Field Staff Orientation FAQ

Scheduling

  1. How does the scheduling system work?

  2. How can I see my schedule ?

  3. Who is my main point of contact for scheduling?

  4. How do I update my availability?

  5. How can I pick up more shifts/hours?

  6. How can I reduce shifts/hours?

  7. What if I'm sick and can't make it to a shift what am I to do?

  8. How do I request a day off or vacation? How many days lead time do I need to give?

  9. How many vacation days can I request in a year?

  10. Am I able to swap my shift with another employee?

Time & Attendance

  1. How do I sign In?

  2. What happens if I forget to sign in or out?

Uniform

  1. What is the uniform policy?

  2. Do I have to purchase a uniform?

  3. What is the cost of the uniform and how do I pay for it?

  4. What if I lose a piece of the uniform how do I request a new one?

  5. What if I forget to bring a piece of uniform to my shift ?

Valet Related

  1. Is employee parking provided free of charge ?

  2. What if I get into an accident with a car?

  3. What is the valet process?

Financial  

  1. Do we have employee benefits ?

  2. Are there yearly raises ?

  3. Do I keep my tips or are they pooled?

  4. Does the company pay drive time for events outside of the city?

  5. What if I incurred an expense that I would like the company to reimburse me for?

  6. Is vacation pay added on top of my hourly wage?

Payroll

  1. How do I get paid?

    27b. What is the password to open my paystub?

  1. Who do I contact if I notice an error on my pay stub?

  2. What's the payroll frequency?

General

  1. Do we get breaks/lunch if so what's the policy?

  2. Who do I contact with a complaint or concern ?

  3. What if I notice a co worker not following company policy and procedures?

  4. Where can I access the company policy and procedures?

  5. Is there any growth in the company?

  6. What if I get scheduled to another site how would I know all the details of what to do ?

  7. Does the company offer car pool to get to events outside of the city?

  8. Does the company have any employee recognition programs in place?

  9. What would get me fired?

Scheduling

  1. How does the scheduling system work?

Every Wednesday the scheduling team publishes all available open shifts 2 weeks in advance.  Employees are given 48 hours to login to their humanity account (online scheduling program) to view and request to work at specific locations.  On Friday, the scheduling team will review all requests, select the employees and publish the schedule. If you have been scheduled you will receive an email alert and it is always advised that you review your schedule the moment you receive a notification email.

It is important to note that if you do not request to work at a shift within the 48 hours you will still potentially be scheduled at a site based on your availability that you set through the humanity site.  This is why it’s imperative that you always update your future availability to avoid being manually scheduled.

Due to last minute bookings there are times where new shifts are published outside of the weekly Wednesday publishing.

2. How can I see my schedule ?

Your schedule will always be updated in real time by logging in to: www.humanity.com.  You should have received an activation email allowing you to set a username and password to login.  We also highly recommend downloading the humanity app found at the apple store and google play.

3. Who is my main point of contact for scheduling?

Cassandra Patterson - 437-774-3683 - Support@gatsbyvalet.com

4.  How do I update my availability?

Once logged into your humanity account there is an option called Availability. Click this option and you will arrive at a grid outlining 7 days of the week.  Scroll down to where it says Click and drag on this table to edit your availability. You can now simply click and drag all the cells you would like to highlight in red meaning you are not available during those times/days of the week.  

Once you have set your availability you are in essence giving permission to the scheduling team to schedule you in during those times and days.   

5. How can I pick up more shifts/hours?

By logging into your humanity account and clicking where it says Shift Available. This will outline all open shifts that are available for you to pick up.  The column furthest to the right has a link that reads: Request to Work. Click this if you would like to request to work a particular shift. You can select multiple.  

Please note that this does not mean you are guaranteed to be accepted for this shift but rather it just notifies the scheduling team that you are interested in working that shift.  Once you have been accepted to work a shift you will receive an email notification and you will also automatically see it posted on your schedule. By clicking Shiftplanning on the top navigation bar.

