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handbook/business-operations/README.md
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@ -1,28 +1,54 @@
# Business Operations
## Open positions
## Finance
Fleet is currently hiring for the following positions:
#### Monthly accounting
Create a new issue for the current month and year named "Closing out YYYY-MM" using the [monthly accounting issue template](https://github.com/fleetdm/confidential/blob/main/.github/ISSUE_TEMPLATE/5-monthly-accounting.md) in GitHub and complete all of the tasks in the issue.
- 🚀 [Engineering Manager, MDM](https://fleet-device-management.breezy.hr/p/41ad774fe34a-engineering-manager-mdm)
- ⚗️ [Product Designer](https://fleet-device-management.breezy.hr/p/68ef1b6ace54-product-designer)
- 🫧 [Revenue Operations Manager](https://fleet-device-management.breezy.hr/p/c28cce9abf5e-revenue-ops)
- 🫧 [Field Marketer](https://fleet-device-management.breezy.hr/p/3bd97ce5f54a-field-marketing-manager-enterprise)
#### Commission payroll
- Update [commission calculator](https://docs.google.com/spreadsheets/d/1vw6Q7kCC7-FdG5Fgx3ghgUdQiF2qwxk6njgK6z8_O9U/edit) with new revenue from any deals that are closed/won (have a subscription agreement signed by both parties) and have an **effective start date** within the previous month.
- Find detailed notes on this process in [Notes - Run commission payroll in Gusto](https://docs.google.com/document/d/1FQLpGxvHPW6X801HYYLPs5y8o943mmasQD3m9k_c0so/edit#).
- Contact Charlie Chance in Slack and let her know she can run the commission payroll. Use the off-cycle payroll option in Gusto. Be sure to classify the payment as "Commission" in the "other earnings" field and not the generic "Bonus."
- Once commission payroll has been run, update the [commission calculator](https://docs.google.com/spreadsheets/d/1vw6Q7kCC7-FdG5Fgx3ghgUdQiF2qwxk6njgK6z8_O9U/edit) to mark the commission as paid.
> Interested in joining the team at Fleet, or know someone who might be? The [company handbook page](https://fleetdm.com/handbook/company) is public, and a short read with more information about the company, including our vision, values, and history.
#### Annual reporting for capital credit line
- Within 60 days of the end of the year:
- Provide Silicon Valley Bank (SVB) with our balance sheet and profit and loss statement (P&L, sometimes called a cashflow statement) for the past twelve months.
- Provide SVB with our annual operating budgets and projections (on a quarterly basis) for the coming year.
- Deliver this as early as possible in case they have questions.
## Meetings
* 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. Since we are 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 turn it off when joining meetings with new participants 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.
#### Quarterly Quickbooks Online (QBO) check
- Check to make sure [bookkeeping quirks](https://docs.google.com/spreadsheets/d/1nuUPMZb1z_lrbaQEcgjnxppnYv_GWOTTo4FMqLOlsWg/edit?usp=sharing) are all accounted for and resolved or in progress toward resolution.
- Check balance sheet and profit and loss statements (P&Ls) in QBO against the [monthly workbooks](https://drive.google.com/drive/folders/1ben-xJgL5MlMJhIl2OeQpDjbk-pF6eJM) in Google Drive.
### Internal meeting scheduling
Use the Google Calendar "[Find a meeting time](https://support.google.com/calendar/answer/37161?hl=en&co=GENIE.Platform%3DDesktop#zippy=%2Cfind-a-meeting-time)" feature to coordinate meetings with Fleet team members. Enter the `@fleetdm.com` emails for each
participant into the "Meet with..." box in Google Calendar, and the calendar availability for each
participant will appear in your view. Then, when you select a meeting time, those participants will
automatically be invited, and a video conference will be attached to the invite.
Please prefer this strategy over negotiating meeting times via chat -- This can save a lot of
communication overhead, especially when scheduling with multiple participants.
It is important to [set your working
hours](https://support.google.com/calendar/answer/7638168?hl=en&co=GENIE.Platform%3DDesktop) in
Google Calendar and block out any personal time/events/PTO, so that team members do not inadvertently
schedule a time when you are not available. Many team members use the free tier of
[reclaim.ai](https://reclaim.ai/) to synchronize personal event times (without event details) into
their work calendars. It is also common practice to block out time for focused work.
#### Spending company money
### Modifying an event organized by someone else
To edit an event where someone else at Fleet is the organizer, you can first subscribe to their calendar in Google Calendar and then edit the event on their calendar. Your edits will automatically apply to all attendees.
> This works because every Fleetie grants edit access to everyone else at Fleet as part of onboarding.
### External meeting scheduling
When scheduling external meetings, provide external participants with a
[Calendly](https://calendly.com) link to schedule with the relevant internal participants. If you
need a Calendly account, reach out to `@charlottechance` via Slack.
### 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.
We configure our Zoom meetings to let participants join before the host starts the meeting. We do this to make sure meetings start on time, even if the host isn't there.
