No Tag

If a bike has no tag, assume it has not been given any attention yet.

These bikes can usually be sold with the as-is price of $50 (unless they are brand name bikes, which should be sold at a higher price). As soon as any attention has been given to a bike (repairs, new parts, etc), it will need a checklist and a RED TAG.

BLACK TAG

Black tagged bikes have been reviewed and deemed not worth the repair:

• The cost of parts and/or time to repair it would not make the bike very profitable (ie: needing to spend $70 in new parts to sell the bike for $100-125).
• It would take too long to complete repair, especially if it needs parts we do not come into very often (ie: 27.5″ rear wheels, specialized drivetrain parts, vintage parts, etc).
• The frame is too rusted or structurally damaged to the point it could be a safety concern.

These bikes should be disassembled and striped of all usable parts and everything else disposed or recycled. These bikes are also useful for training new volunteers on.

RED TAG

Red tagged bikes are currently in the process of being repaired.

Bikes should have a red tag until everything on the checklist has been checked and initialed and all new parts documented.

BLUE TAG

Blue tagged bikes are an indication that it requires some attention and should be accompanied by a note indicating what that attention should be, ie:

• “Do not repair; we will donate this to Wheels for Kids.”
• “Save this bike for X; he/she/they wants to learn how to fix Y on it.”

Blue tags are also not necessarily an indication of the bike’s repair status and can accompany another tag, ie:

• Red with Blue tags: “This needs the rear wheel bearings repacked.”
• Red with Blue tags: “I put on a 3-speed shifter but it needs a 2-speed shifter.”
• Black with Blue tags: “Disassemble, but save the wheels for the Trek mountain bike.”

YELLOW TAG

Yellow tagged bikes have been repaired and needs a final test ride by another volunteer who did not complete the repair.

GREEN TAG

This bike:

• has a completed checklist,
• has been test ridden by another volunteer who did not complete the repair,
• has been posted on #bikes-for-sale,
• and ready for a new home!

Press the green Start button.

1. Swipe to the page 2 (or select More) from the main Square page.

2. Select the “Misc” category.

3. Scroll to the bottom and select “Miscellaneous Unlisted Item”.

4. Enter the price and press “+“.

5. Enter the description of the item in “Notes”. Add/remove quantity, if applicable.

6. Select “Add”.

7. The unlisted item should not appear in the sales items.

(Optional) Repeat steps 2 – 7 for each additional unlisted item.

If a mistake was made, select the item and select “Remove item” and start again.

Private Slack Channels

New volunteers must be added to the “volunteers only” Slack channels:
* advocacy
* ideas
* meetings
* needed-parts
* project-bikes
* scheduling
* volunteer_chat
* wiki

They can be added using the Bike Root account on the tablets or you can message Derrick to do this.

Square Login

New volunteers will need a Square login to enter their hours. Open up Square on the tablet and:

1. Select More (located on the bottom right)
2. Select Team
3. Select the + icon (located on the top right)
4. Have them enter the Preferred name, Last name, Email
5. Select Volunteer as the Primary Job Title
6. Have them enter a 4-digit Personal Passcode
7 Select Save when completed.

Weekly Schedule Spreadsheet and Volunteer Guide

They will need access to the Weekly Schedule spreadsheet on Google Drive so they can add/remove themselves to the schedule (which appears on the bikeroot.ca front page).

Access to the Volunteer Guide will also be useful in case anything was not covered during the orientation/buddy shifts or was forgotten.

Lockbox Combination

The combination to the lockbox will need to be given to new volunteers so they can get into the building, shop, and cash box.

Also go over the following key policies and procedures:

• Once everything has been unlocked and the shop is opened, leave the key in the cashbox while the shop is open so that other volunteers will know where to find it if they need it.
• If you are coming to the shop when it is closed and want privacy while you are working on your bike, return the key back to the lockbox once you have unlocked everything. This is so other volunteers can get the key to enter the building if they need to.
• If you are coming to the shop when it is closed and do not want to put the key back into the lockbox, open up the shop and be prepared to help members and customers.
• If you have locked yourself out of the building and the keys are in the shop, you can get back in by going up to the 6th floor of the Arts building (either through stairs or going through the parkade level) and taking the freight elevator down. Note: the building doors are automatically locked after 10PM.
• If you have locked the keys inside the shop, please let Derrick know; he has a spare set of keys that are kept on campus at all times.
  

Important: DO NOT give the lockbox combination to anyone, even if they say they are a volunteer. Please direct them to a volunteer coordinator or senior volunteer and they will be given the combination if they are supposed to have it. This is a security measure so we know who has access to the shop.

