Daily procedure at the Welcome Center

Author: Ishi and Noi
Audience: Welcome Center staff

Abstract: The following article describes a set of daily tasks necessary to run the Welcome Center of Samma Karuna. This articles is not meant to provide a full guide but just a guidance to staff into what to do in daily basis.

During the morning

• Count the money on the cashier and confirm it’s the same than in the daily income-outcome sheet or Odoo report of the previous day.
• File the report or sheet of the previous day in the folder Daily-Income
• Count the money on the cashier of the previous day and confirm it’s the same than in the daily income and outcome sheet of the previous day.
• Start a new daily sheet of income and outcome and fill it in with the available amount on the cashier
  • If there are any discrepancies you must contact your manager immediately.
• Check the email of the Welcome Center for any new pickups request. Welcome Center email is already setup at the computers desk (welcomecenter@sammakaruna.org with alias skwelcomecenter@gmail.com)
  • Add new pick-up requests to the Welcome Center Google Calendar called “Pickup request (taxis) and special events”
  • Take the Welcome Center mobile phone and write in the group: “Taxi service” the pick-ups of the day (including name of the customer, time and boat company).
  • Print out a page with the name of the customer in big letter and the logo of the school for the taxi driver to collect it. (in this way its easier to find the student)
    
• Check bungalow planner for check-outs and check-ins of that day and provide to house keeping with the list of bungalows for soft cleaning (daily cleaning) and hard-cleaning (check-out cleaning).

• Follow up on face-to-face interviews for that day, ensuring both teachers and students have been informed. Use slack app, interviews channel to communicate with the teachers and WhatsApp to communicate with students.

• 11am and 4:30pm if there is dirty laundry to pick up, you should send a message to the WhatsApp Laundry group using the Welcome Center phone requesting Pi Me to collect the laundry from the students.

During the afternoon

• Prepare welcome bags for next day check-ins
• Confirm with Pi Mee (085 797 7882) taxi pick-ups for next day based to the Google Calendar “Pick ups (taxi) and special events”

At the end of the day

• Close swift and confirm balance.
  • If money missing contact your manager
  • You should start next day with 3000 baht, so either top up or drop-off money from/to the safe-box at the Welcome Center to reach a balance of 3000.
  • Snitch off all computers and fans and ensure all windows at the Welcome Center are lock.
    • Music at the Welcome Center switches on and off automatically.