It’s very important to us that everyone on the team shares in the success of what we have built. We do that through profit sharing. Twice a year at the time of our team retreats Core Team Members will receive a bonus based on the profitability of ConvertKit impacted 25% for time with the company and 75% split equally for the previous six months. This change was a result of a company-wide DMF to decouple profit sharing from performance.
We’ve funded our savings account to maintain three months of expenses in the bank, and the remaining money goes into a pool as profit for distribution after reducing for taxes, savings for equity buybacks, and charitable giving. Currently the remainder is split – 52% of that is distributed to the team, 40% to the owners, and up to 8% to the leadership team based on the goals they hit.
The 52% in the profit sharing pool is distributed based on time with the company (which counts for 25%) and then split equally for the remaining 75%.
Profit sharing is impacted by time worked during the quarter, meaning we adjust for leaves of absence and part-time work schedules. Your profit sharing is calculated by taking your days in the period divided by the total days in the period to get the percentage of time worked during the profit sharing period. That’s the percentage of your profit sharing you receive for the period.
Profit sharing is not earned until it is paid. If your employment or contract with ConvertKit ends before a profit sharing payment, you will not receive the payment.
You can read a detailed post on Nathan’s blog that covers the thinking behind our profit sharing program and the iterations that got us to this point. Like other benefits and policies, ConvertKit reserves the right to interpret, apply and modify the profit sharing program.
Since the exact tools you’ll need to do your job vary, we’ve given you control to choose them for yourself. U.S.-based core team members receive an equipment budget of $3,200 upon joining the team and then $2,500 every two years after that.
We ask if you have a company card, you use it for all equipment expenses. If you don’t have one yet, feel free to ask a member of the Ops team to make the purchase for you on their company card, or you can make the purchase on your personal card and submit the receipt for reimbursement by emailing a copy to email@example.com.
In addition to the equipment budget, all U.S.-based, core team members receive $360 annually to offset monthly internet expenses. The $360 will be issued to you via a stipend in January of each year.
2021 Update – Similar to 2020, we're combining the total value of your personal conference credit with your annual learning and development budget into one single Learning + Development budget for 2021. You can use your budget towards classes, books, coaching, or a virtual conference, whatever you and your manager decide will help you grow in your career. As always, keep track of your expenses in our Learning + Development tracker – under the 2021 tab – and follow the same guidelines for making purchases and submitting reimbursements outlined below.
Personal Conferences – Each year you can choose a work-related conference to attend. The conference you choose needs to be approved by your manager. Please make sure to discuss it with your team and get it on your Google Calendar at least 2 months in advance.
In order to keep the costs manageable, book your flight, hotel, and any other travel arrangements at least 2 months in advance. Please use your company credit card to book and submit receipts via our Receipts manager app.
Learning & Development Budget – ConvertKit provides every core team member with an annual budget of $200 (USD) towards tools and resources that develop your skills and foster your work-related learning. This budget does not roll over year to year but renews at the beginning of each calendar year. Expenses towards this budget can be incurred on your company credit card or invoiced for reimbursement with your monthly invoice (for international core team members). Receipts should be uploaded via the Receipts manager app for clear recordkeeping. We ask that every team member manage their budget publicly in our shared Learning + Development tracker. This budget is in addition to the Personal Conference budget offered by ConvertKit.
Examples may include books or classes you’ve identified, books you read with your team (outside of ConvertKit book club), or material identified by your manager. While you have the freedom to choose what and how you want to learn, we encourage you to work with your manager to loop them in on your growth goals.
Retirement Plans – We offer a 401k plan to all U.S.-based core team members through Human Interest which allows you to save for retirement. It’s a mix of Vanguard funds which offer us the cheapest fees, and ConvertKit will match up to 5% of your salary (this is contributed in a traditional 401k).
We offer both traditional IRAs (deductible now, pay taxes later) and Roth IRAs (pay taxes now, not later) to all U.S.-based core team members. It’s synced with Justworks so it automatically pulls it from your paycheck. ConvertKit covers all additional fees except actual fund fees (which are minimal). If you haven’t already set this up you should. It takes less than 5 minutes to set up online and if you don’t, you’re leaving money on the table.
