Feature Fun: Team Specific Availability

by Jessica on July 27, 2015

 

Now when putting in people's availability you can search for and attach it to a team.

Here at Shiftboard, we know there are many intricacies when it comes to creating a schedule and one that is well-balanced is a work of art. We know that people’s time is valuable and that you view your employees (or volunteers or contractors) as your greatest resource. We endeavor to make scheduling them as pain free as possible and that means addressing the nuances that come with scheduling.

One example of one of the nuances to be considered is people who wear many hats in your organization. Shiftboard has always allowed people to be on different teams – it only makes sense. But we have taken that to the next level. We have added team specific availability options.

An example of what the new dropdown looks like if you are searching for availability for a certain team.

Now we can help you better address the fact that sometimes you need information beyond whether someone is available but what you want to know is that they are available for a particular team. Whether your teams are set up by skills, sites or locations you probably share workers across a few teams. This lets you know if someone is available for a specific team. For example, Jill Smith is available as a caterer on Mondays and Wednesday but is a bartender on Fridays and Saturday. You have the option of putting that in availability. You also have the option of putting in general availability for Jill if on Thursday she can work wherever.  Or you could have a guard who works at a particular site four days a week and then works at a second site on the fifth day. You can put that in by simply adding the team (it will default to general).

Happy Scheduling!

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Join us with join.me

by Jessica on July 22, 2015

A wise man once said, “Tell me, I’ll forget. Show me, I’ll remember. Involve me, I’ll understand.” Confucius always seems to know just want to say. Here at Shiftboard we know learning a new system is hard. In fact, it takes time, effort and energy – all things you are short on, which is why you came to us.

We want to support you in that endeavor, whether you are exploring Self Service for the first time, searching for new ways to track hours and employee information for staff or volunteers, or you are an existing customer in need of a refresher call. That is why we are crazy (okay, almost fanatical) about our screen sharing software join.me.

We literally (and we really mean that) could not be as helpful as we are without it. This is how we connect with you, our customer. It gives us the ability to not only show you what we are doing but we can actually involve you in the process so you understand your new system. We are all about that.

You get your first taste of join.me as you go through our sales process. Our account managers use it to illustrate how our solution works. They have the chance to show you the product in all its robust glory. This way you remember it. You love it. You buy it.

Now you get to learn Shiftboard, so we get you involved. We are here to help! You will set up screen sharing sessions with a member of our support team for your trainings. Here, you and your organization take center stage. We will bring up your very own site, show you around and help you set it up. You are involved in every decision making aspect because Shiftboard needs to work for you. And since your site is private, the ability to lock meetings is crucial. We wouldn’t want someone to stumble into a meeting. Join.me requires people to put in a name and knock to join.

Not only can we show you how things looks but we can record these sessions. No one expects you to learn Shiftboard in a day but these helpful tools go a long way in that vein. As times goes on and you get more comfortable with Shiftboard we can always open up a session to help answer your more advanced questions.

Three cheers for join.me

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You Asked, We Answered – June

by Sakina on July 8, 2015

Every month, we show you which new FAQ’s have been posted to our Help section. Keep the questions coming to feedback@shiftboard.com!

Can I adjust the amount of notifications I receive from Shiftboard?

Yes you can! Shiftboard allows you to control what notifications you receive from the system and how often you receive them.

To make this adjustment simply click on MyAccount on your Dashboard and from there to to the Notifications tab. In here you can adjust your Notification Settings as well as opting into receiving SMS/Texts from the system.

Message Delivery controls how you receive notifications from Shiftboard. The ‘Immediate’ option will provide you an individual email for each notification whereas ‘Daily’ or ‘Weekly’ will provide you a digest of notifications you would receive for the following time period. If you’re receiving too many notifications you may consider setting your Message Delivery option to ‘Daily’ or ‘Weekly’

If you have other questions or need assistance with something else be sure to click on the Feedback button on your Dashboard to get in touch!

Can I download a list of all my locations?

Yes, if you go to Settings> General Settings> All Locations (on the right, under list settings)> Click Download this Report and the system will give you an excel report.

Can I track Seniority in Shiftboard?

