diff --git a/handbook/company/communications.md b/handbook/company/communications.md index b841ddee00..b81b50006a 100644 --- a/handbook/company/communications.md +++ b/handbook/company/communications.md @@ -55,9 +55,9 @@ Fleet is successful because of our customers and community, and those relationsh | Social media | _See [๐Ÿซง Marketing team](https://fleetdm.com/handbook/marketing#team)_ | Guides | _See [๐ŸŒฆ๏ธ Customer Success & VP of Customer Success](https://fleetdm.com/handbook/customer-success#team)_ | Release article | _See [๐Ÿฆข Head of Product Design](https://fleetdm.com/handbook/product-design#team)_ -| Information technology (IT) | _See [๐Ÿš€ Client Platform Engineer & Community Advocate](https://fleetdm.com/handbook/engineering#team)_ -| Payroll, bookkeeping, AR/AP | _See [๐Ÿ’ธ Finance Engineer](https://fleetdm.com/handbook/finance#team)_ -| Legal contracts | _See [๐ŸŒ Digital Experience team](https://fleetdm.com/handbook/digital-experience#team)_ +| Information technology (IT) | _See [๐Ÿ‹ Solutions Consultants](https://fleetdm.com/handbook/company/go-to-market-groups#unicorns)_ +| Payroll, bookkeeping, AR/AP | _See [๐Ÿ’ธ Finance](https://fleetdm.com/handbook/finance#team)_ +| Legal contracts | _See [๐Ÿ’ธ Finance](https://fleetdm.com/handbook/finance#team)_ | Customer renewals | _See [๐ŸŒฆ๏ธ VP of Customer Success](https://fleetdm.com/handbook/customer-success#team)_ | Customer deployments | _See [๐ŸŒฆ๏ธ Infrastructure Engineer](https://fleetdm.com/handbook/customer-success#team)_ | Customer support | _See [๐ŸŒฆ๏ธ Customer Success team](https://fleetdm.com/handbook/customer-success#team)_ @@ -115,18 +115,11 @@ Capturing video from meetings with customers, prospects, and community members o - If the call has external participants and is recorded, this call is stored in Gong for future use. To access a recording saved in Gong, visit [app.gong.io](https://app.gong.io) and sign in with SSO. - Everyone at Fleet has access, whether they have a Gong seat or not, and you can explore and search through any uploaded call transcripts unless someone marks them as private (though the best practice would be not to record any calls you don't want to be captured). -If you ever make a mistake and need to delete something, you can delete the video in Gong or reach out to Nathan Holliday or Mike McNeil for help. They will delete it immediately without watching the video. +If you ever make a mistake and need to delete something, you can delete the video in Gong or reach out to [Digital Experience](https://fleetdm.com/handbook/digital-experience#contact-us) for help. They will delete it immediately without watching the video. - Note that any recording stopped within 60 seconds of the start of the recording is not saved in Gong, and there will be no saved record of it. Most folks at Fleet should see no difference in their meetings if they aren't interfacing with external parties. -Our goal in using Gong and recording calls is to capture insights from sales, customer, and community meetings and improve how we position and sell our product. We never intend to make anyone uncomfortable, and we hope you reach out to our DRI for Gong, Nathan Holliday, or Mike McNeil if you have questions or concerns. - -Here are some tips for troubleshooting Gong: -- In order to use Gong, the Zoom call must be hosted by someone with a Fleet email address. -- You cannot use Gong to record calls hosted by external parties. -- Cloud recording in Zoom has to be turned on and unlocked company wide for Gong to function properly, because of this, there is a chance that some Gong recordings may still save in Zoom's cloud storage even if they aren't uploaded into Gong. -- To counter this, Nathan Holliday will periodically delete all recordings found in Zoom's storage without viewing them. -- If you need help using Gong, please check out [Gong Academy](https://academy.gong.io/). +Our goal in using Gong and recording calls is to capture insights from sales, customer, and community meetings and improve how we position and sell our product. We never intend to make anyone uncomfortable, and we hope you reach out to our DRI for Gong, [Digital Experience](https://fleetdm.com/handbook/digital-experience#contact-us) if you have questions or concerns. > ***Excluding calls from being recorded*** diff --git a/handbook/company/leadership.md b/handbook/company/leadership.md index 6a00e48d9c..38751c424c 100644 --- a/handbook/company/leadership.md +++ b/handbook/company/leadership.md @@ -388,11 +388,11 @@ The agenda of each offsite varies based on number of days and the team. Below is ### 4. Review with finance. -Schedule a call with a [finance engineer](https://fleetdm.com/handbook/finance#team) to review total anticipated cost for the offsite. The finance engineer will assist if any cost adjustments are needed, and can provide budget guidance based on the specifics of the offsite. +Schedule a call with [๐Ÿ’ธ Finance](https://fleetdm.com/handbook/finance#team) to review total anticipated cost for the offsite. Finance can assist if any cost adjustments are needed, and can provide budget guidance based on the specifics of the offsite. ### 5. Purchase accommodations and make reservations. -Once approved by the finance engineer, they will finalize purchase of accommodations and can assist with dinner reservations, activity reservations, and travel considerations. +Once approved by ๐Ÿ’ธ Finance, finalize purchase of accommodations and can assist with dinner reservations, activity reservations, and travel considerations. #### Stubs diff --git a/handbook/digital-experience/README.md b/handbook/digital-experience/README.md index 5f685c6b0d..5e00cdf2a5 100644 --- a/handbook/digital-experience/README.md +++ b/handbook/digital-experience/README.md @@ -10,12 +10,10 @@ This page details processes specific to working [with](#contact-us) and [within] | [CEO](https://fleetdm.com/handbook/company/leadership#ceo-flaws) | [Mike McNeil](https://www.linkedin.com/in/mikermcneil) _([@mikermcneil](https://github.com/mikermcneil))_ | Head of People / HR / Legal | See [CEO](https://www.fleetdm.com/handbook/digital-experience#team) | Head of Digital Experience | [Sam Pfluger](https://www.linkedin.com/in/sampfluger88/) _([@sampfluger88](https://github.com/sampfluger88))_ -| Apprentice | [Savannah Friend](https://www.linkedin.com/in/savannah-friend-2b1a53148/) _([@sfriendlee](https://github.com/sfriendlee))_, [Irena Reedy](https://www.linkedin.com/in/irena-reedy-520ab9354/) _([@irenareedy](https://github.com/irenareedy))_ +| GTM Engineer | [Isabell Reedy](https://www.linkedin.com/in/isabell-reedy-202aa3123/) _([@ireedy](https://github.com/ireedy))_ | Head of Design | [Mike Thomas](https://www.linkedin.com/in/mike-thomas-52277938) _([@mike-j-thomas](https://github.com/mike-j-thomas))_ | Software Engineer | [Eric Shaw](https://www.linkedin.com/in/eric-shaw-1423831a9/) _([@eashaw](https://github.com/eashaw))_ -| Contracts and Compliance Engineer | [Nathan Holliday](https://www.linkedin.com/in/nathanael-holliday/) _([@hollidayn](https://github.com/hollidayn))_ -| Marketing Apprentice | [Onasis Munro](https://www.linkedin.com/in/onasismunro/) _([@onasismunro](https://github.com/onasismunro))_ - +| Apprentice | [Savannah Friend](https://www.linkedin.com/in/savannah-friend-2b1a53148/) _([@sfriendlee](https://github.com/sfriendlee))_, [Irena Reedy](https://www.linkedin.com/in/irena-reedy-520ab9354/) _([@irenareedy](https://github.com/irenareedy))_, [Onasis Munro](https://www.linkedin.com/in/onasismunro/) _([@onasismunro](https://github.com/onasismunro))_ ## Contact us @@ -44,6 +42,7 @@ The Digital Experience department is directly responsible for the culture, train > For any support-related questions, forward the submission to [Fleet's support team](https://docs.google.com/document/d/1tE-NpNfw1icmU2MjYuBRib0VWBPVAdmq4NiCrpuI0F0/edit#heading=h.wqalwz1je6rq). + ### Prepare "Let's get you set up!" meeting notes Before each group call, copy the attendees from the "Lets get you set up! (group office hours)" calendar event and paste them into the correct section of the ["Let's get you set up!" meeting notes](https://docs.google.com/document/d/1rlvueDlTqiz0cyH426nVL6LXpv9MWDUtXW6YiMT3oK8/edit?tab=t.0#heading=h.l967l3n9mjnd), be sure to use the format listed in the doc. @@ -209,6 +208,7 @@ Fleet has several brand fronts that need to be updated from time to time. Check - The current [brand imagery](https://www.figma.com/design/1J2yxqH8Q7u8V7YTtA1iej/Social-media-(logos%2C-covers%2C-banners)?node-id=3962-65895). Check this [Loom video](https://www.loom.com/share/4432646cc9614046aaa4a74da1c0adb5?sid=2f84779f-f0bd-4055-be69-282c5a16f5c5) for more info. + ### Register a domain for Fleet @@ -403,38 +404,9 @@ To [change a teammate's compensation](https://fleetdm.com/handbook/company/commu 7. Calculate the monthly burn rate increase percentage and notify the CEO via a Slack DM. - -### Grant equity - -Equity grants for new hires are queued up as part of the [hiring process](https://fleetdm.com/handbook/digital-experience#hiring), then grants and consents are [batched and processed quarterly](https://github.com/fleetdm/confidential/issues/new/choose). Any offer of equity >2500 shares must be approved by the CEO. Offers of equity >0.25% must be approved by the board. - -Doing an equity grant involves: -- Executing a board consent -- The recipient and CEO signing paperwork about the stock options -- Updating the number of shares for the recipient in the equity plan -- Updating Carta to reflect the grant - -For the status of stock option grants, exercises, and all other _common stock_ including advisor, founder, and team member equity ownership, see [Fleet's equity plan](https://docs.google.com/spreadsheets/d/1_GJlqnWWIQBiZFOoyl9YbTr72bg5qdSSp4O3kuKm1Jc/edit#gid=0). For information about investor ownership, see [Carta](https://app.carta.com/corporations/1234715/summary/). - -> Fleet's [equity plan](https://docs.google.com/spreadsheets/d/1_GJlqnWWIQBiZFOoyl9YbTr72bg5qdSSp4O3kuKm1Jc/edit#gid=0) is the source of truth, not Carta. Neither are pro formas sent in an email attachment, even if they come from lawyers. -> -> Anyone can make mistakes, and none of us are perfect. Even when we triple check. Small mistakes in share counts can be hard to attribute, and can cause headaches and eat up nights of our CEO's and operations team's time. If you notice what might be a discrepancy between the equity plan and any other secondary source of information, please speak up and let Fleet's CEO know ASAP. Even if you're wrong, your note will be appreciated. - - ### Grant role-specific license to a team member -Certain new team members, especially in go-to-market (GTM) roles, will need paid access to paid tools like Salesforce and LinkedIn Sales Navigator immediately on their first dayย with the company. Gong licenses that other departments need may [request them from Digital Experience](https://fleetdm.com/handbook/digital-experience#contact-us) and we will make sure there is no license redundancy in that department. The table below can be used to determine which paid licenses they will need, based on their role: - -| Role | Salesforce CRM | Salesforce "Inbox" | LinkedIn _(paid)_ | Gong _(paid)_ | Zoom _(paid)_| -|:-----------------|:---|:---|:----|:---|:---| -| ๐Ÿ‹ AE | โœ… | โœ… | โœ… | โœ… | โœ… -| ๐Ÿ‹ CSM | โœ… | โœ… | โŒ | โœ… | โœ… -| ๐Ÿ‹ SC | โœ… | โœ… | โŒ | โŒ | โœ… -| โš—๏ธ PM | โŒ | โŒ | โŒ | โœ… | โœ… -| โš—๏ธ PD | โŒ | โŒ | โŒ | โœ… | โœ… -| ๐Ÿ”ฆ CEO | โœ… | โœ… | โœ… | โœ… | โœ… -| Other roles | โŒ | โŒ | โŒ | โŒ | โœ… - +Certain new team members, especially in go-to-market (GTM) roles, will need paid access to paid tools like Salesforce and LinkedIn Sales Navigator immediately on their first dayย with the company. Gong licenses that other departments need may [request them from Digital Experience](https://fleetdm.com/handbook/digital-experience#contact-us) and we will make sure there is no license redundancy in that department. ### Process a tool upgrade request from a team member @@ -555,61 +527,6 @@ Annually, around mid-year, Fleet will be prompted by Gusto to review company ben 3. Complete the survey questions, aiming for minimal changes. 