Team Availability Tracker

Purpose and scope

This SOP establishes guidelines for using the Concourse Team Availability Tracker, an internal tool designed to give the team and team lead real-time visibility into who is available, what each person is working on, and when someone will be out of office. Because all Concourse bids are time-sensitive, this tool is critical for ensuring proper coverage and preventing missed deadlines.

This SOP applies to all Concourse review team members. Every team member is required to register, maintain their status, and log OOO dates in advance.

Accessing the tracker

First-time registration

1. Open the tracker link: tinyurl.com/reviewertracker
2. Click the Register tab on the login page.
3. Enter your display name (example: Sha, KM, Audrey) and your work email.
4. Click Request Access.
5. Wait for approval from Aya. You will receive an email notification once approved.
6. Once approved, return to the tracker, click Sign In, enter your email, and you are in.

Returning users

Open the tracker link. If your browser remembers you, the tracker will load your status page directly. If prompted, click Sign In and enter your work email.

Updating your status

When to update

• At the start of every shift: set yourself to Available
• When you go on break: set to On Break
• When you enter a meeting: set to In a Meeting
• When you finish your shift: set to Off
• When you are out of office: set to OOO (or log it in advance via the OOO Schedule tab)

Status options

Status	Meaning
Available	You are active and available to take on tasks or support the team.
In a Meeting	You are currently in a meeting and temporarily unavailable.
On Break	You are on a short break and will return shortly.
Off	You have finished your shift for the day.
OOO	You are out of office for the day or multiple days.

Current task (optional)

When updating your status, you may also select your current task from the dropdown: Kirkland/BidPortal, or Email Triage/Finding Documents. This helps the team lead see what each person is working on at any given time.

Team board

The Team Board tab shows the full team's current status in real time. It updates automatically every few seconds; no manual refresh needed. The board displays:

• Each team member's name and current status (color-coded badge)
• Current task they are working on
• Duration: how long they have been in their current status
• Timestamp of their last update in Eastern Time (ET)
• Summary counts at the top showing how many people are Available, In a Meeting, On Break, Off, and OOO

OOO schedule

All Concourse bids are time-sensitive. If a team member is out and coverage has not been arranged, a bid deadline can be missed. The OOO Schedule tab exists specifically to prevent this. By logging OOO dates in advance, Aya can plan task coverage ahead of time and ensure no gaps in bid reviews.

How to log an OOO request

1. Click the OOO Schedule tab.
2. Enter your display name.
3. Select your start and end date.
4. Add a reason (optional, example: Vacation, Personal Leave, Doctor Appointment).
5. Click Submit OOO Request.

Aya will receive an email notification automatically. The tracker will also automatically set your status to OOO on the scheduled date; you do not need to do anything extra on that day.

Viewing scheduled OOO

All submitted OOO requests are listed below the form with their status: Upcoming, Active, or Past. Active OOO entries cannot be deleted. Past entries can be removed to keep the list clean.

Daily summary

The Daily Summary tab provides a log of each team member's activity for a selected date. It shows:

• First In: the time they first set their status to Available
• Last Off: the time they last set their status to Off
• Hours Worked: calculated from First In to Last Off (shows as ongoing if still active)
• Breaks: total number of times they set their status to On Break
• OOO: whether they were marked OOO that day

A This Week view is also available showing total hours, days active, total breaks, and OOO days for the current week.

Resources tab

The Resources tab provides quick access to all team SOPs and reference documents. Click any card to open the document directly in Google Docs. Current resources include:

• Bid Portal Emails Triage and Review
• Kirkland/Concourse Portal SOP v2
• Pre-Solicitation Tracking SOP

Resources are managed by Aya via the Admin panel. New SOPs will be added here as they are created.

Concerns tab

The Concerns tab allows any team member to submit a concern, suggestion, or issue directly to Aya. Submissions are confidential and go straight to Aya's email.

How to submit

1. Click the Concerns tab.
2. Your name will be auto-filled from your login.
3. Select a category: Process Issue, Tool/System Issue, Team Concern, Workload, Suggestion, or Other.
4. Type your concern or suggestion in detail.
5. Check Submit Anonymously if you prefer your name not to be included.
6. Click Submit Concern.

Responsibilities

Role	Responsibility
All team members	Register on first use, update status at start/end of shift and on any change, log OOO in advance.
All team members	Select current task when updating status.
All team members	Use the Concerns tab to raise any issues or suggestions.
Team Lead (Aya)	Approve or reject new user registrations.
Team Lead (Aya)	Monitor the Team Board and Daily Summary for coverage gaps.
Team Lead (Aya)	Manage resources and user access via the Admin tab.
Team Lead (Aya)	Plan task coverage based on OOO schedules.

Quick reference

Action	Steps
Register (first time)	Open link, Register tab, enter name and email, submit, wait for approval.
Sign in (returning)	Open link, Sign In tab, enter email, done.
Update status	My Status tab, select status and task, click Update My Status.
Log OOO in advance	OOO Schedule tab, enter name and dates and reason, submit.
View team status	Team Board tab.
Check hours worked	Daily Summary tab, select date.
Submit a concern	Concerns tab, fill form, submit.
Access SOPs	Resources tab, click document card.

Document control

Version	Date	Author	Notes
v1.0	July 2026	Aya	Initial release