We understand that you may experience significant life changes or events during your time with ConvertKit. As such, Convertkit offers its core team members a variety of leave options, which are described below. For purposes of these leave policies, “core team members” includes all U.S.-based core team members and the following international positions: Designer, Creative Director, Shift Lead (Support), Infrastructure Engineer, Engineer and Product Manager.
Vacation Time – We believe in enjoying life outside of ConvertKit, and every core team member gets 3 weeks (15 days) paid vacation annually. After being with the team for a year, you’ll get 4 weeks of vacation (20 days) annually.
You can request time off via Justworks after discussing with your supervisor or, if you’re an international core team member, please let your supervisor and the Ops team (#ops-team in Slack) know so they can track it. You can roll over up to 4 weeks of unused vacation from year to year.
We do allow your balance to go negative if needed (and still requiring approval from your supervisor). We ask that you don’t have a negative vacation balance of more than 10 days with the goal of being out of the negative by the end of a calendar year. If you happen to leave ConvertKit with a negative vacation balance, we’ll deduct the time used from your final paycheck.
Please also update your Google calendar for any time off so non-Justworks team members can see that you’re out.
Since we tend to have more vacations requested over the holidays, but we still have to support our customers, please schedule this no later than 2 months in advance.
Paid Paid Vacation – We believe in taking real breaks from work, and what better way than a vacation! To encourage this, we will give you a $1,000 after-tax bonus toward your vacation once per calendar year. To qualify, schedule at least 3 months in advance and take at least 5 vacation days in a row (it can be split on both sides of a weekend) and don’t check into work the entire time.
Holidays – We have 10 paid holidays each year: New Years Day, Martin Luther King Jr Day, Memorial Day, Juneteenth, July 4th, Labor Day, Thanksgiving, Black Friday, Christmas Eve and Christmas.
International core team members may choose their 10 holidays each year due to varying local holidays – please let the Ops team know. If for some reason you work during your scheduled holiday, you still get paid for it and get credited any hours worked back as vacation time. Please let the Ops team know if you do that, so they can adjust your vacation balance accordingly.
Sick Time (and mental health + wellbeing days) – We offer 2 weeks (80 hours for full-time and 40 hours for part-time core team members) of Sick Time. At the beginning of each calendar year, you will receive your Sick Time allotment that you can use throughout that year. Sick Time does not roll over from year to year.
Sick Time can be used when you get sick and need to take time to rest and recover, have a lengthy doctor’s appointment, or someone in your family is sick and needs you to care for them. We also encourage core team members to use sick time to care for their mental health and well-being. You can take mental health + wellbeing days in half days (4 hours) or full days (8 hours). You can request these days as mental health + wellbeing days or as Sick Time, it will all be tracked under your Sick Time allotment.
Be sure to notify your manager and enter the Sick Time you need in Justworks (for U.S.-based core team members) or notify the Ops Team, so they can record the time needed (for international core team members).
Sick time is not for vacation, but vacation time can be used as sick time if you need it.
Parental Leave – ConvertKit provides paid Parental Leave to core team members following the birth or adoption of a child on or after January 1, 2021.
Full-time team members:
Part-time team members:
We strongly encourage new parents to use three weeks of Parental Leave in a single block of time. The remaining Parental Leave can be taken flexibly. Parental Leave is available to core team members in the 12 months following the child’s birth or adoption, after which it expires. We encourage you to use any Sick or Vacation Time in conjunction with Parental Leave as you need; please know you can also request Unpaid Leave as well.
In situations where state leaves or FMLA are available, paid Parental Leave will run concurrently with leave provided under those statutes as applicable. Additionally, for core team members working in a jurisdiction where paid-leave benefits are provided by law, ConvertKit will reduce the core team member’s salary by the state- or federal-provided benefit amount, so the core team member is paid their normal salary from the combination of the state- or federal-provided benefit and their ConvertKit salary. Core team members should contact the Ops Team with any questions relating to Parental Leave.
Please work with your manager and the Ops Team to plan your offboarding and coverage during your leave period.
