At Fleet, we use the concept of directly responsible individuals (**DRI**s). This person is singularly responsible for a given aspect of the open source project, the product, or the company.
>You can read more about directly responsible individuals in [GitLab's handbook](https://about.gitlab.com/handbook/people-group/directly-responsible-individuals/)
As we continue to expand our company policies, we use [GitLab's open expense policy](https://about.gitlab.com/handbook/spending-company-money/) as a guide for company spending.
* Feel free to make purchases __in the company interest__ without asking for permission beforehand (when in doubt, do __inform__ your manager prior to purchase or as soon as possible after the purchase).
For more developed thoughts about __spending guidelines and limits__, please read [GitLab's open expense policy](https://about.gitlab.com/handbook/spending-company-money/).
We provide all of our team members with Brex cards for making purchases for the company. Fleet will reimburse team members who pay for work-related expenses with their personal funds.
Team members can request reimbursement through [Gusto](https://app.gusto.com/expenses) if they're in the US or [Pilot](https://pilot.co/) if they are an international team member. When submitting an expense report, team members need to provide the receipt and a description of the expense.
Operations will review the expense and reach out to the team member if they have any questions. When an expense is approved, the reimbursement will be added to the team member's next payroll.
>Pilot handles reimbursements differently depending on if the international team member is classified as an employee or a contractor. If the reimbursement is for a contractor, Operations will need to add the expense reimbursement to an upcoming recurring payment or schedule the reimbursement as an off-cycle payment. If the reimbursement is for an employee, no other action is needed; Pilot will add the reimbursement to the team member's next payroll.
Fleet provides laptops for team members to use while working at Fleet. As soon as an offer is accepted, `eashaw` will reach out to the new team member to start this process. `eashaw` will work with the new team member to get their laptop purchased and shipped to them.
Most of the team at Fleet uses 16" MacBook Pros, but team members are free to choose any laptop or operating system that works for them, as long as the price [is within reason](#spending-company-money).
When selecting your new laptop, we ask that you optimize your configuration to have a large hard drive and be available for delivery or pickup quickly, without waiting for customization.
When a device has been purchased, it's added to the [spreadsheet of company equipment](https://docs.google.com/spreadsheets/d/1hFlymLlRWIaWeVh14IRz03yE-ytBLfUaqVz0VVmmoGI/edit#gid=0) where we keep track of devices and equipment purchased by Fleet. When the team member receives their computer, they will complete the entry by adding a description, model, and serial number to the spreadsheet.
What matters most is your results, which are driven by your focus, your availability to collaborate, and the time and consideration you put into your work.
Fleet offers all team members unlimited time off. Whether you're sick, you want to take a trip, you are eager for some time to relax, or you need to get some chores done around the house, any reason is a good reason.
- Let your manager and team know as soon as possible(e.g., post a message in your team's Slack channel).
- Find someone to cover anything that needs covering while you're out(i.e., meetings, planned tasks, unfinished business, important Slack/email threads, anything where someone might be depending on you).
- Mark an all-day "Out of office" event in Google Calendar for the day(s) you're taking off.
At Fleet, we have team members with various employment classifications in many different countries worldwide. Fleet is a US company, but we think you should choose the days you want to work and what days you are on holiday, rather than being locked into any particular nation or culture's expectation about when to take time off.
Fleet gives new parents six weeks of paid leave. After six weeks, if you don't feel ready to return yet, we'll set up a quick call to discuss and work together to come up with a plan to help you return to work gradually or when you're ready.
* At Fleet, meetings start whether you're there or not. Nevertheless, being even a few minutes late can make a big difference and slow your meeting counterparts down. When in doubt, show up a couple of minutes early.
* It's okay to spend the first minute or two of a meeting being present and making small talk. Being all-remote, it's easy to miss out on hallway chatter and human connections that happen in [meatspace](https://www.dictionary.com/browse/meatspace). Use this time together during the first minute to say "Hi!" Then you can jump into the topics to be discussed.
