FINANCE & ACCOUNTING

Please review the mail handling process below. Coaches are responsible for ensuring their GMs understand and follow these steps. Coaches must also complete their portion of the process consistently. If you or your GM have anything that makes scanning not possible, please email mail@VibeRestaurants.com, and HQ will work with you on a solution.

Expectations: 

• All store managers are expected to know how and where the mail is delivered.

• Coaches are expected to ensure all locations that have mail delivered to a mailbox provide the box number and key to the store manager.

• Coaches ensure the Vibe Store Mail Spreadsheet" linked here is filled out by the GM. 

• Mailbox numbers and keys can be obtained from the local post office. (Reach out to Accounting if documents such as a lease or utility bill are needed to obtain a key.)

• Managers are responsible for letting their coach know if they misplace a mailbox key.

• There should be a designated place in the restaurant for mail. This can be a file folder, wall file folder or something similar that is labeled “mail”.

• Store managers will pick up the mail daily and place it in the designated area.

• Coaches will collect the mail on their store visits.

• Coaches will send the mail to Vibe HQ by scanning it and emailing it to mail@viberestaurants.com.

  • • If scanning is not possible, contact HQ so we can find a solution.

• A free scanning app can be downloaded for both Android or iPhone from Adobe Scan, or  CamScanner.

• Each store’s mail should be sent to Vibe HQ after each store visit but no less than once per month.

• The subject line of the email must be the date and the zone number.

Exceptions:

• Mail labeled urgent, past due, cancellation notice, cut off notice, or disconnection notice should be opened immediately and sent to the coach.

• Mail delivered in person by an agent (fire marshal, taxing authority, sheriff) should be opened immediately and sent to the coach.

• All checks need to be mailed to HQ.

• Stamps and envelopes can be purchased by coaches or general managers.