Merge branch 'lever-for-recruiting' into 'master'

cw add stages and archive

See merge request gitlab-com/www-gitlab-com!8002

source/handbook/hiring/interviewing/index.html.md

@@ -27,7 +27,8 @@ An applicant should expect to wait 4-5 business days between each step of the pr
 1. The employment team does a **first round of evaluations**. Disqualified candidates will be sent a note informing them of the [rejection](#rejecting-applicants). There are templates in Lever to assist, but messages can be tailored as appropriate. Place yourself on the receiving end of the message. If more information is required to make the determination, feel free to specifically ask for it (e.g. a cover letter). (If you don't see the templates, you probably haven't [linked your email account to Lever](https://help.lever.co/hc/en-us/articles/204485965-How-do-I-log-in-) yet.)
 1. **Pre-screening Questionnaire**: Many applicants will be sent a pre-screening questionnaire by the employment team relating to the position to complete and return to the sender.The questionnaire and answers will be added to the candidate's Lever profile.
-   1. Team members who review the pre-screening questionnaire answers should refer to the [GitLab private project](https://gitlab.com/gitlab-com/people-ops/applicant-questionnaires) that holds guides on how to review each of the questionnaires. Candidates who receive an assessment should be moved to the "Assessment" stage in Lever.
+   1. Team members who review the pre-screening questionnaire answers should refer to the [GitLab private project](https://gitlab.com/gitlab-com/people-ops/applicant-questionnaires) that holds guides on how to review each of the questionnaires. Candidates who receive an assessment are moved to the "Assessment Sent" stage in Lever by a member of the Recruiting team.
+   1. When a candidate returns their assessment, they are moved to the "Assessment in Review" stage in Lever by the Recruiting team, who will also either ping the appropriate team member to review the candidate's responses, or they will put a link to the candidate in the appropriate Slack channel dedicated to reviewing questionnaires. Reviewers will add :eyes: emoji when they are reviewing and a :white_check_mark: emoji when they've reviewed a candidate. Reviewers should be sure to tag the appropriate Recruiting team member when leaving their notes.
    1. Candidates that have satisfactory assessment results may be invited to a screening call.
 1. [**Screening call**](#screening-call):
    1. If the applicant qualifies, a member of the employment team will conduct a screening call using Lever.
@@ -38,7 +39,7 @@ depending on the outcome of the screening call, the employment team or manager c
 1. **Further interviews**: Additional interviews would typically follow the reporting lines up to the CEO. For example, the technical interview may be conducted by an individual contributor, with subsequent interviews being conducted by the manager / team lead, executive team member, and then the CEO. See below for [sample questions](#interview-questions). The candidate should be interviewed by at least one female GitLab team member.
 1. **References**: The employment team will conduct [references](#reference-calls) for promising candidates. This process can start at an earlier stage, but should happen before an offer is made. At minimum two references should be completed - one to a manager, the other to a colleague. Move the candidate to the "Reference Call" stage in Lever, and ping the relevant person from People Ops to get it going.
 1. **Hiring package**: After reference calls are completed successfully, the employment team submits the [employee approval package](#hiring-package) to the CEO and Hiring Manager.
-1. When the manager or CEO makes the **offer**, this can be done verbal during the call with the applicant, but is always followed quickly with the written offer as described in [the section on preparing offers and contracts](#prep-contracts).
+1. When the manager or CEO makes the **offer**, this can be done verbal during the call with the applicant, but is always followed quickly with the written offer as described in [the section on preparing offers and contracts](#prep-contracts). At this point the candidate is moved to the "Offer" stage by the Recruiting team.
 1. People Ops will draft a contract based upon the written offer that was extended.
 1. Manager follows up to ensure that the offer is accepted, and that the contract is signed.
 1. People Ops [starts the background check process](/handbook/people-operations/#background-checks) if applicable for the role.