### Key reviews
Every release cycle, each department leader prepares a [key review deck](https://about.gitlab.com/handbook/key-review/#purpose) and presents it to the CEO. In this deck, the department will highlight KPI metrics and progress of OKRs. The information for creating this deck is located in the ["🌈 Fleet" Google drive](https://drive.google.com/drive/folders/1lizTSi7YotG_zA7zJeHuOXTg_KF1Ji8k) using ["How to create key review"](https://docs.google.com/document/d/1PDwJL0HiCz-KbEGZMfldAYX_aLk5OVAU1MMSgMYYF2A/edit?usp=sharing)(internal doc).
## Spending company money
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.
In brief, this means that as a Fleet team member, you may:
* Spend company money like it is your own money.
@ -30,7 +56,7 @@ In brief, this means that as a Fleet team member, you may:
* Feel free to make purchases __in the company's 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/).
#### Attending conferences or company travel
### Attending conferences or company travel
When attending a conference or traveling for Fleet, please make a post in [#help-brex](https://fleetdm.slack.com/archives/C0396TYH4EP) on Slack with the following information:
- The start and end dates for your trip.
- The price of your flight (feel free to optimize a direct flight if there is one that is less than double the price of the cheapest non-direct flight).
@ -42,7 +68,7 @@ When attending a conference or traveling for Fleet, please make a post in [#help
The monthly limit on your Brex card will be increased temporarily as necessary to accommodate the increased spending associated with the conference.
We highly recommend you order a physical Brex card if you do not have one before attending the conference.
#### Non-travel purchases that exceed a Brex cardholder's limit
### Non-travel purchases that exceed a Brex cardholder's limit
For non-travel purchases that would require an increase in the Brex cardholder's limit, please make a post in [#g-business-opeartions](https://fleetdm.slack.com/archives/C047N5L6EGH)) on Slack with the following information:
- The nature of the purchase (i.e. SaaS subscription and what it's used for)
- The cost of the purchase and whether it is a fixed or variable (i.e. use-based) cost.
@ -51,106 +77,11 @@ For non-travel purchases that would require an increase in the Brex cardholder's
- In general, recurring purchases such as subscription services that will continually stretch the spend limit on a cardholder's Brex card should be paid through other means.
- For one time purchases where payment via credit card is the most convenient then the card limit will be temporarily increased to accomodate the purchase.
## Zoom
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.
By default, Zoom settings are the same for all Fleet team members, 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#/).
## Gong
Capturing video from meetings with customers, prospects, and community members outside the company is an important part of building world-class sales and customer success teams and is a widespread practice across the industry. At Fleet, we use Gong to capture Zoom meetings and share them company-wide. If a team member with a Gong license attends certain meetings, generally those with at least one person from outside of Fleet in attendance.
- While some Fleeties may have a Gong seat that is necessary in their work, the typical use case at Fleet is for employees on the company's sales, customer success, or customer support teams.
- You should be notified anytime you join a recorded call with an audio message announcing "this meeting is being recorded" or "recording in progress." To stop a recording, the host of the call can press "Stop."
- 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](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.
- 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.
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.
- For those with a Gong seat or scheduling a call with someone in attendance that has a Gong seat who does not wish for their Zoom call with an external party to record:
- A complete list can be found [here](https://docs.google.com/document/d/1OOxLajvqf-on5I8viN7k6aCzqEWS2B24_mE47OefutE/edit?usp=sharing).
- 1 on 1, 1:1, confidential, interview, internal and no shadows are some commonly used words that will disable Gong.
- If you need words added to the list of exlusionary words, please reach out to Nathan Holliday.
- We have excluded anyone with an email domain from @cooley.com or @pilot.com from Gong's recording feature. These are professional services firms working with Fleet on internal matters, and calls with them are considered internal.
>If you need help using Gong, please check out Gong Academy at [https://academy.gong.io/](https://academy.gong.io/).
## Slack
At Fleet, we do not send internal emails to each other. Instead, we prefer to use Slack to communicate with other folks who work at Fleet.
We use threads in Slack as much as possible. Threads help limit noise for other people following the channel and reduce notification overload.
We configure our [working hours in Slack](https://slack.com/help/articles/360025054173-Set-up-Slack-for-work-hours-) to make sure everyone knows when they can get in touch with others.
## Zapier and DocuSign
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.
When the final signature is added to an envelope in DocuSign, it is marked as completed and sent to Zapier, where it goes through these steps:
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 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:
```
Now complete with all signatures:
[email subject]
link: drive.google.com/[destinationFolderID]
```
## Salesforce
We consider Salesforce to be our Rolodex for customer information. During the onboarding process, you may need to add a license for the new hire. Here are the steps we take:
1. Go to “Your account.”
2. View contracts -> pick current contract.
3. Add the number of licenses.
4. Sign DocuSign sent to the email.
5. The order will be processed in ~30m.
## Backlog contributor experience checkup
Things to check:
- Ensure "TBD" column exists.
- Ensure "README" column exists, and that its sole info card is accurate, and that the links work.
- For any cards that are just a note and not an issue, convert into a confidential issue.
- Categorize all cards that are in "TBD" column into their appropriate category column.
- If no category is an obvious fit to you, then leave the card where it is, but add a comment at-mentioning CEO, asking which category to use.
