Trainer Manual


Table of Contents

  1. Scrap Yard Academy Rules and Guidelines
    1. Staff Rules
    2. Facility Rules
    3. Facility / Equipment Maintenance
    4. Client Management
    5. How to Open the Facility
    6. How to Close the Facility
  2. EZFacility
    1. Logging Into EZFacility
      1. What to do if You Don't Have and Log In Credentials
    2. Setting Your Training Schedule in EZFacility
      1. Understanding Reservation or Class Types
        1. What are the Different Class Types?
        2. How Long are the Different Classes?
      2. Creating a Class on the Schedule.

Scrap Yard Academy Rules and Guidelines

Staff Rules

  • All staff and clientele should read and follow this set of rules and guidelines to ensure safety and quality of service. 
    • Failure to do so will result in...
      • A warning on the first offense
      • Suspension and immediate expulsion if secondary offenses occur. 
  • All staff, and clientele should show respect to equipment and facilities at all times;
    • Spitting in or defacing the facility is not tolerated and will result in disciplinary action. 
  • All staff, and clientele should park in parking spaces in front of a cement block. Failure to park in proper designated areas can result in that vehicle being towed.

Facility Rules

  • This facility will practice safe techniques, and training methods at ALL times.
  • There will be a designated area for personal items. All of the clients personal items are not permitted outside of their designated area.
  • Those who are not training are not allowed in the training areas. A sitting/standing area will be designated outside of the training area for safety.
  • All staff, athletes and clientele will use the facilities equipment properly and store items back into proper storage after use. 
  • No offensive or vulgar music is allowed in the facility. 
  • Strength training requires concentration. Horseplay, loud or offensive language, and temper tantrums are not permitted. 
  • Tobacco, food, chewing gum, glass bottles, cans, alcohol, drugs, and banned substances are not allowed in the training areas of this facility; proper water bottles are acceptable.
  • Scrap Yard Academy is not responsible for clients' lost or stolen items.
  • All staff, and clientele should park in parking spaces in front of a cement block. Failure to park in proper designated areas can result in that vehicle being towed.
    • Using handicapped parking spaces, Authorized Personnel parking spaces, or any other labeled parking spaces is PROHIBITED unless you fit the listed criteria. 

Facility/Equipment Maintenance

  • Equipment will depreciate over time. Please report any broken equipment, dangerous areas to facility manager or employee. Refrain from using broken equipment in risk of injury.
  • Staff needs to make regular checks on equipment and inspect training space before starting a session to ensure equipment is working properly and space is free from anything that could cause an injury.
  • Equipment will depreciate over time. Please report any broken equipment, dangerous areas to facility manager or employee. Refrain from using broken equipment in risk of injury.
  • If any equipment is taken outside for use during a training session...
    • The equipment must be signed out and recorded at the reception desk on the way out.
    • The equipment must be signed back in and recorded at the reception desk after the session. 
    • Trainers are responsible for any equipment that is not returned to facility after their session. 

Client Management

  • Prior to participation, clients must be registered and sign a liability waiver. ALL minors require a signature from a parent or guardian.
  • All clients are required to submit payment to SYA before any training services or access to equipment is permitted.

How to Open the Facility

  • Codes and Opening responsibilities will only be given to people who are authorized. If you are authorized personnel, you cannot share any code information with anyone. 
    • If you are authorized to open the facility...
    • VERY IMPORTANT - Always move the numbers on the lock off of the opening code once the lock is open. Do not leave the lock on the code once it is opened. 
      • Open BOTH sides of the main gate on the driveway coming in off of Robinson Road. 
      • Unlock and open the main gate in front of the Concession Stand. 
        • The gate next the Scrap Yard Academy Building can ONLY be opened if there is NOT AN EVENT at the facility. 
          • If this side gate is open, it must be closed and locked by 4:00pm EVERYDAY. 
          • If this gate is not properly locked and maintained, it will remain locked at ALL times and everyone will have to walk through the main gate by the Concession Stand. 
      • Unlock the Scrap Yard Academy doors. 
      • Turn on the lights and all electronics needed for a day of service. 
      • Check all areas before any clients arrive to ensure that nothing is out of place or has been moved during the night without authorization. 

