Table of Contents

Shop Tech Central

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About the Shop Tech Program

Protohaven’s Shop Tech program is a one-year co-development program where participants build their design, fabrication, interpersonal, and shop management skills while helping shape and support our community. It is ideal for individuals who are enthusiastic about design, fabrication, and helping to lead a clean, welcoming, and functional community shop.

We made Important Links it's own page so that it can be easier to find/bookmark.

🧭 Tech Leads 🧭

Tech Leads head up the Shop Tech program. They work together to organize and prioritize work and maintenance that the shop needs and assign the resulting tasks out to the shop techs. They're also your initial point of contact for questions and will support and empower you in your aspirations at Protohaven.

The Shop Tech Leads are:

Name Discord
Scott Martin pwacata#4302
Karen Kocher Karen K#1470
Nolan Gormley gormz
Bill Hart bill.ha

πŸ“† Schedule πŸ“†

AM shifts start at 9:50am for a 10:00am shop opening and end at 4:05pm to allow for 10 minutes of overlap with the PM shift for handoff of any important information.

PM shifts start at 3:55pm starting with a handoff from the AM techs and run until 10:00pm. You may lock the front door at 9:30pm and turn away members arriving after that time if they intend to stay for long.

Day AM PM
Monday John Mark Hawley
Lyla Nelson
Bernie Behn
Andrew Johnson
Tuesday Lola Brown
Tyrone Wingfield
Luca DeGroot
Max Oddi
Wednesday Valerie Hildenbrand
Levi March
Butler
Bill Hart
Mia Donna Maneer
Thursday Jason Wright
Marty Swartz
Josh Chamberlain
Georgia Crowther
June Antley
Friday Morgan Swartz
Jim Keefer
Amy Boots
Charlie Bennett
Saturday Bobby Karnavas
Katie Mazaitis
Jonesse Davis
Jacob McGeehan
Robb Barclay
Sunday Dave Seward
Marin B
Richa Gadgil
Cassie Surdyk

Shift Coverage Obligations

This Shift Coverage Policy is to ensure that all shop techs are aware of their responsibilities and obligations when they are scheduled to work. This policy is intended to promote accountability, fairness, and respect among all shop tech volunteers.

Taking Time Off

We want you to feel empowered to take time off when you need it. If you're ill, have conflicting plans, or just need a break you should feel empowered to take the time you need.

To keep the aim of fairness and accountability, we expect that a tech works more than 2/3 of the shifts that they are scheduled for. Please coordinate with your shiftmates to ensure there is at least one tech on duty, and announce any future time off in advance, where possible.

If you need long-term time off, talk with your Tech Lead for accommodation.

No Call No Show Policy

Missing a shift without arranging coverage or communicating with your lead about it impacts the productivity, morale, and quality of service of the shop tech program.

Requesting Time Off

The procedure for taking off is as follows.

  1. Confirm with your shift partner that they are working the shift you wish to take off.
  2. If you get confirmation then fill out the Time Off Form. No further action needed.
  3. If you need off and your shift partner also unable to cover, post in the #Techs channel on Discord tagging @techs asking for someone to cover your shift.
  4. Once you find coverage for the shift fill out the Time Off Form.
  5. If you are unable to find coverage for your shift message @TechLeads in the #Techs channel on Discord letting us know you're having troubles finding coverage. Then submit the Time Off Form with the covered by field is blank.
  6. The tech leads will work to arrange coverage for the shift.

Taking Additional Shifts

If you'd like to take additional shifts, see this calendar for needed coverage. Announce your desire to cover the shift in the #techs channel so leads and other techs know who will be on that shift.

Shop Tech Duties

πŸ“ž Answering the Phone πŸ“ž

Shop Techs should answer the phone when it rings 10am - 10pm. You can answer the phone with a greeting such as:

Protohaven, This is Jeff, how can I help you?

