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Workshop Information System (WIS)

WEB PORTAL USER GUIDE

Version 0.2

RESTRICTED

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Welcome to WIS. The few simple steps below will help you to access WIS for the first time

GETTING STARTED

Step 2: Click on Get Access Code at the bottom of the page. In the next page, enter your Shell email address and click Submit

Step 3: Open your mailbox and you should receive an email from WIS. You will find your temporary password (valid for 7 days) in this email.

Step 4: Open WIS web portal and logon to WIS by entering your Shell email address and the temporary password.

Step 5: The system will prompt you to create a new password. Please complete this step.

Step 6: WIS will then display the start page. You are now ready to use WIS.

TIP: If you encounter any issues with access, please send an email to support@intercomtraining.com.

PRE: Ensure that the Coaching Lead or System Administrator has given you the go ahead to start this process. Your profile must be created first in WIS by the System Admin.

Step 1: Click the link below to open the web portal:https://www.wisretail.com/start.htmthen click on Start to move to the login page.

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MAIN PAGE CHOOSING A PROGRAM

You also have the option to choose a new Coaching Program. A list of available coaching program will be displayed in a separate list

Choose the appropriate Program that you would like to work on.

Choose the appropriate Program that you would like to add and click Add.

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MAIN PAGE SCHEDULES & REPORTS

Once you have selected the appropriate program, the system will display a list of your employees. You can add coaching sessions, fill in coaching reports and view Completed Reports

List of people thatyou will be coaching

Create new coaching session

Update / Cancel any existing coaching session (upon confirmation)

Fill in a coaching report

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Displays the completed coaching sessions YTDRead previous

recorded coaching reports

Retail Fuels Territory Manager Coaching

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Step 1: At the Main Page, click Add under New Session

Step 2: A pop-up window will appear. Select your coaching Session Date.

Step 3: Click Submit to create the session. Thesystem will display a confirmation note once the session has been created.

Example:

New session added for Bob Yeager.

CREATE A NEW SESSION

Step 4: Close the pop-up window and return to themain page.

Step 5: The system will display the latest session thatyou just created in the Update / Cancel section and in the Fill in Coaching Report section.

TIP: WIS will send an email notification 7 days prior to the planned session to you and the person you are coaching about the session that has been scheduled

TIP: If you plan to spend more than 1 day with a person you are coaching – you need only schedule 1 session for the total time you are with that person

TIP: Good practice is to plan your coaching sessions with each of your team for the quarter

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CANCEL A SESSION

Step 3: The system will display a confirmation noteonce the session have been created.

Example:

Session cancelled. Or Session Updated

Step 4: Close the pop-up window and return to themain page.

Step 5: The system should display the new information.

Step 1: At the Main Page, click on the session that you would like to remove because it will not be held or the session you would like to change.

Step 2: A pop-up window will appear. Click Cancel Session to remove the session.

Step 2: Or change the information.Then click Update Session.

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FILL IN A REPORT

It is a good practice to complete your report as soon as possible after the coaching day. The longer you leave it, the harder it is to complete. If the report is not completed within 28 days, the session will automatically be deleted from the system.

Step 1: At the Main Page, click on the session that you would like to fill in.

Step 2: A pop-up window will appear. Maximize the screen for better visibility

Step 3: Complete all the required fields, including anyadditional information or development area section

Step 4: You may Save the report and exit and return later to complete the report

Step 5: When you are done, Submit the report

TIP: Always save your work by using the Save option prior to submitting and while you work

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COMPLETED REPORTS

Once a coaching report has been submitted, the system will send a coaching report via email to you and the to the person that you coached.

The email will contain a link to the detailed coaching report in WIS

Alternatively, you can access this report by clicking on Report at the WIS Main Page.

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Offline Functionality

Offline FunctionalityWIS now offers greater flexibility to managers and coaches to schedule a session, complete a coaching report and view historical reports while not connected to the internet. This Quick Reference Guide will help you to learn about how to use WIS is both online and offline mode.

