Daily Shift Sheet: User Guide

1. Why We Use This Sheet

Every post on every tour has to be entered correctly in WinTeam: who worked, which post, and how many hours. When the front desk record doesn't match what really happened, payroll and billing come out wrong.

This sheet is the record of what actually happened. It shows who was scheduled next to who actually worked, and it makes you give a reason whenever they're different. Every save is stored online with your name and the time.

2. Signing In

First time

1. Open the Shift Sheet link. You'll see a blue sign-in screen.
2. Type your CBRE email (for example first.last@cbre.com) and the temporary password you were given separately.
3. Click Sign in.
4. The screen says "Welcome… Choose your own password." Type a new password of at least 10 characters, type it again, and click Save password.
5. The sheet opens. From now on, use your own password.

Every time after

Email, your password, Sign in. At the top of the page you'll see "Signed in as" your name.

Signing out

At the end of your tour, click Sign out at the top of the page. If the sheet still has changes that haven't reached the system, it warns you. Wait for Saved ✓ first.

Forgot your password, or want to change it

• Forgot it: on the sign-in screen, type your email, then click Forgot password? A reset link is emailed to you. Check your junk/quarantine folder. If nothing arrives within 15 minutes, contact Willie or Jonathan.
• Change it: once signed in, click Change password at the top of the page.

3. The Screen at a Glance

Colors

Each post letter has its own light color so you can follow its rows across the screen: . Gray rows are posts not normally staffed that day.

4. Today, Past and Future Days

When you sign in, today's sheet opens. To work on any other day, use Sheets by Month.

1. Use ‹ Prev and Next › to change months. Today jumps back to today.
2. Click a date. If that day already has a sheet, it opens. If it doesn't, a new sheet is created, with that day's WinTeam schedule already filled in.
3. The day and date appear in large letters in each blue bar, so you always know which day you're on.

Setting up future days

Click a future date to create its sheet ahead of time. The WinTeam Scheduled column fills in from the standing schedule. If WinTeam shows a different officer for that day (an approved swap, PTO, a new hire), type the correct name over it. Leave Actual Officer and the times blank until the day happens.

Pay week vs. regular calendar

The calendar starts its weeks on Friday, the same as our WinTeam pay week. The Switch to Sun–Sat calendar button shows a regular Sunday-start calendar instead. Click it again to switch back.

5. Filling In the Posts

Worked as scheduled

Press ✓ on that row. It fills in the officer, the in and out times, and As scheduled in one click.

Someone else worked the post

1. Type the name of the officer who actually worked in Actual Officer. Use Last, First, the same as WinTeam.
2. The scheduled officer's name turns red. That's on purpose: it marks the replacement for WinTeam.
3. Enter the actual In and Out times.
4. Pick a Change Reason (see section 6). Add a Note with any detail, such as when they called out.

Times

Type four digits in 24-hour time: 0700, 1530, 2300. Hours calculate on their own, including overnight tours (2300 to 0700 = 8).

Post not covered

Pick Post open: unfilled as the reason and leave Actual Officer blank.

6. Change Reasons

If the actual officer or the hours don't match the schedule, a reason is required. The sheet flags any row that's missing one when you save the PDF.

7. OT and Tenant Rows (Add a Row)

On 17477 (Additional Hours) and 17475 (Tenant), fill in only the rows that were actually worked. Leave the rest blank.

1. Need another line, like a second fireguard or an OT post that isn't listed? Click + Add row under that table.
2. Type the post. You can pick from the list or type a new one, such as Google - Fireguard (14th fl). Then type the shift, type and time.
3. Fill in the officer, the in and out times, and a reason the same way as any other row.
4. Added a row by mistake? Click the × on that row. If it has entries, it asks you first.

8. Sick Time and Training

The box under Job 17478 records time that posts to the WinTeam Z rows. Fill in one line per person:

• WinTeam Post: pick Z - Sick Time Non-Billable or Z - Training, or type it.
• Officer and Hours (for example 8 or 4.5).
• Detail: the post and tour missed, or the course name.
• Recorded By: your name or initials.

Need more lines? Click + Add row.

9. Tour Sign-Off

At the end of your tour, fill in your box at the bottom of page 2 (Tour 1B, 1C or 1D): your name, the time you finished (HHMM), and your initials. Then press Save sheet.

10. Saving to the System

The sheet saves itself online as you type, with your name and the time attached. Watch the message next to the toolbar buttons:

1. Press Save sheet at the end of your tour, and any time you want to be sure.
2. Only Saved ✓ … stored online means it reached the system.
3. If you see NOT SYNCED, keep working. A copy is kept on the computer and the sheet keeps retrying. If it doesn't clear within a few minutes, use Save as PDF and tell the Lead FLSD.

Two people on the same day

If someone else saved the same day while you had it open, you'll see "This day was changed on another screen."

• Load latest: shows their version. Re-enter anything you just typed. Use this in most cases.
• Keep mine: saves your screen over theirs. Their version is still kept in the history.

11. End of Day: PDF and Email

The overnight (1D) FLSD does this at the end of the tour, after everyone has signed off.

1. Press Save sheet and wait for Saved ✓.
2. Press Save as PDF.
3. If a list of flags appears, something is missing (a name, a time, a reason). Click Go back and fix it, or click Save PDF anyway and explain in your email.
4. In the print window, set Destination to Save as PDF, then click Save. The file name already includes the date.
5. Email the PDF to Willie Garcia (Lead FLSD) and Jonathan Parham (Security Director).
6. Sign out.

The PDF is two pages. Page 1 has 17478 plus sick and training; page 2 has 17477, 17475 and the sign-offs. Both pages show the date and who last saved the sheet.

12. Problems and Fixes