learning-platform/knowledge-base/index.md

title, category, summary, tags, ai_context

title	category	summary	tags	ai_context
Respellion Employee Handbook — Knowledge Base Index	index	Entry point and relationship map for the Respellion Employee Handbook knowledge base. Lists every category file, what it covers, the canonical owner of each cross-cutting topic, and the key concept relationships an AI should use to answer questions and route between documents.	index map knowledge-base respellion employee-handbook	Use this file first to decide which category file answers a question and to understand how topics relate. Each topic has exactly ONE canonical home (listed under "Canonical owners"); other files reference it rather than duplicating it. When facts conflict, the values in this knowledge base have already been reconciled (see "Resolved conflicts"). Glossary terms are organization-specific and recur across files.

Respellion Employee Handbook — Knowledge Base

At Respellion we build software using open-source technology. We believe in transparency and collaboration — that's why our culture is "open-sourced" and this handbook is publicly available. This knowledge base is a consolidated, deduplicated version of the handbook prepared for retrieval by an AI assistant.

Category Files

File	Covers
Who We Are	What Respellion does; the Holacracy operating model (roles, circles, tensions); ISO 9001 QMS; first-day onboarding.
Roles & Accountabilities	The three circles and every role's purpose & accountabilities (People Officer, Privacy Officer, etc.). Personal names removed.
How We Work Together	Purpose; the four core values & manifest; coaching culture (huddles, capacity building, POP); office information.
Day to Day	Overtime & flexible hours (Time-for-Time); office presence; time registration in Exact; etiquette; travel-time policy; printing.
Security	GDPR / personal-data handling & BSN rules; BHV/evacuation (placeholder).
Learning & Personal Development	Growth & Reward (5 Pillars of Value); conferences. (Coaching culture summarized; canonical in How We Work Together.)
Spending and Contracting	Spending & purchasing policy; expense categories; travel km allowance; submission via NMBRS; WKR rules.
Pension Scheme & Benefits	Secondary benefits overview; detailed pension scheme (a.s.r. Doen Pensioen).
Holiday and Leave	Holiday/vacation; sick leave; parental leave; special leave (study, unpaid, care).

Canonical Owners (single source of truth)

To avoid duplication, each cross-cutting topic lives in exactly one file; all others link to it.

• Coaching culture, huddles, capacity building, POP → How We Work Together
• Reward / salary growth → Learning & Personal Development
• Time-for-Time (TfT) accrual & overtime rates → Day to Day
• Travel kilometer allowance (EUR 0.23/km) & expenses → Spending and Contracting
• Travel-time compensation (1.5h threshold) → Day to Day
• Vacation entitlement & carry-over rules → Holiday and Leave
• Benefits at-a-glance & pension detail → Pension Scheme & Benefits
• Personal-data / GDPR handling → Security
• Role structure / who-does-what (by role, not person) → Roles & Accountabilities

Key Concept Relationships (for the AI)

• Holacracy → everything. The Holacracy model (roles, circles, tensions, Lead Link, Facilitator, Tactical/Governance meetings) defined in Who We Are is the vocabulary used across all files. Roles & Accountabilities is the concrete map of every role; the People Officer role administers leave, sickness reporting, onboarding, the performance model, and many requests, while the Privacy Officer owns GDPR handling and Process Guardian owns the QMS/ISO 9001 audits.
• Core values → policies. The four core values (Trust, Courage, Self-discipline, Entrepreneurship) in How We Work Together are cited as the rationale for flexible hours, spending autonomy, the coaching culture, and office etiquette.
• Coaching culture ↔ reward. How We Work Together owns the development half (huddles, capacity building, POP); Learning & Personal Development owns the reward half (5 Pillars, salary banding). Self-evaluation happens during the bi-monthly Huddle Elevator.
• QMS ↔ practice. The ISO 9001 QMS in Who We Are maps abstract clauses onto concrete practices documented elsewhere: "people are our most important capital" → coaching culture & Growth & Reward; "security by design" → Security; DoD/CI-CD → engineering practice.
• Leave ↔ benefits ↔ money. Vacation days appear as a benefit (Pension & Benefits) but are detailed in Holiday and Leave. Unpaid and care leave reduce untaxed allowances (Spending and Contracting), affect pension (Pension & Benefits), and can affect the annual salary raise (Learning & Personal Development).
• Travel: two different things. Travel time (compensated above 1.5h one-way) lives in Day to Day; the travel kilometer allowance (EUR 0.23/km) lives in Spending and Contracting and is summarized in Pension & Benefits.
• Exact vs Shifts. Leave requests are made in Microsoft Shifts; leave balances/absence and time registration are in Exact. TfT is registered in Exact but its rules live in Day to Day.

Resolved Conflicts

The source documents contained contradictions; this knowledge base uses these reconciled values throughout:

• Huddle Check-ins: twice a week.
• Huddle Elevator sessions: every two months.
• Capacity Building Framework: three areas — Professional, Emotional, Physical (the alternate four-area "Intellectual/Spiritual" framing was dropped).

Known Gaps

• BHV & evacuation plan / RI&E (Security) is a placeholder; the actual procedures still need to be written.

Glossary (organization-specific terms)

• Holacracy — governance framework for self-organization without managers; basis of the Respellion model.
• Role / Circle / Tension — Holacracy units: a role has accountabilities, circles group roles, a tension is a gap between current and desired reality.
• Lead Link / Facilitator — roles responsible for strategy/prioritization and process oversight respectively.
• People Officer — role that handles leave approval, sickness reporting, onboarding, and many HR-style requests.
• Huddle Check-in / Huddle Elevator — twice-weekly support meetings and bi-monthly development sessions.
• POP — Personal Development Plan, based on Ofman's Core Quadrant, shared on Miro.
• Time-for-Time (TfT) / "Tijd-voor-tijd" — saved overtime hours taken later as leave.
• WKR (Werkkostenregeling) — Dutch work-related costs tax scheme constraining reimbursements.
• WAZO (Wet Arbeid en Zorg) — Dutch Work and Care Act governing parental and care leave.
• Wet Verbetering Poortwachter (WVP) — Dutch law on joint employer/employee duties during illness.
• GOED — the Health and Safety Provider (Arbodienst) handling company-doctor contact.
• BSN (Burgerservicenummer) — Dutch citizen service number; tightly regulated personal data.
• Glassfrog / Microsoft Loop / Exact / Shifts / NMBRS — tooling for governance, meeting notes, finance & time, leave requests, and expenses respectively.