Hiring Process Workflow & Responsibilities - Final Draft

Hiring Process Workflow & Responsibilities

Table of Contents

Table of Contents
Legend
Workforce Account Management (WAM) Approvals
Job Description Approvals and Postings
Offer Process (Basic)

Boomerang Candidate (Returning Employee)
Internal Transfer Process
Promotion Process
Contractor Conversion

Legend

HRBP Human Resources Business Partner
RC Recruiting Coordinator
HM Hiring Manager
NHO New Hire Orientation
RM Recruiting Manager
PG People Generalist

Workforce Account Management (WAM) Approvals

1. Weekly approval email sent from PG to RM and RC
2. RM assigns approved roles to Recruiters.
3. RC emails the position detail to appropriate Recruiter.

Job Description Approvals and Postings

1. RC sends an intro to the HM & Recruiter, with BP & PG copied.
✓ The email includes JD template.

2. Recruiters reach out to schedule intake meeting with HM within ​24 business hours​.
3. HM’s edit JD and review and revise with the recruiter during the intake meeting.
4. Once complete, the recruiter does a final revision and sends to RC and they post the job

description in Greenhouse and marks it live simultaneously.
5. RC to add Recruiter and Hiring Team to appropriate permissions.
6. RC to update notifications on the new job, adding HM and Recruiter to:

✓ Weekly Recruiting Report
✓ New Referrals
✓ Stage Transitions
✓ New Scorecards

 

Offer Process (Basic)

1. Recruiter and HRBP work together to plan an acceptable range to negotiate with the
candidate.
✓ If there is a change in grade or job family, PG needs to be looped in. If comp
band is changed, compensation team approval is needed via email.)

2. The Recruiter will then email out the offer proposal to the HRBP and the Hiring Manager
to get approval in writing.

3. Once approved, the Recruiter sends the approval email chain to the department head, to
get their approval as well.

4. Maildrop this approval chain in Greenhouse by copying m​ aildrop@greenhouse.com
5. Submit offer justification into the “Notes” section of Greenhouse.

6. Offer to be approved by Sr. Director, People, and VP, People via Greenhouse.
7. Once approved, Recruiter extends a verbal offer to the candidate.
8. Candidate accepts.
9. Recruiter to proofread offers.
10. RC sends offer letter email template via Greenhouse
11. RC sends the offer via DocuSign (HR Coordinators copied)

✓ If there are any changes in the initial offer that was approved, it needs to be
updated in GH and confirmed with HRBP. example: start date needs to be
updated. If start date changes, People Team needs to be notified for NHO.

12. Candidate signs offer.
13. Recruiter marks candidate hired in Greenhouse, Recruiter to copy People Team and PG.
14. Recruiter sends a copy of the completed/signed offer via Docusign to PG and

peopleteam@gopro.com
15. Once marked hired, Recruiter should email HRBP, HM and Recruiting Manager that the

hire is complete, and include the start date.
✓ This needs to occur within 24-48 hours of the hire.

16. Workday issues an email to HM, asking them to check in with their hire on computer
requirements.

17. Workday to send out NHO notification email.
18. Recruiter marks candidate private, dispositions remaining candidates and closes role in

Greenhouse.
19. People Team books time with HM and Recruiter with new hire on the morning of their

NHO to get breakfast/coffee and catch up.
✓ If more than a two-week gap, Recruiter/HM should be checking in with the
candidate to keep them warm.

Boomerang Candidate (Returning Employee)

If we are looking at interviewing a previous employee, here are the additional steps required:

1. HRBP to be notified to confirm that returning employee is eligible for re-hire
✓ BP requires 2-3 business days to do this check, please send as soon as
you are aware.

2. If former HM is still employed by GoPro, the Recruiter and BP need to receive feedback
from them and determine if this needs to be shared with the new HM.

3. The process proceeds as usual.
✓ The boomerang candidate is required to re-take NHO.

Internal Transfer Process

GoPro requires a one-year commitment from all employees. Employees must remain in their
same team (not just at GoPro) for one year before transferring to a new position. Internal
transfers are lateral and typically do not include a salary or grade change. Employees on a
performance improvement plan are not eligible for transfer.

