Requirements and Responsibilities of Facility Coordinators

 This Cycling Without Age - Mississauga program would not be feasible if not for the interest, dedication and participation of the staff of the senior care homes and retirement residences.  Under the guidance of the Life Enrichment Manager, a ride co-ordinator will ensure that the rides are promoted to the residents and the ride slots are booked appropriately on the days assigned to that facility.

We intend to use Book2Go, a ride booking platform developed by the main Cycling Without Age program in Denmark.  For that purpose, we require all levels of the organization to understand how to use the program.  The four levels of administration are:

• Manager of the location will oversee operations.
• Coordinators create and populate rides for pilots who have been cleared by them
• Captains train and graduate pilots according to their abilities
• Pilots accept rides after they have been approved by Captains

Facility Coordinators will need to make sure that passengers assigned to the rides have their waiver filled out and signed (by a designate or PoA if necessary) and witnessed.  You may scan or click on this QR to access the waiver

There is a general Facility Waiver to be filled out and signed by the General Manager of the Facility to understand the program and the potential risks involved with their residents as passengers.  You may scan or click on this QR code to access the Facility Waiver

Please create a profile at https://Book2Go.bike/signup

Once you have created your profile, you need to register at our Mississauga location

You can either search for it or go directly via this link:  https://book2go.bike/location/jALJJx5p0s0QoQ4kacdB

In the description of the profile (you may need to edit it after creating it by clicking on Profile from the drop down menu on the top right hand corner) please indicate which facility you are representing.

You will then have to wait to be assigned as a Coordinator 

========  there is an instructional video at the end of this description  =========

The following is the protocol for using Book2Go by the Coordinator:

COORDINATOR in Book2Go

As a coordinator at a location, it is your role to approve pilots after they have been approved by a captain, post trips and approve/find passengers for the trips booked by the location's pilots.

APPROVE A TRAINED PILOT

1.	As a coordinator, it is your role to approve a pilot once they have been trained and approved by a captain. You'll be notified by email when a pilot is ready to be approved.
2.	You can see the pilots that need to be approved by a coordinator under "For approval" on the location page.
3.	Click on the pilot that you wish to approve, and then on "Approve pilot".
4.	The pilot is now fully approved and can start booking tours! You can now see the pilot under "Pilots" on the location page.

 

ADD PASSENGERS AND APPROVE A RIDE

1.	When a pilot books a ride, you, as a coordinator, will receive an email notification. Your role is to find 1-2 passengers to join the tour so that you can approve the trip. See the tour by clicking on the direct link in the mail or under the "Calendar" tab. All trips that lack approval/passengers are marked in blue.
2.	On the tour, add 1-2 passengers by clicking "Add Passenger".
3.	Write the names of the passengers, and then click "Add".
4.	Once you've added passengers to the tour, it's ready to be approved. Click on the red "Approve the trip" button. Once you have approved the tour, the pilot will automatically be notified that the tour is approved and ready.
5.	See all the trips under the "Calendar" tab: a.    Green = approved trip b.    Blue = pending (tour lacks passengers/approval from coordinator) c.     Grey = awaiting pilot (tour lacks a pilot)

 

CREATE A RIDE THAT PILOTS CAN GRAB

When you create a ride that the location's pilots can grab, the pilots are automatically notified by email that there is a trip ready to be grabbed.

1.	Create the tour by clicking on the "Book a ride" tab.
2.	Fill in the information and click on the "Create Ride" button. The location's pilots will be notified that there is a ride ready to be snatched. Attention. DO NOT click off at "internal trip".
3.	See all the trips under the "Calendar" tab: a.    Green = approved trip b.    Blue = pending (tour lacks passengers) c.     Grey = awaiting pilot (tour lacks a pilot)

 

CREATE AN INTERNAL TOUR

If you or a colleague are going to be a pilot on the trip yourself, then the trip is internal. When a trip is internal, the location's pilots will NOT be notified that the trip has been created.

1.	Create an internal tour by clicking on the "Book a ride" tab.
2.	Fill in the information about the trip. Important: Click off "Internal tour", as you or a colleague must be a pilot on the trip yourself. Finally, click on the "Create Ride" button.
3.	See all the trips under the "Calendar" tab: a.    Green = approved trip b.    Blue = pending (tour lacks passengers) c.     Grey = awaiting pilot (tour lacks a pilot)

This video was created by CWA for their over 300 affiliates in Denmark but they have graciously added Closed Captions (which can be translated into English or any other language you are comfortable with) to demonstrate some of the instructions above.  It would help for you to have already registered with https://Book2Go.bike/signup and be assigned as a Coordinator.  Please identify your facility in your profile description.

To turn on English Captions first click on the CC link to turn on Captions

Then go to the settings and click on AutoTranslate and select your preferred language from the list

The video has been created on the Danish site but position of buttons and items are universal.

The following is the newly developed Coordinator and Passenger Handbook