ETC/Employer Toolkit

Here’s Your Wheel Options Toolkit for Success! employeeetctoolkit

bicycleWelcome Employee Transportation Coordinators!
Wheel Options is a great opportunity to promote alternative transportation modes to your employees and an effective way to meet your employer commute trip reduction program goals. Read on for exciting details and ideas on how to successfully administer this annual campaign!VideoScreenShotwTextcoffee

Draft Your Commute Challenge!
If your employees live or work in King, Pierce or Snohomish counties they could qualify to be our commute champion!seattleMetro

The Contest
Employees are encouraged to sign-up for the challenge and save/share rides during July, August and September 2017.
Participants who log the most trips in each category during the challenge month will qualify to be our commute champion and may even be featured on transit ads during the statewide Wheel Options campaign in October.

  • July – Carbon-Free Commute – Walk, bike, run, roll, slow-jog, skip, jump, telecommute or compress your work schedule!
  • August – Rideshare – Vanpool or carpool!
  • September – Try Transit! Bus, rail, water taxi, streetcar & passenger ferry!

How to Enter

1. Employees can record their trips at www.WheelOptions.org or other partner sites – If your employees with Pierce Trips, please log your trips at Pierce Trips – your employees may already be registered if they participate in any of our partner sites- Wheel Options; RideshareOnline.com; Commute Seattle;  Community In Mbusotion; On The Move BellevueKirkland Green TripsCurb The CongestionGo RedmondIssaquah Salmon Friendly Trips—employees can continue logging their trips into their local network but they must join the challenge first! We are all connected as part of one larger rideshare/save community!bike

2. Alternatively, employees may record trips on paper Wheel Options entry forms. If using the paper calendar form, you must enter data into the online calendar on behalf of your employee(s). We recommend doing this every week or two as you can only rcarpoolhailetroactively enter trips for 28 days using the online Wheel Options entry tool or go to Pierce Trips . The deadline for you to enter data from paper forms is the first Monday after the challenge ends.

Your Tools

All the things you’ll need to run a successful Wheel Options campaign at your worksite are included in this toolkit:

  • A tutorial on how to run a Wheel Options campaign.
  • Sample communication pieces. Customize these emails to fit your worksite; highlighted portions need customization.
  • Paper entry form pdf.
  • Instructions and best practices for setting up and managing an employer network on www.WheelOptions.org (same management system as www.RideshareOnline.com) – or visit Pierce Trips.
ETC Best Practices (pdf files) Graphics
(pdf files)
Smart Rideshare Manual & Quick Instructions
Request-Admin-Rights

Organizational Set Up

Worksite Setup

Posters/Rack Card!
– BikeWalkPoster
RidesharePoster
TryTransitPoster
RackCard
Banner/Ads!
 – 120×120Letter Pages!
 – HorizontalPage
VerticalPage
Standard
Widescreen
Table of Contents

Being a Smart Rideshare Administrator

Smart Rideshare Glossary

Before You Begin

Helping Members Use Your Network

 seattleMetro bike       bicycle coffee
 carpoolhail  bus  CraftText
Add Users to Network Populating Your Network

Helping Members Use Your Network

Communicate Communicating With Users
Complete User’s Calendar Entry Forms
(pdf file)
Reports
Prize Drawings Paper Calendar Entry Form Prize Drawings
See Who Qualifies Incentive Programs
Brag!!! Zip Files Quick Instructions – Basic Training
Best Practices Library 
Download (9 pdf files)
Quick Instructions –  Incentive Program Training

Sign up to attend SmartRideshare Basic Training or Incentive Training

Promote Wheel Options
Plan Your Campaign as Soon as Possible

* Review this toolkit.

* Set up or update your employer network on the Wheel Options administrative site. If you need assistance, please contact your jurisdiction representative.

* Select the activities and messages you will use and tailor them to fit your company.

* Encourage employees to “like” Wheel Options on Facebook, and follow Wheel Options on Twitter, as there will be additional prizes and information over these social networks.

* Ask management for their support and a modest budget to help support your campaign. If your employer can’t provide prizes, just recognizing the efforts of those who participate or those who qualify for the Grand Prize can be gratifying for employees.

Notify Your Employees

* Display Wheel Options posters on message boards, in break rooms and in other common areas.

* Include some or all of the sample messages in company communications. Be sure to tailor all messages to fit your worksite(s).

* Use suggestions found in the “Additional Ideas” section of this toolkit to generate extra interest in your campaign.

Have Your Employees Enter to Win
* Online: Employees must sign up and log eligible commutes at www.WheelOptions.org. The online entry will be available beginning Oct. 1, 2016. The more often they log their trips, the more chances they have to win weekly prizes.