If you are interested in being placed at a contract location at a fixed schedule please email your request to support@gatsbyvalet.com

6. How can I reduce shifts/hours ?

If you are currently on a fixed contract schedule and you would like to be removed or reduce the amount of shifts please send an email request to support@gatsbyvalet.com.  We ask that you provide us with at least 2 weeks notice.

7. What if I'm sick and can't make it to a shift what am I to do?

You will have to visit www.gatsbyvalet.com/forms and click on form 6.2 - Vacation/Day off/Sick Leave Form and fill out the online form, then you MUST contact your Area Manager via phone or text no later than 1 hour before your start time.

8. How do I request a day off or vacation ? How many days lead time do I need to give ?

We request that you provide a 14 days lead time when requesting a day off or vacation time.

Visit www.gatsbyvalet.com/forms and click on form 6.2 - Vacation/Day off/Sick Leave Form and fill out the online form.   

9. How many vacation days can I request in a year?

Part Time and Full time employees are entitled to 10 unpaid vacation days off in the calendar year.  The total is only calculated based on the actual working days you are requesting off.

For example if you are requesting 7 days off for a vacation and you are currently contracted to work Saturday and Sundays then this would only count towards 2 days of your 10 vacation days.  

10. Am I able to swap my shift with another employee?

No. Shift swaps are not allowed however you may make a request by emailing support@gatsbyvalet.com

Time & Attendance

11. How do I sign In?

Employees must have the Humanity App downloaded on their personal device. Once you arrive on site, ensure you “clock in” to provide accurate location and time. If you encounter an issue signing in, screenshot your error message and email it to support@gatsbyvalet.com.

To clock out, open your Humanity App and click “clock out”.

12. What happens if I forget to sign in or out?

If you forget to sign in or out or both please visit www.gatsbyvalet.com/forms and click Form 6.7 – Time Station Update Request.

Your request will need to be approved by the acting supervisor prior to your time clock edits.

Uniform

13. What is the uniform policy

For a quick overview including photos visit www.gatsbyvalet.com/documents and click Doc 19: Uniform Expectations Guide.

14. Do I have to purchase a uniform ?

Yes. Certain items must be purchased from Gatsby Valet while other items you will have to source on your own.

15. What is the cost of the uniform and how do I pay for it?

Please visit www.gatsbyvalet.com/documents and click Doc 03 - Uniform Price List.

Uniform fees will be deducted from your pay.

16. What if I lose a piece of the uniform how do I request a new one?

Visit www.gatsbyvalet.com/forms and click on Form 6.14 – Uniform Request Form.

Once you have submitted the form an administrator will contact you to arrange for a pick up at head office located at 6900 Airport Road, Mississauga, ON L4V1E8.

17. What if I forget to bring a piece of uniform to my shift ?

If you forget to bring a uniform piece to your shift please contact your Area manager to determine if you would be required to go back home to obtain it or if someone from head office can send over the missing item.

Please note if a new item is to be given to you, you will be faced with a charge for that item regardless if you already own one.

Valet Related

18. Is employee parking provided free of charge ?

At most locations parking is provided on site free of charge however it is your obligation to verify this information by asking the scheduler for a copy of the SOP (Standard Operating Procedures) for the specific location you have been assigned to work at.

19. What if I get into an accident with a car?

Visit www.gatsbyvalet.com/bylaws and visit Sections 3.5 & 4.4 for a detailed procedures to follow.

20.  What is the valet process ?  

Visit www.gatsbyvalet.com/bylaws and visit sections 4.1, 4.2, & 4.3

Financial  

21. Do we have employee benefits ?

We do not have employee benefits program in place for field workers.

22. Are there yearly raises ?

Yes. We do have a yearly raise program in place for qualifying employees.  For a full detailed look at how the yearly raise is determined please visit www.gatsbyvalet.com/documents and click Doc. 4 - Employee Raise Program

23. Do I keep my tips or are they pooled?

At most events are kept by the driver and at contract locations they are pooled.  To verify this please reference the respective SOP document which you should have obtained prior to your first shift.