How to Close the Facility

  • After all clients have left the faciliyt, please make sure areas are cleaned and equipment is placed back in its designated areas. 
  • Press ALT+L to lock the Desktop Computer
  • Turn off all electronics, fans, and lights. 
  • Make sure the handle on the inside of the door is NOT LOCKED.
  • After exiting the building, press the top button on the keypad wiht the Lock Symbol on it to lock the facility. 
  • Always check ALL doors and gates to make sure they are closed. 
  • Bathrooms doors on the Copper 2 side of the building will ALWAYS remain open until further notice. 
  • All lights within the park will need to be turned off. 
    • Each person responsible for locking up will be showed where the light switches are and how to operate them.
      • Copper 1 Outfield light switch is located in the Mechanical Room
      • Light switch for the Security Lights underneath the Copper Decking is located on the last green decking pole closest to the concession stand. 
  • All Gates need to be locked, checked, and the code reset after exiting each one. DO NOT LEAVE THE CODE ON THE LOCK. 

EZFacility

  1. Logging into EZFacility
    1. The direct link to log in is https://tms.ezfacility.com/login.aspx
      1. Please save this as a bookmark on your computer or mobile device.
    2. What do I do if I do not have a username?
      1. Please contact Khadija Neely so that she can get you a username for your use. 
        1. Email: kneely@scrapyardsports.com
        2. Cell: (256) 499-2844
  2. Setting Your Training Schedule in EZFacility
    1. Understanding Reservation or Class Types
      1. In order to set your training schedule in the system, you will first need to understand the Reservation Types or Class Types as they appear in EZFacility. Reservation Types are essentially the different Class types that each trainer offers. Each trainer will have variations of the following class types listed below. Each trainer designates what class types they will have when they are added to the system upon being hired. 
        1. ​What are the different Class Types?
          1. 1 on 1 = This is a 1 on 1 session with the specified trainer. The class size will always be 1 which means you won't be able to book multiple clients into that time slot once the class is created. 
          2. Small Group (Non-Specific) = This is a session where you might be training multiple people at a time. This is for what we will call "regular" training which means that it is not sport specific training for baseball, softball, football, etc. This of this as a generic training class for a small group of people. Each trainer will designate the maximum class size for their groups. 
          3. Large Group (Non-Specific) = This is a session where you would train large people at a time. This is for what we will call "regular" training which means that it is not sport specific training for baseball, softball, football, etc. This of this as a generic training class for a small group of people. Each trainer will designate the maximum class size for their groups. 
          4. 1 on 1 (Sport Specific) = This is a 1 on 1 session with the specified trainer where you are teaching sport specific skills. An example would be a hitting lesson for baseball or softball. It is important that we separate any "generic" training types from "sport specific" training types as it effects our revenue reports on the financial side. We want to be able to tell how much each sport brings to the facility so we know where to focus our marketing efforts. 
          5. Small Group (Sport-Specific) = This is a session where you will be training multiple people at a time for sport specific skills. This might be a group hitting lesson or throwing lesson with a small group of clients. 
          6. Large Group (Sport-Specific) = This is a session where you will be training a large group of people at a time for sport specific skills. This might be a whole baseball or softball team that is doing specified strength and conditioning or hitting practice with you. 
            1. Sport Options in the System
              1. Trainers might have 1 on 1, Small Group, or Large Group options for any of the sports listed below. Each trainer will get to choose which sports (if any) they would like to offer training for. 
                1. Football
                2. Baseball
                3. Softball
                4. Volleyball
                5. Track
        2. How long are the Different Classes?
          1. Each class or reservation type can be offered for different lengths of time. 
            1. Example: You might want to offer a 1 on 1 Training Session for 30 minutes, 60 minutes, or 90 minutes to your clients. 
          2. Each Class Type will have one or more of the following time designations in the system. Each trainer will be able to designate the class lengths they would like to offer. 
            1. 30 minutes
            2. 60 minutes
            3. 90 minutes
            4. 120 minutes
    2. Creating a Class on the Schedule
      1. All trainers will be responsible for creating and maintaining their own schedule within EZFacility. This means that ANY time you are in the facility training, the class you are teaching needs to be in the system with a client booked into it. This next section will teach you how to add classes to the schedule. 
      2. Creating a Class
        1. Go to the Schedule Page in EZFacility.
                