Yes you can! Shiftboard offers you the ability to track staff seniority through the Financial suite of tools. Seniority can then be taken into account when scheduling your staff to ensure that your most senior staff get the required positions.

If you’re interested in learning more about Seniority tracking and the Financial tools, click on the Feedback button your Dashboard to get in touch with your friendly support staff today.

Can I download manager notes?

Yes. If you want to see all manager notes (either for everyone or for one member at a time) you can download a report. To do that go to Reports> People> Manager notes. Put in your parameters and click “Get Reviews.” From there click “Download this Report.”

I added a team and it is not showing up in departments. How do I add departments?

To add a Department, click on the Settings button on the top right hand side. Select the General Settings tab and on the right you will see an Edit Departments field. Here you can add department names in bulk.

To add departments to a specific team, go to MyTeams and select the team name. Click on the Settings tab and on the right you will see an Edit Departments link.

Can I track Seniority in Shiftboard?

Yes you can! Shiftboard offers you the ability to track staff seniority through the Financial suite of tools. Seniority can then be taken into account when scheduling your staff to ensure that your most senior staff get the required positions.

If you’re interested in learning more about Seniority tracking and the Financial tools, click on the Feedback button your Dashboard to connect directly with support staff to discuss your specific situation.

Can I default all new shifts to sign up list?

Yes you can default all new shifts to be sign up list.

You can do this per profile that creates accounts. So whoever is creating the shifts, you can change their personal preferences to default to sign up list.

Go to the person’s profile, and then select the Preferences/Scheduling tab. Change the option called “Create new shifts as type” to Signup List and then select update at the top. Do this for each manager you’d like this to be set for.

How do Signup Lists work?

When creating a shift, it can be marked as “Signup List”. This option allows members to add themselves to a list to show their interest in potentially working that shift. Managers of the team can review the list of interested members and select from that list when assigning the shift.

To quickly locate sign up lists try switching into the Sign Up List View using the pull down menu located above and to the right of the Calendar (where you find Shared and Shift Views). This view will display all your sign up lists in the current month as well as indicated which have people on the lists and how many positions remain unassigned.

Can I default all new shifts to sign up list?

Yes you can default all new shifts to be sign up list.

You can do this per profile that creates shifts on the calendar. So whoever is creating the shifts, you can change their personal preferences to default to sign up list.

Go to the person’s profile, and then select the Preferences/Scheduling tab. Change the option called “Create new shifts as type” to Signup List and then select update at the top. Do this for each manager you’d like this to be set for.

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Salesforce how we love thee…

by Jessica on June 22, 2015

Something that you have in common with us at Shiftboard is a love of tools (particularly tools that make your life easier). That is why you came to Shiftboard in the first place, and we work here because we have passion for our product and customer service. We also love tools and use a number of them to help us in our day to day operations as we work with new and existing customers.

One of the tools that we use tirelessly (I literally have anywhere from five to 10 tabs open at any time) is Salesforce. We use it in a couple of different ways. Our Sales team uses it to keep track of new leads as they go through our sales process from qualifying calls to signing on the dotted line. Every client is important and Salesforce helps us ensure that the sales process is as smooth and painless as possible with places to keep reminders, categories and most importantly notes. The ability to have all information about a client in one place is invaluable for our sales team but it is magical as new leads become clients and then get passed to our client success and support teams.

Salesforce helps us make that transition as smooth as possible. We already have all the notes on not only your use case, but all your interactions with your sales rep. Basically, we already know how great of a person you are and how excited you are to use Shiftboard and it makes us even more excited to work with you.

From there we can track all your interactions with us from your trainings to any other support needs you may have. This helps keep our support short, sweet and to the point (isn’t that what you really want when you need help?). And if that wasn’t enough we use Desk to answer your emails via feedback. More than that they link right up to your account. This way when you call we have everything we need in one place.

Heard from one our client success managers recently, but not too recently? That team also uses Salesforce to track how often we are getting in touch. They strive to be like goldilocks – not too frequent (we know you are busy), not too far apart (we don’t want you think we forgot about you) but we want to be just right.

While the Support Team and the Client Success Team endeavor to be superheros they can’t remember everything – Salesforce makes it so we don’t have to. So, thanks Salesforce, for making us feel like superheros. Dibs on Wonder Woman.

