Welcome to the user guide for Hub Portal. Hub Portal is the tool that gives you an overview of all the processes at the hub and the working statuses of all employees in real time. With its several dashboards, Hub Portal is a vital tool for coordinating tasks and employees.

This guide provides Hub Managers and Shift Leads with a description of all the dashboards and its features, as well as instructions on how to use them.

Here, you have every order received since the hub's opening that day, their preparation and delivery status, the orders' details, and which OA is currently picking the order as soon as the order is assigned to the rider's, their name.

Under the hub's name, you see the following order statistics:

Under the order stats, you see the stages of the process of receiving and preparing an order and how many orders are in each stage.

When the hub receives several orders at the same time, they get automatically stacked in the HubOne order queue. While they are in the HubOne queue, they are displayed under In queue in the Orders dashboard.

The HubOne order queue is important because it stops the hub from receiving too many orders while not having the capacity to pick and deliver them. The system blocks the orders from advancing to the other stages by analyzing the number of Riders and OA's available and pairing the orders according to delivery efficiency.

As soon as the orders are paired and the Hub has the capacity to prepare them, the orders move onto the next stage, Ready to Pick.

While the orders are in this stage, the customers can cancel the order and receive a full refund.

This stage shows you the number of orders ready to be picked by the OA's. The OAs' Zebras will ring to alert them that the orders are ready to be picked.

The system will assign these orders to the number of pickers needed at a given time. Don’t worry if there are more orders than pickers!

This stage shows the number of orders that the OAs are picking and how many OAs are needed.

If there are riders available and waiting for orders, you receive the warning Picking bottleneck. If there are many riders available and over 10 orders ready to pick, please allocate Riders to help picking.

This stage shows you the number of trips required to deliver the orders. Keep in mind that the orders are stacked together. This means that only 1 trip is needed to deliver each stack. For example, to deliver 2 stacks with 3 orders each, we only need 2 trips. Therefore, you would see 2 trips under Ready to deliver.

If there are any external orders (orders from other companies and apps) to be delivered by external Riders (Riders from other companies), you will see them below Ready to deliver.

Use this search function to find orders from the current day by Order Number.

In this table, you find all the details you need from each order in order to run your daily operations.

The table contains the following information:

Here, there are 2 levels: the Hub level, where you have a live overview of all the activities happening in the hub, namely the stages of the orders, deliveries, picking, inventory-related activities, and the KPIs associated with each type of activity; and the Employee level, where you can see more in-depth information about each employee's status, activities being performed, and the KPIs that concern them.

Hub level:

Employee Level:

This tab displays the following information in real time:

Next to the inventory sidebar, there's the option to hide it. If you do so, the fields in the first row (Inbound, Inventory, Restocking) will pass onto the middle column.

If you hover over any of the values on the top rows of each column, you'll see the exact employees performing each activity. To see more detailed information on each employee's activities, KPIs, and more, open the tab Employee level.

On the right side of the dashboard, you see the statuses of availability of all Riders, their assigned vehicle, its ID, and the S-container capacity:

The statuses are the following:

It's not recommended for Riders to get offers while logged out.

Below the statuses, you see the duration of each stage.

Here, you see the live metrics of Riders and OAs working in the hub that day. It's divided into two levels: Inside the hub and Riding.

This level contains the following information on the OAs:

This level contains the following information on Riders:

Here, you see all the information of the vehicles from your hub. There are 3 levels in this dashboard: the Fleet management overview, the Vehicle information sheet and the Damages tab.

When you go to Fleet, the Fleet management overview is the first screen you see. Here, you have the following information:

At the top of the page, you can use the filters to personalize the view of the vehicles. You can filter by supplier, status, and bluetooth availability.

This option is only used by the Fleet Management Team to create bike IDs simultaneously in specific situations, such as the launch of a hub.

This option is only used by the Fleet Management Team to create new bike IDs manually without using the Import sheet option.

When you select a vehicle, you are redirected to the vehicle information sheet. Here, you can see more detailed information on the vehicles and take several actions, such as reporting damages. The sheet is divided in 3 tabs: Vehicle monitoring, General settings and Damage reports.

Here, you see the same fields for the vehicle as the Fleet management overview, as well as the vehicle’s assignment history.

Under Change status, you can change the status of the vehicle.

Under Archive, the Fleet Management Team can archive the vehicle. A vehicle must be archived in the following situations:

If you notice any of these situations, contact the Fleet Management Team to archive the vehicle.

Here, you can see all the information of a vehicle’s ID that is being created in the tool.