* Turning on your camera allows for more complete and intuitive verbal and non-verbal communication. Feel free to leave your camera on or to turn it off when joining meetings with new participants who you might not be familiar with yet. Turn your camera on when you lead or cohost a meeting.
* In an all-remote company, “face time” matters. Remember: even if someone’s calendar is open, they have other work to do. Limiting (or batching up) internal meetings can enable longer, uninterrupted stretches of deep work.
To edit an event where someone elseat Fleet is the organizer, you can first subscribe to their calendar in Google Calendar, then edit the event on their calendar. Your edits will automatically apply to all attendees.
We use [Zoom](https://zoom.us) for virtual meetings at Fleet, and it is important that every team member feels comfortable hosting, joining, and scheduling Zoom meetings.
Zoom settings are the same for all Fleet team members by default, but you can change your personal settings on your [profile settings](https://zoom.us/profile/setting) page.
Settings that have a lock icon next to them have been locked by an administrator and cannot be changed. Zoom administrators can change settings for all team members on the [account settings page](https://zoom.us/account/setting) or for individual accounts on the [user management page](https://zoom.us/account/user#/).
#### Scheduling a Zoom meeting
We use the Zoom add-on for Google Calendar to schedule Zoom meetings when we create calendar events. To add a Zoom meeting to a calendar event, click the "Add video conferencing" dropdown and select "Zoom Meeting." Google Calendar will automatically add the Zoom meeting details and instructions to join the event.
Our Zoom meetings are configured to let participants join before the host starts the meeting. We do this to ensure meetings start on time, even if the host isn't there.
We configure our [working hours in Slack](https://slack.com/help/articles/360025054173-Set-up-Slack-for-work-hours-)to ensure everyone knows when they can get in touch with others.
At Fleet, performance feedback is a continuous process. We give feedback (particularly negative) as soon as possible. Most feedback will happen during 1:1 meetings, if not sooner.
1. Add the proposed position to ["Fleeties"](https://docs.google.com/spreadsheets/d/1OSLn-ZCbGSjPusHPiR5dwQhheH1K8-xqyZdsOe9y7qc/edit#gid=0) as a new row, with a blank start date. Be sure to include job title, manager, and department.
2. Add a job description to the ["Roles."](https://docs.google.com/document/d/1wS5jFfrZtO4xMH-3U_S8pE59gNXOTR3rS1WWD8pkq9E/edit#heading=h.5z24knw25190) Include only "Responsibilities" and "Experience." (These will be inserted into the existing job description template.)
3. Create a private "#hiring-xxxxxx-2022" Slack channel (where "xxxxxx" is the job title) and invite the CEO (Mike McNeil) and People Operations (Charlie Chance).
- Confirm the "Roles" document has the job description, consisting only of "Responsibilities" and "Experience," and that both look accurate, grammatically correct, and otherwise ready to post in a public job description.
- Confirm the "Fleeties" document has a manager, job title, and department, and that the start date is not entered yet (so we can tell the position is proposed but not planned, yet).
- Using Pave, determine an anticipated salary and equity range, then add that research to "Compensation decisions" as a new heading.
> Fleet is unable to hire team members in some countries. See [this internal document](https://docs.google.com/document/d/1jHHJqShIyvlVwzx1C-FB9GC74Di_Rfdgmhpai1SPC0g/edit) for the list.
1.**Manager:** At-mention People Operations in the `#hiring-xxxxx-2022` channel and indicate that you would like for Fleet to make an offer to the candidate. Include the candidate's name, personal email address, the timeframe for their start date, and the country where they will be working.
2.**People Ops:** People Operations will research compensation using [Pave](https://www.pave.com), making sure to adjust for the cost of living where the candidate will do the work. _If People Ops is unsure of their findings, ask for help from the CEO._ People Ops willthen document this decision in the [compensation decisions document](https://docs.google.com/document/d/1NQ-IjcOTbyFluCWqsFLMfP4SvnopoXDcX0civ-STS5c/edit) for future reference.