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The World Indoor Lacrosse Championship is coming to the United States from Sept 18-27 and for the first time ever is being hosted where the sport began – The Onondaga Nation. Teams from 13 countries from across the globe will be traveling to upstate New York to compete in this once-every-four years event.

Don’t know much about Indoor Lacrosse? Neither did we, but we love learning new things at Shiftboard. Here is a primer on the game’s long history:

Lacrosse is one of the oldest team sports in North America. The original game was given as a gift from the Creator to the Haudenosaunee (Iroquois). This sacred game is revered by the Haudenosaunee and handed down through generations as a game of discipline and honor; it demands the purity of mind, body and spirit. Traditional games were often major events that lasted several days, drawing as many as 100 to 1,000 men from opposing villages.

If the games themselves weren’t enough, the Haundenosaunee peoples will host a Cultural Festival on the Nation during the Games.  Native dancers, musicians, artisans, and craftsmen from across North America will showcase their Nation’s history, values, traditions and talents. The Onondaga will host a Buffalo Roast to commemorate their International visitors on the Athlete’s Day of Rest prior to the Final Games.

Interested in being a part of something incredibly awesome? Shiftboard is proud to be a part of such a historic and storied event by helping recruit and schedule volunteers. Fill out their volunteer registration form to ensure you get to be at this amazing event.

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Shiftboard is highly-customizable.  There is flexibility within each of the tools you choose, the fields you make visible to various people (administrators, fellow managers, coordinators, and other worker types), rules for placement, and the kinds of automatic notifications it can send out.

But did you know that you can create custom multi-picklists in your Shiftboard site that can provide highly-specific information within your schedules?

“What is a custom multi-picklist” you ask?

Like our other custom fields, the custom multi-picklist let managers create, track, filter, view, update, and report on information – from the very specific to quite general – within each of your assignments. More than one item within the picklist can be designated.

But wait – there’s more!

Beyond tracking custom information directly in assignments, managers also have the ability to tie specific lists any team and then use the pick list within the shift scheduling process. This is an often overlooked feature of the custom multi-picklist tool. Based on how teams are set up, managers can create unique picklist items per team to achieve more accurate scheduling, and reporting.

Here’s an example: ACME Security Company requires its guards to have specific gear for specific functions. The Shiftboard manager can build his or her own “required gear” picklists based on the guards’ teams (or “Posts”). The Late Night Post might have “standard uniform, flashlight, and night goggles in their “required gear” multi-picklist, while the Water Front Post might include a life vest requirement, foul-weather gear, or other informational instructions related to work happening on the water.

In short, using custom picklists makes it super easy to create shifts with the right information for the right people.

We hope this helps you with better organization, speed, and efficiency to get your scheduling done quicker and easier than ever!

To setup a custom multi-picklist for a specific team:

  1. Enable the pick list from General Setting – give it a good name!
  2. Go to MyTeams (or whatever you’ve chosen to call your teams) from the dashboard
  3. Select a team and choose the Settings tab.
  4. In the Management toolbox, click on “Edit custom picklist”.
  5. Add the items you’d like to select from when scheduling that team.

 

 

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I’m sure you all know by now, (and if not, you’re about to) that you can customize which page you’d like your members to see once they login. Whether it’s the news page to read the most up to date information on the company or directly to the calendar to see their shifts, it’s totally your call on. But now you can be even more specific! Managers are able to land on a completely different page than a regular member. Sometimes it makes more sense for a manager to go directly to the calendar, but you’ll want your members to see the news page first for urgent information.

To change the initial page people see when they login, navigate over to your Settings and then select the General Settings tab. You’ll see an option called Initial Page After Login with an option for Members and Managers.

Hit update info at the top and you’re all set!

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You Asked, We Answered – May

by Sakina on June 1, 2015

Every month, we show you which new FAQ’s have been posted to our Help section. Keep the questions coming to feedback@shiftboard.com!

Can I send shifts by text to my workers?

Yes you can! We offer a premium sms texting option that will allow you to send shifts available for pick up by text. Using this feature, you can create a shift and send that shift by text to everyone in the team. Anyone who replies back with a code will be automatically assigned that shift.