Medical Leave – We offer up to 6 weeks (240 hours for full-time and 120 hours for part-time core team members) of paid Medical Leave to all ConvertKit core team members who become seriously ill or injured and are unable to work because of it (with the exception of occupational illnesses or injuries related to work or the workplace), or who are caring for seriously ill or injured family members.
To be eligible for full Medical Leave benefits, a core team member must have worked at ConvertKit for 6 months. Prior to reaching 6 months at ConvertKit, core team members (both full- and part-time) are eligible for 2 weeks (80 hours for full-time and 120 hours for part-time core team members) of Medical Leave. For purposes of this policy, “family members” includes, but is not limited to, immediate family members (including mothers, fathers, children, siblings, and grandparents), domestic partners, other household members who physically reside in the core team member’s home, a dependent child for whom the core team member has joint custody, or in-laws (including mothers-in-law, fathers-in-law, brothers-in-law, sisters-in-law, daughters-in-law, and sons-in-law). This policy is limited to 6 weeks (240 hours for full-time and 120 hours for part-time core team members) of paid leave per 12-month period. A 12-month period is measured going forward from the first date Medical Leave is taken.
A birthgiver can use up to 6 weeks (240 hours for full-time and 120 hours for part-time core team members) of Medical Leave for prenatal care or incapacity related to pregnancy, or for their own serious health needs following the birth of a child. Medical Leave resulting from pregnancy may be used in combination with Parental Leave. Every family’s pregnancy, or path to parenthood looks different. Medical Leave is intended to take care of you and your family when things don’t go as planned and your family’s health requires additional care, as determined by your medical professional (see below re: certification).
Be sure to communicate with your manager and the Ops Team to identify your Medical Leave needs along with your elected Parental Leave during and after your child arrives.
Please know ConvertKit may request a certification from your healthcare provider to certify the medical necessity of your Medical Leave or to recertify the need for Medical Leave at regular intervals during your leave period.
Medical Leave for the care of another person is limited to a maximum of 6 weeks (240 hours for full-time and 120 hours for part-time core team members) in any 12-month period, and is subject to the same medical certification requirements that apply to a core team member’s own illness or injury.
In situations where state leaves or FMLA are available, paid Parental Leave will run concurrently with leave provided under those statutes as applicable. Additionally, for core team members working in a jurisdiction where paid-leave benefits are provided by law, ConvertKit will reduce the core team member’s salary by the state- or federal-provided benefit amount, so the core team member is paid their normal salary from the combination of the state- or federal-provided benefit and their ConvertKit salary. Core team members should contact the Ops Team with any questions relating to Medical Leave and state programs.
When to Use Medical Leave vs Sick Time – If you know you’ll need an extended period of time to care for your own serious medical condition or that of another person, please give advanced warning to your manager and the Ops Team. However, we know life happens. In instances where you may have started out using Sick Time, the transition to using Medical Leave will be as follows: Once the use of sick time extends to 5 consecutive working days or you identify that further time is needed, you should begin using Medical Leave and provide a certification from your healthcare provider certifying your medical need for leave.
Flexible Schedules/Return to Work – We also offer flexible schedules for up to a year from the birth or adoption of a child to help with the transition back to work. To take advantage of this, please coordinate with your manager or the Ops Team.
If you’re on our health insurance plans, there’s a strict deadline to include your new baby on your insurance plan – you must notify Justworks within 30 days of your child’s birth or placement.
Unpaid Leave – Core team members can request to take unpaid time if they prefer to not use Vacation, Sick Time, Medical Leave or Parental Leave for being out of the office. Any such leave needs to be approved in advance by ConvertKit, but in general, we’re totally fine if you want to take this. Note: You cannot use Unpaid Leave for any of the 5 required days off for the Paid Paid Vacation bonus, but you can add Unpaid Leave on after those 5 days.
Bereavement Leave – We offer up to 6 weeks (240 hours for full-time and 120 hours for part-time core team members) of paid Bereavement Leave to grieve, arrange and attend a funeral and/or see to the affairs of the estate of a family member an individual of close relationship. These individuals include, but are not limited to, family members (as defined in the Medical Leave Policy).