ONLINE OFFLINE

Internet Connectivity Required Not Required

Available Functions Coaching, Reports and Administrative options Coaching

Login Username & Password

Supported Devices & Platforms Windows PC, Mac, iOS & Android

Supported Browsers All IE10, Chrome, Safari **

** To work offline, you must use the browsers listed above. The default browser on Shell laptops is Internet Explorer 8 or 9 which means you cannot work offline unless you have downloaded Chrome via ‘My Request’

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OFFLINE MODE QUICK START*

STEP 1 - While online, launch your browser on the device you plan to use

STEP 2 - login to https://www.wisretail.com/start.htm

STEP 3 - Ensure that the DATA STATUS is SYNCRONIZED and log out

STEP 4 - While disconnected from the internet, you can log into WIS usingthe same URL

STEP 5 - When you are back online with that device, log into WIS to ensure that the DATA STATUS is SYNCRONIZED

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INTRODUCTION OFFLINE MODE 101

Before you plan to work on a device offline, you must always log into WIS on that device while online. This is to ensure that the data that is online is fully synchronized with the data that is temporarily downloaded to your device for offline operation.

WIS Offline will work on all type of devices; PC, Mac, iPad, Android Tablets. However WIS can only work offline using Internet Explorer 10 (or higher), Chrome and Safari browsers.

Note that users should always log into WIS online first before switching between devices or browsers to synchronize your data.

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INTRODUCTION OFFLINE MODE 101

NEW Status BarYou will notice that there is a new Status Bar at the top of your browser. This will show you the status of WIS at any point of time. Below are the statuses for reference.

When you see Online, you are connected to the Internet. All data is saved to the WIS server just as it always has been.

When you see Offline, you are NOT connected to the Internet. Your data is saved to your computer and will be uploaded to the WIS server the next time you log in while you are online.

Synchronized means that all data has been sent to the WIS server —there is no data on this computer that needs to be uploaded. This data status appears only after you log in.

Not Synchronized means that there is data stored on this computer that has not been uploaded to the WIS server. When you reconnect and log in, this data will be automatically uploaded to the server.

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GETTING STARTED OFFLINE MODE

Safari (iPad or Mac OS)1. While online, launch WIS2. On the Welcome page, click or touch the share icon3. Click or touch on the Add to

Home Screen option4. Change the name if you wish 5. Touch Add6. There should be an icon on

your device desktop.

Internet Explorer 10 (or higher)1. While online, launch WIS2. One the Welcome page, right click at any point on the

browser screen3. Select Create Shortcut4. Confirm your choice by selecting Yes5. There should be an icon on your device desktop.

Creating a shortcut in your desktopFor quick access to WIS especially when working in offline mode, you may create a shortcut on your desktop.

Chrome browser1. While online, launch WIS2. On the Welcome page, click on the 3 parallel bar icon

on the top right of your browser

3. Select Tools > Create Application Shortcuts4. Choose the desired options i.e Desktop5. Once done, you should be able to see an icon on your

device desktop.

If Chrome is not your default browser, there are additional steps.

1. Right click on the Chrome browser icon2. Select Copy3. Right click on your desktop and select Paste4. Change the icon name to WIS5. Right click on the icon and select Properties6. Move your curser to the end of the Target field7. Add a space then type:

https://www.wisretail.com/start.htm8. Click OK

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GETTING STARTED OFFLINE MODE

Starting upStep 1-3 are recommended to ensure that the data is fully synchronized.

Step 1: Launch WIS by either clicking on the link https://www.wisretail.com/start.htmor Launch WIS by using the desktop shortcut icon that you have created.

Step 2: Ensure that the status bar shows

Step 3: Close your browser at this point. You can disconnect from the internet.