If you’d like to sign up for our premium sms service, please contact us at feedback@shiftboard.com.

How can I edit the message members receive after they register?

To edit the message that people see after they have completed their registration go to Settings> General Settings> Templates. Make your edits in the box that says “Registration Complete Thank You Message.” You can edit other messages that appear on your site.

Can managers see the extended filter?

Currently, the extended filter is only accessible to site admins. The extended filter will allow site admins to search for any of the custom profile information in the profile tab. This information can be customized to only be visible to site admins, which is why managers wouldn’t have access to it normally.

Can I indicate the reason someone was a “No Show”?

Yes, you can mark the reason that someone was a “No Show” by enabling No Show with reasons. To do that go to Settings> General Settings> Application Settings> Schedules> Scroll down to Rules & Transactions. There is a dropdown labeled “No Show” Tools. Adjust the dropdown so that No Show with reason codes are enabled. Click Update Info.

If you click on the No Show Reason you can customize the reasons.

My member is clocked in to today’s shift but it also looks like they are clocked into expired Shifts. What’s going on?

If someone is clocked in for a shift and you click on expired shifts it will say clocked in. This is because the account is clocked in. Click who’s on to see when (date and time) that they clocked in.

How do I set someone as a site administrator?

Click Settings -> Click Site Administrators -> find & select the checkbox next to the correct name, scroll down and click “Site Administrator” and then click Set Member Levels.

Once done, this adds the individual as a site administrator.

Sharing Schedules: How can I allow team members to see (share) each other’s schedules ?

First you will have to ensure that you permit Shared View for your site by going to your Schedule Settings which can be found within Application Settings. Once there, the first option under ‘Viewing Options’ will permit Shared view to be enabled for your teams.

After this, you will need to change the teams “Shared View” setting. To do this click Teams -> Select the team you want to change to shared view -> click Team Settings. Once the setting has been changed, click Update Info.

Shared view to team members allows members on a team to see who else on that team is working and when. This permission can also be extended out to members of additional teams by selecting ‘Allow Shared View to members of additional Teams’ and then selecting which teams should have the ability to view this team’s shifts. To allow all members of the organization to see this team’s shifts, select ‘Allow Shared View to all members in the organization.

Once the settings have been adjusted appropriately all your members have to do to see their teammates schedule is switch into ‘Shared View’ via the pull down located above and to the right of the Calendar. Note that Shared View is a read only view and as such will not permit changes to the schedule such as assignments or other changes. If you need to make changes be sure that your Calendar is set to ‘Shift View’ and you should be good to go.

Can my members invite a friend?

Yes! You can allow them to invite a friend to register. To enable this, go to settings > general settings and in the New Web Registrations section, there is an option called “Restrict Sending Invitations.” Make sure this is set to No. Now your members will have the option to invite a friend using the invitation link at the bottom of the page.

You can also send out a link for this in any broadcast message. You’ll see when sending a broadcast message there are checkboxes at the top of the page. One of these is called “Invite-a-Friend.” Make sure this is checked when sending the message.

Can I adjust the amount of notifications I receive from Shiftboard?

Yes you can! Shiftboard allows you to control what notifications you receive from the system and how often you receive them.

To make this adjustment simply click on MyAccount on your Dashboard and from there to to the Notifications tab. In here you can adjust your Notification Settings as well as opting into receiving SMS/Texts from the system.

Message Delivery controls how you receive notifications from Shiftboard. The ‘Immediate’ option will provide you an individual email for each notification whereas ‘Daily’ or ‘Weekly’ will provide you a digest of notifications you would receive for the following time period. If you’re receiving too many notifications you may consider setting your Message Delivery option to ‘Daily’ or ‘Weekly’

If you have other questions or need assistance with something else be sure to click on the Feedback button on your Dashboard to get in touch!

How can I add people to teams?

There are a few ways to add people to teams. The Support Team can upload them for you. Just ask, we will send you the template. You can go into a person’s account and add team memberships (and determine the level). You can go into teams, click members, click add members and you will get a list of everyone who is eligible to join the team.