* Paper: Employees must return paper entry forms to you by Nov. 2. You enter their trip data using the proxy entry tool on www.WheelOptions.org by Nov 7. We recommend collecting and entering the paper calendars every week, as you can only retroactively enter commutes going back 28 days.

Follow up with Employees
* Thank employees for participating.

* Communicate your internal results. Let everyone know how many people participated, who won your worksite prizes (if applicable) and how much pollution was prevented during the campaign.

* Optional: Hold your own worksite prize drawing(s)

Other Prizes

Employee Emails

Use and amend some or all of the email messages suggested below to maximize your  employee reach.

Introductory Email  – remember to customize or delete where indicated!
SUBJECT: Introducing the Craft Your Commute Challenge, Summer 2017!

Hey King County commuters! Are you ready to craft your commute to become the top commuter? Start your July off right with the Wheel Options Around the Sound Craft Your Commute Challenge. Each month, participants will have the chance to compete for the top commuter spot in different mode categories throughout King, Pierce and Snohomish Counties! If you live or work in any of these counties, you could qualify!

July – Carbon- Free Challenge

Put on your walking shoes or grab your helmet—July is the Carbon-Free Challenge! Any trip you would typically complete with your vehicle qualifies—so from your daily commute and business meetings to a grocery trip or family outing. Could you think of a better month to get outside and enjoy the Pacific Northwest? Check out these walking and biking resources: www.feetfirst.org and their walking maps; King County bike resources, recreation maps; your local bicycle club, or statewide bike resource.

August – Share the Ride Challenge

Sharing is caring, right? Vanpooling and carpooling are a great way to reduce traffic congestion, save money and make new friends. Share the ride as much as you can in August and log your trips at WheelOptions.org (or RideshareOnline.com or other partner sites) for your chance to be the top sharer in the county! Register at WheelOpitons.org today – already have an account? Start logging your trips or search for a vanpool or carpool ridematch. Want to know more about vanpools? Visit King County Metro Vanpools and watch Your New Commute video!

September – Try Transit

End summer on a high note by trying transit! Hop on the bus, Link or Sounder Train to become the county’s Transit Titan. Unsure about trying transit? Visit the Trip Planner to get started for your commuter or take a weekend and bus to a Mariners Game, Washington state fair or other fun event.

King County Metro Sound Transit Community Transit Pierce Transit

October – Statewide Wheel Options campaign!

How it Works

Each month, participants will sign up for the challenge and then  log their saved/shared trips at WheelOptions.org – or other partner site. At the end of the month, the top-ranking commuters <most miles tracked> will be identified by the Wheel Options Around the Sound Committee Members. Identified commuters will be sent a nomination form asking about their commute (questions based on the mode category). The Committee will select three winners per county, per challenge who will win a prize pack valued at $100. Additionally, winners may be featured on transit ads around their respective counties.

You may already be signed up if you participate in any of our partner sites: Wheel Options; RideshareOnline.com; Commute Seattle;  Community In Motion; On The Move BellevueKirkland Green TripsCurb The CongestionGo RedmondIssaquah Salmon Friendly Trips—feel free to keep logging into your local network; we’re all connected as part of one larger community.

Send on or around June 1st  – remember to customize or delete where indicated!

SUBJECT: Craft Your Commute: the Carbon-Free Challenge starts July 1

The Craft Your Commute Carbon-Free Challenge begins July 1 in King, Pierce and Snohomish Counties!  Leave the car at home during the month of July and reap the benefits of getting outside and enjoying the fresh air. Any trip you would typically complete with your vehicle qualifies.

The top walker or bicyclist (or roller, runner, skateboarder or non-motorized option) at the end of this month will be sent a nomination form to win a reward pack ($100 value) PLUS an ad on local transit routes! Three winners from each county will be selected by the Wheel Options Around the Sound Committee out of the qualifying participants. Get more out of your smart trip: Post a photo of you biking or walking to the Wheel Options Facebook page for your chance to win weekly gift codes!

<if you have any to offer – add your workplace prize here>

Think you live too far to bike or walk? Try it with transit! For bicyclists, buses in King, Pierce and Snohomish Counties are equipped with bike racks to get you to where you need to go.

So, are you ready to become the top commuter? Lace up your shoes, adjust your bike seat and get moving! Log all trips at WheelOptions.org for your chance to be crowned the Carbon-Free Tsar!

Need a help finding the best route to walk or bike? Contact me, your Employee Transportation Coordinator, at <phone number> or <e-mail address>. All employees are encouraged to participate!

Send on/or around JULY 5

SUBJECT: Freedom to Craft Your Commute

The Craft Your Commute Carbon-Free Challenge has officially begun! Now that the holiday is over, it’s time to get back into the swing of things—including smart commuting to work and everywhere else you typically drive!