If you can help answer their question please do so. Many times the questions are about shop hours, memberships, classes and the like. You can look at the website or direct them to the website if they are able to do that on their own. If there is a question that you don't know please take a message please complete the Phone Message form.

🚚 Receiving Mail, Packages, Deliveries πŸ“­

When Mail, Packages or Deliveries come in determine if they are for Protohaven (addressed to Amber) of if the mail is for members and take the following path below.

Member Mail and Packages

Sort the mail for Protohaven or Members. Put the members letters in the mailbox on the entry table indexed by last name.

Put packages on the shelf below the mail boxes. For larger packages or deliveries see below.

Protohaven Mail

Sort out any Protohaven invoices for Amber and put it in the mailbox on Amber's Office Door.

Toss promo catalogs in the paper recycling bin by the printer.

Protohaven Packages

If packages come in addressed to Amber they are usually shop supplies for maintenance or classes, but may not always be for maintenance or classes. Please put these packages on the bottom shelf of the mail rack. Once Amber reviews the contents, she will mark the items as received (if necessary) in Asana at Purchasing Project on Asana.

If the item is a maintenance item there is a black and yellow bin by the front desk that says β€œMaintenance Receiving” comment on the task that it's in the bin and mark it as complete.

If you can't tell what the thing is for leave it in the shipping box on the mail table and someone will figure it out.

TODO how to identify class purchases.

Large Packages or Deliveries

If a freight delivery is received try to find a space to stash it. If you can determine the member who the delivery is for you can message them on Discord and let them know that it has arrived and that they need to come in and store the delivery.

Large packages the come in the front door can be stashed on the cages or in the corner of the kitchen area. Also let the member know their delivery is here.

πŸ—ΊοΈ Tours πŸ—ΊοΈ

Tours are scheduled when people sign up for them - there's a slot each in the morning and evening.

πŸ”§ Shop & Maintenance Tasks πŸ”¨

Shop Techs are responsible for progressing (completing or making meaninngful progress on) at least one maintenance task per shift.

Use the tech_ready hotlist for tasks that can be completed quickly and with little coordination:

  1. Find a task you'd like to do
  2. Assign yourself to the task (click on it, click the assignee section, find your name, click)
  3. Do the task, then mark it as complete

If there are no tasks in the above list, post to #techs asking for things you can do to help.

A master list of tasks (many of which may need further conversation) exist at Shop & Maintenance Tasks Project in Asana.

If you need to add a recurring maintenance task, don't do it in Asana - confirm with a Lead that it's necessary, then use this form to add it to our maintenance task generator.

πŸ’³ Store and Storage Purchases πŸ’Έ

All store items (and storage) are paid for on the Square App on the iPad and we do not accept cash.

Click HERE for a walk-through on how to ring up a sale using Square.

πŸŒ… Opening Shift Tasks πŸŒ…

β˜€οΈ All Shift Tasks β˜€οΈ

πŸŒƒ Closing Shift Tasks πŸŒƒ

Protohaven Information

This section is a brief on the various vital information to preforming the role of shop tech.

Fire & Medical Emergencies

In the event of a small fire, extinguishers are present throughout the building:

For minor injuries there are first aid kits in the kitchen located next to the shop doors, in the forge, and in the woodshop next to the door leading into the studio area. Please file a purchase request if there are any low supplies.

Two AED devices are available - one the kitchen next to the shop doors and another in the woodshop next to the door leading into the studio area.

Staff and Volunteers, Who to contact for what

Classes

Classes are currently volunteer-run, with Lizzee Solomon (@lizzeemash on Discord) as the main point of contact. Please send a Discord message to her or to the #techs channel if you have questions about classes.

Membership, Storage, Clearances

Any questions or issues related to membership, storage, or clearances go to @taylor g (she/her) . She can be reached at membership@protohaven.org. Taylor is also part-time (20 hours per week), so please be patient with her as well.

πŸ’» Website, Address, Phone Number ☎️

Spend a little time and familiarize yourself with the website so you can find information when taking phone calls.