1. Join our Slack channel.
2. Post in the #general channel asking about volunteering opportunities and someone will respond. Have them check the bikeroot.ca schedule and suggest days they may be able to come in for an orientation.
3. One of us will confirm or propose another day/time depending on volunteer availability.
4. There will be 4 buddy shifts (including the orientation). At the end of the fourth buddy shift, we will ask questions about their commitment level and based on assessments from the buddies, we will make a recommendation on volunteer status.
   1. If they are able to commit to a regular schedule, they may asked to be a volunteer.
   2. If they are unable to commit to a regular schedule but would still like to help on occasion, they may be asked to be a “casual”.
5. Once they come a volunteer, they will be added to our private channels and communications.

Note: More perks will come after longer hours of service (TBD), e.g. discounted rates for purchases, etc..

The university has bicycle repair stations located throughout campus:
– East entrance of Kinesiology Block A (KNA)
– South entrance of Science B (SB)
– West entrance of Mathison Hall (MTH)

Turn off the LED lights

Leaving the LED lights on for extended periods of time will cause them to burn out. There should be two switches either on the front table or on a shelf next to the front table. Be sure to turn them off before leaving the shop.

Discharging the compressor

Check to make sure the compressor is discharged prior to leaving the shop. Even if it was not used during your shift, it is possible it may have been used prior to it. Just make sure the switch is in the “off” position; if it is left in the “on” position, the compressor will turn back on again when the tank is low in pressure. It is also good practice to release the air pressure in the tank, either by pulling on the release ring or by releasing it from the hose attachment. Releasing the air prevents condensation build up which will corrode the tank.

Clean up

Take 5-10 minutes before the end of your shift to put away tools and tidy up the surfaces of the repair benches. Also give customers a 20-30 minute warning prior to closing and advise them to start cleaning up their work areas. Tools, solvents, and lubricants should be returned to their proper places.

Do not leave bikes on the repair stands. If a bike is in the process of a rebuild, keep all its parts together with the bike either attaching it back on the bike or in a bag secured to the bike.

Do not leave parts lying around as they may be disposed of without warning.

As a good rule of thumb: Leave the shop in a state you would like it to be if you were to start your shift.

Put away iPad and cash box

Lock the shop iPad in the cash box and return it to the back cage when closing up.

This is also a good practice to follow even if you are leaving the shop for a brief period (ie: to go to the bathroom) so that these are not left out in the open unattended.

Signs

Bring any Bike Root signs from outside back into the shop before locking up. The signs may be located in any of the following areas:
– Just outside the exterior door
– The top of the stairs, behind the outside bike rack
– The top of the ramp, leading down into the shop entrance

Locking up shop keys

Finally, return the shop keys to the key safe outside hanging from the bike rack.

When returning the keys to the key safe, place them in the bottom section before closing to ensure that the safe does not jam.

1. Open up the “Weekly Schedule” spreadsheet located in the “For Volunteers” folder of the Bike Root Google Drive.
   • If you require access, please post in the #scheduling Slack channel.
2. Select the “Schedule” tab (by default, this should be the tab the page will open up to).
3. Add/remove yourself from the hours you are available/unavailable.
   • For example, if you want to volunteer on Monday 8:00-9:00am, add your name to any of the available spots in E2:E3, F2:F3, or G2:G3.
   • Conversely, if you are going to be unavailable, remove yourself from the corresponding cells and then add yourself back when you are available again.

Any changes made to this spreadsheet will be automatically reflected on the bikeroot.ca front page within 5 minutes so visitors will have up-to-date visibility of shop hours.

As a courtesy to your fellow volunteers, we also encourage you to post in the #scheduling Slack channel with any changes you are making, whether temporary or permanent, so we all have an idea as to who is around for the week. Note that any prolonged absence may result in loss of volunteer access of services.

To add: (bread clip info)

Measuring Wheels

See: https://www.bikelockwiki.com/how-to-measure-a-bike-wheel/

Tire Fitting Guide

Posting an ad

1. Open up the Slack app on the Bike Root iPad
2. Select the #bikes-for-sale channel and start a new post
   
   
   
3. Enter a description of the bike
   • Include any features you may think would interest a potential buyer, ie:
     • Size of the frame (20″, 60cm, Large)
     • Make/model/colour
     • Type of bike (road, mountain, cruiser)
     • Price
     • Ad #
   • The ad # comes in handy when we have to delete the ad after the bike has been sold or when we have to do an inventory check on the bikes and make sure the channel matches what we have in stock at the shop.
4. Select the + icon and select the camera icon
   1. Take a picture of the bike, and
   2. Take a picture of the checklist, including the referring ad #.
      
      

Note: make sure both pictures are in the same post otherwise it will not be automatically reposted properly after 60 days!

Deleting an ad

1. Open up the Slack app on the Bike Root iPad
2. Select the #bikes-for-sale channel and select the post you wish to delete
   
   
3. Select the “…” button and select Delete Message.
   
   
4. Confirm you wish to delete this ad.
   
   
   Congrats on the sale!