To be eligible for full Bereavement Leave benefits, a core team member must have worked at ConvertKit for 6 months. Prior to reaching 6 months at ConvertKit, core team members (both full- and part-time) are eligible for 2 weeks (80 hours for full-time and 120 hours for part-time core team members) of Bereavement Leave. You should request Bereavement Leave as soon as you learn of the death of a loved one. Bereavement Leave can be taken in one block of time or intermittently, as needed. Grief is not a straight line. If for any reason you need additional time, you may use available Vacation or Sick Time.
This policy is limited to 6 weeks (240 hours for full-time and 120 hours for part-time core team members) of paid leave per 12-month period. A 12-month period is measured going forward from the first date Bereavement Leave is taken.
Disaster Leave – (See our 2021 update in Basecamp.) In the event that you are impacted by a natural disaster, pandemic, or government instability and must evacuate, relocate, seek safety or handle the repair of your property in the aftermath of such a disaster, ConvertKit provides all core team members with up to 6 weeks (240 hours for full-time and 120 hours for part-time core team members) of paid Disaster Leave.
To be eligible for full Disaster Leave benefits, a core team member must have worked at ConvertKit for 6 months. Prior to reaching 6 months at ConvertKit, core team members (both full- and part-time) are eligible for 2 weeks (80 hours for full-time and 40 hours for part-time core team members) of Disaster Leave.
For the purposes of this policy, we define natural disaster as a natural catastrophe including hurricane, tornado, high water, tidal wave, tsunami, earthquake, volcanic eruption, landslide, snowstorm or wildfire; pandemic or epidemic; or government instability. At the beginning of each calendar year, you will receive your Disaster Leave allotment to use throughout that year. Disaster Leave does not roll over from year to year.
The process to request time off is pretty simple. For U.S.-based core team members, run your time off request by your manager to make sure the dates work with the rest of the team, and then submit your request in Justworks. If you are an international core team member, do the same planning and communication with your team and manager, and then submit your time off using this form. Every team member must add their scheduled time off in our shared Leave Tracker calendar – this lets your teammates know who's available and when, so we can all plan our work and communicate effectively. Don’t worry about small appointments, think of predictable half and full days away that require you to use one of our vacation, sick, or leave policies.
We hope every person at ConvertKit has a long and meaningful career with the team. To support our most tenured team members, we offer everyone at ConvertKit a paid sabbatical after five continuous years with the team.
Team members who have been at ConvertKit for five continuous years will have access to four weeks of paid sabbatical. After an additional five years on the team, another four weeks of paid sabbatical becomes available. Sabbatical is paid, 100% of your salary. You may also combine your sabbatical leave with one week of vacation to total five weeks. Once you’re eligible for your sabbatical, you have 18 months from the date of your workiversary to use it. You don’t have to take the full sabbatical amount (four weeks), but the time you take must be consecutive.
How sabbatical works with other leave, benefits, and profit sharing – Utilizing Parental leave, FMLA, or one of our other leave policies during the course of your five continuous years on the team counts towards your total years of service (i.e., we don’t subtract those days and weeks from your total years of service). Even your time on sabbatical counts towards your total time with ConvertKit.
However, when it comes to profit sharing distributions, your profit sharing will be prorated to exclude your time on sabbatical during the profit sharing period. So if you take four weeks of sabbatical during the first half of the year, and there are 25 total weeks in that half of the year, your profit sharing calculation will be 84% of your allotted profit sharing (the 21 weeks you were present divided by the 25 weeks of the time period). If you’re on sabbatical when we distribute profit sharing, we’ll let you know when to expect your distribution payment, prior to your leave.
While you are on sabbatical, your benefits will remain intact, and vacation time will continue to accrue. For U.S.-based folks, you won’t need to return your work equipment while you’re on sabbatical. You can also use any company perks (e.g. wellness or learning + development budget) as usual.
Planning and coverage – Work with your direct manager, your squad or team, and the team members you collaborate with regularly to plan for your sabbatical. With a team ConvertKit’s size, we don’t always have redundancy between roles. So if you’re on a small squad or team, make sure you plan your sabbatical during a time that doesn’t overlap with another team member’s sabbatical or other extended leave. Make sure you have a plan for project coverage and share the status of all projects in an organized, documented way prior to leaving for sabbatical.