4. Approximately 2-3 months after survery completion, Gusto will suggest plans based on Fleet's responses. Choose plans with minimal changes. 5. Gusto will offer these plans to employees during open enrollment, with new coverage starting 3-4 weeks afterward. - - -### Review an NDA - -We need to review an NDA anytime a vendor, customer or other party wants to: -- Use their own NDA rather than Fleet's standard NDA, or -- "Redline" (modify) Fleet's NDA by removing, adding or altering its terms. - -We should always seek to use Fleet's own NDA first, without alteration. - -When reading an NDA, we want to pay close attention to the following: -- We want to be sure that the confidentiality obligations of the NDA are reciprocal. Fleet and the other party to the agreement should be bound to the same standards of confidentiality toward the handling of each other's confidential information. -- Fleet does not agree to _"do not compete"_ or _"do not solicit clauses"_. An NDA should not contain provisions beyond the scope of an NDA. The two most commonly encountered examples of this are the "do not compete" and "do not solicit" clauses. We want to be free to hire the best people and make the best products, so when reading through an NDA it is important to keep an eye out for language that prohibits Fleet from hiring or soliciting current or former employees of other companies or that prohibit Fleet from independently developing products that compete with another company's products. Using the `cmd + f` function to search for "solici", "compet" and "hir" and reading through the results is a helpful method to quickly scan for these clauses. -- Look for any language that discusses a transfer of property rights. Rarely, you may find a clause snuck into an agreement that discusses the transfer of intellectual property rights. _We want to avoid any situation where Fleet transfers its intellectual property to another party as part of an NDA_. -- Should you find any clauses in steps 2 or 3 that are beyond the scope of protecting both party's confidential information in a customer NDA or an altered version of Fleet's NDA, reject this language and communicate that Fleet cannot agree to those terms. -- Any concerns or uncertainty over _any_ provisions in an NDA should be brought to Nathanael Holliday in Digital Experience, who will consult legal counsel if necessary to resolve any concerns. - - -### Review a vendor agreement - -When reviewing contracts from a vendor, Fleet is concerned about the following: -- If there are confidentiality provisions in the agreement in place of a stand-alone NDA, verify the confidentiality provisions are appropriate and protect Fleet when sensitive data is involved that isn't otherwise available to the public. -- We want to make sure there are no _do not solicit_ or _do not compete_ clauses in the contract. To aid in this search, we double check by using the cmd + f function and searching for "solici", "compet" and "hir" and then looking through the results to be sure that nothing prohibits Fleet from independently developing competing products or from hiring personnel with ties to the vendor. -- We want to make sure that contracts can be terminated relatively easily and be aware of what the process is for terminating them, avoiding commitments over 12 months in length. -- We want to make sure the payment terms work for us (i.e. being able to pay via wire transfer, credit card or bill.com) and that the price in any contract or order form is what we have agreed to. While almost never malicious, mistakes often occur in the steps between agreeing on a price, negotiating a contract, and receiving an invoice. We want to be sure at every step that the dollar amount and service provided is consistent with what has been negotiated and agreed upon. -- Remember, once we have signed the agreement - we're stuck with it. If any clause in the agreement appears strange or gives you pause or concern, it is better to seek clarification than to commit to something that might be detrimental to Fleet. Contracts are fairly standardized, and you'll quickly learn what is normal and what feels out of place. Unusual clauses or wording that seems out of the ordinary should get a second set of eyes just to be sure, do not hesitate to reach out to Nathanael Holliday with questions, who will reach out to legal counsel as necessary. - - -### Review an order form - -Using the this [order form review](https://fleetdm.zoom.us/clips/share/M79m0GZUS_GmF1R7go5T7A) and the [TEMPLATE - Subscription order form (confidential document)](https://docs.google.com/document/d/1X4fh2LsuFtAVyQDnU1ZGBggqg-Ec00vYHACyckEooqA/edit?tab=t.0) as an examples, check the document for correct format, pricing info, terms, "Fast-track deployment services" info, or any other missing details. -1. Be sure the order form includes a quality logo that matches the customer company and is correctly sized. -2. Navigate to the future