πŸ‘©πŸΏ Members πŸ‘¨πŸΌβ€πŸ¦³

Protohaven memberships come in several varieties. See https://www.protohaven.org/membership/ for details.

Members can only operate the equipment that they hold clearances on. Members can bring in non-member guests, but guests can observe only. Visitors without an active membership are not allowed to work or assist members in doing work, even if they have received relevant machine clearances. If they are assisting members do work they should have a Day Pass.

Guests who are assisting a member in an area that requires clearance, the guest must also have clearance in that area. For example a Day Pass member who does not hold a clearance in Millwork & Joinery can not help a Member who does hold the clearance in tasks such has catching boards exiting the planer and handing them back to the member.

Guests are welcome to accompany members in the shop outside of those clearance requiring activities. And can lend all the advice and ideas they want, The just can't do physical work.

πŸ” Checking Memberships πŸ”Ž

Use Member Check v3 to see who's signed in today.

You can look up a user's membership status, type, and expiration date via this Airtable link.

If a member calls about issues with their membership or with AMP, direct them to speak with Taylor (membership@protohaven.org)

πŸ›οΈ Classes πŸ›οΈ

To find out when classes are scheduled, go to the NEON CRM Class Listing.

πŸ§‘πŸΌβ€πŸ« Instructors πŸ‘©πŸΌβ€πŸ«

Instructors are often Members that you see around the shop at other times, but sometimes they are only Instructors. They teach the classes and provide clearances. They may require your assistance prior to or during their classes, so please make yourself available to them.

πŸ—“οΈ Reservations πŸ—“οΈ

Members and Classes will reserve equipment. In order to view reservations you have a few options:

Note that the workshop@protohaven.org account is an admin so it can make reservations on behalf of people unable to reserve themselves.

πŸ“¦ Storage πŸ“¦

See the comprehensive Protohaven Storage Policy for pricing, types, and handling of storage.

Make sure to include the 7% sales tax for subscriptions!

Policy Violation

Members who violate our policies (for proper storage, safety, etc.) are entered into our violation system. Violation may incur fees, and repeated violation may result in suspension of membership.

Once during your shift, do a sweep of the shop:

  1. Look for any violations which are listed on the Active Violations dashboard, but can no longer be found in the shop, as sometimes members attempt to dodge storage fees by removing their project without paying. Mention these missing violations to the #techs-live Discord channel and be sure to @Tech-Leads so the leads can properly handle it.
  2. Look for violation of our storage policy, especially for materials stored outside the perimeter of the purchased storage area, or stacked/leaned in a precarious or unsafe way.

Follow these steps for each violation that you found:

  1. Fill out a 'Paid Storage Required' tag - they're located in the bottom drawer of the rolling cart to the left of the front desk. Make a note of the number on the corner of the tag, as we'll be entering this in the form in the next step.
  2. Take one or more pictures with your phone or the tablet by the front desk.
  3. If you know the member in violation, look up their Neon ID at https://api.protohaven.org/neon_lookup by typing their name into the search box and clicking the button. Partial names and email addresses work too.
  4. Fill out the policy violation form, being sure to include the pictures you took and the member's Neon ID if you suspect you know who caused the violation.

Updates on storage violations are posted regularly in the #storage channel via automation.

Repeat Violations

If you feel like you've been submitting violations repeatedly for a problem that hasn't been resolved, get in touch with a tech lead and describe what's going on so they can help resolve it.

When a member pays for a storage violation

When a member pays to close out a storage violation, you will assist them:

  1. Go to https://protohaven.org/violations and identify the storage violation they wish to close out.
  2. On the tablet, add a β€œStorage Non-Compliance Fee” item with the value matching that of the β€œAccrued” section of the violation. Have them scan their card to pay.
  3. Remove the physical β€œPaid Storage Required” tag from their storage area and place it in the bottom drawer of the rolling cart to the left of the main desk.
  4. Fill out a closure form so the violation does not continue and rack up additional fees.