24. Does the company pay drive time for events outside of the city?

Yes, for events outside of the GTA a drive time amount will be outlined on the respective shift slot on humanity.

25. What if I incurred an expense that I would like the company to reimburse me for?

Visit www.gatsbyvalet.com/forms and click on Form 6.13 - Expense Reimbursement Form.  A receipt must be attached in order for the form to be accepted.  

If your request has been approved, expect to receive payment by email money transfer within 3 weeks of the form being submitted.

26. Is vacation Pay added on top of my hourly wage?

Yes, all hourly rates will have a 4% vacation pay added on each pay run.

Payroll

27. How do I get paid?

All employees are paid by Direct Deposit directly to your bank account. A corresponding pay stub will be emailed to you.

27b. What is the password to open my paystub?

The password is the last 4 digits of your SIN number

28. Who do I contact if I notice an error on my pay stub?

Visit www.gatsbyvalet.com/forms and fill out Form 7.4 - Payroll Discrepancy Issue, someone from the Human Resources department will get in touch with you within 48 business hours.

29. What's the payroll frequency

Payroll occurs semi-monthly.  For an updated schedule of payroll payments please visit www.gatsbyvalet.com/documents and select Doc 5. Payroll Schedule.

General

30. Do we get breaks? If so, what's the policy?

There is a 30 minute unpaid break for shifts 5 hours or greater.  Lunch breaks are deducted from your pay.

31.  Who do I contact with a complaint or concern ?

For workplace bullying & harassment complaints visit www.gatsbyvalet.com/forms and click on Form 6.9 - Workplace Bullying & Harassment Complaint Form.  For other complaints or concerns you can email the Human Resources Manager of The West Egg Group  directly at: silvia@gatsbyvalet.com  

32. What if I notice a co-worker not following company policy and/or procedures?

We encourage all employees to come forth when they witness inappropriate behavior or staff not complying with policies and procedures as outlined in www.gatsbyvalet.com/bylaws.   In order to provide this insight please visit www.gatsbyvalet.com/forms and click on Form 6.4 - Employee Accountability Form.  You are able to send this form anonymously.

33. Where can I access the company policy and procedures ?

www.gatsbyvalet.com/documents and look for Doc. 06 - Company Policies, Procedures & Bylaws.

34. Is there any growth in the company?

Gatsby Valet is owned by The West Egg Group who owns and manages several brands.  If you visit the Team section of the WEG site you will notice a list of senior level employees most of whom were hired internally from field level staff that worked their way up.

35. What if I get scheduled to another site how would I know all the details of what to do ?

If you have been scheduled at a contract location that you have never worked before the scheduling team would have sent you a document called contract SOP (Standard Operating Procedures) for the specific contact location.  If you never received such document please email support@gatsbyvalet.com.  

For an outline of information that is given in such documents please visit www.gatsbyvalet.com/docs and click on Doc 07.   

36. Does the company offer car pool to get to events outside of the city?

Yes. Contact the scheduling team when you are interested in taking a particular event out of city event and are interested in carpooling.

37. Does the company have any employee recognition programs in place

Yes.  

Every month one employee is awarded with the employee of the month award and given a gift of approx $200 in value.  

In order to be eligible for this award an employee must have worked a minimum of 64 hours in the month.  They can not have a late or no show recorded nor submitted any form 6.2’s or 6.7’s.

There can also not be any Form 6.4’s filed against them.  

This list is then organized by the most hours worked and a top 5 list created.

The shortened list is then put to a vote by senior management and an award given.

38. What would get me fired?

We believe in progressive discipline so no one event will cause an employee to get terminated after their 3 month probationary period however the below are some common offences that lead to employee termination:

  1. Not showing up to a scheduled shift

  2. Constantly arriving late to scheduled shifts

  3. Arriving to shifts not in full uniform

  4. Inactivity - Not signing up to shifts

  5. Consistently not following company bylaws