customer's opportunity in Salesforce and verify the contact information + billing address and information so that Fleet knows how and who to invoice for payment. -3. Verify. There is a good quality and decently sized customer logo in the top right corner of the order form a good way to pull this is off of Linkedin. If you're having trouble finding it. -4. Next, as you're going down the page, you're going to verify the customer information and terms. Verify the customer name and address, the billing contact. And you'll be verifying these against the same information that should be in Salesforce. The billing contact (or an economic buyer) in salesforce should be the same person as your billing contact on the order form. -5. Verify the effective dates and total term match that in salesforce. E.g. If your effective dates are January 1st to December 31st of the same year, your total term is 12 months . If your effective dates are January 1st of 2025 to December 31st of 2028, your total term is 36 months. It's very important that the breakdown table, effective dates, and the total term all match. Otherwise the math won't come out correct. -6. Verify that the math in this table is correct. You can do that by going to the "Template gallery" in Google sheets and pull up the order form calculator. Copy the number of host and the unit price from the order form to the order form calculator and compare the order form to the order form calculator. Using the order form caluculator as the source of truth, if needed, adjust the values in the table to be correct. -7. Lastly, double check one more time to make sure there are no sneaky, unusual terms snuck in at the bottom of an order form or stashed away in fine print. Common things that are included in order forms and not always communicated to Fleet are caps on price increases upon renewal, new SLAs, or a product roadmap or milestones we may not have agreed upon. Any clauses on an order form that appear beyond the scope of simply elaborating on the services being provided, the purchase cost, the contract that the purchase is being made under, how Fleet will bill and how the customer will pay deserves a careful look. Reach out to Nathanael Holliday in Digital Experience with concerns. - - -### Review a non-standard subscription agreement - -We want to use our standard terms whenever possible with our customers, but it is common that customers want to use their own agreement or redline (modify) Fleet's terms. -When reviewing subscription agreements on customer paper or when a customer has made changes to Fleet's terms, we review it using [these guidelines](https://docs.google.com/document/d/1aGgN5It1i3fdsBF37vWSbvukO_gQhy5vCp4fINg191Q/edit?usp=sharing). - - -### Obtain a signature from the CEO - -When an agreement is routed to the CEO for signature, the [Apprentice](https://fleetdm.com/handbook/digital-experience#team) is responsible for obtaining a signature from the CEO using the following steps: -1. Drag the email to the ["๐Ÿ” SAM: Signature wanted"](https://mail.google.com/mail/u/0/#label/SAM%3A+Signature+wanted) label making sure to mark the email as unread. -2. The [Contracts and Compliance Engineer](https://fleetdm.com/handbook/digital-experience#team) will at-mention the Apprentice in a legal review issue, letting them know the contract is good to go. After that, move the email to the "[โœ๏ธ MIKE: Ready to sign](https://mail.google.com/mail/u/0/#label/%E2%9C%8D%EF%B8%8F+MIKE%3A+Ready+to+sign)" label - -> If the agreement closes a deal, inform the CEO (via Slack DM) that a subscription agreement is ready for his review/signature. The SLA for CEO review and signature is 48hrs. - -3. Comment in the issue once the CEO has signed the agreement and assign the issue to [Nathan Holiday](https://fleetdm.com/handbook/digital-experience#team). ### Prepare for the All hands @@ -881,12 +798,7 @@ Use the following steps to confirm CEO shadow dates: 3. Click on a test, then click on "Tasks". 4. Click on "Create task." Then, "Create GitHub issue." 5. This will bring you to a screen where you can select the appropriate DRIs and GitHub labels (multiple, if necessary, but always include the "#g-digital-experience" label). Vanta will autopopulate the issue with a brief description of the test due and what needs to be remediated. You can manually add details if necessary. -6. Follow up with the DRI of each issue daily until it's resolved. As needed, loop in their manager, Fleet's CTO, or the Head of Digital Experience. If the test is within 3 days of being overdue, DM the fleetie and their manager, asking to have the issue prioritized and completed before the due date. - - -### Check GitHub terms - -Go to [GitHub's terms of services](https://docs.github.com/en/free-pro-team@latest/github/site-policy/github-terms-of-service) and search โ€œinbound=outboundโ€ to find the clause, if still there as is, paste a screenshot into the table in this [document](https://docs.google.com/document/d/101rcp9v3Zdml4YolGRmqYS5ruAKzQvXLOTHLXCavPuE/edit#heading=h.xu6qsi0wrns). If the clause has changed, contact Mike M. and let him know. +6. Follow up with the DRI of each issue daily until it's resolved. As needed, loop in their manager, Fleet's CTO, or the Head of Digital Experience. If the test is within 3 days of being overdue, DM the fleetie and their manager, asking to have the issue prioritized and completed before the due date. ## Rituals diff --git a/handbook/digital-experience/digital-experience.rituals.yml b/handbook/digital-experience/digital-experience.rituals.yml index b5e1f81632..44fa8da90d 100644 --- a/handbook/digital-experience/digital-experience.rituals.yml +++ b/handbook/digital-experience/digital-experience.rituals.yml @@ -55,7 +55,7 @@ frequency: "Weekly" description: "Every Monday, log in to Vanta and create GitHub issues for any tests that are due or need remediation in the next 3 weeks." moreInfoUrl: "https://fleetdm.com/handbook/digital-experience#monitor-compliance-tests" - dri: "hollidayn" + dri: "SFriendLee" autoIssue: labels: [ "#g-digital-experience" ] repo: "confidential" @@ -262,13 +262,6 @@ frequency: "Quarterly" description: "Prepare slide deck for the next board meeting" dri: "sampfluger88" -- - task: "Quarterly grants" - startedOn: "2024-02-01" - frequency: "Quarterly" - description: "Create the equity grants GitHub issue and walk through the steps." - moreInfoUrl: "https://fleetdm.com/handbook/digital-experience#grant-equity" - dri: "hollidayn" - task: "Change password of \"Integrations admin\" Salesforce account" startedOn: "2024-09-10" @@ -290,14 +283,4 @@ description: "Check all brand fronts for consistancy and update as needed with the current product pitch and graphics." moreInfoUrl: "https://fleetdm.com/handbook/digital-experience#update-a-company-brand-front" dri: "mike-j-thomas" -- - task: "Check GitHub/GitLab terms" - startedOn: "2023-10-24" - frequency: "Annually" - description: "Check GitHub's terms to make sure the โ€œinbound=outboundโ€ clause is unchanged." - moreInfoUrl: "https://fleetdm.com/handbook/digital-experience#check-github-terms" - dri: "hollidayn" - autoIssue: - labels: [ "#g-digital-experience" ] - repo: "confidential" diff --git a/handbook/finance/README.md b/handbook/finance/README.md index 60591a49ed..b6e061f5f4 100644 --- a/handbook/finance/README.md +++ b/handbook/finance/README.md @@ -7,8 +7,7 @@ This handbook page details processes specific to working [with](#contact-us) and | Role | Contributor(s) | |:------------------------------|:-----------------------------------------------------------------------------------------------------------| | Head of Finance | [Tina Ong](https://www.linkedin.com/in/ongtina/) _([@rfoo2015](https://github.com/rfoo2015))_ -| Finance Engineer | [Isabell Reedy](https://www.linkedin.com/in/isabell-reedy-202aa3123/) _([@ireedy](https://github.com/ireedy))_ - +| Contracts and Compliance Engineer | [Nathan Holliday](https://www.linkedin.com/in/nathanael-holliday/) _([@hollidayn](https://github.com/hollidayn))_ ## Contact us @@ -31,11 +30,11 @@ Many of these processes are automated, but it's vital to check Gusto and Plane m | Payroll type | What to use | DRI | |:-----------------------------|:-----------------------------|:-----------------------------| -| [Commissions and ramp](https://fleetdm.com/handbook/finance#run-us-commission-payroll) | "Off-cycle - Commission" payroll | Finance Engineer -| Sign-on bonus | "Bonus" payroll | Finance Engineer -| Performance bonus | "Bonus" payroll | Finance Engineer -| Accelerations (quarterly) | "Off-cycle - Commission" payroll | Finance Engineer -| [US contractor payroll](https://fleetdm.com/handbook/finance#run-payroll) | "Off-cycle" payroll | Finance Engineer +| [Commissions and ramp](https://fleetdm.com/handbook/finance#run-us-commission-payroll) | "Off-cycle - Commission" payroll | Finance +| Sign-on bonus | "Bonus" payroll | Finance +| Performance bonus | "Bonus" payroll | Finance +| Accelerations (quarterly) | "Off-cycle - Commission" payroll | Finance +| [US contractor payroll](https://fleetdm.com/handbook/finance#run-payroll) | "Off-cycle" payroll | Finance To complete payroll for a salaried US employee, use the following steps: 1. Log in to your admin [Gusto](https://app.gusto.com/login) account. @@ -334,6 +333,7 @@ Fleet admins will receive an email alert when the usage of company cards for the No further action needs to be taken, the amount available for use will increase without disruption to regular processes. + ### Check franchise tax status No later than the second month of every quarter, we check [Delaware divison of corporations](https://icis.corp.delaware.gov) to ensure that Fleet has paid the quarterly franchise tax amounts to remain in good standing with the state of Delaware. @@ -395,26 +395,91 @@ Fleet pays its vendors in less than 15 business days in most cases. All invoices - Once cancelled, update the recurring expenses section of [The Numbers](https://docs.google.com/spreadsheets/d/1X-brkmUK7_Rgp7aq42drNcUg8ZipzEiS153uKZSabWc/edit#gid=2112277278) to reflect the cancellation by changing the projected monthly burn in column G to $0 and adding "CANCELLED" in front of the vendor's name in column C. +### Grant equity + +Equity grants for new hires are queued up as part of the [hiring process](https://fleetdm.com/handbook/company/leadership#hiring), then grants and consents are [batched and processed quarterly](https://github.com/fleetdm/confidential/issues/new/choose). Any offer of equity >2500 shares must be approved by the CEO. Offers of equity >0.25% must be approved by the board. + +Doing an equity grant involves: +- Executing a board consent +- The recipient and CEO signing paperwork about the stock options +- Updating the number of shares for the recipient in the equity plan +- Updating Carta to reflect the grant + +For the status of stock option grants, exercises, and all other _common stock_ including advisor, founder, and team member equity ownership, see [Fleet's equity plan](https://docs.google.com/spreadsheets/d/1_GJlqnWWIQBiZFOoyl9YbTr72bg5qdSSp4O3kuKm1Jc/edit#gid=0). For information about investor ownership, see [Carta](https://app.carta.com/corporations/1234715/summary/). + +> Fleet's [equity plan](https://docs.google.com/spreadsheets/d/1_GJlqnWWIQBiZFOoyl9YbTr72bg5qdSSp4O3kuKm1Jc/edit#gid=0) is the source of truth, not Carta. Neither are pro formas sent in an email attachment, even if they come from