Quick Workflow

1. Watch for the Unscheduled Job Alert
   Admins will notify the team in the staff chat when new jobs are available.

2. Open the Kickserv App

3. Navigate to Jobs

   1. Tap Jobs

   2. Select Unscheduled

4. Review Available Jobs

   1. Click a job to open the details

   2. Check the description for multiple shifts or openings

   3. Review the Additional Information section for notes

   4. Ignore entries labeled with vehicle names

5. Express Interest

   1. Scroll to Notes

   2. Click the + icon

   3. Leave a clear message such as:

      1. “I can do this.”

      2. “I’ll take Job B.”

      3. “I can cover the morning drop-ins.”

6. Wait for Assignment

   1. Admins review interest and assign jobs based on scheduling needs

   2. Once assigned, the job will disappear from the Unscheduled list

   3. You will receive a Kickserv text notification

Purpose

The purpose of this guide is to explain how Dawn’s Time staff locate, review, and express interest in available jobs within Kickserv. This process helps ensure jobs are assigned efficiently, workloads remain balanced, and clients receive consistent, high-quality service.

By following this workflow, staff can quickly identify open assignments, communicate availability clearly, and support Admins in scheduling jobs effectively.

When this Applies

This guide applies whenever:

1. An “Unscheduled Job Alert” is posted in the staff text chat

2. You want to check for available work in Kickserv

3. You want to express interest in a job that has not yet been assigned

4. You need to review job details before volunteering

Staff should use this process instead of responding in the group chat to keep communication organized and reduce unnecessary messages.

Quick Workflow

1. Install WhatsApp
2. Join Dawn’s Time Chat

Purpose

The team WhatsApp chat is the primary communication channel for Dawn’s Time staff. It allows the team to quickly share important updates and coordinate throughout the day.

The chat is used to communicate:

• Available or newly posted jobs

• Schedule updates and job coverage needs

• Traffic or road conditions that may impact appointments

• Fleet or vehicle updates

• Company announcements and reminders

• General team coordination during the workday

Using a single communication channel helps ensure that important information reaches the entire team quickly and keeps operations running smoothly.

When this Applies

The team WhatsApp chat should be used whenever staff need to share timely information that affects daily operations or the team as a whole.

This includes situations such as:

• Notifying the team about available or open jobs

• Reporting traffic delays or road conditions

• Communicating vehicle or fleet issues

• Sharing company announcements or updates

• Coordinating schedule changes or job coverage

All team members are expected to monitor the chat during their working hours so they remain aware of updates that may affect their schedule, routes, or responsibilities.

Quick Workflow

1. Search or scan the directory to find the employee you are looking for.

2. Review the Services columns to confirm which jobs they are able or willing to perform.

3. Check the Availability columns to see general weekly availability.

4. Reference Notes or Vacation Days for additional scheduling considerations.

5. Contact the employee directly if needed using the phone or email listed.

6. Employees should update their own row whenever availability, services, or contact information changes.

Purpose

The Staff Directory provides a central reference for employee contact information, service capabilities, and weekly availability.

It allows office staff and team members to quickly determine:

• Who can perform specific services

• Who is available on certain days

• How to contact a team member if needed

Keeping this document updated ensures scheduling, coverage, and communication can happen quickly and accurately.

When this Applies

• Employees are responsible for keeping their information in this document accurate and up to date.

• Identify which staff members can perform a specific service (driving, drop-ins, overnight pet sitting, etc.)

• Check general weekly availability when scheduling or assigning jobs

• Locate contact information for a team member

• Review notes or special considerations related to an employee

• Check planned vacation days for the year

Quick Workflow

Stonehouse

• Pick Up: Lockbox keys → car key + snacks → check car & gas → return keys to lockbox.

• Return: Check car → fill gas → remove snacks/drinks → lock car/office → return keys to lockbox.

Conifer

• Pick Up: Lockbox keys → “Inner Glow” → grab car key + snacks → close curtains → check car & gas → return keys to lockbox.

• Return: Check car → fill gas → remove snacks/drinks → hang car key → return keys to lockbox.

Purpose

To provide drivers with clear, step-by-step instructions for picking up, preparing, and returning vehicles at Stonehouse and Conifer locations, ensuring cars are clean, stocked, and ready for clients, and that all keys and property are handled securely.

When it Applies

• Whenever a driver is assigned to pick up or return a fleet vehicle at Stonehouse or Conifer office.

• Includes both preparation before leaving and proper procedures upon returning the car.

• Applies to all drivers responsible for client interactions, vehicle readiness, and key management.

Quick Workflow

1. Watch for an Email – Receive your 401(k) enrollment email from Human Interest.

2. Decide Participation (within 15 days):

   • Stay Enrolled at the default 8% contribution (no action needed).

   • Opt Out via the email link.

   • Make Changes – Log in to Human Interest to adjust contributions, choose Roth/Traditional, or select investments.

3. Confirm Enrollment – Contributions start automatically once enrolled.

4. Ongoing Management – Log in anytime to review balance, update contributions, or change investments.

Purpose

To inform Dawn’s Time employees about the new 401(k) plan through Human Interest, explain automatic enrollment, outline employee and employer responsibilities, and guide employees on how to manage their contributions and investment selections.

When it Applies

• For all eligible employees at Dawn’s Time.

• Applies to eligible employees. They will receive the Human Interest enrollment email after hired.

• Relevant for anyone who wants to opt out, stay enrolled at 8%, or customize their 401(k) contributions and investments.

Purpose

 

The purpose of the payroll calendar is to provide employees and management with a clear, consistent schedule of pay periods, pay dates, and relevant payroll deadlines. It ensures timely processing of wages, accurate tracking of hours, and compliance with company policies and legal requirements.