Change the name of thecopied documents accordingly (e.g., "[candidate's name]'s a copy of exit scenarios") and link to the exit scenarios spreadsheet from the offer email.
4.**People Ops:** Next, prepare the informal offer email. Post in the `#g-people` Slack channel and at-mention the CEO for assistance with determining the number of shares. You'll then need to add the following information to the template:
5.**People Ops:** Prepare the exit scenarios spreadsheet. Enter the number of shares offered to the candidate, and the spreadsheet will update to reflect this.
>**_Note:_** *Don't play with numbers in the exit scenarios spreadsheet. The revision history is visible to the candidate, and they might misunderstand.*
6.**People Ops:** Once both documents are complete, share the offer email draft, exit scenarios copy, and a link to the compensation decision with the CEO for approval by mentioning @mikermcneil in #g-people.
8.**People Ops:** After obtaining CEO approval, confirm everything is correct one more time, then mention the CEO or CTO, who will send the offer email.
2. People Ops creates a [hiring issue](https://github.com/fleetdm/confidential/blob/main/.github/ISSUE_TEMPLATE/hiring.md) for the new team member in the [fleetdm/confidential](https://github.com/fleetdm/confidential/issues) repo. People Ops will use this issue to keep track of the hiring tasks for the new team member.
3. People Ops reaches out to the new team member via email to get any information they will need to prepare an agreement and add them to our payroll system.
- **US team members**: People Ops will send the new team member's agreement through [DocuSign](https://www.docusign.com/).
After signing and storing an in the correct Google Drive folder, People Ops will invite the new team member to onboard in [Gusto](https://www.gusto.com/). People Ops will reach out to them if the new team member is a W-2 employee and schedule an I-9 verification meeting.
- **For international team members:** People Ops enters the new team member's information into [Pilot](https://pilot.co/) to kick off their hiring process. Pilot creates an agreement for the new team member, and People Ops reviews it to make sure everything looks correct. After People Ops confirms the information about the new hire, Pilot invites the new team member to enter the rest of their information and informs People Ops via email when a new Fleetie signs their agreement.
4.**As soon as we have a signed agreement with a new team member:** People Ops reaches out to the new team member to provide them with a [work device](#purchasing-a-company-issued-device) and a pair of [YubiKeys](./security.md#hardware-security-keys). People Ops then requests a screenshot or link to the new Fleetie's preferred device and configuration. People Ops orders their device and Yubikeys using his Brex card and has them shipped directly to the new team member.
>*If the new team member is in the US and requests a MacBook, It will be purchased using our Apple business account. MacBooks purchased with this account will ship pre-configured and will be enrolled in our MDM.*
5.**Two weeks before their first day at Fleet:** People Ops creates a [Google Workspace account](https://admin.google.com/ac/users) for the new team member and invites them to join the [FleetDM](https://github.com/fleetdm) GitHub organization.
When the new team member's work email is active, People Ops will send invitations to join Fleet's Slack and to create Fleet-managed 1Password and Zoom accounts with their Fleet email. People Ops sends the sign-in instructions to the new team member, accompanied by a brief explanation of the invitations sent.
6.**Before a new team member's first day:** People Ops creates an onboarding issue in the [fleetdm/confidential](https://github.com/fleetdm/confidential/issues) GitHub repo for the new team member. Before creating the issue, People Ops will go through it and comment on any steps that the new team member will not have to complete.
In CorpNet, select "place an order for an existing business" we’ll need to have Foreign Registration and Payroll Tax Registration done.
- You can have CorpNet do this by emailing the account rep "Subject: Fleet Device Management: State - Foreign Registration and Payroll Tax Registration" (this takes about two weeks).
- You can do this between you and CorpNet by selecting "Foreign Qualification," place the order, and email the confirmation to the rep for Payroll registration (this is a short turnaround).
- You can do this on your own by visiting the state's "Secretary of State" website and checking that the company name is available. To register online you'll need the EIN, business address, information about the owners and their percentages, the first date of business, sales within the state, and the business type (usually get an email right away for approval ~24-48 hrs).