lawyers. +> +> Anyone can make mistakes, and none of us are perfect. Even when we triple check. Small mistakes in share counts can be hard to attribute, and can cause headaches and eat up nights of our CEO's and operations team's time. If you notice what might be a discrepancy between the equity plan and any other secondary source of information, please speak up and let Fleet's CEO know ASAP. Even if you're wrong, your note will be appreciated. + + +### Review an NDA + +We need to review an NDA anytime a vendor, customer or other party wants to: +- Use their own NDA rather than Fleet's standard NDA, or +- "Redline" (modify) Fleet's NDA by removing, adding or altering its terms. + +We should always seek to use Fleet's own NDA first, without alteration. + +When reading an NDA, we want to pay close attention to the following: +- We want to be sure that the confidentiality obligations of the NDA are reciprocal. Fleet and the other party to the agreement should be bound to the same standards of confidentiality toward the handling of each other's confidential information. +- Fleet does not agree to _"do not compete"_ or _"do not solicit clauses"_. An NDA should not contain provisions beyond the scope of an NDA. The two most commonly encountered examples of this are the "do not compete" and "do not solicit" clauses. We want to be free to hire the best people and make the best products, so when reading through an NDA it is important to keep an eye out for language that prohibits Fleet from hiring or soliciting current or former employees of other companies or that prohibit Fleet from independently developing products that compete with another company's products. Using the `cmd + f` function to search for "solici", "compet" and "hir" and reading through the results is a helpful method to quickly scan for these clauses. +- Look for any language that discusses a transfer of property rights. Rarely, you may find a clause snuck into an agreement that discusses the transfer of intellectual property rights. _We want to avoid any situation where Fleet transfers its intellectual property to another party as part of an NDA_. +- Should you find any clauses in steps 2 or 3 that are beyond the scope of protecting both party's confidential information in a customer NDA or an altered version of Fleet's NDA, reject this language and communicate that Fleet cannot agree to those terms. +- Any concerns or uncertainty over _any_ provisions in an NDA should be brought to Nathanael Holliday, who will consult legal counsel if necessary to resolve any concerns. + + +### Review a vendor agreement + +When reviewing contracts from a vendor, Fleet is concerned about the following: +- If there are confidentiality provisions in the agreement in place of a stand-alone NDA, verify the confidentiality provisions are appropriate and protect Fleet when sensitive data is involved that isn't otherwise available to the public. +- We want to make sure there are no _do not solicit_ or _do not compete_ clauses in the contract. To aid in this search, we double check by using the cmd + f function and searching for "solici", "compet" and "hir" and then looking through the results to be sure that nothing prohibits Fleet from independently developing competing products or from hiring personnel with ties to the vendor. +- We want to make sure that contracts can be terminated relatively easily and be aware of what the process is for terminating them, avoiding commitments over 12 months in length. +- We want to make sure the payment terms work for us (i.e. being able to pay via wire transfer, credit card or bill.com) and that the price in any contract or order form is what we have agreed to. While almost never malicious, mistakes often occur in the steps between agreeing on a price, negotiating a contract, and receiving an invoice. We want to be sure at every step that the dollar amount and service provided is consistent with what has been negotiated and agreed upon. +- Remember, once we have signed the agreement - we're stuck with it. If any clause in the agreement appears strange or gives you pause or concern, it is better to seek clarification than to commit to something that might be detrimental to Fleet. Contracts are fairly standardized, and you'll quickly learn what is normal and what feels out of place. Unusual clauses or wording that seems out of the ordinary should get a second set of eyes just to be sure, do not hesitate to reach out to Nathanael Holliday with questions, who will reach out to legal counsel as necessary. + + +### Review an order form + +Using the this [order form review](https://fleetdm.zoom.us/clips/share/M79m0GZUS_GmF1R7go5T7A) and the [TEMPLATE - Subscription order form (confidential document)](https://docs.google.com/document/d/1X4fh2LsuFtAVyQDnU1ZGBggqg-Ec00vYHACyckEooqA/edit?tab=t.0) as an examples, check the document for correct format, pricing info, terms, "Fast-track deployment services" info, or any other missing details. +1. Be sure the order form includes a quality logo that matches the customer company and is correctly sized. +2. Navigate to the future customer's opportunity in Salesforce and verify the contact information + billing address and information so that Fleet knows how and who to invoice for payment. +3. Verify. There is a good quality and decently sized customer logo in the top right corner of the order form a good way to pull this is off of Linkedin. If you're having trouble finding it. +4. Next, as you're going down the page, you're going to verify the customer information and terms. Verify the customer name and address, the billing contact. And you'll be verifying these against the same information that should be in Salesforce. The