HR systems
Rippling is our Human Resources Information System (HRIS).
The People Ops team uses Rippling to store staff information, records and important documents for HR reporting and analytics, and to organize new hire onboarding and offboarding workflows. Staff use Rippling to update their personal and emergency contact information, and to reference the organizational chart and staff directory.
Updating Rippling
The People Ops team will update staff information as it relates to compensation changes, promotions or transfers, new hires, and terminations. For other changes, managers should initiate a change request in Rippling directly. Reach out to HR if you have any questions.
Rippling fields that Managers can update
Job title
Department
Reports To This field is typically updated as part of other processes, onboarding, offboarding, etc.
Location See People Manager Approvals ahead of requesting this change.
Any job information updates made by managers for a team member will be sent for approval through Rippling (Manager's Manager > Team MLT > People Team).
How to update Rippling (for Managers)
Log into Rippling.
Go to the profile of the person you'd like to update.
Click Edit on the Role Information and/or Custom Fields section of the profile. You will be prompted to confirm the change and select the effective date.
If you're updating Department information, please use the first of the following month as the effective date. For example: If you're updating information on July 14th, 2024, please use an effective date of August 1, 2024. If this is an issue, please post the issue in the [Ask the People Team] (https://community.mattermost.com/private-core/channels/ask-people-team) channel. The change date affects Financial Reporting in Netsuite. If the issue requires Finance approval, the HR Team will tag the appropriate DRI in channel.
Shared Google Drive
When using Google Drive, always save documents to the appropriate shared drive. When handling confidential or sensitive data in Google Docs, ensure that access to the shared drive is limited to the staff with that data access.
Confidential data in Google Docs
Functional Leads are responsible for creating clear guidelines on how teams and working groups should organize any internal docs that contain confidential data. Teams that are required to handle confidential data should also have documented guidelines on data access based on role.
Staff are discouraged from using their Mattermost Google Drive to store personal information. As a part of offboarding, a Manager may request to transfer a departing team member's files to another staff member. No personal information will be requested via Google Docs from the Company.
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