Every Tuesday afternoon the newsletter is published here with the latest info for all hubs!
Hub Ops / New Processes
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💡End of Year Count 2023
Please find all relevant information regarding the EOY Count planning this year.
Planning Overview
Starting 18.12 we will activate Rolling Inventory Checks (only products with >30 shelf life) for all NL Hubs, which will need to be completed daily. This is the stock preparation before the actual EOY Count
Introduction / Briefing Call is planned for Wednesday 20.12 at 2PM (it is mandatory for all Counting Leads & HMs to attend)
Preparation Day (from 8PM closed) is planned on 27.12
Counting Day (from 6AM - 3PM closed) is planned for 28.12
Lekkerland Delivery is planned for 28.12 (after 4PM) for a selection of hubs:
NL_AMS_ZEEB
NL_AMS_OOST
NL_HAA_CENT
NL_DHA_SHCE
NL_ALM_CENT
NL_AMS_WEST
NL_BRE_CENT
NL_TIL_WEST
NL_GRO_CENT
NL_DBO_CENT
NL_ENS_CENT
NL_DHA_LAAK
29.12 + 30.12 + 31.12 Lekkerland Deliveries schedule will be shared by Supply Chain
100% Inbound is critical on these days!!
Next Steps
Please assign Counting Leads, who are responsible for both Preparation Day & Counting Day (in discussion with HM/CM) by the end of this week.
Training material is being reviewed, but will mostly be the same as last year.
Further instruction & communication will follow via Slack
See you next week Wednesday in the Training Session.
💡Inbound of N/A Products
Last week there was a change in the system, which now enables you to scan products which are not assigned to your hub (-> shelf N/A) and add them to the dropping list.
How was it before?
These items showed ‘no results’ when scanning them, and you had to make a Hub Alert ticket for them to get them assigned. Only then you could inbound them.
How is it now?
🆕Now, you are able to scan all items which are sold by Flink and add them to your dropping list.
‼️However, they will show shelf N/A and might show an error message when dropping them: ‘inbounding request failed, please try again’.
→ For all items showing shelf N/A, please create a Hub Alert ticket as before (Product Issue -> Missing SKU).
→ If you see this inbound error message:
→ Remove the item from the dropping list. You will not be able to inbound it.
→ Don’t try inbounding the product by clicking multiple times, it won’t help and might lead to a crash in the system. There is no technical error.
Please note:
Products which you are able to inbound with shelf N/A, will show stock 0 in the Inventory of HubOne until they are assigned. -> That’s why it is important to create a hub alert ticket.
This change does not affect which items are ordered for your hub. It only changes the process once you try to inbound them.
A solution for this will be worked on soon.
References
If you still see any problems, please report them as usual in #tech-hub-support-nl.
💡Unblock Riders in the Hub Portal
How was it until now?
Previously, some riders got the message "Sorry, you are blocked" on the WorkForce app, but did not show as ‘blocked’ in the Hub Portal.
How is it now?
If a rider gets blocked (with the latest version of the workforce app) he will always appear as blocked in the Hub Portal, and you will be able to unblock them yourself in the Hub Portal.
-> Go to the Workforce Tab in the Hub Portal and click on the rider profile you want to unblock
-> Click the "Unblock rider" button to allow them to log in:
Note
This is only visible from a personal Shift Lead / OA+ / Hub Manager account, not from the hub account. To log in, open an incognito window and go to hub.goflink.com, then:
For Hub Managers and Shiftleads: click "Continue with goflink account" and sign in via Okta.
For Ops Associate+: click "Continue with email" and use your WF App/Zendesk password.
References
If you see the message "User has no access", please raise a request at #tech-hub-support-nl and the TechOps team will enable it for you.
If you are unable to sign in via Okta, please report in #locked_okta_account so the IT team can look into it.
More about the Hub Portal here
💡Bundles Temporary Solution
The team has found a temporary solution to avoid the zero stock orders caused by bundles.
How was it before?
If a customer ordered a bundle + single items of the same SKU, they were able to order more than what was actually in stock.
How is it now?
Bundles only show as available in the app if there are at least twice the quantity in stock. This will reduce the possibility for customers to order more than the maximum amount of the item possible.
Please note: this is not a complete fix for the issue, but it should reduce the number of cases until a full solution is in place.
References
If you still see any problems caused by bundles, please report them as usual in #tech-hub-support-nl.
Equipment Updates
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💡Reporting broken batteries and broken bike chargers
How was it until now?
Some hubs were reporting broken batteries and chargers on the fleet in the dashboard and the others were reporting via zendesk or by direct messages.
How is it now?
All hubs must report the broken batteries and chargers on the fleet tool.
Please do not create several reports but create one report as shown in example below and set the bike to partly operational.
Please note:
You can always edit these reports and change the numbers if needed.
The reports are only meant to be closed once batteries/chargers are fixed or the replacement has been received by the hub.
This will be communicated to the mechanics also so there is no confusion around this topic
Why has the process changed?
The reporting process has changed so all the stakeholders are well informed of the status and the hub does not end up with several broken batteries/chargers.
💡Waterproofing spray
We are receiving feedback that the winter jackets and gloves are not waterproof. All materials made from breathable fabric need to be waterproofed to maintain rain protection.
This waterproofing is particularly recommended after washing or extended use.
To ensure that the equipment stays waterproofed over time, we encourage the hubs to get some waterproofing spray so the riders can apply it to the gloves and winter jackets.
This can be ordered by hub managers or city managers via coupa.
HR & Payroll
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💡Year Transition 2024
The year transition is approaching. This means that we are also working hard for payroll to prepare for it. And in order to close 2023 correctly, we need you.
SL transition
January 5th will be the last payment for Shift leads of 2023. This also means that we want to close the 2023 payroll with this payment. To avoid issues and ambiguities, it is therefore important that Shift-Leads check before this date whether their worked, sick and/or holiday hours have been paid correctly. It is also important to close (as far as possible) pending cases. Please note that the deadline for submitting and approving hours for Shift-Leads from 2023 is therefore Monday January 1st EOD. After this date, the hours from 2023 four weekly pay will be finalised.
RP transition
It is also important for Riders and Pickers to check their hours worked- sick and/or holiday hours. Please note that the deadline for submitting and approving hours for the 2023 weekly pay is therefore Monday January 1st EOD. After this date, hours from 2023 will be finalised. The 5th of January, week 52 will be paid out.
Corrections
Are there any corrections from 2023 that you would like to pass on before the deadlines? If so, please get in touch via the familiar way.
If we all do our best to approve the hours before these deadlines, together we will ensure that we end the year correctly for our colleagues in the operation!
Delistings & Shelf Changes
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🚨Shelf Changes
Tonight there will be some shelf changes.
Please find the list with shelf changes for your hub here.
Please move the products to their new shelves tonight after closure or tomorrow before opening.
Changes will be made in the system overnight.
These changes do not apply for Hub 3.0 hubs!
💡Delistings this week
No delistings this week, please find the previously delisted products here
Please check your Looker send-out from yesterday for previously delisted products which still have stock in your hub, and outbound them following the instructions in the email.