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You Asked, We Answered

by Jessica on May 21, 2015

Every Friday we send out a list of new or updated FAQs. Here you can see the whole month in review just in case you missed one week. Always check out the FAQ as we are always adding to it. If you have a question we don’t address let us know so we can add it for you!

How do I add a new member or account?

To add a new member or account to your site, click the “People” link on your dashboard at the top of the page. Select the Add New Account link. Here you must enter the first and last name of the member, along with the email address if you know it.If you aren’t sure of the email address, select the No Email checkbox.

This will provide a non working email so that employee won’t be able to login yet, but you’ll be able to assign shifts and enter information. Once you know the email address, you can go in and update it without a problem. When you are finished entering the information, at the bottom you can choose to send the welcome letter or not. If you choose not to send this now, you can always do it at a later time. Click Save and you’re all set!

How do I change a Team name?

You can change the name of your team by simply going to MyTeams> Selecting the team you want to change> Clicking “rename” (located next to the team) and making your changes. If you want to change> Clicking update. If you want to change the Nickname or Code just made any changes in the text field and click Update Info.

Please note, when you change the name of a team, the new name of the team will show for all shifts even those that happened under the old name.

How do I change my primary time zone?

In order to change the primary time zone that your site uses, go to:Settings > Site Contact tab > Adjust time zone using the pull down menu > click Update Info

Is there any way to see time offs on the calendar?

Yes! When you have the time off tool, you can view all of your time off requests on the calendar. When you are on the calendar, select the drop down on the top right hand side that says Shift View. Choose Time off view, and you’ll see all of the time off requests.

How do you limit number of hours an organization allows users to sign up for?

To limit the number of hours your employees or volunteers can sign up for click Settings> General Settings> Application Settings> Schedules.

At the bottom of this page you’ll find a section for Overtime Settings wherein you can limit the number of hours your staff can work by week and/or day. Once you’ve made the preferred changes click on the Update Info button at the top of the page.

I put myself on the signup list, does that mean I am confirmed?

Nope, your manager will confirm you. When a manager chooses “sign up list” when making a shift, they want you to put your name on the list to tell them you are interested. They will select workers from the list.

Really interested? You can use our communication tools to send them a message telling them how much you want to work the shift.

Sharing Schedules: How can I allow team members to see (share) each other’s schedules?

First you will have to ensure that you permit Shared View for your site by going to your Schedule Settings which can be found within Application Settings. Once there, the first option under ‘Viewing Options’ will permit Shared view to be enabled for your teams.

After this, you will need to change the teams “Shared View” setting. To do this click Teams -> Select the team you want to change to shared view -> click Team Settings. Once the setting has been changed, click Update Info.

Shared view to team members allows members on a team to see who else on that team is working and when. This permission can also be extended out to members of additional teams by selecting ‘Allow Shared View to members of additional Teams’ and then selecting which teams should have the ability to view this team’s shifts. To allow all members of the organization to see this team’s shifts, select ‘Allow Shared View to all members in the organization.

Once the settings have been adjusted appropriately all your members have to do to see their teammates schedule is switch into ‘Shared View’ via the pull down located above and to the right of the Calendar. Note that Shared View is a read only view and as such will not permit changes to the schedule such as assignments or other changes. If you need to make changes be sure that your Calendar is set to ‘Shift View’ and you should be good to go.

How do I enable additional account documents?

If you have the Account Documents tool turned on for your site you can store up to 20 additional documents per account. To enable an additional document just follow these easy steps.

From your Dashboard select the Settings option in the upper right hand corner of the screen.

Next click on the General Settings tab>

Scroll down to the Miscellaneous section within the General Settings where you will find the option for Account Documents

Clicking the Account Documents option will open a dialogue box, simply check the document you would like to enable and set the appropriate settings.

Once you’ve done that and closed the dialogue box be sure to click the Update Info button and you’ll be ready to go!

If you have any other questions or need further assistance feel free to get in touch with your friendly Shiftboard support staff by clicking on the Feedback button on your Dashboard.

Can Shiftboard store more than one document on my staff accounts?

Yes we can! Depending on which package you’re in you may already be able to track staff resume/cv’s however if you would like to store even more documents we can help too.