It's important that every team member at Fleet takes the time to get fully trained and onboarded.
When a new team member joins Fleet, we create an onboarding issue for them in the [fleetdm/confidential](https://github.com/fleetdm/confidential) repo using this [issue template](https://github.com/fleetdm/confidential/blob/main/.github/ISSUE_TEMPLATE/onboarding.md).
We want to make sure that the new team member will be able to complete every task in their issue. To make sure the new team member is successful in their onboarding, we customize their issue by commenting on any tasks they won't need to complete.
We believe onboarding and training should be taken seriously, and that the onboarding template is an essential source of truth and good use of time for every single new hire. If managers see a step that they don't feel is necessary, they should make a pull request to the [onboarding template](https://github.com/fleetdm/confidential/blob/main/.github/ISSUE_TEMPLATE/onboarding.md) and request a review from People operations.
During their first week at Fleet, new team members are asked to schedule a contributor experience training call with People operations. During this call, the new team member will share their screen, and People operations will:
- make sure emails are going to get seen and responded to quickly.
- make sure Slack messages are going to get seen and responded to quickly.
During their onboarding at Fleet, new team members are asked to schedule a sightseeing tour call with People operations. During this call, the new team member will participate in an interactive tour that includes:
- GitHub issues: the living bloodstream of the company.
- Kanban boards: the bulletin board of quests you can get, and how you update status and let folks know things are done.
- Google Calendar: the future.
- Gmail: like any mailbox; full of junk mail, plus some important things, so it is important to check carefully.
- Salesforce: the Rolodex.
- Google Docs: the archives.
- Slack:
- The "office" (#g-, #general).
- The walkie talkies (DMs).
- The watering hole (#oooh-, #random, #news, #help-).
Once the agreement is sent, add a new row to the [advisory board spreadsheet](https://docs.google.com/spreadsheets/d/15knBE2-PrQ1Ad-QcIk0mxCN-xFsATKK9hcifqrm0qFQ/edit#gid=1803674483) and enter the new advisor's information. Use this spreadsheet to track the advisor's progress through the onboarding process.
>**_Note:_** *Be sure to mark any columns that haven't been completed yet as "TODO"*
When the agreement is completed, make sure it is in the correct Google Drive folder, update the [advisory board spreadsheet](https://docs.google.com/spreadsheets/d/15knBE2-PrQ1Ad-QcIk0mxCN-xFsATKK9hcifqrm0qFQ/edit#gid=1803674483) to show that the agreement has been signed, and ask the new advisor to add us on [Linkedin](https://www.linkedin.com/company/71111416), [Crunchbase](https://www.crunchbase.com/organization/fleet-device-management), and [Angellist](https://angel.co/company/fleetdm).
Consultant agreements are sent through [DocuSign](https://www.docusign.com/), using the "Consulting Agreement" template. To send a new consulting agreement, you'll need the new consultant's name, the term of the service, a summary of the services provided and the consultant's fee.
Then hit send! After all of the signatures are there, the completed document will automatically be uploaded to the appropriate Google Drive folder by our automation, and a Slack message will appear in the `#g-people` channel.
We use Zapier to automate how completed DocuSign envelopes are formatted and stored. This process ensures we store signed documents in the correct folder and that filenames are formatted consistently.
1. Zapier sends the following information about the DocuSign envelope to our Hydroplane webhook:
- **`emailSubject`** - The subject of the envelope sent by DocuSign. Our DocuSign templates are configured to format the email subject as `[type of document] for [signer's name]`.
- **`emailCsv`** - A comma-separated list of signers' email addresses.
2. The Hydroplane webhook matches the document type to the correct Google Drive folder, orders the list of signers, creates a timestamp, and sends that data back to Zapier as:
- **`destinationFolderID`** - The slug for the Google Drive folder where we store this type of document.
- **`emailCsv`** - A sorted list of signers' email addresses.
- **`date`** - The date that the document was completed in DocuSign, formatted YYYY-MM-DD.
