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3.3 Managing Your Team

When you get started, it may only be you or perhaps a few family members. As you develop your business you’ll need to build a team in order to achieve your goals. 

 

Managing a team is simple, but not easy. It will take constant attention in order for your team to feel knowledgeable, empowered, and content with their work. However, it is worth the hard work. A highly functioning team will lead to more revenue, profit, and fulfillment. 

 

Please refer to the core values when selecting people to join you. Once they are onboarded, review the customer service pillars with them and come back to them regularly. It will all need to be reinforced at least monthly, and will require constant attention in order to keep our standards up.

 

Recruiting and Onboarding Team Members

Building a strong team is key to success. The best hires embody our core values, provide great service, and help grow the business.

Where to Find Employees

  • Social Media & Word of Mouth – Loyal customers and referrals make great hires.
  • College Job Boards & Local Businesses – Ideal for flexible, part-time workers.

Ideal Candidate Traits

  • Hardworking – Ready to hustle.
  • Brand Ambassador – Passionate about King of Pops.
  • Customer-Focused – Thoughtful and friendly.
  • Dependable – Follows through and adapts.

Onboarding Process

Required Documentation

Ensure compliance with legal requirements:

  • I-9 & W-4 Forms
  • Direct Deposit Setup
  • Background Check & E-Verify (if required)

Payroll & Scheduling

  • Use Square Payroll – Best integration with scheduling and POS.
  • Shift Scheduling via Square – Streamlines payroll and operations.

Training Steps

  1. Orientation – Cover company history, culture, and expectations.
  2. Shadow Shift – Hands-on training with an experienced team member.
  3. Training Checklist – Covers key skills:
    • Clocking in/out, cart setup, and inventory
    • Writing the chalkboard menu
    • Using Square POS and engaging customers
  4. Final Evaluation – Assess readiness and provide feedback.

Ongoing Support

  • Monthly Check-Ins – Regular feedback and support.
  • Quarterly Reviews – For full-time employees.
  • Incentives – Bonuses and recognition for top performers.



Motivating and Retaining Slingers

Being on a pop cart alone all day is difficult. Support can be as simple as a text message saying “good job” or stopping by to offer a bottle of water or a break.

Setting a goal for sales for a specified period (shift or week) is a great way to motivate. The tracking alone shows that it matters. Add a small gift or prize and have fun with it.



Scheduling and Time-Tracking Procedures

Simplify your scheduling and team management with Square Teams, an all-in-one platform included in your Franchise Suite subscription. Note: Payroll services are not included in this subscription and will need to be managed separately.

  1. Set Up Your Account:
    • Download the Square Teams app for managers here and for employees here.
    • Configure roles, pay rates, and permissions for accurate time tracking and tip distribution.

  2. Create and Manage Schedules:
    • Build and publish shifts directly in Square Teams. Add notes like event details or special instructions.
    • Employees receive automatic notifications and can view their schedules in the app.

  3. Clock-In/Out and Tip Tracking:
    • Employees clock in and out using Square’s app or POS system.
    • Tips collected via card payments are automatically assigned to timecards for easy payroll processing.

 

Best Practices

  • Plan Ahead: Create shifts as soon as a HubSpot deal moves to "Booked" and include event details.
  • Advance Notice: Publish schedules by Monday for the upcoming week.
  • Confirm Shifts: Employees can accept or request changes directly in the app.

 

Benefits of Square Teams

  • Integrated Tools: Combines scheduling, time tracking, and payroll management (excluding payroll services).
  • Mobile Access: Employees manage schedules and hours from their devices.
  • Automated Tip Management: Ensures accurate and fair tip payouts.

 

Transportation and Cart Logistics

Efficient transportation is key on busy days, such as Saturdays, to ensure everyone and everything gets to their destinations on time. Below are strategies to manage this effectively:

Dropping off Carts & Slingers

  • Typical Process: Slingers usually meet at HQ and either drive themselves or are dropped off at their assigned locations.
  • Driver Scheduling Tips: If there are multiple shifts, schedule the driver’s shift so it starts after drop-offs and ends before pickups. This minimizes idle time and ensures smooth operations.
  • Extended Coverage: In some cases, drivers may need to stay at a cart location longer to cover events and coordinate pickups.
  • Insurance: All drivers must be covered under your insurance policy. To simplify, the franchisee or operations lead can manage driving responsibilities.

Dropping off Carts & Meeting Slingers

  • Meeting on Location: When slingings meet directly at the event location, ensure they have everything needed for success (e.g., cart, POS system, supplies).
  • Preparation: Double-check the items being transported to avoid last-minute complications.

 

Extra Vehicles

  • When to Rent: Rent a vehicle if additional transportation is needed less than three times a week over the course of the year.
  • Cost Considerations: Regular rentals can be more cost-effective than purchasing, insuring, and maintaining a vehicle that is only used occasionally. Evaluate your annual needs before committing to a purchase.