- For any cards that seem weird or out of date, add a comment at-mentioning the board DRI asking if this might be a duplicate, or if it's still relevant.
- If you find yourself commenting on the same card for the second time, then escalate to CEO within 24 hours (send a list of all relevant issue URLs to CEO).
## Security
At Fleet, we care about security. Here are a few resources about Fleet's security policies and best practices.
1. [Security policies](https://fleetdm.com/handbook/security/security-policies#security-policies)
2. [Human resources security policy](https://fleetdm.com/handbook/security/security-policies#human-resources-security-policy)
3. [Account recovery process](https://fleetdm.com/handbook/security#account-recovery-process)
4. [Personal mobile devices](https://fleetdm.com/handbook/security#personal-mobile-devices)
5. [Hardware security keys](https://fleetdm.com/handbook/security#hardware-security-keys)
6. More details about internal security processes at Fleet are located on [the Security page](./security.md).
## CEO handbook
[The CEO handbook](./ceo-handbook.md) details processes specific to Mike McNeil, CEO of Fleet.
## Directly responsible individuals
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.
This person is accountable for accomplishing goals and making decisions about a particular element of Fleet.
DRIs help us collaborate efficiently by knowing exactly who is responsible and can make decisions about the work they're doing and are available to view in the [codeowners file](https://github.com/fleetdm/fleet/blob/main/CODEOWNERS).
>You can read more about directly responsible individuals in [GitLab's handbook](https://about.gitlab.com/handbook/people-group/directly-responsible-individuals/)
### Reimbursements
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](https://support.gusto.com/article/209831449100000/Get-reimbursed-for-expenses-as-an-employee)) if they're in the US or [Pilot]([https://pilot.co/](https://help.pilot.co/en/articles/4658204-how-to-request-a-reimbursement#:~:text=If%20you%20made%20a%20purchase,and%20click%20'Add%20new%20expense.)) 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. The reimbursement will be added to the team member's next payroll when an expense is approved.
>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.
## Benefits
@ -182,84 +113,80 @@ Either way, it's up to you to make sure that your responsibilities are covered,
### New parent leave
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.
### Compensation changes
Fleet evaluates compensation during annual workiversaries. Supervisors and managers will document compensation changes and effective date in employee 1:1 docs and email confirmation to Charlie. Charlie will make sure that a copy of the compensation change is added to the [¶¶People Operations folder](https://drive.google.com/drive/folders/1NKZ0UTmLbOPOeAA-iaEote3_diqu8Cbw?usp=share_link) for record keeping. (For the forseeable (pre series B) future, comp changes will originate during zach/mike 1:1s in our agenda doc.)
Additional steps: Charlie will update the respective payroll platform (Gusto or Pilot) and update the [Equity spreadsheet](https://docs.google.com/spreadsheets/d/1_GJlqnWWIQBiZFOoyl9YbTr72bg5qdSSp4O3kuKm1Jc/edit?usp=sharing) (internal doc).
### Relocating
When Fleeties relocate there are vendors that need to be notified of the change.
## Payroll
Many of these processes are automated, but it's vital to check Gusto and Pilot manually for accuracy.
- Salary employees are automated in Gusto and Pilot
- Contractors are a manual process in Gusto and Pilot
| Unique payrolls | Action | DRI |
|:-----------------------------|:-----------------------------|:-----------------------------|
| Commissions | "Off-cycle" payroll | Nathan
| Sign-on bonus | "Bonus" payroll | Charlie
| Performance bonus | "Bonus" payroll | Charlie
| Ramp | "Off-cycle" payroll | Nathan
| Accelerations | "Off-cycle" payroll | Nathan
Add the amount to be paid to the "Gross" line.
For Fleet's US contractors, running payroll is a manual process.
The steps for doing this are highlighted in this loom, TODO.
1. Time tools
2. Time tracking
3. Review hours
4. Adjust time frame to match current payroll period (the 27th through 26th of the month)
5. Sync hours
6. Run contractor payroll
## Reimbursements
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](https://support.gusto.com/article/209831449100000/Get-reimbursed-for-expenses-as-an-employee)) if they're in the US or [Pilot]([https://pilot.co/](https://help.pilot.co/en/articles/4658204-how-to-request-a-reimbursement#:~:text=If%20you%20made%20a%20purchase,and%20click%20'Add%20new%20expense.)) 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. The reimbursement will be added to the team member's next payroll when an expense is approved.
>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.
Team member directions:
- Please follow the directions listed in the ["Moving" template](https://github.com/fleetdm/confidential/blob/main/.github/ISSUE_TEMPLATE/x-moving.md) to create a confidential issue and assign to the [🔦#g-business-operations kanban (project) board](https://github.com/orgs/fleetdm/projects/51/views/1).
## Performance feedback
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.
Founders evaluate and update compensation decisions yearly, shortly after the anniversary of a team member's start date.