source/handbook/hiring/lever/index.html.md

@@ -34,8 +34,8 @@ The recruiting team will schedule all interviews and send out unique Easy Book l
 If you use another standard link for a room using a different service (Zoom, Appear.in, etc.), please email the link for that room to [Nadia Vatalidis](https://about.gitlab.com/team/#nadiavat), [Chloe Whitestone](https://about.gitlab.com/team/#drachanya), and [Jacie Zoerb](https://about.gitlab.com/team/#jaciezoerb).
 #### Important Notes
-* Please be sure to go to your [Google Calendar settings](https://calendar.google.com/calendar/render?tab=mc#settings-general_11) and input your current time zone.
-* Easy Book will only show candidates times you are available within the hours of 9am-5pm your local time (per the above point). If you would like to only have interviews during a specific period of your day, please block off the rest of your day so Easy Book will not offer those times. Reach out to People Ops if you have questions on this.
+* Please be sure to go to your [Google Calendar settings](https://calendar.google.com/calendar/r/settings?tab=mc) and input your current time zone.
+* Easy Book will only show candidates times you are available within the hours of 9am-5pm your local time (per the above point). If you would like to only have interviews during a specific period of your day, please block off the rest of your day as unavailable so Easy Book will not offer those times. You will need to have the status of the event marked as "busy" in order for this to work; typically timed events default to "busy" and all-day events default to "free", so please be aware of the settings when creating calendar events. Reach out to People Ops if you have questions on this.
 ### Sync Slack account
@@ -43,15 +43,15 @@ Please read this article on [how to sync your Slack account to Lever](https://he
 ## How to view candidates in Lever
-When you log in to Lever, you will be brought to the [Candidates page](https://hire.lever.co/candidates). At the top left corner, you can filter which candidates you are looking at. It's recommended to select "Followed Candidates". Read more about [the difference between the All owners, Owned by me, and Followed filters](https://help.lever.co/hc/en-us/articles/208223936-What-is-the-difference-between-the-All-owners-Owned-by-me-and-Followed-filters-).
+When you log in to Lever, you will be brought to the [Candidates page](https://hire.lever.co/candidates). At the top left corner, you can filter which candidates you are looking at. It's recommended for interviewers and hiring managers to select "Followed Candidates". Read more about [the difference between the All owners, Owned by me, and Followed filters](https://help.lever.co/hc/en-us/articles/208223936-What-is-the-difference-between-the-All-owners-Owned-by-me-and-Followed-filters-).
 It is helpful to understand [what "following" is](https://help.lever.co/hc/en-us/articles/203824939-What-is-following-) in order to best make use of the function. If you would like to follow a candidate or role that you do not currently have access to, please reach out to People Ops.
-If you are on the go and would like to access Lever via your mobile device, please see this article: [How to view a candidate on Mobile](https://help.lever.co/hc/en-us/articles/218355523-How-can-I-view-candidate-profiles-on-a-mobile-device-).
+If you are on the go and would like to access Lever via your mobile device, please read about [how to view a candidate on Mobile](https://help.lever.co/hc/en-us/articles/218355523-How-can-I-view-candidate-profiles-on-a-mobile-device-).
 ## How to leave feedback in Lever
-After you've integrated Slack with Lever, you'll receive a Slack message reminding you of your interview, with a link to the candidate's resume. When you click that link, it will show you the details for that particular interview. Please click "Feedback Form" under their name, and track your feedback in the text box(es) during your call.
+After you've integrated Slack with Lever, you'll receive a Slack message reminding you of your upcoming interview, with a link to the candidate's resume. When you click that link, it will show you the details for that particular interview. Please click "Feedback Form" under their name, and track your feedback in the text box(es) during your call. If you do not submit your feedback within an hour after your interview, Slack will send you a follow up message reminding you to leave feedback.