        2. You will see that the trainers are listed in the top section on the left side of the screen. We will be creating a class under "Meagan Whitley" from 10:00am-11:00am on the day listed (Wednesday, 1/2/2019). We will do this by clicking in the gray area that corresponds with Trainer "Meagan Whitley" and the 10:00-10:30 window on the schedule. 
                
        3. Once you click on the schedule where you want to create the class, it will bring up an "Add New Reservations" Window. This will be where you manage all of the details of the class you are creating such as...
          1. Class Type (1 on 1, small group, large group, etc.)
          2. Class Time
          3. What area of the facility you will be holding your class. The system will block off your chosen area during the same window as your scheduled class so that the facility isn't double booked. 
          4. The Title of the class as it is seen on the Trainer Schedule
          5. The Public Title of the class. This is what the customer sees online when they try to book it. 
                  
        4. The first thing you need to do in the "Add New Reservation" Window is change the Reservation Category from "All Categories" to "MM+App" in the drop down. 
                
        5. Next you will need to set your Reservation Type or Class Type. This is the MOST IMPORTANT step to creating a class on the schedule. If you choose the wrong Reservation Type for your class, it will not allow the client to pay correctly online and will charge them the wrong amount for that class. 
          1. For the sake of this example, we are going to create a 1 on 1 training session with Keeon Johnson for 60 Minutes. 
          2. It's important to pay attention to the time designation on each class.
            1. For example, Keeon has a 30 minute, 1 on 1 session and a 60 minutes, 1 on 1 session. If the 30 minutes session is chosen instead of the desired 60 minute session, it will allow the customer to book that session at the 30 minute session price (which is cheaper). 
                    
        6. Once you select your desired Reservation Type, the system might give an alert box that states "The session's end time has changed because this session type is set to be x min long. Please verify that the start and end time is correct."
          1. Each Reservation Type has a designated length. So if the Reservation Type is supposed to be for a 60 minute class, the system will automatically make the class 60 minutes when that Reservation Type is chosen. 
                  
        7. The next step is to block off a "Venue" for your class. The facility has different areas or zones that have been designated by management. This is so that Trainers will be guaranteed a certain amount of space in the event that the facility is at capacity. So it is very important that you always block off the appropriate Venue when you are creating your class. For the sake of this example, we have chosen "Turf Lane 1".
                
        8. The next and SECOND MOST IMPORTANT STEP is to set the Title and the Public Title for the Class. This will designate how the class appears on the staff schedule as well as on the public schedule that the client sees. 
          1. The "Title" is what designates how the class will appear on the Staff Schedule and will NOT effect the client. 
            1. This can be left the same as the Reservation Type if you prefer. Or you can list something specific here as a reminder to yourself. 
              1. For example, if this 1 on 1 that Keeon was going to be hosting was going to be for "Beyonce Knowles," he might want to change the "Title" to "Beyonce Knowles - 1 on 1 - 60 Min" so that it will show up that way on the schedule that he sees. 
          2. The "Public Title" is what designates how the class will appear on the Self Service Site and the MemberMe App. This WILL EFFECT THE CLIENT.
            1. This needs to be changed slightly for all classes. 
              1. The trainer's name needs to be left at the beginning of the Public Title. 
              2. After the dash following the trainer name, you can put whatever you would like here that will best describe what the class is. 
                1. Example: K. Johnson - 1 on 1 with Beyonce Knowles - 60 Min
              3. ​You always need to leave the time designation at the end of the Public Title. 
                1.       
        9. Once the Title and Public title have been changed, click "Save and Finish" at the bottom of the menu box. 
          1. The class has now been created and will appear on the main schedule page. 
          2. It should block the time slot you intended to the right of your name and it should also block the "Venue" you selected to prevent any double booking.
            1. That is why you will see two listings of the class on the schedule. 
              1. One of the listings is the class itself and the other is just listing your chosen venue as unavailable during your time slot.