For Our Members

Work Shift Procedures

Each Greene Hill Food Co-op member-owner contributes at least 2.5 hours every four weeks.

 
 
 
 
 

Example of what a shift might look like:
• Position: cashier
• Shift Time: 3 to 5:30pm
• Day of Week: Wednesday
• Week: A, B, C, or D. Since all in-store work is required every 4 weeks, every week has a letter -- A, B, C, D -- that recurs every 4 weeks. Your shift will have a week letter. Read more about the weekly rotation schedule and view the week calendars.

Within a week of joining the Co-op, you will receive a welcome email from ShiftPlanning titled “Your ShiftPlanning Activation Link.”

Once you create a password, you will be able to sign up for a shift. Read all about how to sign up for a shift in the Recurring Shift Signup.

Once you choose your work shift, it will automatically recur every 4 weeks.

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Floor Attendant

Ensure items are well stocked and neat, assist shoppers, perform other tasks as requested by shift leader or general manager. Sort, break down, and neatly bundle cardboard boxes, tear brown paper into strips for compost, collect and consolidate all rubbish and recyclables, occasional deep-cleaning of store fixtures.

Receiving

Receive supply deliveries (produce, dairy, grocery, freezer, etc.) from vendors, rotate by expiration date, restock shelves, cull produce.

Cashier

Training required.* Check out member-owners, handle cash, count in and count out drawer, work directly with shift leader or general manager.

Shift Leader

Training required* (Co-op provides a one-time training session). Directs floor workers, check in desk workers and cashiers on basic store operations, helps problem solve and communicates store issues with other shift leaders.


 
 

Upon becoming a member, the Membership Committee will create an account for you in our work-tracking system, Humanity.  New member-owners are imported into Humanity manually and once a week, so it may be a few days before your information is imported and you receive this email. Don’t get it? Please email Membership immediately.

Once received, you can sign up for a recurring shift by following the below instructions:

1. Upon your first time visiting Humanity, you will need to click “forgot password” to create your personal password—you must do this yourself and you cannot do this from the APP, only a PC. Once logged in, click the SHIFTS AVAILABLE button on the left side of the dashboard.

2. Select a shift by clicking “request to work” button**. Only choose one shift. You are selecting that position, day, time, and week (A, B, C, or D). The week you choose -- A, B, C, or D -- will recur every four weeks. Membership sends reminders to those working at the beginning of each week; and in Humanity, you can set a 24-hour advance reminder (see Settings>Notifications). But as this is a 4-week rotating system, not monthly, please add your shift to your personal calendar to repeat your shift every 4 weeks -- and set a reminder so you won't forget.

3. If you prefer to see shifts in a calendar view you can click on Schedule, make sure the Schedule Overview checkbox is checked, then click on Position and Week.

4. After selection, a Membership team member will approve your shift within 48 hours.

5. Once approved, sync your work shifts from Humanity to your cell phone’s calendar app! This especially comes in handy for times when you swap shifts or pick up a shift outside of your recurring one.

  1. Download the Humanity app for iPhone or Android if you don’t have it already

  2. Open up the app and log in

  3. Go to the “Menu” tab

  4. Select “Settings”

  5. Tap “Calendar Sync”

  6. Select “My Schedule”

  7. Your calendar app will open, then tap “Subscribe”

  8. Click “Add” at the top right to confirm

  9. Email IT@greenehillfood.coop if you run into any issues configuring this.

If you prefer, you can watch a video that will walk you through this entire recurring sign up process!

Still having issues? Email Membership and they can assist you.

 

  • If you’ve already signed up for a recurring shift and would like to change it, please email our Work Tracking team: shifts@greenehillfood.coop, and they can take care of it. You cannot delete or change your shift, only the Work Tracking team can.

  • **Please note that before you do a cashier shift, you must first do training. Please check the website calendar to see when trainings are being conducted.

  • For in-store shifts, members must check in and check out at the time of each shift.

 

SHIFT SWAPPING PROCEDURE

 

We get it, life happens! And there may be an occasion when you can’t make your shift. When that occurs, simply do a SHIFT SWAP REQUEST. Please do this as soon as you know you can’t make your shift. Swaps are the easiest and most successful method of finding coverage for EVERYBODY!  Remember, it is your responsibility to either do your shift or find coverage when you can’t. In that vein, all members should try to cover each other’s shifts to make sure the Co-op runs smoothly and pay it forward for when they may need a swap in the future. Please do not email the shifts team stating you can’t do your shift, they will simply tell you do the shift swap request mentioned here.

Our shift swapping system lives in Humanity. When swapping for the first time, please be sure to follow these *STEP BY STEP INSTRUCTIONS*!! And if you are using your phone to manage the swap, you must download the Humanity APP.

If it's less than 24hrs and/or it’s an emergency, call or email the General Mgr and the store directly:

If a member is going to be away for several months in a row, rather than swapping several shifts, we suggest they go on General Leave.

Pro TIPS:

  • Request at least 10 people. Think of it this way: the more people you choose - the greater and faster chances of a swap success for you! The chances of you getting a swap with less than 10 ppl requested is very rare.

  • Expand the default calendar date so you have more people to choose from.If after one week no one has swapped with you, please delete your request and re - do it with different people.  You can customize your search by dates.

If after the above efforts, you don’t get a shift swap, fear not! The shifts team will delete you from your shift the night before and you will simply need to do a make up. See the below section.

 
 
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In the event that you cannot get your shift swapped or covered, please contact the Work Tracking team, so they can notify the store workers immediately.

