Every Tuesday afternoon the newsletter is published here with the latest info for all hubs!
Operations
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[INSIGHT] FLINK's IT Team đŚžđŚżđ¤
Flink's IT team is based in Berlin HQ and supports all offices and hubs worldwide from there.
FLINK's IT tasks:
Requests for new hardware and software, repairs and maintenance.
Setup and maintenance of Wifi networks and infrastructures
Integration and automation of various applications
IT security, governance and best practice guides.
The team:
From left to right: Adebola, Darren, Ali, Anderas, Atharva, Mohamad, Mau. From left to right on the laptops: Samuel, Jan, Gabriel
Samuel: IT Intern
Jan: IT Director
Gabriel: Network Dude
Adebola Bakenne: IT Intern
Darren Rawnsley: Senior IT Specialist
Ali Hedda: Senior IT Specialist
Andreas Michael: integrations & automations
Atharva: Senior Security Specialist
Mohamad Razzouk: IT Integration
Mau: IT Specialist
[INSIGHT] Important information from IT â ď¸
Locked out of ?
Post your goflink email on the Slack channel #locked-okta-account.
Please specify exactly if you:
â are locked out, i.e. password wrong 3x, but still no password
đ¤ forgot your password
You want to get a link sent to your personal email address so you can reset it (link expires after 2 hours)
đ˛ you need an Okta app reset
I.e. you have a new phone/ changed the phone
âBitLocker đ
This is the blue screen that appears on a Windows computer after the password has been entered 3x.
Post the goflink email address and/or serial number of the computer in the Slack Channel #locked-okta-account, stating: âCan I get the Bitlocker recovery key for computer with serial number xxxx email used to login in [email protected] â
[ACTION] 'Hub Activities' in HubOne â
With 'Hub Activities', you can log into the most important tasks through the HubOne app. Please follow the workflow below to do so:
[INSIGHT] 2x 10⏠voucher for new customers at FREENOW đđ¤
Until August 31st, 2023, FREENOW gives 2x 10⏠discount to all new customers with the code: FLINKFAHRT20*
How it works:
Download the FREENOW app here and create an account
Enter your preferred payment method
Add the code FLINKFAHRT20 to your profile and you are ready to go!
*The terms and conditions of FREENOW Mobility App apply.
[FOLLOW-UP] Too Good To Go
Prepare at least 5 TGTG bags daily.
Use the new 'Bread Box' for leftover bakery products.
Note on the TGTG Hub Account:
As HM/ SL/ OpsA+ please use exclusively the hub accesses for TGTG sent to the hub account.
đ For questions about the TGTG app: partner hotline: 030 588 495 30 (Mon - Fri 9am - 5pm) or to TGTG via the Help Center in MyStore.
â ď¸ For customer concerns: contact TGTG via the app or use the contact form at www.toogoodtogo.de.
Fleet Updates
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[ACTION] New Fleet & Equipment Shift
Key Infos
What do we want to achieve?
We want to gain more control over our fleet and the equipment we have in our hubs.
How do we want to do that?
Every hub will get 2 additional hours as special tasks called âFleet & Equipment Shift'' which will be performed by an Ops Associate or a Rider which can be chosen by the hub. During those shifts, that person will complete all necessary tasks in Flowtify.
IMPORTANT: Please choose a diligent OA or Rider who already showed interest in fleet and equipment.
How do we support you with that?
Flowtify Checks every Wednesday morning starting before Hub Opening
Scanning for Bikes & Batteries + Picture of mounted Stacking Equipment
2 add. Hours per week as Special Task
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What do you have to do?
Select min. 4 people in the hub to the new Quinyx Skill âFleet & Equipmentâ.
Make sure the people you select are diligent and capable of the tasks they have to perform.
Book weekly one person with the new skill âFleet & Equipmentâ on the special task and create the comment âfleet & equipmentâ.