Use this tab when you want to report a damaged vehicle. Here’s how to do it:

All damages on the vehicle are set to Fixed and the bike has the status Operational.

On the top-right, in Damages, you find a list of all the damages reported for all bikes. You can also see several informational categories about the bikes and their damages, information filters, and the option to close a damage report.

Once the bike has been fixed by the mechanic and they have closed the report, the system will automatically update to show the bike is operational.

Here, you see all the metrics related to the hub and the employees. The main dashboard is divided in 2 sections: Hub performance and All employees. Below, under Main dashboard, you find a description of each of these sections, how to use the filters, and how to interact with the metrics.

When you select an employee, you are redirected to the Employee file. The Employee file is divided in 4 different sections: General overview, Actions, Performance, Feedback tracker and Account settings. Each one is described below under Employee file.

Hub Managers and Shift Leads can see an extra tab named Compliance. They can read an explanation of the Compliance file here.

Here, you find the following metrics for Riders, OA's and OA's+:

On the upper-right corner, choose the date.

Choose the metrics of your interest:

Here, you find columns with the following information about Riders, OA's and OA's+:

Under the title All employees, there are 6 filters:

When you navigate the metrics in Hub Performance, you see columns with specific information about each metric for all employees. Read more about it in the next dropdown.

When you click on an employee under All employees, their Employee file appears. Here, you have detailed information on the employee, such as their employment, feedback, performance, and more.

The file starts with a header. Here, you see the following information:

Under the dropdown Actions, you can perform 3 actions on the employee's status: Set Temporarily Offline, Allow Early-Punch-In and Block. See more below.

How to set the Rider's status to Temporarily offline

Read the process here under Internal employees > Setting a Rider as Temporarily offline.

How to switch the Rider's status back to Online (available)

Read the process here under Internal employees > Setting a Rider back to Online (available).

Block/Unblock

Read the process here under Internal employees > Unblocking employee accounts.

Here, you see the employee's development over time, as well as their performance vs. the target.

The targets shown may differ from the Hub Manager KPIs, because they are the employee-facing targets. This means the UTR, Average time at customer, and Picking time targets are based on your hub’s weekly performance.

How to use this tab:

To see the definitions of these metrics, check here under the dropdown Employee level.

Here, you can log feedback about an employee after a feedback conversation. You can also find previously given feedback.

How to leave feedback

You can refer back to it in the Employee file.

See more about the feedback conversations for Riders and OAs here and for SLs and OA+ here.

In this tab, you see the personal information of the employee, such as their email, phone number, home hub and working hub (the hub they currently work in). You also have the option to apply changes to any of these fields. If you need to do it, make sure to always select Save.

You can also reset their password/generate a new password by selecting Reset password or Generate password.

Read more about it here under Internal employees.

Here, you find all the information you need to know about Rider equipment. You can see all the ordered equipment, the Riders who ordered it, eligible Riders for equipment, delivered equipment, and more. You can also perform several actions described below.

Hub Managers can see all the Rider equipment and fleet management processes here.

On the top-right, you see all the stages of equipment requests, receival, rejection, unclaiming and returning by the Riders:

For each of these stages, you must perform actions related to them. See more about this below.

When the equipment ordered by the Rider arrives at the hub, give it to them or assign it to them by writing their name on the equipment and putting it on a dedicated shelf.

The Rider is automatically moved to the stage Assigned.

Once the equipment is assigned to the Rider, they must claim or reject it in the Workforce app.

If the equipment was assigned to a Rider, we assume that they collect it within 14 days. After 14 days, the status of the rider will automatically change to Claimed.

If a Rider no longer works for Flink and wants to return their Flink jacket, they can do so before their exit date.

If they returned their Flink jacket before the deadline:

The deposit will be transferred to the Rider shortly after.

You must click Mark as returned, as it's the only way for the Rider to get their deposit back.

Here, you see all the movements the stock goes/went through in the hub, from being inbound to being outbound as expired, damaged, donated, etc.

At the top of the dashboard, you can filter the products according to the following categories:

Once you use the filters, you see all the stock that went through the movements, date and time of your choice. For example, if you filter for stock that is expired, you see all products marked as Expired in that specific date and time.

You can also see other information, such as the product’s SKU, name, the ID of the employee who performed that movement, the date, hour, and the stock level. The stock level includes the number of products in stock, the ones that were in stock, and the final number of usable products.

This is where you can see live customer feedback on post-order issues and resolve issues.

At the top of the dashboard, you will see an overview of the three types of issues:

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