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Rippling

Rippling is our HRIS system. This provides a guide of how we use it.

Tools​

Documents​

https://app.rippling.com/documents/document-dashboard

This is where all custom documents are managed and created. Basically we use this for contracts, legal notifications, legal forms, and termination letters.

tip

Rippling supports multi-entities accounts and in Matrix AI we have both Matrix AI Pty. Ltd. for Australia and Matrix AI Inc. for US. This means our contracts are sometimes under Matrix AI Pty. Ltd. and in other cases are under Matrix AI Inc. Rippling's primary client is Matrix AI Pty. Ltd. This means in our documents, if you use Business legal name variable, it will always be Matrix AI Pty. Ltd.. Instead use EOR entity legal name which will resolve to the appropriate entity for the document. However this will not work if the employee is registered as remote. This is also true Business HQ full address, it will be the address of Matrix AI Pty. Ltd., but using Work location full address will resolve to the appropriate entity address. This is just a hack atm because Rippling hasn't actually figured out variables for multi-entity accounts.

Settings​

https://app.rippling.com/documents/company-document-settings

This is where you can set the signatories of documents.

Because the original administrator account was deleted from the employee list, a new employee was created for Roger Qiu. All signatories and assignments to Company signatory, Offer letter signatory and Termination Signatory have all been changed to the employee account for Roger Qiu.

Org Chart​

https://app.rippling.com/org-chart/diagram

This is the basically the visualization of all the people in the company/companies.

HR Management​

Compensation Bands​

Compensation Plans​

https://app.rippling.com/compensation/plans

Rippling compensation plans are structured with Compensation Plans and then Compensation Structures.

There are 2 primary structures, casual and permanent. The main distinction is the contractual agreement. A casual has dynamic hours, and no paid time off. A permanent has guaranteed hours, and has paid time off.

  • Epsilon
    • Casual - Waged and Dynamic Hours
    • Permanent - Salaried and Permanent Hours

People​

https://app.rippling.com/employee-list/list

This lists all the people. You can update and view all attributes of the people.

Time Off​

https://app.rippling.com/pto/overview

This is where people can apply for paid time off.

This does not apply to casuals, which do not get paid time off. Casuals have dynamic hours.

Anniversaries​

https://app.rippling.com/anniversary/overview

Celebrating people's birthdays.

IT Management​

https://app.rippling.com/it-management/people

Here Rippling creates a device assignment system.

Again this is in conflict with Polykey Enterprise design, which tries to get away from thinking about physical devices, so that the software agent running on the device is what's important.

Unused atm.

Finance​

Spend​

https://app.rippling.com/spend-management/dashboard

This is expensing approval system. Unlike using expensing system, which primarily is about spending. This is about submitting expenditures with evidence.

Settings​

https://app.rippling.com/spend-management/dashboard/settings?section=general+settings

This allows you control who has access to the spend system, basically who can create expense claims.

Right now this is configured to only allow me to specifically invite people to it. However it's not really useful until also integrated with an expensing system like Airwallex.

Accounting Integrations​

https://app.rippling.com/accounting-integrations/dashboard

This is about connecting with Xero. However it currently only supports "US Payroll" and "Spend".

Unused.

Settings​

Information Collected during Onboarding​

https://app.rippling.com/company-settings/info-collected

This lists all information that is collected when employees or contractors are onboarded.

It asks for some information that is not relevant to non-US employees/contractors. This is avoided by adding exceptions.

Questions:

  • How do you add random information to ask?
  • If you can delete "Federal and state tax withholding elections" and "W9 information", how would you get it back?

Notifications​

https://app.rippling.com/company-settings/notifications

Disable notifications for everybody except Head of Human Resources.

  • Head of Human Resources is Roger Qiu.

Data Importing​

https://app.rippling.com/company-settings/employee-census-resume

Use this to import data directly into Rippling. Only relevant at the beginning.

Data Manager​

All Fields​

https://app.rippling.com/data-manager/field-selector

This appears to contain all potential data fields that are associated to employees.

This does not appear to correlate to the onboarding collection, which might be a default set, except for the ones that could be deleted.

I don't think this needs any editing atm.

Data Collected​

https://app.rippling.com/data-manager/data-collected

This shows the custom data that was collected for each different module.

It does not show the value of data fields that were not custom fields.

It does not allow editing of custom data fields.

Note that these custom fields will appear as Custom fields on the profile page.

Organisational Data​

https://app.rippling.com/company-details/information

This where you can set information for the company.

These things we can breeze through:

  • Formation
  • Work Email Domains
  • Work Locations
  • Departments
    • Engineering
    • Executive
    • Infrastructure
    • Product
  • Job Families
    • Engineering
  • Teams - not used yet
  • Jobs - not used yet
  • Business Partners - not used yet

Work Email Domains​

https://app.rippling.com/company-details/work-email-domains

Levels​

https://app.rippling.com/company-details/levels

This page allows us to maintain tracks and levels.

Currently the only track for Matrix AI is "Software Engineering".

This is because, outside of Software Engineering, other business functions are not big enough to form a team, nor is there enough experience to develop a track and associated levels. In other words, other business functions of Matrix AI is either out-sourced or involves specific skilled individual contributors operating strategically.

Titles​

https://app.rippling.com/company-details/titles

Titles don't represent any organisational function. They are simply a label for the job that the employee is doing.

  • Chief Executive Officer
  • Software Engineer

Employment Types​

https://app.rippling.com/company-details/company-employment-types

These are the current employment types:

  • Contractor / 1099
  • Salaried, full-time
  • Salaried, part-time
  • Hourly, full-time
  • Hourly, part-time
  • Temporary / Intern

Termination Reasons​

https://app.rippling.com/company-details/termination-reasons

  • Mutual Agreement
  • Retirement
  • Relocation
  • Health Reasons
  • End of Contract
  • Redundancy
  • Voluntary Resignation
  • Misconduct
  • Role Performance
  • Gross Negligence
  • Layoff

Permissions​

Permission profiles​

https://app.rippling.com/permissions/overview

There are 4 profiles:

  • Super Administrator - Roger Qiu
  • Full Administrator
  • Managers
  • Company-wide read access to specific fields - Everybody

Right now Rippling isn't used to manage access to applications, so there's no need for "Managers". Rippling offers centralized identity and access management, supporting LDAP, AD, OIDC, RADIUS, SCIM and SAML. It has a policy system too. This focuses more on human-access to applications, and therefore would mix up our focus on Polykey Enterprise which focuses on autonomous systems as well.