Teamworks Training - Charles Schwab Cup Championship

Teamworks Training - Charles Schwab Cup Championship

TEAMWORK S TRAINING 101 WELCOME TO TEAMWORKS What is Teamworks? An on-line volunteer communication and scheduling platform. Who has access to Teamworks? All volunteers. How will it help Division Directors and Committee Chairman? View a roster of all the volunteers designated to your division or committee. View a volunteers application information, including contact information and scheduling preferences. Email volunteers, individually or as a group, directly from Teamworks. Drag and drop volunteers into a schedule.

Review and print schedules and other reports. Provide volunteers the opportunity to create a Teamworks account and view their schedule online. 2 CREATING AN ACCOUNT Go to teamworks.r2it.com Click on the New User Registration Tab. Note: If possible, utilize Google Chrome ( ). Teamworks will work in Explorer and Firefox, as well, but the reports seem to show best in Google Chrome. 3 CREATING AN ACCOUNT

Fill in the New User Registration form. When filling in your email, you must enter the email that you used when completing your volunteer application. Create username and password of your choice. Note: If possible, utilize Google Chrome ( ). Teamworks will work in Explorer and 4 Firefox, as well, but the reports seem to show best in Google Chrome. CREATING AN ACCOUNT You should receive an email confirming your account.

Go back to teamworks.r2it.com and use the Registered User Login tab. Note: If possible, utilize Google Chrome ( ). Teamworks will work in Explorer and Firefox, as well, but the reports seem to show best in Google Chrome. 5 HOMEPAGE Once you log-in, you will have a welcome page that features your profile. This page will be the same for Division Chairman and Committee Chairman. This page will look similar for general volunteers

To view volunteer rosters and schedule volunteers, click the box in the top left corner (Click Here for Volunteer Scheduling). (see page 39 for further detail). 6 SCHEDULING HOMEPAGE 7 THREE (3) CORE SECTIONS 1.Committee Management: View information and schedule for entire committee. 2.Volunteer Management: Access individual volunteers profiles and schedules. 3.Reporting Services: Generate reports for committee and individual volunteer schedules. 8 COMMITTEE MANAGEMENT

Click on Committee Management to see your committee detail. There are two menu options: Navigation Bar (Left), Committee Menu (Right). Choose Details or Committee Details to view committees summary. Choose Volunteers or to view the committee roster. Choose Committee List to view your committee detail (same page as Committee Management). Choose Schedule or Committee Schedule to view and adjust daily schedules for the designated volunteer. Division Director View: Multiple Committees Committee Chairman View: One Committee 9

COMMITTEE DETAILS PAGE 10 VOLUNTEERS PAGE When you click on Volunteers on the Committee Management page, it will direct direct to the Volunteer List page (see page 14 for more detail on this page). Designates Committee Chairman 11 COMMITTEE SCHEDULE PAGE View the a daily schedule of all your volunteers.

Choose a specific date in the drop-down on the top right. Division Directors can view each of their committees schedules by choosing one from the drop-down on the top left . This page is a good resource and best viewed once volunteers have been scheduled. Before Scheduling After Scheduling 12 VOLUNTEER MANAGEMENT Click on Volunteer Management or Volunteer List to see view and manage your committees volunteers (both links will direct to the same page).

Committee Chairman: Choose your committee from the drop-down on the top left. Division Directors: You have the option to view a select committee in their division or all committees at once. 13 VOLUNTEER LIST Once a committee has been chosen from the drop-down on the top left, a full roster of that committees volunteers will appear. There are two menu options: Navigation Bar (Left), Committee Menu (Right)

Choose Details or Volunteer Details to view a specific volunteers profile. Choose Schedule or Volunteer Schedule to view a specific volunteers schedule preferences and to schedule volunteers. 14 VOLUNTEER LIST From this page, you can also send an email or schedule to all or select volunteers. Send Email: An email can be sent to one or all volunteers in a designated committee. Send Schedule: A weekly schedule can be sent directly to one or all volunteers in a designated committee.