3. Zapier uses this information to upload the file to the matched Google Drive folder, with the filename formatted as `[date] - [emailSubject] - [emailCvs].PDF`.
4. Once the file is uploaded, Zapier uses the Slack integration to post in the #peepops channel with the message:
We consider Salesforce to be our Roledex for customer information. During the onboarding process, you may need to add a license for the new hire. Here are the steps we take:
At the end of the quarter and key points throughout the quarter (every three weeks), we review the status of each OKR (depending on the KR, either 100% or ≥70% completion is considered "success")
Every Thursday afternoon, Charlie will create a new thread in the #help-manage channel and ask managers to reply with a short summary of what their team did in the past week.
On Friday afternoon, Charlie updates the KPIs in the weekly updates spreadsheet (https://docs.google.com/spreadsheets/d/1Hso0LxqwrRVINCyW_n436bNHmoqhoLhC8bcbvLPOs9A/edit#gid=0)
On Friday evening, Charlie will combine the manager's updates into one message and format the content.
If there are any new team members joining Fleet, Charlie will add an announcement to the update.
Charlie will post the update in #general and include a link to the Weekly updates spreadsheet (https://docs.google.com/spreadsheets/d/1Hso0LxqwrRVINCyW_n436bNHmoqhoLhC8bcbvLPOs9A/edit#gid=0)
Every two weeks, our CEO Mike has a 1:1 meeting with our Investor Sid. The Digital Experience Team completes four parts while constructing the associated document.
- After the 1:1 meeting has happened, Charlie makes a copy of the original document, labels it "yyyy-mm-dd Backup copy of Mike from Fleet & Sid," and moves it to a private folder.
- Charlie will change the permissions on the new copy to share it with Mike and Zach and set Mike to be the file's owner. If there are any agenda items labeled "TODO," Charlie will comment in the backup copy to assign them to Mike.
- Charlie prepares the original document by deleting the agenda items in the "Hallway" and "Feedback" sections, leaving only the "Vision" section.
- Charlie will update the monthly "All Hands" link and grant Sid viewing access.
- Charlie will send Mike links to the new document and the backup copy in a direct message in Slack.
- The day before the meeting, Nathan will prepare the "Vision" section of the original document. Nathan will collect and update information related to annual recurring revenue, new members in the `#fleet` channel in the osquery Slack, the number of new customers and opportunities from Salesforce, the total number of devices using Fleet, the company's current headcount, and banking information.
- Each Friday, if there are any upcoming workiversaries in the next seven days, People Operations posts about them in #g-people and tags @mikermcneil to let them know.
We like to celebrate our achievements weekly in `#general`.
- Every Thursday night, Charlie creates a thread in #help-manage requesting weekly updates, and managers will reply to the thread with their weekly updates.
- Charlie tracks the most recent updates with investors and advisors and coordinates emails, zoom calls, or the investor or advisor's preferred method of communication with @mikermcneil and preps materials as needed.
| Weekly update | Weekly | Updates from managers on what their departments accomplished for the week are logged in the cloud and disseminated in Slack. Update the ops KPIs in the ["🌈 Weekly updates" spreadsheet](https://docs.google.com/spreadsheets/d/1Hso0LxqwrRVINCyW_n436bNHmoqhoLhC8bcbvLPOs9A/edit#gid=0).| Charlie Chance |
| Hours update | Weekly | Screenshots of contractor hours as shown in Gusto are sent via Slack to each contractor's manager with no further action necessary if everything appears normal. | Charlie Chance |
| OKR review | Every three weeks | Review the status of each OKR. | Mike Thomas |
| Brex reconciliation | Monthly | Make sure all company-issued credit card transactions include memos. | Nathanael Holliday |
| Monthly accounting | Monthly | Use the monthly accounting template in GitHub to go through the process of validating Fleet's books. | Nathanael Holliday |
| US contractor payroll | Monthly | Sync contractor hours to payments in Gusto and run payroll for the month. | Charlie Chance |
| OKR planning | Quarterly | Plan the next quarter's OKRs. | Mike Thomas |