Carbon-free commuting means walking or using a bicycle (or rolling, running, skating, boarding) instead of taking the trip in your car. The top carbon-free commuters who log their trips at WheelOptions.org will be sent a nomination form to be considered for a reward pack ($100 value) AND to be featured on transit ads around the county. Three winners in each King, Pierce and Snohomish Counties will be chosen!

<Insert workplace challenges/prizes>

Get more out of your smart trip: Post a photo of your crafted commute to the Wheel Options Facebook page for your chance to win a $25 gift code weekly!

Contact me, your Employee Transportation Coordinator, at <phone number> or <e-mail address> for assistance in planning your trip. All employees are encouraged to participate!

Send on or around July 10

SUBJECT: Are you the Carbon-Free Go-Getter?

Think you’re the top bicyclist or walker in the county? This is your chance to reign supreme, win a great prize pack ($100 value) AND be featured on transit ads around the county.

The fun doesn’t stop there: Post a photo of you biking or walking to the Wheel Options Facebook page for your chance to win weekly $25 gift codes. Sweet deal, right?

<Insert workplace challenges/prizes>

Any trip you take that replaces driving alone qualifies. Who wants to be in a car in the beautiful summer Pacific Northwest weather, anyway? All trips count so bike or walk to work, the store, farmer’s market or waterfront instead of using a motorized vehicle. After a day of enjoying fresh air, remember to log all of your trips at WheelOptions.org to qualify or Paper entry forms are available at … (describe where employees may find paper forms).

I’m here to help you become the Carbon-Free Casanova! Contact me, your Employee Transportation Coordinator, at <phone number> or <e-mail address>. All employees are encouraged to participate!

Weekly emails!

Send on or around July 17

SUBJECT: Pedal or Walk Your Way to the Top

Hey, commuters!

July’s Carbon-Free Challenge is halfway over, have you logged your walking and biking trips so far at WheelOptions.org? You don’t want to miss out on your chance to be the top commuter in the county!

Now is also the perfect time to post your photo to the Wheel Options Facebook Timeline. Post a photo of you biking or walking to the Wheel Options Facebook page for your chance to win a $25 gift code weekly.

Don’t miss your chance to be the top walker or biker in the county—visit WheelOptions.org now! You could win a great prize pack ($100 value) AND be featured on transit ads around the county.

<Insert workplace challenges/prizes>

Contact me, your Employee Transportation Coordinator, at <phone number> or <e-mail address> for assistance in planning your trip. All employees are encouraged to participate!

Send on or around July 24

SUBJECT: Carbon-Free Today, Rideshare Tomorrow

This is the last week of the Carbon-Free Challenge but don’t fret: The Share the Ride Challenge Starts August 1!

Share the ride by vanpooling to work or carpooling to work, the game, the festival—anywhere! Log all shared trips at WheelOptions.org for your opportunity to become the top ride sharer in King, Pierce or Snohomish Counties!

Like the Carbon-Free Challenge, you could win a great prize pack ($100 value) AND be featured on transit ads around the county. Three winners per county will be chosen by nomination form, sent to the top commuters in each county based off of trips logged. Paper entry forms are available at … (describe where employees may find paper forms).

<Insert workplace challenges/prizes>

While you’re waiting for the Share the Ride Challenge to start, keep walking and biking for the remainder of July at WheelOptions.org AND post your bike/walk/roll selfies on the Wheel Options Facebook page for a chance to win a $25 gift code. The last drawing for this mode challenge is next Monday!

Contact me, your Employee Transportation Coordinator, at <phone number> or <e-mail address> for assistance in planning your trip. All employees are encouraged to participate!

JULY 31

SUBJECT: One Step Closer to Being the Top Commuter

You came, you conquered and now it’s time to log all of your carbon-free trips for the month of July by August 7 to be eligible to receive a nomination form to claim your spot as a top commuter in your county!

The top walkers and cyclists will be identified by the Wheel Options Around the Sound Committee Members. Then, top commuters will be sent a nomination form asking about their carbon-free commute. The Committee will then select three winners per county, per challenge.
This may be the end of one challenge—but it’s the beginning of another! The Share the Ride Challenge zooms in this August. Share the ride by vanpooling or carpooling to work, the game, the festival—anywhere! Log all shared trips at WheelOptions.org for your opportunity to become the top ride-sharer in King, Pierce or Snohomish Counties!

Contact me, your Employee Transportation Coordinator, at <phone number> or <e-mail address> for assistance in planning your trip. All employees are encouraged to participate!

Wheel Options — your trip, your way!