Administration

Being a Team lead also involves some administrative tasks. Lucky for you, we don’t have that much. For example the sick leave in HiBob. You will read about that later on. 

Hiring a new colleague

• Our corporate recruiter from the People team creates the offer.

• The People team will send a Statement of data for payroll taxes (English or Dutch), and ask for a copy of the front and back of identification (ID/passport) via HiBob. A driver’s license is not sufficient. (And for international employees some extra documents might be required).

• The People team draws up the employment contract for your new team member

• Time to sign! People creates the contract via HiBob, and after a four-eyes-check it will be sent to you and you can sign the contract. After signing, your new team member will receive the contract as well.

• When the contract has been signed and all the documents are uploaded the employee is ready for their start at Guidion (If there are any special requirements, please let us know).

Curious about the new referral program? Click here to read it. 

From on-call colleague or intern to permanent colleague

When you hire an on-call colleague as a new permanent employee the process is:

• Time to sign! People creates the contract via HiBob, and after a four-eyes-check it will be send to you and you can sign the contract. After signing, your new team member will receive the contract as well.

• On-call to permanent: Go to Actions in the HiBob of the colleague and click on Update Profile. Then select the promotion flow on call > fixed. Fill in the data and give the People team a sign. Esmée creates the contract via HiBob, and after a four-eyes-check it will be send to you and you can sign the contract. After signing, your new team member will receive the contract as well.

• Intern to permanent: Go to Actions in the HiBob of the colleague and click on Update Profile. Then select the promotion flow on call > fixed. Fill in the data and give the People team a sign. People creates the contract via HiBob, and after a four-eyes-check it will be send to you and you can sign the contract. After signing, your new team member will receive the contract as well.

• NB: It is only possible to change the type of employment in NMBRS and HiBob from the 1st of the month.

Extending employment contracts

When a contract expires you get an automated email signal 50 and 40 day(s) in advance. Let People know you want to extend the contract and:

• The People team will make an employment contract for your new team member. 

• The Business Partner and you will check the contract.

• Time to sign! You can do this via HiBob. 

• We are obliged by law to take the period of notice into consideration (1 month). The contract should be sent to the employee before the period of notice starts.

• The signed contract will automatically be uploaded in HiBob.

Termination of the employment contract

• Go to HiBob and via Actions -> change work status -> terminate employee (voluntary or involuntary). In this way the exit is guided in a proper way (a.k.a. the final salary payment is done in the right way, IT licences are ended on time, etc). Together we keep everything GDPR proof. 

• Attach the resignation letter (if a colleague takes notice) or the notice of termination by Guidion (‘aanzegging’) to the termination flow. 

Other personal / administrative changes

• When your team member changes teams or manager, go to their HiBob profile and click on Change work details. Then select the appropriate action.

• If your team member gets a new manager (and is not changing teams) please send an email to peopleandculture@guidion.net so that the new manager can see all the details of the employee, signals about contracts or reflection formats in HiBob. If you and your team member want to change the working hours, you can do it yourself in HiBob via Update profile -> Schedule change. 

• For any other changes concerning the correct payment of salary (like corrections, or new contracts): send an email to salaris@guidion.net. Make sure to do this before the deadline so we can make sure that all colleagues get their correct salary on time. 

The deadline for mutations of permanent colleagues and interns is: 8th of the month before 12 a.m. If you send mutations after the deadline, they will be processed in the following month. 

Registering sickness and recovery

•  Via HiBob you go to the person's time off and you select the Sick time off policy. You select the start date. 

• NB: the system requires an end date. Important to correct the right end date of the sick leave. This way we can notify the ‘Arbodienst’ on time and meet our responsibilities in the ‘poortwachter traject’.