Important: You get 2 extra hours for these specific tasks and compliance will be tracked so the selected person should only focus on fleet and equipment tasks.
Install the 3 inventory forms on the hub zebras
Open Hub App Store on your Zebras.
Search for âBattery Inventoryâ + âBike Inventoryâ + âStacking Equipment Inventoryâ.
Click on âinstallâ and open the App! Now you can start with the inventory.
Please group them on the screen and name the group âFleet Checkâ.
Main Tasks in the âFleet & Equipment Shiftâ
All tasks will be displayed and described in Flowtify.
Inventory Checks for all Bikes, Batteries and the Stacking Equipment (all container)
Scan all bikes, batteries and take a picture of as many bikes as possible which are equipped with stacking equipment
Damage Reporting
Make sure all damaged bikes are properly reported within the Fleet Tool and all bikes which had service are âoperationalâ
Rider Gear Bundle Process
Check in the Hub Dashboard if any Rider Gear Bundles are stuck along the process and if so finalize the process
Laundry
âšď¸ IMPORTANT: A more detailed guide for the Fleet & Equipment Shift can be found here.
[INSIGHT] Zendesk tickets for Fleet topics (e.g. for theft reports)
From now on Zendesk tickets can be created for fleet topics. Some of these tickets are forwarded directly to the supplier, which allows a much faster response to the requests.
On the graphic shown below, all topics for which tickets can be created in Zendesk are mapped. The most important topics are:
Reporting stolen / lost bikes and equipment.
Problems with the quality of service
Reporting errors in Fleet Tool
A bike is listed in the Fleet Tool but is not in your hub.
A bike is in your hub but not listed in Fleet Tool
Reporting defective batteries and chargers
IMPORTANT: Use the Zendesk ticket to report stolen bikes (include detailed description of what happened). From now on, we will handle the reporting to the police centrally from HQ.
[INSIGHT] Private use of the bicycles is prohibited
Private use of bicycles is prohibited. This includes the case of riding a bicycle home after work and returning to the hub the next morning.
The background is:
It cannot always be controlled whether bicycles are actually returned. This is how thefts of bicycles occur.
Mechanics want to repair bikes because there is an open Damage Report, but they don't find the bike in the hub.
Contractual and insurance reasons: Bicycles were rented for commercial purposes only and may not be used for personal travel. The location of the bikes must be reported to the suppliers.
Part of the fleet has recently been tracked with GPS. This has already uncovered one case in which someone used the bike privately for an extended period of time without returning it to the hub.
Private use of the bicycles is expressly prohibited and, depending on the severity of the case, may result in personal consequences.
Supply Chain Updates
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[INSIGHT] High-volume deliveries & sameday inbounds
Dear colleagues,
In the past few weeks, some hubs have been challenged with high-volume deliveries (i.e., more than 40 rollis). There are several different reasons for it, such as:
High order volumes
Rewe preponed and postponed orders
On the second point, weâre following up with Rewe. Regarding the high order volumes, we would like to remind you of the importance of inbounding delivered products on the day of delivery. If inbounding is delayed, it may result in inaccurate inventory data and our ordering tool (Relex) will incorrectly assume that our inventory levels are lower than they actually are. When Relex assumes inventory is low, more products will automatically be ordered for the next shipment than we actually need.
What are the consequences of this? This then creates massive operational challenges on your end and there may be costs associated with increased waste that we would like to avoid.
Therefore, we ask you to inbound your received deliveries immediately. If in exceptional cases it is not possible to inbound them on the same day, please create a HubAlert ticket. This way, we can inform Relex that goods are still expected in the hub and can make sure that not too much is ordered due to misinformation.
đ If you have any questions or uncertainties, please do not hesitate to contact us. Thank you for your cooperation and understanding the importance of this process.