## Key reviews
Every release cycle, each department leader prepares a [key review deck](https://about.gitlab.com/handbook/key-review/#purpose) and presents it to the CEO. In this deck, the department will highlight KPI metrics and progress of OKRs. The information for creating this deck is located in the ["🌈 Fleet" Google drive](https://drive.google.com/drive/folders/1lizTSi7YotG_zA7zJeHuOXTg_KF1Ji8k) using ["How to create key review"](https://docs.google.com/document/d/1PDwJL0HiCz-KbEGZMfldAYX_aLk5OVAU1MMSgMYYF2A/edit?usp=sharing)(internal doc).
## Compensation changes
Fleet's founders [evaluate and update compensation decisions yearly](#workiversaries), shortly after the anniversary of a team member's start date.
## Meetings
* 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. Since we are 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 turn it off when joining meetings with new participants 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.
### Internal meeting scheduling
Use the Google Calendar "[Find a meeting
time](https://support.google.com/calendar/answer/37161?hl=en&co=GENIE.Platform%3DDesktop#zippy=%2Cfind-a-meeting-time)"
feature to coordinate meetings with Fleet team members. Enter the `@fleetdm.com` emails for each
participant into the "Meet with..." box in Google Calendar, and the calendar availability for each
participant will appear in your view. Then, when you select a meeting time, those participants will
automatically be invited, and a video conference will be attached to the invite.
Please prefer this strategy over negotiating meeting times via chat -- This can save a lot of
communication overhead, especially when scheduling with multiple participants.
It is important to [set your working
hours](https://support.google.com/calendar/answer/7638168?hl=en&co=GENIE.Platform%3DDesktop) in
Google Calendar and block out any personal time/events/PTO, so that team members do not inadvertently
schedule a time when you are not available. Many team members use the free tier of
[reclaim.ai](https://reclaim.ai/) to synchronize personal event times (without event details) into
their work calendars. It is also common practice to block out time for focused work.
## CEO handbook
The [CEO handbook](./ceo-handbook.md) details processes specific to Mike McNeil, CEO of Fleet.
### Modifying an event organized by someone else
To edit an event where someone else at Fleet is the organizer, you can first subscribe to their calendar in Google Calendar and then edit the event on their calendar. Your edits will automatically apply to all attendees.
> This works because every Fleetie grants edit access to everyone else at Fleet as part of onboarding.
### External meeting scheduling
When scheduling external meetings, provide external participants with a
[Calendly](https://calendly.com) link to schedule with the relevant internal participants. If you
need a Calendly account, reach out to `@charlottechance` via Slack.
## Team member onboarding
### 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.
We configure our Zoom meetings to let participants join before the host starts the meeting. We do this to make sure meetings start on time, even if the host isn't there.
### Training
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 in taking onboarding and training 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.
### Sightseeing tour
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-).
### Contributor experience training
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 will get seen and responded to quickly.
- make sure Slack messages will get seen and responded to quickly.
- make sure you know where your issues are tracked, which kanban board you use, and what the columns mean.
- make sure you can succeed with submitting a PR with the GitHub web editor, modifying docs or handbook, and working with Markdown.
- talk about Google calendar.
- give you a quick tour of the Fleet Google drive folder.
### Directly responsible individuals
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.
This person is accountable for accomplishing goals and making decisions about a particular element of Fleet.
DRIs help us collaborate efficiently by knowing exactly who is responsible and can make decisions about the work they're doing and are available to view in the [codeowners file](https://github.com/fleetdm/fleet/blob/main/CODEOWNERS).
>You can read more about directly responsible individuals in [GitLab's handbook](https://about.gitlab.com/handbook/people-group/directly-responsible-individuals/)
> TODO: How's about we move this "Directly responsible individuals paragraph" to the ["Why this way?"](https://fleetdm.com/handbook/company/why-this-way) page instead, to deduplicate? (mikermcneil, 2023-02-16)
## Zoom
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.
By default, Zoom settings are the same for all Fleet team members, 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#/).
## Slack
At Fleet, we do not send internal emails to each other. Instead, we prefer to use Slack to communicate with other folks who work at Fleet.
We use threads in Slack as much as possible. Threads help limit noise for other people following the channel and reduce notification overload.
We configure our [working hours in Slack](https://slack.com/help/articles/360025054173-Set-up-Slack-for-work-hours-) to make sure everyone knows when they can get in touch with others.
### Slack channel prefixes
We have specific channels for various topics, but we also have more general channels for the teams at Fleet.
@ -275,12 +202,72 @@ In consideration of our team, Fleet avoids using global tags in channels (i.e. @
2. Why does this matter? Great question! The Fleet [culture](https://fleetdm.com/handbook/company#culture) is pretty simple: think of others, and remember the company [Values](https://fleetdm.com/handbook/company#values).
## Open positions
## Salesforce
We consider Salesforce to be our Rolodex for customer information. During the onboarding process, you may need to add a license for the new hire. Here are the steps we take:
1. Go to “Your account.”
2. View contracts -> pick current contract.
3. Add the number of licenses.
4. Sign DocuSign sent to the email.
5. The order will be processed in ~30m.
## Gong
Capturing video from meetings with customers, prospects, and community members outside the company is an important part of building world-class sales and customer success teams and is a widespread practice across the industry. At Fleet, we use Gong to capture Zoom meetings and share them company-wide. If a team member with a Gong license attends certain meetings, generally those with at least one person from outside of Fleet in attendance.