With our Account Documents tool you can store up to 20 additional documents on each staff account. This is great if you need to keep records on file for your staff but don’t want to have giant file cabinets full of paper. The Account Documents tool even allows you to determine who can see and edit the documents so if you want your staff to upload their own documents you can give them the ability to do so!

If you’re interested in activating the Account Documents tool for your site contact your Account Manager or get in touch with our friendly support staff via the Feedback button on your Dashboard.

How do I add managers or a primary contact to a Team?

Click “My Teams” on your Dashboard and choose the appropriate Team.>

Click “Add Members” in the Team Toolbox, and check the box next to the people you would like to add.

To add managers, click the radio button next to “Manager” to add them as a Manager (rather than a Member), then click “Add Selected Members” at the bottom of the page.

Each team may have multiple managers but can only have 1 primary contact. The primary contact must already be a Manager on the team to appear as an option on the Team Contact Info screen.

If the person you are adding as a Manager is already a member of the Team, click on “Show Members” in the Team Toolbox, and check the box next to their name.

Then click the radio button next to “Manager,” and choose “Set Member Levels” to confirm the change.

Once you have your list of managers set, if you would like to change the Primary Contact simply go to the Contact Info page for the team in question. The third option in this section will allow you to set the Primary Contact for the team.

How can I see who has not picked up shifts?

Go to Reports -> People -> Activity/Bad Emails report. When you get the screen up, select the radio button for “Members without assignments” over the date range you are looking for and click the Search button.

Now you will see the names of members who have not yet picked up shifts.

How do I auto assign shifts?

If you would like the system to randomly pick available members to assign to shifts, you can do this in a couple of different ways.

First, on the calendar, anytime you have a shift with more than one position, select the shift and on the right hand side select the Assign button. On this page, you will see an Auto Assign option. This will assign random available workers based on your selected preferences for the open positions.

If you are using the Bulk Upload – Use a Template option to create your shifts, you can do the auto assign at the time of upload. Be sure to select Yes in the Auto Assign column in the spreadsheet. When uploading the shifts, select the “When using auto-assignements” option to pick your preferences. When the upload is complete your shifts will be assigned on the calendar automatically.

Another way to auto assign shifts is by using the Duplicate/Copy-Forward Existing Schedule tool. On step 3 in this tool, change the Auto Assign option to Yes. When you forward your shifts on the calendar in this way, you can auto assign all of them at this time.

Can my members trade shifts?

Shiftboard offers an add-on tool called “Tradeboard” which allows members to offer shifts up for other members to claim. Shifts can only be traded between members on the team associated with the shift. Members can’t pick up shifts that would conflict with shifts they already have or that would put them into overtime.

There is also a setting available in the Tradeboard Application Settings tab that allows team members to be notified by email when a shift becomes available via Tradeboard.

Shifts can be marked as “no trade” and Tradeboard can be disabled on a per team basis.

Finally, the Tradeboard can be enabled/disabled on a team by team basis as well allowing you full control over which groups can utilize the tool.

Trades do not require manager approval, but the primary contact of the team will be notified when shifts are offered up for trade and when a trade is completed.

Can members cancel their time off requests?

Members can cancel/delete their time off requests before they are approved. Once they are approved only a manager or site admin is able to make changes or cancel/delete the request.

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Congratulations to our friends at Maker Faire as they celebrate 10 years of awesomeness! The 10th year of Maker Faire Bay Area is happening May 16 & 17. If you don’t know what Maker Faire is then you should definitely read on. Maker Faire is unlike anything that you have ever seen before. It is “Part science fair, part county fair, and part something entirely new, Maker Faire is an all-ages gathering of tech enthusiasts, crafters, educators, tinkerers, hobbyists, engineers, science clubs, authors, artists, students, and commercial exhibitors.”

This is the place to check out people who are pushing the envelope in technology, art, performance and more. If you love D-I-Y, whether that means doing or looking, you should head to the Bay Area to check it out. Tickets are still available, so pack up the family (yes, you can bring your kids, in fact, 50% attend the event with children) and head down there. But buy tickets first right here!

Shiftboard helps Maker Faire make it happen. Want to get involved? There will be another Maker Faire in New York in the fall. Check out their page to get involved.

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