TeammateTime Store Manager Training

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TeammateTime Store Manager Training

Module 4: 1-Time Setup Steps


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Agenda

• Enter Schedule Requirements for each teammate (Availability and Fixed Shifts)

• Set up borrowing relationships• Assign keyholder attribute to keyholders• Exclude non-keyholders from keyholder labor role• Get Clock-in PINs


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Set Up Tasks in Site Manager

Your first week in TeammateTime, you need to do the following set-up tasks in Site Manager:1. Enter each teammate’s Schedule Requirements:

• General availability for each teammate that should be scheduled based on labor demand

• Fixed shifts for teammates with regular schedules

2. Establish borrowing relationships to allow other managers to borrow your teammates.

3. Assign the keyholder attribute to keyholders.


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Enter Schedule Requirements

Before the system can generate schedules, you need to enter each teammate’s Schedule Requirements in Site Manager.

Click the Employee button.


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Click the name of the teammate.


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Click the Schedule Requirements button.


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Click the Add Schedule Requirements button.

Important: Enter all Schedule Requirements for a teammate before saving them. Schedule Requirements cannot be edited – to change them, you will have to enter the teammate’s Schedule Requirements again from scratch.


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Enter the Start Date when the Schedule Requirements will take effect.

The End Date is not required.

If creating rotations, the Start Date must align with Week 1.

Click the Calendar button to change the start date.


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General Availability

If the teammate should be scheduled based on labor demand, you must edit the times under General Availability to match the teammate’s availability to be scheduled. If the teammate is available any time on a given day, keep the “All Day” box checked.

For Canada: Leave the General Availability at the “All Day” default for all teammates.


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Enter General Availability

Under General Availability, remove the checkmark from the All Day check box for each day the teammate is not available to work all day. If you do not want the teammate auto-scheduled for a particular day, uncheck the All Day box and leave the From and To fields blank.

Click the All Day check box beside a day to remove the checkmark.

In the From field, type the earliest time the teammate can work. In the To field, type the latest time the teammate can work. Make sure “am” and “pm” are correct.


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Enter Fixed Shifts

For teammates with a regular schedule, enter the schedule under Fixed Shifts.

Remember: For Canada leave the General Availability at the default (All Day).

For each day, enter the start and end times in the From and To fields.

Click the arrow button in the Job field and select the teammate’s job.


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Add Rotation Weeks

If a teammate has a schedule rotation, you can enter fixed shifts for additional weeks. You can add as many weeks as you need.

Be sure that the Start Date field for each week correctly lines up with the rotation.

Click the Plus button to add another week.


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Add Rotation Weeks

Enter the Fixed Shifts for Week 2. Add more rotation weeks if needed.

When you are done entering all Schedule Requirements, click the Submit button.


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Meals

Notes about meals:

•The system will automatically schedule meals based after the 3rd hour and no later than the 5th hour. Meals are auto-scheduled for one hour; managers can edit the schedule to adjust the hours and breaks.

•Meals cannot be less than 30 minutes; the Web Clock will not allow a teammate to punch in from a meal after less than 30 minutes without a Manager Override.

•An exception will be created if a meal is not started before 5 hours.

•Meals do not apply to shifts less than 5 hours.

•The system will not require teammates to punch out at the scheduled meal time.


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Establish a Borrowing Relationship

For each teammate, you can establish borrowing relationships with other stores. This allows the other store managers to see your teammates and put them on their schedules; the other store will automatically be charged for the time the teammate works there.

You can set up borrowing relationships only with stores that are currently using TeammateTime.

Click the Add Borrowed Site button.


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The home store manager assigns the borrowed designation to the teammate.

The borrowing store manager confirms the selected teammate and accesses the Schedules to add a shift for the borrowed teammate.

Click the Site arrow.

Click the Site number.


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Note: A teammate can have a borrowing relationship with multiple locations.

The home store manager must establish each borrowing relationship.

Click the Submit button.

Click the Calendar button to change the start date.