- While some Fleeties may have a Gong seat that is necessary in their work, the typical use case at Fleet is for employees on the company's sales, customer success, or customer support teams.
- You should be notified anytime you join a recorded call with an audio message announcing "this meeting is being recorded" or "recording in progress." To stop a recording, the host of the call can press "Stop."
- 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](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.
- 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.
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.
- For those with a Gong seat or scheduling a call with someone in attendance that has a Gong seat who does not wish for their Zoom call with an external party to record:
- A complete list can be found [here](https://docs.google.com/document/d/1OOxLajvqf-on5I8viN7k6aCzqEWS2B24_mE47OefutE/edit?usp=sharing).
- 1 on 1, 1:1, confidential, interview, internal and no shadows are some commonly used words that will disable Gong.
- If you need words added to the list of exlusionary words, please reach out to Nathan Holliday.
- We have excluded anyone with an email domain from @cooley.com or @pilot.com from Gong's recording feature. These are professional services firms working with Fleet on internal matters, and calls with them are considered internal.
>If you need help using Gong, please check out Gong Academy at [https://academy.gong.io/](https://academy.gong.io/).
## Zapier and DocuSign
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.
When the final signature is added to an envelope in DocuSign, it is marked as completed and sent to Zapier, where it goes through these steps:
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 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:
```
Now complete with all signatures:
[email subject]
link: drive.google.com/[destinationFolderID]
```
## Security
At Fleet, we care about security. Here are a few resources about Fleet's security policies and best practices.
1. [Security policies](https://fleetdm.com/handbook/security/security-policies#security-policies)
2. [Human resources security policy](https://fleetdm.com/handbook/security/security-policies#human-resources-security-policy)
3. [Account recovery process](https://fleetdm.com/handbook/security#account-recovery-process)
4. [Personal mobile devices](https://fleetdm.com/handbook/security#personal-mobile-devices)
5. [Hardware security keys](https://fleetdm.com/handbook/security#hardware-security-keys)
6. More details about internal security processes at Fleet are located on [the Security page](./security.md).
- 🚀 [Engineering Manager, MDM](https://fleet-device-management.breezy.hr/p/41ad774fe34a-engineering-manager-mdm)
- ⚗️ [Product Designer](https://fleet-device-management.breezy.hr/p/68ef1b6ace54-product-designer)
- 🫧 [Revenue Operations Manager](https://fleet-device-management.breezy.hr/p/c28cce9abf5e-revenue-ops)
- 🫧 [Field Marketer](https://fleet-device-management.breezy.hr/p/3bd97ce5f54a-field-marketing-manager-enterprise)
## Hiring
@ -307,14 +294,23 @@ Every new position being created goes through this process before interviewing,
- Reply in the `#hiring-xxxxx-2022` Slack channel, at-mentioning the original proposer, to let them know the new position is approved.
After getting CEO approval, create a position in Breezy.
### Creating a new position in Breezy
#### Creating a new position in Breezy
Review [Breezy positions video](https://www.loom.com/home) on how to post a job on fleetdm.com/apply using Breezy. Collect candidate feedback from the team and manage the hiring process.
### Checking legal restrictions on hiring
> Breezy is being replaced at the end of Feb 2023. TODO: Update this section with new instructions for posting the job.
### Recruiting
#### Checking legal restrictions on hiring
Fleet maintains a list of companies with whom Fleet has do-not-solicit terms that prevents us from making offers to employees of these companies. The list is in the Do Not Solicit tab of the [BizOps spreadhseet](https://docs.google.com/spreadsheets/d/1lp3OugxfPfMjAgQWRi_rbyL_3opILq-duHmlng_pwyo/edit#gid=0).
### Interviewing at Fleet
#### Recruiting progress checkup
Weekly, Charlie looks in the [Fleeties spreadsheet](https://docs.google.com/spreadsheets/d/1OSLn-ZCbGSjPusHPiR5dwQhheH1K8-xqyZdsOe9y7qc/edit#gid=0) and reports on each open position:
- Is the position in [BreezyHR](https://app.breezy.hr/signin)?
- Is the position listed on fleetdm.com/jobs?
- What is the total # applicants?
- Total # interviews?
### Interviewing at Fleet
We're glad you're interested in joining the team!
Here are some of the things you can anticipate throughout this process:
- We try to reply by email within one business day from the time when the application arrives.
@ -352,7 +348,11 @@ The CEO will then reply in `#g-people` to indicate that the offer is approved.
- When sending the offer, the CEO or CTO will edit the permissions of the exit scenarios sheet so it is accessible to the candidate.
- People Ops is cc'd on the offer email but will not participate in the email thread until after the offer is accepted.
### Hiring a new consultant
#### Hiring a new consultant
> The words "consultant" and "contractor" are used interchangably, where appropriate.
> Some Fleet team members are contractors and others are employees.
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.
There are some defaults that we use for these agreements:
- Term: one month
@ -362,15 +362,8 @@ There are some defaults that we use for these agreements:
- Hours: Default to 10 hr/week - 40 hr/week
Then hit send! After all of the signatures are there, the completed document will automatically be uploaded to the appropriate Google Drive folder, and a Slack message will appear in the `#g-people` channel.
