Rodeo Plant Sale Shift Coordinator Training Program prepared by - PowerPoint PPT Presentation

Rodeo Plant Sale Shift Coordinator Training Program prepared by Lynn Cox, Texas AgriLife Extension Master Gardener TM – Bexar County

2019 Rodeo Leadership Team Construction Chair – Rich Geisler Landscaping Chair – Barbara Lutz Hospitality Chair – Susan Noonan Watering Coordinator – Ted Ritchie Van Driver Chair – Brian & Candy Roach Plant Sale Chair - Grace Emery & Lynn Cox Youth Activities Chair – Ruby Zavala Volunteer Coordinator – Mary Mangiapane

Rodeo Plant Sale Team Plant Sale Chairpersons – Grace Emery & Lynn Cox Plant Sale Shift Coordinators MG Plant Sale Volunteers

What is a Shift Coordinator? Oversees the Rodeo Plant Sale for a particular shift Awesome Volunteer! Awesome Volunteer!

• Handle start-of-day, shift change, and/or end-of day procedures • Assist MGs with use of iPad/Square • Monitor charge status of iPad/Square • Direct MGs to make sure Plant Sale area looks good

Quick Check Start-of-Day • Get out of van – iPads/Squares – Bank bag (front of blue bin) – Day’s Shift Envelopes (blue bin) • Turn ON the iPads/Squares • Take $200 cash from bank bag and place in cash box

Quick Check Each shift • Verify $200 start cash • Monitor battery charge on iPads/Squares • Monitor tidiness of plant sale area • Complete End-of-Shift Procedure and report total to: – Kathann El-Amin (Treasure) – Grace Emery (President/Plant Sale Chair) – Mike M.(Office Manager) – David Rodriguez (AgriLife Hort. Agent) • Put Shift Envelope in van safe (slot opening)

Quick Check End-of-Day • Return $200 (small bills) to bank bag • Fill out plant inventory form (nearest ½ flat #s) and email to: – David Rodriguez – Grace Emery – Lynn Cox • Turn OFF iPads • Return to van – Shift Envelope (slot in safe) – Bank Bag (front of blue bin) – iPads/Squares

Money-handling procedures … why? To ensure transparent money trail from customer to bank account Protection of all MGs handling money

Start-of-Day First Shift • Get out of van – iPads/Squares – Bank bag (front of blue bin) – Day’s Shift Envelopes (blue bin) • Turn ON the iPads/Squares • Verify $200 in bank bag and place in cash box Shift Envelope

Change-of-Shift Procedure Current Shift Coordinator and On-coming Shift Coordinator or additional MG • Collect all cash, checks, tickets • Return $200 in cash to cash box • Total checks and write amount on Shift Envelope • Total cash and write amount on Shift Envelope • Total receipts and write amount on Shift – (Note: Cash + Checks = receipts) • Insert checks, cash, receipts into Envelop and seal • Both Shift Managers sign the Envelope • Place Envelope into safe in van – Use extra Shift Envelope for tickets if envelope too full

End-of-Day • Complete End-of-Shift Procedure • Return $200 (small bills) to bank bag • Fill out plant inventory form (nearest ½ flat #s) and email to: – David Rodriguez – Grace Emery – Lynn Cox • Return to van – Shift Envelope (slot in safe) – Bank Bag (front of blue bin) – iPad/Square storage boxes

Bank runner • Shift Coordinator verifies totals on Shift Envelops and deposit slips with Bank Runner • Bank Runner copies Shift Coordinator on email to Treasurer, etc. Shift Coordinator contacts Treasure if: – No email – Incorrect totals !

Cash Sales • Fill out ticket • Verify cash amount – Provide receipt on request (not ticket) – Checks from BCMG/GCMG ONLY • Must have badge and be working Rodeo

iPad & Squares … tools for sales

iPad/Square Set-up • Get iPads/Squares from van • Hotspot is wired in – do not turn ON/OFF – If OFF, turn ON • Power button is on bottom, right-hand side • Press and hold for 3 seconds • Power can take up to 30 seconds before ready

iPad/Square Set-up • Turn ON iPads Power button – Press power switch until ‘Apple’ icon appears – Swipe and enter code (inside box top) – Click on ‘Point of Sale’ icon

iPad/Square Set-up • Select Rodeo Plant Sale – Bring up Menu – Select ‘Checkout’ – Select ‘Rodeo Plant Sale’ • Insert Square (with connector) – Press in firmly! Menu icon

iPad/Square End-of-Day • Hotspot is wired in – do not turn ON/OFF. • ipads – Turn OFF iPads – Remove Square (with connector) – Place iPads and Squares in iPad boxes – Store iPad boxes in van for safe keeping overnight

Customer iPad Sale • Touch item being sold – Each tough adds 1 more to Current Sale

Customer Sales • Touch item being sold – Each tough adds 1 more to Current Sale • Running sales total shown

Customer Sales • Touch item being sold – Each tough adds 1 more to Current Sale • Running sales total shown • To change the quantity / remove an item – Touch Current Sale

Customer Sales • Touch item being sold – Each tough adds 1 more to Current Sale • Running sales total shown • To change the quantity / remove an item – Touch Current Sale – Touch item to change

Customer Sales • Touch item being sold – Each tough adds 1 more to Current Sale • Running sales total shown • To change the quantity / remove an item – Touch Current Sale – Touch item to change – Use +/- to change quantity – Save – Touch Current Sale to return to sales screen

Customer Checkout Verify order with customer – Turn the iPad horizontal to show customer’s cart Touch blue CHARGE button

Customer Checkout Touch blue CHARGE rectangle

• Ignore ‘Split Amount’ • No manual entry or cash sales using iPad • Read card – If chip card • MUST try chip first • Place chip end of card into slot with gold contacts – Otherwise: swipe card • Customer signs (use finger) • Email Receipt – Square will prompt for email if card is not already in system.

Missing Item • Touch ‘+’ to bring up Create Item • Enter – Product Name – Price – Additional info (optional)

Donations Customers can make a donation to the BCMG’s educational outreach programs – Select ‘Donation' item – Enter amount – Touch ‘+’

Plant Holding • Take Name and Phone number • Remind people that booth closes by 8 PM and plants must be picked up before • Place under skirted tables • Make reminder calls after 7 pm • MGs CAN NOT place plants in holding unless they are paid for!

How to handle MIX & MATCH 1 plant / $3 Part of MIX & MATCH 4/$10

Plant Sale Inventory Form Take an inventory 2019 Plant Sale Inventory Note: Round flat #s to nearest 1/2 flat BCMG Rodeo Sales Start # 7-Feb 8 - Feb 9 - Feb 10-Feb – Count flats to the Althea "Blue Angel" (gal.) Althea "White Angel" (gal.) Bluebonnet (flats) nearest 1/2-flat Hanging Baskets - Ornamentals Hanging Baskets - Strawberries for 4.5” pots & 6- Herbs (flats) pks – Take photo(s) of the form Poppy "Grant's Garnet (flats) Satsuma "Arctic Frost" (gal.) Satsuma "Orange Frost" (gal.) – Group email it to Strawberry "Festival" (flats) Tomatoes (flats) • David Rodriguez • Grace Emery • Lynn Cox Tomatoes (gal.)

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