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You need to add an End date to stop a borrowing relationship.

Note: Borrowing relationships are effective immediately. This means if a teammate shows up for work and needs to be scheduled at another site, you can do the following: •Unfill the shift in the Schedule Editor.•Establish the borrowing relationship with the borrowing store.


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Assign Keyholder Attribute

Click the Attributes tab.

The keyholder attribute puts a “k” beside a keyholder’s name on the schedule and makes it easier for you to see the keyholders on the schedule. It also allows the Company to know who the keyholders are for audit purposes.

Refer to the Keyholder Policy. (Ask your RDO for the policy.)


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Click the Assign Attribute button.


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Click the Attribute arrow.

Click Keyholder.


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Click the Submit button.


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Set Up Tasks in Core

Your first week in TeammateTime, you need to do the following set-up tasks in Core:1. Exclude non-keyholders from the keyholder labor role (for all

US and Canada Customer Service Teammates, including ISO).

2. Get your teammates’ Clock-in PINs (needed for them to punch in and out). Also get your own Clock-in PIN (needed for Manager Override of the Web Clock).


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Exclude TMs from Keyholder Labor Role

Type workforce in the Quick Find box and click Workforce Employees in the drop-down list.

By default, the system assigns all teammates the keyholder labor role. You will have to tell the system which teammates to exclude from this labor role.

This is a one-time setup task.


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Click the name of the first teammate.


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Click the Jobs tab.


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You can see a list of the labor roles that are assigned to this teammate. By default, all teammates have the keyholder labor role.

To exclude this teammate from the keyholder labor role, check the box beside Keyholder.

In the Exclude column, click the checkbox beside Keyholder.


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Important: Customer Service Teammates are expected to deliver parts when necessary. Do not exclude Customer Service Teammates from the Customer Delivery labor role unless they are unable to drive.


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Set Up Tasks in Core

Your first week in TeammateTime, you need to do the following set-up tasks in Core:1. Exclude non-keyholders from the keyholder labor role (for all

US and Canada Customer Service Teammates, including ISO).

2. Get your teammates’ Clock-in PINs (needed for them to punch in and out). Also get your own Clock-in PIN (needed for Manager Override of the Web Clock).


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Access Clock-In PINs

Teammates need their Clock-in PINs to punch in and out of the Web Clock. Managers need their Clock–in PIN to perform a Manager Override of the clock.

Type employee list in the Quick Find box and click Employee List in the drop-down list.


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Check the box beside Include Badge Number.

Click Run Report.

Note: The Clock-in PIN is sometimes called the Badge Number in TeammateTime.


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To print the list, click the Print button.

Give each teammate his or her Clock-in PIN (Badge Number). Teammates must not share this information.


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Manager’s Next Steps

1. Log in to Site Manager. If you have access/login issues, contact Voice of the Teammate (VOTT) at 877-443-5747.

2. When prompted, change your password to match your My Time password; this password will be synched to be the same for the Core.

3. Enter Schedule Requirements for each teammate (Availability and Fixed Shifts).

4. Set up borrowing relationships.

5. Assign keyholder attribute to keyholders.

6. Exclude non-keyholders from keyholder labor role.

7. Get Clock-in PINs.

8. Update store hours in Notebook and update rosters during first week.

9. If you have questions about using TmT, call your RDO.


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Prepare Teammates

1. Go to the TeammateTime Information Center on CARQUEST Link. Print and post the Web Clock job aid by each computer. (Teammates are not assigned any TmT training in the Learning Center.)

2. Inform teammates about the TeammateTime and give them their Clock-in PINs.

3. Launch the Web Clock. Explain how to use it and when to request a manager override of the clock.

4. Provide login information (user teammate ID as ID and password). Show them how to log in to MyTmT to see their schedule and timecard and request time off.

Note: If teammates forget their Clock-in PINs, they can ask their manager or RDO or call Voice of the Teammate.


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Questions?

TeammateTime Store Manager Training

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