Note: Turn off pop-up blockers for www.teamworks.r2it.com. 15 SEND EMAIL Once a volunteer(s) have been selected and you click on Send Email, a screen will pop-up to edit the contents of the email. All fields are editable. After all fields have been updated, click Send. Note: When volunteers receive the email it will come from a @r2it.com email address (this can not be edited). Suggest sending a copy to yourself. Carefully choose subject line suggest

including Dominion Charity Classic. Attachments will pull from your computer, not from Teamworks. System defaults to registered name and email to create a signature. Note: Turn off pop-up blockers for www.teamworks.r2it.com. System defaults to enter all emails in BCC line. They can be copied into TO or CC, if desired. 16 SEND SCHEDULE

Once a volunteer(s) have been selected and you click on Send Schedule, a screen will pop-up to add a note to the email with the schedule attached. Click Send to send schedules to all selected volunteers. The subject line in the email will default to 2017 Charles Schwab Cup Championship: Volunteer Schedule (this can not be edited). The schedule sent is an individual volunteer schedule report (see page 25 for more detail). Even if you Select All volunteers to send schedules, each volunteer will only receive their schedule not all volunteers on a designated committee. Note: When volunteers receive the email it will come from a @r2it.com email address (this can not be edited).

Note: Turn off pop-up blockers for www.teamworks.r2it.com. 17 VOLUNTEER DETAIL View all the information that was captured on the original Volunteer Application and has been added to their R2 Database profile. This information can not be updated on Teamworks, only in the R2 Database. Please contact Kristi Lee Fowlks with any requested updates. 18 VOLUNTEER SCHEDULE

View a designated volunteers weekly preferences and schedule that volunteer. Choose the committee and specific volunteer from the drop-down on the top navigation bar. The key on the far right outlines the significance of the colors on the schedule. 19 VOLUNTEER SCHEDULE: Preferences Schedule will appear for 10/20/18 11/12/18

Each volunteers profile will highlight their availability (preferences) in a YELLOW box. If a volunteer listed ALL DAY or both AM and PM on their application, they will show availability from 6 a.m. 6 p.m. If a volunteers listed AM on their application, they will show availability from 6 a.m. 12 p.m. If a volunteer listed PM on their application, they will show availability from 12 p.m. 6 p.m. 20 VOLUNTEER SCHEDULE: Preferences All volunteers provided their scheduling preferences as part of the Volunteer Application process. Use these preferences as a guide to develop an initial schedule for your committee.

A volunteers preference can not be updated on Teamworks, only in the R2 Database. Please contact Kristi Lee Fowlks with any requested updates to a volunteers preferences. 21 VOLUNTEER SCHEDULE: Scheduling To schedule a volunteer, click on the desired start time in spreadsheet and drag the mouse down to the desired end time. Ex: If you want to volunteer from 6am 12pm on Thursday, 11/03 click on the line that starts at 6am and drag to the line directly above 12pm on the spreadsheet.

Once times have been selected for a specific day, a BLUE box will appear on the spreadsheet that highlights the times a volunteer has been scheduled. Click and drag to schedule volunteer s Volunte er schedul ed 22 VOLUNTEER SCHEDULE: Scheduling If you need to remove a scheduled time for a volunteer, click the X in the top right of the BLUE box.

If you want to shorten or lengthen the volunteers scheduled time, roll over the bottom of the BLUE box and drag up or down as needed. Delete scheduled time Drag schedule up or down to change time 23 VOLUNTEER SCHEDULE: Scheduling Each committee will have a unique daily schedule and shift times.