### Updating a consultant's fee
- Direct message Charlie with rate change information.
- Charlie will post the information to `#g-people` and tag the CEO for approval.
- After CEO approval, Charlie will issue a new contractor agreement with the updated fee via DocuSign.
### Onboarding
#### Steps after an offer is accepted
### Steps after an offer is accepted
1. Once an applicant accepts an offer in writing, People Ops replies to the candidate.
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.
@ -384,43 +377,8 @@ Then hit send! After all of the signatures are there, the completed document wi
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.
#### Team member onboarding
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 in taking onboarding and training 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.
#### Sightseeing tour
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-).
#### Contributor experience training
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 will get seen and responded to quickly.
- make sure Slack messages will get seen and responded to quickly.
- make sure you know where your issues are tracked, which kanban board you use, and what the columns mean.
- make sure you can succeed with submitting a PR with the GitHub web editor, modifying docs or handbook, and working with Markdown.
- talk about Google calendar.
- give you a quick tour of the Fleet Google drive folder.
#### Onboarding a new advisor
Advisor agreements are sent through [DocuSign](https://www.docusign.com/), using the "Advisor Agreement"
template. To send a new advisor agreement, you'll need the new advisor's name and the number of shares they
are offered.
Once you send the agreement, 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 you complete the agreement, 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).
### Purchasing a company-issued device
#### Purchasing a company-issued device
Fleet provides laptops for team members to use while working at Fleet. As soon as an offer is accepted, `@charlottechance` will reach out to the new team member to start this process. `@charlottechance` 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.
@ -428,37 +386,6 @@ New equipment for projects are requested in #help-business-operations, please ta
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.
### Taxes and compliance
From time to time, you may get notices in the mail from the IRS and/or state agencies regarding your company’s withholding and/or unemployment tax accounts. You can resolve many of these notices on your own by verifying and/or updating the settings in your Gusto account.
If the notice is regarding an upcoming change to your deposit schedule or unemployment tax rate, Charlie will make the change in Gusto. Including:
- Update your unemployment tax rate.
- Update your federal deposit schedule.
- Update your state deposit schedule.
**Important** Agencies do not send notices to Gusto directly, so it’s important that you read and take action before any listed deadlines or effective dates of requested changes.
Notices you should report to Gusto.
If you can't resolve the notice on your own, are unsure what the notice is in reference to, or the tax notice has a missing payment or balance owed, follow the steps in the Report and upload a tax notice in Gusto.
In Gusto, click **How to review your notice** to help you understand what kind of notice you received and what additional action you can take to help speed up the time it takes to resolve the issue.
For more information about how Fleet and our accounting team work together, check out [Fleet - who does what](https://docs.google.com/spreadsheets/d/1FFOudmHmfVFIk-hdIWoPFsvMPmsjnRB8/edit#gid=829046836) (private doc).
#### State quarterly payroll and tax filings
Every quarter, payroll and tax filings are due for each state. Gusto can handle these automatically if Third-party authorization (TPA) is enabled. Each state is unique and Gusto has a library of [State registration and resources](https://support.gusto.com/hub/Employers-and-admins/Taxes-forms-and-compliance/State-registration-and-resources) available to review.
You will need to grant Third-party authorization (TPA) per state and this should be checked quarterly before the filing due dates to ensure that Gusto can file on time.
#### CorpNet state registration process
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," placing the order and emailing 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).
For more information, check out [Fleet - who does what](https://docs.google.com/spreadsheets/d/1FFOudmHmfVFIk-hdIWoPFsvMPmsjnRB8/edit?usp=sharing&ouid=102440584423243016963&rtpof=true&sd=true).
#### Recruiting progress checkup
Weekly, Charlie looks in the [Fleeties spreadsheet](https://docs.google.com/spreadsheets/d/1OSLn-ZCbGSjPusHPiR5dwQhheH1K8-xqyZdsOe9y7qc/edit#gid=0) and reports on each open position:
- Is the position in [BreezyHR](https://app.breezy.hr/signin)?
- Is the position listed on fleetdm.com/jobs?
- What is the total # applicants?
- Total # interviews?
## Celebrations
@ -472,7 +399,14 @@ Weekly update principles
### Workiversaries
We're happy you've ventured a trip around the sun with Fleet. Let's celebrate!
- 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.
- Each Friday, if there are any upcoming workiversaries in the next seven days, Charlie posts about them in #g-people and tags @mikermcneil to let them know.
- Founders discuss during their 1:1, reviewing performance and the latest compensation benchmarks for this person's role and geography.
- If a compensation change is decided, Mike or Zach posts to Slack in `#g-people` with the change to compensation and effective date, if any.
- Charlie makes sure that a copy of the compensation change is added to the [¶¶People Operations folder](https://drive.google.com/drive/folders/1NKZ0UTmLbOPOeAA-iaEote3_diqu8Cbw?usp=share_link) for record keeping.