WAM Position identified as a potential internal hire by Hiring Manager (HM) and HRBP for
the position

✓ Recruiting opens a req in Greenhouse

If no specific internal candidate is identified:

✓ Internal candidates are given priority to apply to the position
✓ If no qualified internal applicants are found before the advertised date, the position is

posted to the external career website

When internal candidate(s) are identified:

1. Partner with current and future BP to confirm eligibility of internal candidates (not this
may take the BPs a week or so to work through
✓ If the employee has been in the current position for at least a year, they are
eligible to transfer to another position.

2. Recruiting team schedules on-site interviews for each candidate, as well as outside
candidates as applicable.

3. Future HM talks to the internal candidate about interest and fit.
✓ Please coach your hiring manager to avoid comp in this conversation, as this will
be managed by the HRBP.

4. Future HM communicates the decision to hire a specific internal candidate to HRBP and
Recruiting Team.
✓ HRBP maps out process and sets expectations with HM.

5. Current HM and future HM have a discussion about transfer facilitated by the Recruiter.
✓ This can take 1-2 weeks to complete.

6. Managers agree on the transfer date.
✓ Unless there is a c​ ritical​ business need, the current manager should not delay
the transfer. Replacement hire is not required for the employee to transfer to the
new position.

7. HRBP determines the level, compensation, and potential overlap of dual roles with
former manager and HM

8. Recruiter meets with Future HM about details discussed with HRBP. Recruiter
communicates to Current HM about backfill and transfer date.

9. Future HM talks to the candidate about levels and expectations and closes candidate on
position (no comp.)

10. HRBP to communicate comp with Transfer Employee, as well as provide transfer
paperwork.

10. HRBP confirms details with the HM and notifies the HR Coordinator of the hire.
11. HR Coordinator follows the​ ​ People Operations Transfer process on the W​ orkday Filled

Position Transactions - Employees​ page

12. HR Coordinator initiates the transfer in Workday and moves the worker to the new
position from the WAM.

13. People Ops to manually notify Recruiter that the transfer is complete in Workday.
14. Recruiter closes the req in Greenhouse.
15. No offer letter or other paperwork required. A transfer letter may be issued as a part of

the transfer process outlined here ​Workday Filled Position Transactions - Employees

Considerations
✓ Internal hire does n​ ot​ need to go through NHO again.
✓ Internal hire will ​not r​ eceive additional RSUs.
✓ Internal hires c​ annot​ receive a sign on bonus.
✓ IT Survey pushed from Workday is not pushed out through an internal transfer.
Therefore if the transfer requires additional software or hardware, they and their
manager need to check in with IT.
✓ International Employees d​ o not ​get a new probationary period, as one covers their entire
career with GoPro.

Promotion Process

If the promotion fills an open headcount currently sitting with a Recruiter:

1. If this is a promotion onto the same team - no interview is required.
2. HM to communicate promotion offer, including compensation.
3. HRBP to work with HM to submit backfill through the eWAM process for approval.
4. HRBP to notify People Ops to make necessary changes.
5. PG to notify Recruiter that promotion is complete. (If necessary.)
6. If the employee is filling an open position - Recruiter should close the position in

Greenhouse and provide regrets to active candidates, etc.

Considerations
✓ The HM is responsible for detailing and discussing role expectations with the new
internal hire.
✓ Internal hire does n​ ot​ need to go through NHO again.
✓ Internal hire will ​not ​receive additional RSUs.
✓ Internal hires c​ annot​ receive a sign on bonus.
✓ IT Survey not needed unless additional hardware/software is required for the new
position.

Contractor Conversion

1. Hiring Manager notifies Recruiter that they want to convert contractor.
2. Contractor to interview in the same loop as external candidates.
3. If moving forward, the Recruiter will connect with the candidate to discuss compensation

expectations, and to clarify what total compensation is at GoPro. (Benefits, RSUs, etc.)
4. Recruiter & HRBP to craft offer together.
5. Recruiter sends to HM for approval.
6. Recruiter to extend/negotiate the offer.
7. HM to notify PRO of conversion at least a week prior to FTE start date.
8. Please refer to the rest of the b​ asic offer process,​ post-offer creation.

Considerations
✓ People Team requires a minimum of 5​ business days​ to get the new FTE hire set-up.
✓ PRO Unlimited prefers a minimum of 5​ business days​ prior to FTE start date to make
sure the candidate is closed out accurately in WAND.
✓ Make sure to mark that this is a contract conversion while hiring the candidate in
Greenhouse upon ‘Hire.’
✓ If the contractor is interviewing for a role on someone else’s team, the HM for the open
role needs to have a discussion with current HM and their HRBP, before moving to the
interview process.