Using the system while offline

Step 4: Launch WIS by either clicking on the link https://www.wisretail.com/start.htmor Launch WIS by using the desktop shortcut icon that you have created.

Step 5: Login as normal and reach the WIS main page.

Step 6: You can look at previous reports, add or cancel sessions and fill in reports.

Note: If you are an ROEM or MOM, none of the ROEM, MOM or Admin options will work offline.

Always log back into WIS with your device once you reconnect to the Internet.

If you are logging in for the first time or logging in from a new device, the system will take 60-90 seconds

to download the system data. Please do not interrupt this process

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Business as UsualWorking OfflineOnce you are working offline, you should be able to perform all coaching related activities as if you are online. This is possible by temporarily storing all relevant data in your device.

Once a change has been made, for example, scheduling a session, cancelling a session or completing a coaching report the data will be stored in your local storage. Take note that the data status should show as

Getting back OnlineOnce you are back online, the system will automatically upload the data that has been stored locally to the WIS server. Follow the steps below to ensure that your data are properly synchronized:

Step 1: Get back online

Step 2: Launch WIS by either clicking on the link https://www.wisretail.com/start.htm or Launch WIS by using the desktop shortcut icon that you have created.

Step 3: Login to WIS. At this stage your data will be automatically uploaded.

Step 4: Check the data status. It should show as

It is important to always work online then offline then back online on a single device. Do not work offline on a device then work online on a different device without synchronizing data on the first device. For example, If you work offline on a PC or tablet, always reconnect the PC or tablet to the internet and log back into WIS before working in WIS on any other device.

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USAGE SCENARIO EXAMPLE

Using your “laptop”, you schedule a coaching session (Territory Mgr Coaching) with a Territory Manager. You decide you want to use an iPad during the session to review prior coaching reports with the TM. You plan to complete the coaching report while not connected to the internet at the end of the day.

Step1Log into WIS on your iPad while connected to the internet so that you work ONLINE and the ‘data’ in WIS automatically synchronizes with the data in your iPad. You will see a message saying that you have worked online with a different device.

Step 2In the field without an internet connection, you log into WIS OFFLINE. You can show prior reports to the TM and later fill in your report, remembering to save or submit.

Step 3Once reconnected to the internet, log into your iPad so that you are working ONLINE and your report can be synchronized from the iPad to WIS.

Step 4When you log into WIS online via your laptop, all the data is synchronized. You will see a message saying that you have worked online with a different device.

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FREQUENTLY ASKED QUESTIONS

Questions Answers

I have issues with my access. What should I do?

Send an email to support@intercomtraining.com.

My direct report is not in the list of names in WIS

Contact your ROEM / ROC or contact support@intercomtraining.com

Can I set a reoccurring coaching sessions? No, you will have to create each session individually.

Will the coaching session that I have created in WIS be reflected in my MS Outlook?

No, it will not. You will have to create an Outlook event separately.

My coaching session was cancelled and re scheduled 2 days later, should I change the date.

You can leave it or change it as you prefer.

I am trying to complete my coaching report but the system will not allow me to enter data in that report.

Maybe you have more than 1 session scheduled in the system for that person and therefore you need to complete the report with the earliest date first

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FREQUENTLY ASKED QUESTIONS

Questions Answers

There is a file download error when I launch WIS

There could be an error while downloading the files. Try to close and launch back your browser. If this does not solve the issue, try to clear your browser’s cache and re-launch the browser. Contact the support email if the problem persist.

Can I use WIS offline in multiple devices Yes you may. However to avoid data overwriting you should only use one device at a time and synchronize the data back online before using another device.

I cannot work offline Check your browser compatibility. WIS offline can only work with IE10 (or higher), Chrome or Safari browser. IE9 and below are not supported.

I completed a coaching report on my IPAD, offline and it is not appearing in my Laptop

You need to connect your IPAD first to the internet & log into WIS so that the data synchronizes and then you will be able to see your report on your laptop