- Charlie updates the respective payroll platform (Gusto or Pilot) and update the [Equity spreadsheet](https://docs.google.com/spreadsheets/d/1_GJlqnWWIQBiZFOoyl9YbTr72bg5qdSSp4O3kuKm1Jc/edit?usp=sharing) (internal doc).
- If additional follow-up is required for the compensation change, Charlie works with the business operations team to take care of it.
## Departures
@ -484,12 +418,92 @@ Although it's sad to see you go, Fleet understands that not everything is meant
3. Announcement: Charlie will make an announcement during the "🌈 Weekly Update" post on Friday in the `#general` channel on Slack.
## Relocations
When Fleeties relocate there are vendors that need to be notified of the change.
## Onboarding a new advisor
Advisor agreements are sent through [DocuSign](https://www.docusign.com/), using the "Advisor Agreement"
template. To send a new advisor agreement, you'll need the new advisor's name and the number of shares they
are offered.
Once you send the agreement, 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 you complete the agreement, 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).
## Finance
### Monthly accounting
Create a new issue for the current month and year named "Closing out YYYY-MM" using the [monthly accounting issue template](https://github.com/fleetdm/confidential/blob/main/.github/ISSUE_TEMPLATE/5-monthly-accounting.md) in GitHub and complete all of the tasks in the issue.
### Payroll
Many of these processes are automated, but it's vital to check Gusto and Pilot manually for accuracy.
- Salary employees are automated in Gusto and Pilot
- Contractors are a manual process in Gusto and Pilot
| Unique payrolls | Action | DRI |
|:-----------------------------|:-----------------------------|:-----------------------------|
| Commissions | "Off-cycle" payroll | Nathan
| Sign-on bonus | "Bonus" payroll | Charlie
| Performance bonus | "Bonus" payroll | Charlie
| Ramp | "Off-cycle" payroll | Nathan
| Accelerations | "Off-cycle" payroll | Nathan
Add the amount to be paid to the "Gross" line.
For Fleet's US contractors, running payroll is a manual process.
The steps for doing this are highlighted in this loom, TODO.
1. Time tools
2. Time tracking
3. Review hours
4. Adjust time frame to match current payroll period (the 27th through 26th of the month)
5. Sync hours
6. Run contractor payroll
#### Commission payroll
- Update [commission calculator](https://docs.google.com/spreadsheets/d/1vw6Q7kCC7-FdG5Fgx3ghgUdQiF2qwxk6njgK6z8_O9U/edit) with new revenue from any deals that are closed/won (have a subscription agreement signed by both parties) and have an **effective start date** within the previous month.
- Find detailed notes on this process in [Notes - Run commission payroll in Gusto](https://docs.google.com/document/d/1FQLpGxvHPW6X801HYYLPs5y8o943mmasQD3m9k_c0so/edit#).
- Contact Charlie Chance in Slack and let her know she can run the commission payroll. Use the off-cycle payroll option in Gusto. Be sure to classify the payment as "Commission" in the "other earnings" field and not the generic "Bonus."
- Once commission payroll has been run, update the [commission calculator](https://docs.google.com/spreadsheets/d/1vw6Q7kCC7-FdG5Fgx3ghgUdQiF2qwxk6njgK6z8_O9U/edit) to mark the commission as paid.
#### Updating a consultant's fee
- Direct message Charlie with hourly rate change information.
- Charlie will post the information to `#g-people` and tag the CEO for approval.
- After CEO approval, Charlie will issue a new contractor agreement with the updated fee via DocuSign.
### Annual reporting for capital credit line
- Within 60 days of the end of the year:
- Provide Silicon Valley Bank (SVB) with our balance sheet and profit and loss statement (P&L, sometimes called a cashflow statement) for the past twelve months.
- Provide SVB with our annual operating budgets and projections (on a quarterly basis) for the coming year.
- Deliver this as early as possible in case they have questions.
### Quarterly Quickbooks Online (QBO) check
- Check to make sure [bookkeeping quirks](https://docs.google.com/spreadsheets/d/1nuUPMZb1z_lrbaQEcgjnxppnYv_GWOTTo4FMqLOlsWg/edit?usp=sharing) are all accounted for and resolved or in progress toward resolution.
- Check balance sheet and profit and loss statements (P&Ls) in QBO against the [monthly workbooks](https://drive.google.com/drive/folders/1ben-xJgL5MlMJhIl2OeQpDjbk-pF6eJM) in Google Drive.
## Taxes and compliance
From time to time, you may get notices in the mail from the IRS and/or state agencies regarding your company’s withholding and/or unemployment tax accounts. You can resolve many of these notices on your own by verifying and/or updating the settings in your Gusto account.
If the notice is regarding an upcoming change to your deposit schedule or unemployment tax rate, Charlie will make the change in Gusto. Including:
- Update your unemployment tax rate.
- Update your federal deposit schedule.
- Update your state deposit schedule.
**Important** Agencies do not send notices to Gusto directly, so it’s important that you read and take action before any listed deadlines or effective dates of requested changes.
Notices you should report to Gusto.
If you can't resolve the notice on your own, are unsure what the notice is in reference to, or the tax notice has a missing payment or balance owed, follow the steps in the Report and upload a tax notice in Gusto.
