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Tips for Making CSA Share Deliveries in HarvestHand

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Spring is here and it’s almost time for CSA deliveries! Here’s a delivery instructional video demonstrating how to manage deliveries and helpful tips to keep members engaged using HarvestHand CSA Software:

Please note: A new Delivery must be created in HarvestHand CSA Software for every delivery period (week, month) of a share in order for a Delivery Report to show for that week (i.e. No Delivery=No Delivery Report). So even if not all the items in the share are known a few days before delivery, a new delivery must be created in HarvestHand  in order for a delivery report to generate and add-on products to be available for purchase during that week. It’s best to enter a Delivery in HarvestHand at least 3-5 days before actual delivery or share pick-up.

 

Why I Appreciate Seeing My Delivery Every Week

As a member of Taproot Farms, checking my delivery or receiving it in an email also makes be feel engaged, excited, and grateful all at once. It’s a service I value immensely as then I can plan meals and still have time to purchase additional items from Taproot or the Wolfville Farmers Market. I often use it as a conversation starter with friends to demonstrate why I love purchasing food in this intentional way and to show them what I get throughout the year when they are considering investing in a share. It’s also has helped me to make sure I don’t waste any of the food and then feel terrible and guilty (I know I am not alone in this as the most recent Practical Farmers CSA Customer Retention webinar as well as some of the local studies site “veggie guilt” as reason members leave CSA’s)


Wishing you a wonderful, warm, and productive day!



TapRoot CSA Management with HarvestHand Software

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To make it easier for CSA farms to become more efficient and profitable using HarvestHand CSA Software,  we interviewed Teri Jenkins CSA and Communications Manager at TapRoot Farms to compile her daily workflow. If you are visiting our website for the first time, HarvestHand Software Platform was created at TapRoot Farms because Patricia Bishop (Co-owner of Taproot) needed an affordable software platform that could integrate membership management (database, reporting, communications), e-commerce (online ordering, payments) and marketing (website, newsletter, social media). Prior to launch, HarvestHand was successfully tested for 3 years with 4 farms, each of them reaching or exceeding their goals. As of January 2014, HarvestHand CSA Software is now available for all farms and open for sign-up.

Taproot Farm Overview

TapRoot Farms is now a 500+ member CSA in Port Williams, Nova Scotia.  Taproot has 3-4 delivery days per week and 6 different share types (veggie, fruit, meat etc.).

Taproot farms has grown from 50 to 500 members using HarvestHand - Patricia Bishop

Introducing Teri Jenkins

Teri Jenkins Taproot Farms

Teri’s Daily Tasks

  • Email- respond to emails needing same day response, file others.

  • Write blog posts (http://taprootfarms.ca/blog)

  • Post on Facebook about farm

  • Print all invoices and put into one of three drawers:

    • Share Invoices

    • Add-On Products Invoices

    • Don’t match records Invoices

Teri’s Week Workflow

TapRoot Farms Office Teri and Jon

Monday

 

  • Handle emails relevant to delivery.

    • Example 1: Member is new and hasn’t figured out how to add additional products to their shares. Teri refers them to the Taproot membership guide

    • Example 2: Member emails that they cannot pick up their share this week. Teri has a work around where she has an product add-on called “Donation/Vacation Week” so that when the delivery reports print, her team can see people who are not receiving

  • Print the Delivery Report (in HarvestHand go to Products>Deliveries>Reports>select report> Print) for Monday’s deliveries

  • Pack share boxes using delivery report (a.k.a- the packing list)  Here's a handy how to manage a CSA share delivery video:

  • For add-on products with price/weight, Teri enters the weight on a customer invoice and “finalizes the invoice.” Note: once Teri finalizes the invoice for a member an email is automatically sent to the customer to notify them of the updated total invoice

  • Taproot van leaves for deliveries

  • Van returns, Teri collects cash and cheque payments and marks invoices as paid in HarvestHand (in HarvestHand go Customers>Invoices>View>Mark Invoice as Paid by Cash or Cheque)

Tuesday

  • Assembles the Taproot email newsletter in HarvestHand and tests it a few times by sending it to herself

  • Write and or publish blog posts (many of which are added as excerpts in the newsletter)

  • Publishes other team members blog posts

  • Post to Facebook and Twitter (Teri does not use HarvestHand’s autopost to Facebook and Twitter because she assembles all her blog posts on one day)

  • When season begins, Teri export’s the customer list (Customers>View under customers>click down arrow beside “Add”>click “Export as CSV”) and sort by email in Microsoft Excel to find people who didn’t enter an email account at signup. Then call those customers to ask for emails. It saves time and paper by managing a members payments and communications via email in HarvestHand.