billing contact (or an economic buyer) in salesforce should be the same person as your billing contact on the order form. +5. Verify the effective dates and total term match that in salesforce. E.g. If your effective dates are January 1st to December 31st of the same year, your total term is 12 months . If your effective dates are January 1st of 2025 to December 31st of 2028, your total term is 36 months. It's very important that the breakdown table, effective dates, and the total term all match. Otherwise the math won't come out correct. +6. Verify that the math in this table is correct. You can do that by going to the "Template gallery" in Google sheets and pull up the order form calculator. Copy the number of host and the unit price from the order form to the order form calculator and compare the order form to the order form calculator. Using the order form caluculator as the source of truth, if needed, adjust the values in the table to be correct. +7. Lastly, double check one more time to make sure there are no sneaky, unusual terms snuck in at the bottom of an order form or stashed away in fine print. Common things that are included in order forms and not always communicated to Fleet are caps on price increases upon renewal, new SLAs, or a product roadmap or milestones we may not have agreed upon. Any clauses on an order form that appear beyond the scope of simply elaborating on the services being provided, the purchase cost, the contract that the purchase is being made under, how Fleet will bill and how the customer will pay deserves a careful look. Reach out to Nathanael Holliday with concerns. + + +### Review a non-standard subscription agreement + +We want to use our standard terms whenever possible with our customers, but it is common that customers want to use their own agreement or redline (modify) Fleet's terms. +When reviewing subscription agreements on customer paper or when a customer has made changes to Fleet's terms, we review it using [these guidelines](https://docs.google.com/document/d/1aGgN5It1i3fdsBF37vWSbvukO_gQhy5vCp4fINg191Q/edit?usp=sharing). + + +### Obtain a signature from the CEO + +When an agreement is routed to the CEO for signature, the [Apprentice](https://fleetdm.com/handbook/digital-experience#team) is responsible for obtaining a signature from the CEO using the following steps: +1. Drag the email to the ["๐Ÿ” SAM: Signature wanted"](https://mail.google.com/mail/u/0/#label/SAM%3A+Signature+wanted) label making sure to mark the email as unread. +2. The [Contracts and Compliance Engineer](https://fleetdm.com/handbook/finance#team) will at-mention the Apprentice in a legal review issue, letting them know the contract is good to go. After that, move the email to the "[โœ๏ธ MIKE: Ready to sign](https://mail.google.com/mail/u/0/#label/%E2%9C%8D%EF%B8%8F+MIKE%3A+Ready+to+sign)" label + +> If the agreement closes a deal, inform the CEO (via Slack DM) that a subscription agreement is ready for his review/signature. The SLA for CEO review and signature is 48hrs. + +3. Comment in the issue once the CEO has signed the agreement and assign the issue to [Nathan Holiday](https://fleetdm.com/handbook/finance#team). + + +### Check GitHub terms + +Go to [GitHub's terms of services](https://docs.github.com/en/free-pro-team@latest/github/site-policy/github-terms-of-service) and search โ€œinbound=outboundโ€ to find the clause, if still there as is, paste a screenshot into the table in this [document](https://docs.google.com/document/d/101rcp9v3Zdml4YolGRmqYS5ruAKzQvXLOTHLXCavPuE/edit#heading=h.xu6qsi0wrns). If the clause has changed, contact Mike M. and let him know. + + + ## Rituals The following table lists this department's rituals, frequency, and Directly Responsible Individual (DRI). - - - + diff --git a/handbook/finance/finance.rituals.yml b/handbook/finance/finance.rituals.yml index 8d099cdf16..b4ad003e14 100644 --- a/handbook/finance/finance.rituals.yml +++ b/handbook/finance/finance.rituals.yml @@ -4,7 +4,7 @@ frequency: "Weekly" description: "At the start of every week, check the Salesforce reports for past due invoices, non-invoiced opportunities, and past due renewals. Report findings to in the `#g-sales` channel." moreInfoUrl: "https://fleetdm.com/handbook/finance#communicate-the-status-of-customer-financial-actions" - dri: "ireedy" + dri: "rfoo2015" autoIssue: labels: [ "#g-finance" ] repo: "confidential" @@ -14,15 +14,14 @@ frequency: "Weekly" description: "Look for new accounts payable invoices and make sure that Fleet's suppliers are paid." moreInfoUrl: "https://fleetdm.com/handbook/finance#process-a-new-vendor-invoice" - dri: "ireedy" - + dri: "rfoo2015" - task: "Complete Finance KPI inputs" startedOn: "2024-02-16" frequency: "Weekly" description: "Create the weekly team KPI issue, complete the finance update." moreInfoUrl: "https://fleetdm.com/handbook/finance#update-weekly-kpis" - dri: "ireedy" + dri: "rfoo2015" autoIssue: labels: [ "#g-finance" ] repo: "confidential" @@ -32,7 +31,7 @@ frequency: "Triweekly" description: "Prepare for this sprint's Key review meeting." moreInfoUrl: "https://fleetdm.com/handbook/company/leadership#key-reviews" - dri: "ireedy" + dri: "rfoo2015" autoIssue: labels: [ "#g-finance" ] repo: "confidential" @@ -42,7 +41,7 @@ frequency: "Triweekly" # must be supported by https://github.com/fleetdm/fleet/blob/dbbb501358e226fa3fdf48865175efe3334c826c/website/scripts/build-static-content.js description: "Using your departmental kanban board, prioritize and finalize next sprint's goals for your team by draging the appropriate issues to the top of the 'Not yet' column." # example of a longer thing: description: "[Prioritizing next sprint](https://fleetdm.com/handbook/digital-experiencemunication)" moreInfoUrl: "https://fleetdm.com/handbook/company/why-this-way#why-make-work-visible" #URL used to highlight "description:" test in table - dri: "ireedy" # DRI for ritual (assignee if autoIssue) (TODO display GitHub proflie pic instead of name or title) + dri: "rfoo2015" # DRI for ritual (assignee if autoIssue) (TODO display GitHub proflie pic instead of name or title) autoIssue: # Enables automation of GitHub issues labels: [ "#g-finance" ] # label to be applied to issue repo: "confidential" # The GitHub repo that issues will be created in @@ -53,7 +52,7 @@ frequency: "Monthly" description: "Create the monthly close GitHub issue and walk through the steps. This process includes fulfilling the monthly reporting requirement for SVB." moreInfoUrl: "https://fleetdm.com/handbook/finance#process-monthly-accounting" - dri: "ireedy" + dri: "rfoo2015" autoIssue: labels: [ "#g-finance" ] repo: "confidential" @@ -73,7 +72,7 @@ frequency: "Monthly" description: "Review and clear mail incurring storage fees" moreInfoUrl: null - dri: "ireedy" + dri: "rfoo2015" autoIssue: labels: [ "#g-finance" ] repo: "confidential" @@ -110,28 +109,28 @@ frequency: "Quarterly" description: "Verify that state filings have been successfully submitted for the previous quarter" moreInfoUrl: "https://fleetdm.com/handbook/finance#review-state-employment-tax-filings-for-the-previous-quarter" - dri: "ireedy" + dri: "rfoo2015" - task: "Investor reporting" startedOn: "2024-03-31" frequency: "Quarterly" description: "Provide updated metrics for CRV in Chronograph." moreInfoUrl: "https://fleetdm.com/handbook/finance#report-quarterly-numbers-in-chronograph" - dri: "ireedy" + dri: "rfoo2015" - task: "Quartlery finance check" startedOn: "2024-03-31" frequency: "Quarterly" description: "Every quarter, we check Quickbooks Online (QBO) for discrepancies and follow up with accounting providers for any quirks found." moreInfoUrl: "https://fleetdm.com/handbook/finance#check-finances-for-quirks" - dri: "ireedy" + dri: "rfoo2015" - task: "Deliver annual report for venture line" startedOn: "2024-12-01" frequency: "Annually" description: "Within 60 days of the new year, provide financial statements to SVB, along with board-approved projections for the new year" moreInfoUrl: "https://fleetdm.com/handbook/finance#deliver-annual-report-for-venture-line" - dri: "ireedy" + dri: "rfoo2015" autoIssue: labels: [ "#g-finance" ] repo: "confidential" @@ -141,7 +140,24 @@ frequency: "Annually" description: "Provide information to tax team with Deloitte and assist with filing and paying state and federal returns" moreInfoUrl: - dri: "ireedy" + dri: "rfoo2015" autoIssue: labels: [ "#g-finance" ] repo: "confidential" +- + task: "Check GitHub/GitLab terms" + startedOn: "2023-10-24" + frequency: "Annually" + description: "Check GitHub's terms to make sure the โ€œinbound=outboundโ€ clause is unchanged." + moreInfoUrl: "https://fleetdm.com/handbook/finance#check-github-terms" + dri: "hollidayn" + autoIssue: + labels: [ "#g-finance" ] + repo: "confidential" +- + task: "Quarterly grants" + startedOn: "2024-02-01" + frequency: "Quarterly" + description: "Create the equity grants GitHub issue and walk through the steps." + moreInfoUrl: "https://fleetdm.com/handbook/finance#grant-equity" + dri: "rfoo2015" \ No newline at end of file diff --git a/handbook/sales/README.md b/handbook/sales/README.md index d555fdae83..4a3bda5b90 100644 --- a/handbook/sales/README.md +++ b/handbook/sales/README.md @@ -26,7 +26,7 @@ The Sales department is directly responsible for attaining the revenue goals of ### Respond to a customer feature comparison request AEs, SEs, and CSMs will bring any feature comparison / evaluation matrices / spreadsheets from prospects to the "๐ŸŽ๐Ÿ—ฃ Design review (#g-digital-experience)" meeting for CEO review. The rep will: -- Add themselves and the [Contracts and Compliance Engineer](https://fleetdm.com/handbook/digital-experience#team) to the "๐ŸŽ๐Ÿ—ฃ Design review (#g-digital-experience)" calendar event (on the Office hours calendar). +- Add themselves and the [Contracts and Compliance Engineer](https://fleetdm.com/handbook/finance#team) to the "๐ŸŽ๐Ÿ—ฃ Design review (#g-digital-experience)" calendar event (on the Office hours calendar). - Review with the CEO, and iterate on the comparison until approved by the CEO to provide to the prospect. @@ -82,7 +82,7 @@ Reseller partners occasionally reach out and ask Fleet for a quote on behalf of ### Send an order form -In order to be transparent, Fleet sends order forms within 30 days of opportunity creation in most cases. All quotes and purchase orders must be approved by the CRO and ๐ŸŒ [Contracts and Compliance Engineer](https://fleetdm.com/handbook/digital-experience#team) before being sent to the prospect or customer. Often, the CRO will [request legal review](https://fleetdm.com/handbook/company/communications#getting-a-contract-reviewed) of any unique terms required. To prepare and send a subscription order form, the Fleet owner of the opportunity (usually AE or CSM) will: +In order to be transparent, Fleet sends order forms within 30 days of opportunity creation in most cases. All quotes and purchase orders must be approved by the CRO and ๐ŸŒ [Contracts and Compliance Engineer](https://fleetdm.com/handbook/finance#team) before being sent to the prospect or customer. Often, the CRO will [request legal review](https://fleetdm.com/handbook/company/communications#getting-a-contract-reviewed) of any unique terms required. To prepare and send a subscription order form, the Fleet owner of the opportunity (usually AE or CSM) will: > Check out this example of an [order form review](https://fleetdm.zoom.us/clips/share/M79m0GZUS_GmF1R7go5T7A)!