In Gusto, click **How to review your notice** to help you understand what kind of notice you received and what additional action you can take to help speed up the time it takes to resolve the issue.
For more information about how Fleet and our accounting team work together, check out [Fleet - who does what](https://docs.google.com/spreadsheets/d/1FFOudmHmfVFIk-hdIWoPFsvMPmsjnRB8/edit#gid=829046836) (private doc).
### State quarterly payroll and tax filings
Every quarter, payroll and tax filings are due for each state. Gusto can handle these automatically if Third-party authorization (TPA) is enabled. Each state is unique and Gusto has a library of [State registration and resources](https://support.gusto.com/hub/Employers-and-admins/Taxes-forms-and-compliance/State-registration-and-resources) available to review.
You will need to grant Third-party authorization (TPA) per state and this should be checked quarterly before the filing due dates to ensure that Gusto can file on time.
### CorpNet state registration process
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," placing the order and emailing 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).
For more information, check out [Fleet - who does what](https://docs.google.com/spreadsheets/d/1FFOudmHmfVFIk-hdIWoPFsvMPmsjnRB8/edit?usp=sharing&ouid=102440584423243016963&rtpof=true&sd=true).
Employee directions:
- Please follow the directions listed in the ["Moving" template](https://github.com/fleetdm/confidential/blob/main/.github/ISSUE_TEMPLATE/x-moving.md) to create a confidential issue and assign to the [🔦#g-business-operations kanban (project) board](https://github.com/orgs/fleetdm/projects/51/views/1).
## Rituals
@ -506,7 +520,7 @@ The following table lists the People group's rituals, frequency, and Directly Re
| Commission payroll | Monthly | Use the [commission calculator](https://docs.google.com/spreadsheets/d/1vw6Q7kCC7-FdG5Fgx3ghgUdQiF2qwxk6njgK6z8_O9U/edit#gid=0) to determine the commission payroll to be run in Gusto. | Nathanael Holliday |
| US contractor payroll | Monthly | Sync contractor hours to payments in Gusto and run payroll for the month. | Charlie Chance |
| 550C update | Annually | File California 550C. | Charlie Chance |
| Workiversaries | Weekly/PRN | People Operations posts in `#g-people` and tags @mikermcneil about any upcoming workiversaries. | Charlie Chance |
| [Workiversaries](#workiversaries) | Weekly/PRN | People Operations posts in `#g-people` and tags @mikermcneil about any upcoming workiversaries. | Charlie Chance |
| Investor and Advisor updates | PRN | People Operations tracks the last contact with investors and coordinates outreach with CEO. | Charlie Chance |
| CEO inbox sweep | Daily unless OOO | Charlie does a morning sweep of the CEO's inbox to remove spam and grab action items. | Charlie Chance |
| Recruiting progress checkup | Weekly | Charlie looks in the [Fleeties spreadsheet](https://docs.google.com/spreadsheets/d/1OSLn-ZCbGSjPusHPiR5dwQhheH1K8-xqyZdsOe9y7qc/edit#gid=0) and reports on each open position. | Charlie Chance |
@ -523,9 +537,6 @@ The following table lists the People group's rituals, frequency, and Directly Re
| Security policy update | Annually | Update security policies and have them approved by the CEO. | Nathanael Holliday |
| Security notifications check | Daily | Check Slack, Google, Vanta, and Fleet dogfood for security-related notifications. | Nathanael Holliday |
| Changeset for onboarding issue template | Quarterly | pull up the changeset in the onboarding issue template and send out a link to the diff to all team members by posting in Slack's `#general` channel. | Charlie Chance |
| Kanban contributor experience checkup | End of release cycle | Audit Kanban board for issues that are pending completion. | Nathanael Holliday
| Backlog contributor experience checkup | End of release cycle | Audit Kanban board for issues that need prioritization in the Kanban backlog. | Nathanael Holliday |
| GitHub contributor experience checkup | End of release cycle | Audit Kanban repositories with CTO and track in KPI spreadsheet. | RevOps |
## Roadmap
@ -536,14 +547,15 @@ https://github.com/orgs/fleetdm/projects/51/views/1
## Slack channels
These groups maintain the following [Slack channels](https://fleetdm.com/handbook/company#group-slack-channels):
| Slack channel | [DRI](https://fleetdm.com/handbook/company#group-slack-channels) |
|:----------------------------|:--------------------------------------------------------------------|
| `#g-people` | Charlie Chance
| `#help-onboarding` | Charlie Chance
| `#g-business-operations` | Nathan Holliday
| `#help-brex` | Nathan Holliday
| `#help-ceo` | Charlie Chance
| `#help-login` | Nathan Holliday
| Slack channel | [DRI](https://fleetdm.com/handbook/company#group-slack-channels) |
|:----------------------------------------|:--------------------------------------------------------------------|
| `#g-business-operations` | Nathan Holliday
| `#help-onboarding` | Charlie Chance
| `#help-brex` | Nathan Holliday
| `#g-people` _(¶¶)_ | Charlie Chance
| `#help-mission-control` _(¶¶)_ | Charlie Chance
| `#help-ceo` | Charlie Chance
| `#help-login` | Nathan Holliday