start date

If a new hire needs to change their start date, the Recruiter follows the below steps:

Step 1: Send the below Slack to Ines & Carly in the #onboarding-internal Slack channel to request approval to change the start date.

  • Please note: All requests must be at least 5-days before the new start date to allow enough time for People Ops to onboard.

“Hi team, we have a candidate who would like to move their start date. Please find their updated details below. Do we have the green light to make the change? If so, I will update the hire date in Greenhouse and will send an email with the updated start date.

  • Name: ____
  • Original start date: __
  • New start date: (must be a cohort date): __”

Step 2: Update new start date in Greenhouse (in the offer section).

Step 3: Send email to candidate (reply all to the "welcome email from recruiter") confirming their new start date.

Actioning a Revoked Offer

If a new hire decides not to join us after being marked as Hired in Greenhouse but before their start date, these are the steps to follow.

Step 1: The Recruiter will inform the following people that the new hire will no longer be joining Sourcegraph and provide any information/reasoning as to why the new hire made this decision:

Step 2: The Recruiter will also inform the Tech Ops team that the new hire is no longer joining the team and confirm whether the laptop has been ordered and shipped already via the #it-tech-ops slack channel.

  • If the laptop has been shipped, the Tech Ops team will own the laptop retrieval process.
  • If the laptop has not been shipped, no action is needed from the Recruiter.

Step 3: The Recruiter will discuss next steps with the Hiring Manager.

  • Were there other finalists the team was excited about that they would like to extend the offer to now?
  • Were there any other candidates in-process that we’d like to loop back in to complete interviews?
  • If not, the Recruiter will begin sourcing and recruiting to rebuild the pipeline.

Step 4: The Recruiter will re-open the role in Greenhouse.

  • Use the “Unhire” function on the candidate profile.
  • After the candidate has been unhired, action the candidate out of the pipeline. Mark as “Withdrew” and add notes explaining why.
  • Re-open the req. in GH by searching for the req using the “Closed” job filter, then selecting “Open as Draft” and request approval.

Step 5: If the hiring team wants to rebuild the pipeline and accept new applicants, make sure the role is posted to our Careers Page and begin recruiting as normal.

  • Do not create a new requisition number for the role that needs to be refilled.

  • If extending the offer to a different finalist instead of accepting new applications, there is no need to make the role visible on our job board. Simply connect with the candidate to confirm they’re still interested in the role and excited to potentially join Sourcegraph, and schedule any other necessary conversations with the hiring manager/team (optional). Then, create a new offer for approval.