Teamworks reports are set-up in shifts of AM and PM AM Shift: 12 a.m. 11:59 a.m. PM Shift: 12 p.m. 11:59 p.m. It is suggested that if you are scheduling a volunteer for time in the morning and afternoon to create two schedule boxes, one until 11:59 a.m. and one that begins at 12 p.m. Ex.: Shift time can run from the morning to the afternoon (8 a.m. 2 p.m.) Ex.: Volunteer is scheduled for a full day (6 a.m. 6 p.m.) Shift runs from morning to afternoon Full day 24 VOLUNTEER SCHEDULE: Print Schedule

An individual volunteers schedule can be saved or printed from this page. Select a specific volunteers schedule youd like to view. Click on Print Schedule to view the current schedule for an individual volunteer. The schedule will pop-up in a separate webpage. From that page, you can save or print the schedule. This report will only show the days a specific volunteer has been scheduled to work.

Note: Turn off pop-up blockers for www.teamworks.r2it.com. 25 REPORTING SERVICES Click on Reporting Services or Committee Reports to see view and manage your committees volunteers (both links will direct to the same page). Committee Chairman: Choose your committee from the drop-down on the top left. Division Directors: You have the option to view a select committee in their division or all committees at once. 26

REPORTING SERVICES Choose a report for the select committee in the drop-down on the top left. There are 14 reports that can be generated in Teamworks. 27 REPORT DESCRIPTION 1. Assignments (All By Name): Alphabetical list of all volunteers and their committee assignment. 2. Assignment (All By Assignment): All volunteers listed by committee assignment. 3.

Available To Work*: Availability of volunteers on a designated committee to work, by day. 4. Check-in List*: Alphabetical check-in list of all volunteers for the designated committee. 5. Check-in List (All): Alphabetical check in list of all volunteers. 6. Contact List*: Alphabetical contact list for the designated committee. 7. Contact List (Notes): Alphabetical contact list for the designated committee with experiences and notes included. *Most commonly used reports by Division Directors and Committee Chairman. Note: If possible, utilize Google Chrome ( ). Teamworks will work in Explorer and

28 Firefox, as well, but the reports seem to show best in Google Chrome. REPORT DESCRIPTION 8. Schedule*: Schedule of all volunteers for the designated committee, by day. 9. Schedule (Working Only)*: Schedule of volunteers for the designated committee working on a specific day. Those volunteers not scheduled on a specific day will note appear on this report. 10. Volunteer Scheduling Notes: Alphabetical list of all volunteers including years experience, request for scheduling, with another volunteer, etc. All notes pulled from R2 database. 11. Weekly Preferences*: Report of all volunteers for the designated committee and their availability to work during tournament week. 12. Weekly Work Schedule*: Report of all volunteers for the designated committee and their schedule for tournament week. 13. Weekly Work Schedule (Notes) *: Report of all volunteers for the designated committee, their schedule for tournament week, request for scheduling with

another volunteers and notes. All notes pulled from R2 database. *Most commonly used reports by Division Directors and Committee Chairman. Note: If possible, utilize Google Chrome ( ). Teamworks will work in Explorer and 29 Firefox, as well, but the reports seem to show best in Google Chrome. VIEW AND PRINT REPORTS All report pages will have the same page header. Choose the appropriate date in the drop-down on the top far right. View or print the report by clicking Print to PDF - this is a noneditable format.

View or print the report by clicking Export to Excel - this is an editable format. Set the page view size by clicking the percentage drop-down on the top left. 30 COMMONLY USED REPORTS AVAILABLE TO WORK Choose a specific day in the drop-down on the top right to view your volunteers schedule. Committee Chairman will not appear on this list. Teamworks defaults to a daily schedule to 6 a.m. 6 p.m. If your committee is required to have coverage in advance of or after those hours, make sure your volunteers are aware.

When should I use this report? Committee Chairman can use at the beginning of the scheduling process to evaluate the availability of their volunteers and determine if there are any gaps they need to fill. 31 COMMONLY USED REPORTS CHECK-IN LIST Choose a specific day in the drop-down on the top right to view volunteers scheduled to work for your committee. When should I use this report? Committee Chairman can print for each day the committee is scheduled to work. There will be a main Volunteer check-in at Volunteer Headquarters, but this can also be used to track volunteer arrival.

