Welcome to the Leader Toolkit.
This space is designed exclusively for leaders and managers. Here you will find the key guidelines, tools and processes to support you. The goal of this toolkit is to make leadership easier, clearer and more consistent across the company.
What we expect from you
As a leader, your role goes beyond managing tasks. You are a key driver of culture, performance and engagement.
👀 Stay connected with your team: be present and approachable.
🎯 Keep priorities clear: help your team focus on impact, not just activity.
💬 Communicate clearly and consistently: share relevant updates, set expectations and avoid assumptions — confirm understanding.
🤝 Collaborate with People & Culture and other leaders: reach out early when facing challenges, share relevant feedback or concerns and align on actions when support is needed.
Monthly news!
Climate surveys.
Feedback instances.
Celebrations.
Training & development initiatives.
Step 1 - Open a search
The area referent sends a request to Recruitment via email (with the appropriate superiors copied). The following must be specified in the subject: "New Search Request 'name of the position'"
P&C will send the form T- Request for a New Search (position month), which the leader/area referent must complete with information about the search required, and then return once completed.
Clarification: the profile of the position to be filled must be reviewed. If it is not up to date, the necessary changes must be made with P&C (see the position change/modification procedure).
The appropriate superior manager must approve the request and inform this by email.
Once the information is available, the search can begin in accordance with the procedure P – Selection and Incorporation of New Staff.
Step 2 - Before the first day
The leader/area referent should:
Send a ticket with an activation request: access to Redmine + drive + Plunet + Gmail + Globaltboapp, and work equipment if applicable (PC/laptop).
Add the proportional days worked into the current month’s monthly updates report, even if they occurred after the due date. For example: Entry 3/24: the corresponding days should be added to the March monthly updates report.
Organize the internal training required with P&C.
Explain the new collaborator's training schedule to them on their first day.
Organize the workspace, where appropriate.
IMPORTANT: IT and the area referent should make sure that the new employee has access to their equipment on their first day of work.
The P&C team should:
Coordinate the entry date with the leader/area referent and ensure the start of training if applicable.
Send the new collaborator the confirmation of their incorporation via email, including the start date, working schedule, contract type, Gmail account, access information, and any documentation required.
Step 3 - The first day of a new incorporation
The P&C team should give the induction presentation.
The leader/area referent should:
Introduce the new person to their work team and to the rest of the teams.
Ensure they are provided with work equipment.
Communicate their Gmail account.
Designate a coworker to accompany the new incorporation during their first few weeks to facilitate their adaptation.
Each person must send an e-mail to P&C, with a copy to his/her area representative. The subject line should include: “License Type” + Last name
Example: Sickness - Pérez
Note the leader must reorganize his team and ensure that the absence does not affect the team and the workload, and the person must present a certificate if applicable.
/VACATIONS
In order to request vacations, each collaborator concerned must send an e-mail to P&C with a copy to his/her Area Representative attaching the Vacations Memorandum which must be signed by both.
The subject line must include: Vacation – Last name
REMINDER: vacation days cannot be accumulated. Vacation days must be taken between October of the year in which they are granted and December of the following year.
IMPORTANT: the area representative must plan ahead how the team will be reorganized during the collaborator's leave. Avoid more than one absence at a time.
P&C sends a form and the leader/area representative must respond informing which member of their team will be working and in which time slot.
For organizational purposes, P&C need to receive this information 3 working days prior to the public holiday. So, if P&C don't have your team's details by then, please note that your contact information will be included in the table we send out, so others can reach out to you to find out which members of your team are working on the public holidays.
IMPORTANT: each representative must make sure to cover each public holiday with a minimal team.
Each person must send an email at least 10 days before the requested date to the area representative with copy to P&C.
The subject line must include: Day for public holiday worked – Last name
IMPORTANT: the day must be taken from or scheduled within the semester in which it was worked. Avoid more than one absence at a time.
Note: please note that only the payment option is available for the global modality. Thus, the worked public holiday will be paid during the corresponding monthly news period.
Leaders/Area Representatives must ensure that P&C has the monthly news of each team, before the 15th of each month through Globaltboapp.
IMPORTANT: in case of public holidays/weekends, they must ensure that P&C receives the information BEFORE the 13th of the related month.
Note: P&C team download all the news who are approved in the period to be considered.
Otherwise, they will not be part of the payment process. Any news coming after the 15th of a month and impacting the settlement of that same month must be included along with all relevant comments.
Additional information for Perú
Overtime at 25%: first 2 hours of overtime on a normal day.
Overtime at 100%: hours worked on public holidays.
Note (Perú): no more than 2 hours of overtime can be worked per day and overtime cannot be worked on public holidays. If necessary, the Area Representative and P&C should be informed.
Additional information for Argentina
Overtime at 50%: hours worked during the week until 9 p.m.
Overtime at 100% (or special overtime): night shifts (9 p.m. to 6 a.m.), weekends or public holidays.
IMPORTANT: Individuals under the global modality are eligible to save the worked overtime to be compensated, not paid.
