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

Program prepared by

Rodeo Plant Sale Shift Coordinator Training

Lynn Cox, Texas AgriLife Extension Master GardenerTM – 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

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

Rodeo Plant Sale Team

Oversees the Rodeo Plant Sale for a particular shift

Awesome Volunteer! Awesome Volunteer!

What is a Shift Coordinator?

• Handle start-of-day,

shift change, and/or end-of day procedures

• Assist MGs with use of

iPad/Square

• Monitor charge status
• f 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

To ensure transparent money trail from customer to bank account Protection of all MGs handling money

Money-handling procedures… why?

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

• 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

!

Bank runner

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

– Press power switch until ‘Apple’ icon appears – Swipe and enter code (inside box top) – Click on ‘Point of Sale’ icon

Power button

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

• utreach 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

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

Althea "Blue Angel" (gal.) Althea "White Angel" (gal.) Bluebonnet (flats) Hanging Baskets - Ornamentals Hanging Baskets - Strawberries Herbs (flats) Poppy "Grant's Garnet (flats) Satsuma "Arctic Frost" (gal.) Satsuma "Orange Frost" (gal.) Strawberry "Festival" (flats) Tomatoes (flats) Tomatoes (gal.)

Take an inventory

– Count flats to the nearest 1/2-flat for 4.5” pots & 6- pks – Take photo(s) of the form – Group email it to

• David Rodriguez
• Grace Emery
• Lynn Cox

Resources

bexarmg.org Gardening Library

Thank you for your time and service!