32 COMMONLY USED REPORTS CONTACT LIST A volunteers contact information can not be updated on Teamworks, only in the R2 Database. To update contact information, please contact Kristi Lee Fowlks. When should I use this report? Committee Chairman can print to have a resource in advance of and during tournament week. It should be distributed to all volunteers on your committee in advance of the tournament. It can be used for a committee phone tree. 33

COMMONLY USED REPORTS SCHEDULE Choose a specific day in the drop-down on the top right to view your volunteers schedule. When should I use this report? Committee Chairman can view coverage for a given day, by hour, as well as see what volunteers are not scheduled. It after volunteers have been scheduled to identify coverage and gaps that need to be filled. 34 COMMONLY USED REPORTS SCHEDULE (WORKING ONLY) Choose a specific day in the drop-down on the top right to view your volunteers schedule.

When should I use this report? Committee Chairman can view coverage for a given day, by hour, of only volunteers that are scheduled. It is best used after volunteers have been scheduled to identify coverage by hour. It can be printed and on-hand to confirm volunteers working during the specific day of tournament week. 35 COMMONLY USED REPORTS WEEKLY PREFERENCES Choose a start day in the drop-down on the top right to view your volunteers schedule. This report will run on 7 day increments. Preferences were provided on volunteer applications. To update a volunteers preferences, please contact Kristi Lee Fowlks.

Each day is divided into three sections: AM (morning availability), PM (afternoon availability) and E (all day availability). When should I use this report? Committee Chairman can use to evaluate volunteers availability and identify gaps in the schedule prior to beginning the scheduling process. 36 COMMONLY USED REPORTS WEEKLY WORK SCHEDULE Choose a start day in the drop-down on the top right to view your volunteers schedule. This report will run on 7 day increments.

Each day is divided into two sections: AM (scheduled in the morning) and PM (scheduled in the afternoon). When should I use this report? Committee Chairman should use after volunteers have been scheduled to review coverage for each day. It is best used after volunteers have been scheduled to identify coverage by day. It can be printed and on-hand to confirm volunteers working during the specific day of tournament week. 37 COMMONLY USED REPORTS WEEKLY WORK SCHEDULE (NOTES) Choose a start day in the drop-down on the top right to view your volunteers schedule. This report will run on 7 day increments. Each day is divided into two sections: AM (scheduled in the morning)

and PM (scheduled in the afternoon). When should I use this report? Committee Chairman should use after volunteers have been scheduled to review coverage for each day. It is best used after volunteers have been scheduled to identify coverage by day and if there are any volunteer preferences that should be noted. 38 VOLUNTEERS PROFILE General volunteers will complete the same registration process. Once a volunteer has registered with Teamworks, they will have access to their profile page to view their contact information, uniform information and schedule. A separate training document will be developed and available to

distribute to all general volunteers. 39 REMINDERS Volunteer Newsletter: Will be sent to all volunteers on a monthly basis and include general volunteer and tournament information. Meeting with Tournament Staff: The Charles Schwab Cup Championship tournament staff is available to meet with Division Chairman and Committee Chairman or with individual Committee Chairman for an indepth conversations about the tournament and your division or committees responsibilities. Division Meetings: As the tournament approaches it is suggested that Division Directors have regular meetings or calls with the Committee Chairman.

Communication: It is suggested that Committee Chairman continue to communicate to volunteers through the Summer and Fall. Volunteer Website: The website will be updated on a regular basis with information about the volunteer program and the tournament. We encourage all volunteers to use it as a resource leading up to the tournament. (www.volunteers.charlesschwabcupchampionship.com) 40 Next Steps & Tournament Timeline Task Group Deadline Contact volunteers on designated committee Committee Chairman

July 1 Sign-up for Teamworks account Division Chairman Committee Chairman Marshal Hole Captains July 15 Provide tournament week committee schedules to Division Directors and Committee Chairman Teamworks Kristi Lee Fowlks Ongoing Set-up meetings or calls with each Committee Chairman to discuss schedule, shifts times and responsibilities