Wednesday (Multi-Location Delivery Day)

  • Print Delivery Reports for different locations(a.k.a packing list)

  • Collect weekly purchased add-on products (honey, preserves, meat, bread, eggs etc.)

  • Collect share items (fruit, flowers, veggies etc.)

  • Pack share boxes and add products

  • Pack boxes into van

  • Drive to make deliveries

Thursday (1 delivery day)

  • Print delivery report

  • Collect weekly purchased add-on products (honey, preserves, meat, bread, eggs etc.)

  • Collect share items (fruit, flowers, veggies etc.)

  • Pack share boxes and add products

  • Collect cheques and cash from returned van

  • Van returns, Teri collects cash and cheque payments and marks invoices as paid in HarvestHand (Customers>Invoices>View>Mark Invoice as Paid by Cash or Cheque)

Friday

  • Go into cooler storage and decide what will be in next-week’s share (this is done at least 2 weeks prior if shares require produce from other farms)

  • Enter share box items (Carrots, beets etc.) in HarvestHand under “Products>New Delivery” (make sure to enable it and save it) It will visible to customers on the website under http://taprootfarms.ca/shares and under a customer’s account. View video of Making Share Deliveries

  • Enter new products into HarvestHand, enable or disable products already saved in HarvestHand, update inventory numbers

Big thank you to Teri for taking the time to help us compile this.


Read more about CSA farm management with HarvestHand


 

 



Sample CSA Legal Agreements

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The Community Shared Agriculture (CSA) model of growing and distributing food aims to engage members in all aspects of farming. Philosophically and practically this means that risk and and reward are shared between members and farmers. As it is difficult to predict “the weather” when it comes to growing food and building relationships, proactively addressing legal concerns is imperative. Please note that these resources are for informational purposely only and are not legal counsel. Always consult an attorney regarding specific situations.

Types of CSA Legal Agreements

CSA Membership Agreement

This agreement protects the individual rights of the member and farmer/farm and clearly communicates relationship expectations moving for. Membership agreements include an agreement overview, what is expected from the member and the farm, farm growing practices (anything from certification to harvesting times), expected products, share commitments (what happens in the event of crop failure or surplus), share/box pickup terms, membership fees, and communication practices. Download a template the FarmCommons.org CSA Membership Agreement Template

Worker Share Agreement

As a farm, you may choose to accept farm work in exchange for membership fees or, alternatively, make it obligatory for members to volunteer on the farm. This agreement outlines the worker share's obligations, farm's obligations, type of worker share's service, worker share's risk of working, release of claims and assumption of risk, medical care authorization, and signature. There are many differences between volunteer and employee worker share agreements, make sure to consult your region's labour laws. Download the FarmCommons.org Worker Share Agreements Guide

Volunteer Liability Waiver

This waiver form releases farms from potential liability of volunteer injuries on farm property. While many farms choose to disregard volunteer agreements because they only work with volunteers they trust, depending on your state/province laws and insurance practices, it may be the individual's health insurance company who chooses to sue your farm, so it can't hurt to have one of these. Download the FarmCommons.org Volunteer Liability Guide

Adding Your Membership Agreement in HarvestHand

After logging into HarvestHand, click on Options>Share Options and type or copy your membership agreement into the Payment Options and Plans>Terms

Your membership agreement will appear automatically when a potential member chooses to purchase a share.

CSA Membership Agreement Resources

FarmCommons.org for sample CSA membership agreements, worker share agreements, and volunteer agreements

Atlantic Canada Organic Regional Network (ACORN) CSA Guide – for more general CSA resources, see page 29 for Resource List