Communication and working while you’re out – If you want to work on your side hustle, work on other (non-ConvertKit) projects, or volunteer while on sabbatical, it’s up to you. Just remember the confidentiality clause in your employment contract still applies while you’re out on sabbatical.
Before you head out, please let the team know how accessible you’ll be while on sabbatical – Will you be around and reachable by text or email? Or off the grid?
You’re welcome to pop onto Slack or Basecamp from time to time to say hello, but not to work. Rest assured, we will inform you if any unforeseen organizational changes come up while you’re out, for example we reorganize the team.
If someone decides not to come back after sabbatical leave – While it may be tough to say goodbye, we’d consider someone deciding to leave the team as a positive outcome of their sabbatical because it indicates they got the clarity they needed – away from work – to know what direction they want to head in personally or professionally. If for some reason, we find a number of folks depart the team after their sabbatical, we’ll revisit this policy.
Core team members can participate in a number of health insurance and other benefits, subject to the eligibility and other terms and conditions of the benefits. The details are important, so please see the official plan documents for the full story. If anything in this handbook conflicts with official plan documents, the plan documents control.
Health, Vision, and Dental Insurance – We offer 4-6 national health plan choices, 2 dental, and 2 vision to choose from, depending on your state of residence. New plan selections occur in September/October and are effective November 1st.
We offer up to $1,500/month toward your monthly health premium (starting Nov 1st, 2020) and cover 100% of vision and dental on any plan choice. This is more than enough to cover an employee 100% on any plan. If you choose a plan that covers more than yourself, you can use the remainder of the $1,500 to offset premium costs.
If you are international or have other preferred insurance options, we offer a $8,500 compensation increase in lieu of selecting benefits through Justworks.
Justworks offers other benefits including Health Savings Accounts (HSAs) and Flexible Spending Accounts (FSAs) for you and your family depending on the health insurance plan you choose. These renew at the beginning of the calendar year.
Justworks also offers supplemental life insurance, voluntary long-term disability insurance, and voluntary short-term disability insurance that you can sign up for at any time (after your initial enrollment) by reaching out to them directly at firstname.lastname@example.org. These are paid for out-of-pocket and have a variety of coverage levels. We also carry business insurance policies and through Justworks’ worker’s compensation in each state we have an employee.
There’s also a few other health related programs through Justworks including access to a healthcare support line, on-demand primary care (via video), and virtual health (consulting with a physician via video) for free. You can check out more free services under Wellness Perks in the Benefits section of your Justworks account.
Gender Affirming Benefits – It’s important to us to offer inclusive care to our team. In addition to medical, dental, and vision insurance coverage, ConvertKit will cover up to $99/month towards gender affirming services. Specifically, ConvertKit will cover your monthly premium for Plume, or reimburse you for $99/month for a comparable service – local to you – to provide you with gender-affirming services. Such services may include access to care (virtual or in-office), information for local gender affirming providers and resources, initial evaluations, labs, letters, prescriptions, and progress monitoring (medication expenses are not covered by Plume or ConvertKit).
We also encourage team members to take a look at the gender-affirming benefits available through our Aetna medical insurance plans.
Other apps and resources to help you on your journey:
Lastly, we believe in counseling as a way to improve your mental health. It’s not weird and it doesn’t mean something is wrong with you. Many team members including the leadership team have or currently meet with a counselor to discuss things going on in life (work and personal). While you likely have coverage through the health plan you’re on, Justworks also offers a 24/7 counseling services line and covers up to 3 in-person visits with a counselor near you for each separate issue. If you don’t have access to Justworks, ConvertKit will reimburse you for up to 3 in-person counseling sessions per calendar year.
Wellness Program – In 2018 we launched our wellness program. We’ve focused on different aspects of wellness and have done Q&A sessions, shared resources, reading material and more about a specific topic. We often have a few focuses throughout the year, see wellness as multi-faceted, and want to give our team the resources to grow in all those ways while they’re here.
You can view past wellness focuses in Basecamp and we encourage you to check out the #wellness channel in Slack.