Kind regards,
Ann-Kathrin, Willi & Lennart
Demand Planning / Replenishment
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[INSIGHT] Stock insights
Fruit & Vegetables
General - Last week, some hubs received quite a large stock. We had previously done a calculation to increase orders in hubs that outbound quicker due to AC issues. We recently noticed hubs no longer outbound quicker, so there was an accumulation of stock. This calculation was removed from the system.
Fresh
99000283 (ACTIVIA GREEK HON/MAN 2fach) - we noticed hubs had too much stock on this product. Upon investigation, we noticed NAN was incorrect, so whenever an order for 99000281 (ALPRO CAFFE SOYA/KARAM) was placed, we were actually ordering Activia. Problem resolved.
General
We noticed some hubs', for example DE_KAR_ZENT, deliveries coming a day later. This is a problem, because on our side, we think the supplier short delivered. We then place another order and the hub gets multiple orders resulting in overstocks. The Supply Chain Team is looking into this.
[INFO] Promotions
You can find your promo items for this week here: SKU Discounts CW 29
Commercial / Assortment / Projects
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[INSIGHT] Bundles in Hub Portal
Last week, we started testing with Bundles within the app. After some feedback from the hubs, we would like to give you an update on the SKUâs that are live with a bundle and how this will look in the Hub Portal.
SKUâs:
âHubPortal view: NAME WILL BE UPDATED TO:
âOatly Haferdrink Barista edition 2x 1L (see SKU list above for the right names)
âSo first brand name, product name, number of products, gr / L / pcs.
â
Marketing Activities Updates
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[ACTION] RAF-Flyer
Please remember to put a new RAF-Flyer into every order!
Unfortunately, the last week has been the worst in three weeks in terms of RAF performance
RAF-flyers are our most effective offline marketing acquisition tool, this quarter we even have two different versions to test out đ
Our top three performer (hubs with the most RAF-redemptions) from last week are:
de_wup_barm
de_mag_eben
de_hei_zent
Please make sure that you have removed all old flyers (valid until 15.07.23)
NEW FLYERS: 15⏠on 30âŹ, Valid until: 14.10.23
Procurement
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[INSIGHT] Item overview available in Coupa
Dear Hub Managers,
We collected all of the products you can order in Coupa in one file&translated them for you, so that it is easier for you to search them and youâre aware of the full product range. Please see the list here. Please feel free to leave us some comments there regarding the products you do/donât like or reach out to Karolina Bujak directly if you have some questions.
âšď¸ More information about Coupa here.
[1.0 Hubs] Delistings & Shelf Changes
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[ AKTION ] 1.0 Hubs Shelf Changes
IMPORTANT: The shelf change is valid only for the hubs in the old hub setup.
You can find the shelf changes here.
The changes will go live tonight between 01am and 7am, please reorder the products tonight/ tomorrow morning.
Please feel free to reach out to @space_planning for further questions. Many Thanks!
[2.0 Hubs] Delistings & Shelf Changes
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[ AKTION ] 2.0 Hubs Shelf Changes
IMPORTANT: The shelf Change is only Valid for the Hubs that are in hub 2.0 setup.
In the google drive folder you will find the G sheet files for all the hubs that are affected in the shelf changing. Please only follow the ones that have exactly the same naming of your hubs and also be careful with following the same hub code while downloading the files.
Please find the file here {LINK}
Some notes on the sheets:
the sheets are, as mentioned above, Hub specific. So only the sheet named with your hub code counts;
"SKU" you can find a the SKU which needs to be moved to another shelf space;
"oldShelf" - 4th column: If the cell is empty, we just assigned this product to your Hub, so please just store it in the shelf mentioned in "new shelf";
"newShelf" - 5th column: If the cell is empty, you can get rid of the product (same process like delisting);
if both "shelf" and "newShelf" have a shelf number, it's a normal shelf change.
The changes will go live tonight between 01 am and 07 am, please reorder the products tonight/ tomorrow morning.
If you have any questions, please contact @space_planning.
Thank you!