 You can also go straight to the [Interviews page](https://hire.lever.co/interviews), where you will see all of your upcoming interviews and be able to click into each one to see the details and provide feedback, as well as keep track of your past and future interviews. All team members who have logged in to Lever have access to this page.
@@ -67,6 +67,46 @@ You may also create a referral link, which you can send to prospective candidate
 Please see these Lever articles on [how to make a referral](https://help.lever.co/hc/en-us/articles/204493415-How-do-I-make-a-referral-) and [social referrals](https://help.lever.co/hc/en-us/articles/205697609-What-are-social-referrals-) for more information, as well as GitLab's [referral bonus program](https://about.gitlab.com/handbook/incentives/#referral-bonuses).
+## Changing Stages for a Candidate
+
+The People Ops team are the only ones who should be [changing stages for a candidate](https://help.lever.co/hc/en-us/articles/205697629-How-do-I-track-candidates-through-the-hiring-process-). GitLab has [several stages in Lever](https://help.lever.co/hc/en-us/articles/205582549-What-do-the-pipeline-stages-mean-How-can-I-customize-my-pipeline-), outlined below, which can be customized by reaching out to GitLab's Lever Implementation Specialist.
+
+* Lead
+   * New Lead
+   * Reached Out
+   * Responded
+* Applicant
+   * New Applicant
+   * Contacted
+   * Assessment Sent
+   * Assessment In Review
+* Interview
+   * Screening Call
+   * First Video Interview
+   * Second Video Interview
+   * Third Video Interview
+   * Optional Final CEO Interview
+   * References
+   * Offer
+
+The "Lead" bucket is exclusively used by the Recruiting team for sourcing new applicants and communicating with them.
+
+Within the "Applicant" bucket, "New Applicant" refers to all incoming applications; "Contacted" refers to applicants that the Recruiting team has reached out to for more information; "Assessment Sent" refers to applicants whom the Recruiting team has sent an opening questionnaire to, and "Assessment In Review" refers to applicants who have returned the questionnaire and need to be reviewed by a member of the appropriate hiring team. All members of the hiring team who review applicants can refer to the "Assessment In Review" stage to see what applications still needs review.
+
+The "Interview" bucket keeps track of where candidates are in the process. They are moved into each new stage once they have successfully passed the prior stage; e.g. a candidate who does well in the Screening Call will be moved to First Video Interview while they are scheduling the interview and until feedback is received by the interviewer.
+
+## Archiving Candidates
+
+To remove a candidate from the active pipeline, they need to be [archived](https://help.lever.co/hc/en-us/articles/204502125-How-do-I-reject-archive-a-candidate-) in Lever, which should be done only by People Ops. Any time a candidate is archived, People Ops will email them letting them know. Only People Ops should be communicating rejections.
+
+Individual candidates can be archived by clicking "Archive" in the top right corner of their profile and choosing the appropriate reason. You can also archive candidates in bulk, for example if the position has been filled. To do so, select the checkboxes for each candidate in the appropriate stage, click "Archive" from the actions that appear at the top, and choose the appropriate reason. Note: you can only choose one reason when archiving in bulk.
+
+You can access all archived candidates by clicking on the "Archive" tab on the top right corner on the pipeline screen.
+
+To unarchive a candidate, click "Unarchive" at the top right of their profile, choose the appropriate job they are being unarchived for, and they will be active again.
+
+You can also [snooze a candidate](https://help.lever.co/hc/en-us/articles/204502005-How-do-I-snooze-a-candidate-) to remove them from the active pipeline but enable you to revisit them in a few weeks or months when the timing is more appropriate. To snooze someone, click on the clock at the top of their profile, input optional notes, and select how long you would like them snoozed for. You can view, edit, or delete the snooze by clicking on the same button. At the end of the selected time period, you will receive an email notification. Only the person who snoozed the candidate will receive the notification. To view all snoozed candidates, scroll the the bottom of the left sidebar and toggle "Snoozed".
+
 ## Additional Lever information
 * [Dashboard Overview](https://lever.wistia.com/medias/1pv5mqnrps)
 * [Candidate Profile Overview](https://lever.wistia.com/medias/5yq8pamndg)