Then, all you need to do is sign up for a make up shift by responding to the “available shifts” email which is sent out weekly. Please do so within 2 months.

If you don’t attempt to find a swap or coverage, and don’t notify the Work Tracking team of your upcoming absence (24 hrs notice is required), you will be considered a “no show”. If a member has 2 no shows within 6 months, they will be suspended for 2+ months (suspension will be dependent on make ups owed). If a member has 2 consecutive No-shows in a row, they will be deactivated.

Remember that the store relies upon your labor to operate successfully. No shows lead to understaffing, unnecessary burdens upon fellow member workers and paid staff, hurt store operations and can result in store closure which leads to loss of sales. It is the responsibility of all member-owners to take care of OUR business!

  • All Members owing a shift are required to do their make up within 2 months of the missed shift. If they don’t, they risk suspension of their account.

  • A member MUST do their owed make ups before seeking a swap or coverage for another shift.

  • Members are allowed ONE “No show” per 6 months (but please don’t do this!)

  • If a member is a “No Show” for 2 consecutive months, and have not communicated with the Work Tracking Team, they will be considered no longer involved in the Co-op and their membership will be de-activated.

 

If you are a member-owner who has an unpredictable schedule or find it difficult to commit to the same position, day, time, or week, consider joining a committee. Please read about the various committees and contact committee chairs with questions or to join. Committee members enter their hours directly in Humanity ideally as they are working or immediately afterwards. 

Clocking In/Clocking Out of Humanity

Instructions for committee workers using the “Clock In/Out” method. This is the preferred method for entering work. Please don’t forget to clock out when you’re done. 

  1. Log into Humanity (use the reset password feature if you don’t know your password)

  2. From the dashboard, under TIME CLOCK, click “CLOCK IN” when you start doing work.

  3. When you are done working, you will need to record notes, the “location” you worked from and the “position.”

    • To do this, in the “Click to Add Notes” section, write a brief description of the work you completed, then click “Add Note.” (EXAMPLE: “Designed flyer for Open House.”) Notes are required to accompany committee work entries and won’t be approved without them.

    • Then select “Committee” from the dropdown on the right (this is the “location”). Click “Update.” Then click the “Set Position” image next to the pin. Select your committee, (i.e. Marketing). Click “Update.” Note: If you cannot choose your committee in the “schedule,” please ask your committee chair to add that “position” to your Humanity account profile. Committee Chairs will approve hours for agreed upon, completed work.

  4. Finally, click “CLOCK OUT” when done. Please don’t forget to do this! The clock will continue until you stop it.

 

Add Clock Time

Instructions for committee workers using the “Add Clock Time” method. Again, it is preferred you use the Clock In/Clock Out method.  The Add Clock Time is best for meetings or other work done away from the computer.

  1. Go to the ADD CLOCK page in Humanity.

  2. Select your clock-in time and clock-out time that add up the number of hours you’ve worked. EXAMPLE: 7pm–9pm (for marketing mtg) or 2pm–4:30pm (Open House).

  3. Pick a calendar date that is the same as the end date assuming your hours obviously don’t exceed 24. Be mindful of the AM/PM. The default is 9am–5pm, so you will need to change both in and out times.

  4. Select a schedule, i.e. Marketing.

    • Note: If you cannot choose your committee in the “schedule,” please ask your committee chair to add that “position” to your Humanity account profile. Committee Chairs will approve hours for agreed upon completed work.

  5. Select a remote location.

    • Committee

  6. Put your explanation of work in the notes. EXAMPLE: "Marketing meeting” or “worked at Open house” (notes are required for committee work entries).

  7. Click Add Clock Time.

It’s VERY easy to make a mistake in Humanity due to the AM/PM setting and the CLOCK IN/CLOCK OUT dates. Please be extremely mindful of these settings. If you make an error, please email your committee chair or membership and ask them to correct your entry. Please provide them with your correct info.

It is the responsibility of each member to enter his/her required work hours in a timely manner, and not to fall behind on work shifts (2.5 hours every 4 weeks). To avoid mishaps or “low hours” notes when shopping, it is strongly suggested that members enter their hours on the same day they do the work. Should your committee not provide enough work for you to fulfill your monthly work requirement, please pick up a store shift that cycle to make up for that.

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BANKED HOURS

 

Many members are willing to contribute more than 2.5 hours every four weeks; for those we offer the Banked Hours Program. All active members with hours exceeding 2.5 will automatically be recorded and banked for future use. These hours do not expire as long as you stay active in the system (going on any of our leaves will eliminate any of your banked hours).

Store workers:

  • If you ever wish to redeem these banked hours, simply contact the Work Tracking Team ONE WEEK BEFORE the shift, so they can remove you from the schedule and have ample time to find coverage.

  • You may not apply banked hours to a shift date that has passed or to any shift that was missed without notification.

  • You may not use banked hours for several months in a row, except in special circumstances (please speak to the Work Tracking team). In the rare case you are permitted to do so, you will be removed from your recurring shift and need to select a new recurring shift once the requested banked hours have been used up.

 

Committee members:

  • Your banked hours will be automatically applied if you have excess hours. No need to contact the shifts team, just be sure your committee chair knows you plan on applying banked hours for the cycle you wish to use them, so they know you will not be doing your committee task.

  • Banked hours can only be applied if they have already been earned. For example, if a committee member has an upcoming big project that will be done at a later date and they plan to apply those hours to the current cycle - they cannot do this. Each member-owner must regularly maintain their work requirement every ABCD cycle or they will owe a make up. Only when they have worked extra hours, can they apply those banked hours to a current cycle. In other words, future banked hours earned cannot be applied to the present.