People Ops Systems / Overview

Page Summary: What systems do we use for People Ops, Greenhouse setup tasks for OCV vs. Founders, Payrolls.

Company handbook

Use this template to create your own handbook.

A company handbook is a systematic way of documenting how a company works. It is the most efficient way to transfer information and facilitates intentional communication.

Given that OCV companies are founded on open-source technology projects and the principle of transparency, our companies are expected to operate through a public handbook. Operating through a public handbook encourages accountability and supports hiring efforts.

OCV recruiting tasks

Here are some helpful integrations that make it easier as you start interviewing candidates. The items below are completed by the OCV Head of Talent Acquisition (or other Site Admin).

1. Add New Company as an Office https://app4.greenhouse.io/account/organization

2. Add New Job Board for the Office https://app4.greenhouse.io/jobboard

3. Add New Users https://app4.greenhouse.io/account/users?status=active and select the following:

4. Invite new users to Greenhouse and reactivate a deactivated user

5. Manage company metadata

6. Manage company email and social media templates

7. Invite and deactivate agency recruiters

8. Create new jobs and request job approvals

9. Limit job creation to specific offices (Leave unchecked for all offices) - Select Office

10. Manage unattached prospects

11. Manage Job Board-related API Credentials

12. Manage ALL organization's API Credentials

13. Manage and configure web hooks

14. Email Domain Verification: How to here

15. Work with the owner of the email domain

Founder Tasks

Integrations for users

1. Email Domain Verification - After the OCV team has entered your domain into Greenhouse you will receive an email to Add the files to your DNS setup.

   1. Note: Certain web hosting services like GoDaddy, SquareSpace, or NameCheap imply your organization's domain when adding DNS records. If you are using one of these services, please see instructions here.

   2. When you have updated your DNS, notify the OCV team to verify that it is correct.

   3. When verified, you will be able to send emails to candidates directly from Greenhouse.

2. Calendly - Available for all Calendly users (including an unpaid, premium, and pro account).

   1. App

   2. Learn How Here

   3. Next, create two separate Meeting types iCalendly integration – Greenhouse Support Calendly for an “Interview” and add your Zoom link to the invite. It would be helpful if you created one Interview for 25 mins and another for 50 mins, so we can schedule the right amount of time depending on the event.

3. Zoom - This allows others to book your Zoom account for interviews that you will be conducting. Learn how to Here

4. Docusign - Get a paid account for Docusign and integrate this with Greenhouse so you can send offer letters.

   1. Learn how Here

5. Email Signature - There are many standard templates built in Greenhouse that have a token to include your signature. Instructions to add your signature are Here

6. Install the Gmail Add on - This add-on allows you to directly add emails into Greenhouse through gmail, or you can forward them through Mail Drop. This adds them to the Activity Feed. Learn How Here

7. LinkedIn

   1. We enabled the feature that allows you to see a candidate's LinkedIn profile. When you view a candidate record in Greenhouse you will now see a tab with their LinkedIn profile.

   2. If you have a LinkedIn Recruiter license, you can connect your account to Greenhouse to sync activity across both systems. See Here

   3. When the LinkedIn company page is set up, OCV adds your company number to the Greenhouse Job Board set up (The OCV content manager creates your company page.)

Tech Set up

1. Job Board Settings - Customize your job board (logo, description) and make decisions about some external posting options.

   1. App

   2. Each company is responsible for creating its own public-facing “Jobs” or “Careers” page on their company website.

   3. When launching a new company, OCV Recruiting creates a company-specific Job board. Examples: https://opencoreventures.com/jobs/

2. Career Page Setup

   1. Integrate your job board with your Career page Learn More

   2. Integrating Greenhouse with Docusaurus Learn how here