IMPORTANT (Vacations – only valid for collaborators who receive a monthly paycheck): for administrative reasons, when vacation days are uploaded, the payment will be for a minimum of one week of vacation days.
For example, if you have taken two working days of vacation, then in your paycheck you will see payment for seven consecutive days of vacation. The difference in days (in this example, five days) will still be available for you to take whenever you wish, within the stipulated time frames.
/CHANGES OF POSITION AND AREA
The change may be due to: the opening of an internal search or an internal promotion.
If it is an active internal search and a person is interested, they should apply. If their CV meets the requirements, Recruitment will contact them via e-mail about the opening, the tasks involved, and any other information. The selection procedure will take place: "P – Selection and Incorporation of New Staff".
Once the change has been agreed, the team leader from the area that the person is leaving should:
Create the TERMINATION ticket for IT of accounts related to their area.
Notify the TERMINATION of the collaborator from the team and their change of position in the monthly updates, and inform the other areas which are involved in their daily tasks.
Send a list of the pending public holidays and vacation days and overtime to their new leader.
Reorganize the team and, if necessary, request approval for a replacement through the incorporation process detailed above.
The new leader should:
Create the ACTIVATION ticket for IT of accounts related to the new area.
Include the addition of the new team member in the monthly updates.
Request the necessary training from P&C or CI.
Provide an induction into the area. If necessary, the involvement of P&C can be requested to provide additional information.
IT should make sure that the person has all the tools and active accounts necessary to get started in their new position.
The leader must send an email to P&C to start the process. You should also copy the Area Manager and indicate which category within the scale the person in question would move to.
By clicking on this link, you will find the scale. The last and first name of the person to be evaluated must be included in the subject line of the email.
For example: Position Upgrade – Pérez, Susana
The leader should already have completed the person’s continuous feedback spreadsheet. Upon receiving this information, P&C will provide a response on the recategorization via email.
The leader will be responsible for communicating this to the person. For any questions, the area representative should consult P&C.
IMPORTANT
The leader/area representative must indicate the change in the monthly updates report.
All recategorizations must be requested in the month prior to the month in which the change would take place. For example, if the person would enter a new category in May, the request must be sent in April.
It is important to provide relevant evidence in the continuous feedback spreadsheet, including any successes and aspects where there is still more room for improvement.
Team Leaders have to submit the request through Redmine via the PM team project. They must track the requirements in the PMO Seniority Development Template with evidence for each of the statements.
Leaders must assign the project to the PMO Manager and ensure that the Operations Automation Analyst, People & Culture Manager and People & Culture Analyst are added as followers.
To see the full process, go to the PMO Process Communication on the PMO tab in tbonet.
IMPORTANT: leaders must specify in the monthly news the relevant changes, along with the starting date of the new position. The start date of the new category is the first day of the following month of approval.
There are a few parts to the process of providing feedback to your team members:
Initial Feedback - when the person has been with the organization for 3 months, the leader must complete a form to provide feedback.
Continuous Feedback - available at all times for general feedback.
End-of-year feedback - takes place once a year, and is focused on competencies and a person’s alignment with their role. role.
IMPORTANT: the Continuous Feedback is to record day-to-day observations as they happen and the End-of-year feedback is to close the feedback you have given during the year.
In addition, there is another instance for providing feedback between teams called inter-team feedback. It consists of a form that each team must fill out at least twice a year.
Please take a look to the Feedback guide for the whole process. You will find it in your Continuous Feedback sheet.
The P&C team is in charge of the training plan (internal and external). It is divided into two semesters and is put together taking into account requests from leaders and needs identified by management.
Internal training is planned and scheduled directly using internal resources.
External training requires management review and approval due to budget considerations (this approval process may delay the start of some training).
To see the complete process, access the training portal.
CI communicates with the representatives to perform monthly audits.
CI exports the data from Plunet and uploads the results in Redmine > Project Management Office (PMO). A ticket is added for each team with the overall results, and then the leader adds sub-tasks with the results for each PM, along with any others they deem necessary.
Note applicable to PMs who have been in their position for more than 3 months and who have received their Initial Feedback.
If it is necessary to create a new job description, the leader must contact P&C to draft it. The profile is created and analyzed by the leader and the area manager themselves and must be approved by the COO.
During the year, profiles may be updated due to the needs of the leader and/or the company. The P&C team is responsible for carrying out this process with the relevant leader.
The leader should:
Notify the teams working directly with the person of their termination, including CI, P&C and relevant managers.
If necessary, a replacement can be requested through the procedure P – Selection and Incorporation of New Staff.
Create a TERMINATION of accounts ticket for IT.
Upload the days to be paid in the monthly updates, including details (pending holidays, pending vacations, accumulated hours, overtime etc.).
IMPORTANT: the leader must upload in Globaltbo app the news of the termination as soon as their last day is defined. In this way, P&C can start to manage the administrative process.
Clarification: tbotalent members correspond to the tbotalent Coordinator.
The P&C team will contact the person to complete the administration process for termination and carry out an exit interview.
IT is in charge of handling the return of all work equipment (PC/laptop) and entry keys if applicable.
If you have questions, face a complex situation or need guidance, please reach out to the People & Culture team.