Kristi Lee Fowlks Ongoing Run and review Available to Work and/or Weekly Preferences report for designated committee Committee Chairman August 30 Identify gaps in committee schedule based on Available to Work and/or Weekly Preferences report Committee Chairman August 30 Reach out to volunteers with confirm schedule, shifts willing to work, and answer any specific questions Committee Chairman

September 1 September 30 41 Next Steps & Tournament Timeline Task Group Deadline Provide draft of committee schedule to Division Chairman and Tournament Staff for review Committee Chairman October 1 Finalize a draft committee schedule and ask volunteers to register for Teamworks to view their

draft schedule Committee Chairman October 15 Receive feedback from volunteers on their schedule Committee Chairman October 15 October 30 Tournament Staff Volunteers by Committee or Division October 1 October 30 (specific dates and

location TBD) All volunteers October 20 & 27 November 3 Training Sessions Uniform Distribution (location TBD) Finalize committee schedule Division Directors Committee Chairman October 28 Provide final committee schedule* to Tournament Staff

Division Directors Committee Chairman October 28 *Schedule is subject to last minute changes. All changes made after October 28 should be communicated to Tournament Staff. 42 QUESTIONS? Contact Kristi Lee Fowlks, Tournament Services Manager [email protected] Office: 480.237.2100 x 14 Cell: 503.320.4317 43

Recently Viewed Presentations

  • Mechanics - rowan.k12.ky.us

    Mechanics - rowan.k12.ky.us

    Mechanics is… The study of objects and their motion! For example, how do you describe the motion of an object? A basketball once it has been released A race car on a track Can you think of 3 quantities we...
  • POWERPOINT JEOPARDY - WordPress.com

    POWERPOINT JEOPARDY - WordPress.com

    * * * * * * * * * * * Names Bible Verses Kings of the Bible Jesus's Life Judges 10 10 10 10 10 20 20 20 20 20 30 30 30 30 30 40 40 40 40...
  • Project #3 Virtual-Memory Management

    Project #3 Virtual-Memory Management

    Project Introduction. The file-organization module knows about files and their logical blocks, as well as physical blocks. By knowing the type of file allocation used and the location of the file, the file-organization module can translate logical block address to...
  • Low Cost Airlines influence on ASEAN Aviation Industry

    Low Cost Airlines influence on ASEAN Aviation Industry

    SWOT ANALYSIS. Strengths. Low Cost. Expansion/ Customer Service. One kind of fleet . Booking Sites. Weakness. No proper maintenance / Maintenance facility. Too Much Delays. Accidents, Incidents and Fatalities. Opportunities. Growing Middle Class. Merge or Collaboration. Open Skies Policy. Threats....
  • Transforming UX with Fluid UI Nick Goupinets Lead

    Transforming UX with Fluid UI Nick Goupinets Lead

    Agile Principles. Continuous attention to technical excellence and good design. Simplicity—the art of maximizing the amount of work not done—is essential
  • 9 MIKE MAZZALONGO Wisdom Proverbs Ecc. 7:1-29 Contrasting

    9 MIKE MAZZALONGO Wisdom Proverbs Ecc. 7:1-29 Contrasting

    Ecclesiastes 7:1-15. 7 Comparative. 1 Contrastive. 1 Completive . Devices} Wisdom Proverbs. The value of a good name. A good name is better thana good ointment, - Ecc. 7:1a. Wisdom Proverbs. Death is better than birth.
  • IGCSE Assignment 3 Respond to a text  40

    IGCSE Assignment 3 Respond to a text 40

    Act as group leader. Can I suggest that we start by looking at the violence and crime in the novel and think about how that may reflect teens' anxieties. 2. Argue ideas in persuasive detail. Yes, good idea. I think...
  • Presentation to Eye Community Eye Town Hall September

    Presentation to Eye Community Eye Town Hall September

    Eye Partnership: Background. Page . To explore the potential for local people in Eye to play a far more significant role in the design, commissioning and delivery of public services or reducing demand for these services.