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Video Demos

Overviews for Managers
Manager How To (Positions/Job Topics)
Manager How To (Employee Related Topics)

Help Pages - Overview

Before You Begin Scheduling
Your First Schedule
- Enter Previously Scheduled Week
- "Navigate" to a New Schedule Week
Automatic Scheduling - Week to Week
Viewing / Editing Schedules
Employees Signing In
Mobile W2W Apps

Program Details

AutoFill - Automatic Scheduling
- AUTOFILL - How it Works
- - No Employees Assigned?
- - AutoFill by "Priority Group"
- - AutoFill by "Seniority" (Hire Date)
- - AutoFill Certain Positions Separately
- - Assign Employee Before AutoFill
- - Prevent AutoFill of Employee
- - Evenly Distribute "Special Shifts"
- - Ignore Employee Preferences
- - Minimum Time Off Between Shifts
- - Minimum Hours Per Week
- Why is Employee Over Max Hours?
- How far in advance can I schedule?
- How far back are schedules saved?
- How do I save my data?
- Create same shifts every week?
- Split Shifts - Multiple Shifts Per Day?
- What are Priority Groups?
- How to schedule monthly / biweeky?
- Max Hours / Shift Set Defaults?
- See open unassigned shifts
- Locate Imported Template Name
- Repeat shifts for # weeks?
- Add Multiple Employees To One Shift?
- Tasks During Shifts?
Publishing - Making Schedules Public
- PUBLISH - Why Publish?
- - Publish Open Schedule
- - Unpublish - Retract Schedule
- - Changes (after Publishing)
- - Preventing or Missing Messages
- Publish Part of Schedule?
- Publish only certain employees?
- Publish Automatically?
Importing Schedules (Templates)
- SCHEDULES - Edit/Copy
- - Save a Week Template
- - Create Day Template
- - Import Into Week or Day
- - "Undo" Import
- - Change A Saved Template
- - Import One Position/Category
- - Import a Day/Week from Future
- - Clear Workers - Unassign Shifts*
- - Delete a Template
Schedule Views & Layouts
- SCHEDULE VIEWS - Overview*
- - Chart of Functions for Each*
- - By Employee - Drag/Drop*
- - Calendar Daily View
- - Calendar Weekly View
- - Calendar Monthly View
- - By Position Daily & Weekly View
- - Sortable List Daily & Weekly View
- - Category Chart View
- - In-Out Time Chart View
- - Graphical Daily & Weekly View
- - Multi-Shift Edit Daily & Weekly View
- - Availability / Coverage Daily View
- - Statistics WEEKLY View
- - Statistics DAILY View
- - Statistics MONTHLY View
- SCHEDULE OPTIONS - Locations
- - Change Layout - Font, etc.
- - Change Start Date
- - Filter the View/Printout
- - Filter to Show Pinned Employees
- - Show Holidays - Days Closed
- - Send Individuals Schedules
- - Overtime Hours
- - Employee Names Missing
- Show Time Off on Schedule
- Repeating Assignments
- Hide Certain Employees
- Hide Days of the Week?
- Yearly Schedule View Statistics?
- Position Exclusion
- Employee Cannot See Schedule
- Hide Shift Times
- **Mobile App & Login
Positions - Jobs, Groups & Locations
- POSITIONS - defined
- - Add Position
- - Edit Position
- - Delete Position
- - Restore Deleted Position
- - Set Each Employee's Positions (Jobs)
- - Location-Specific Positions
- - Color Code Positions?
- POSITION GROUP - Create
- - Edit Position Group
- - Delete Position Group
- - How Position Groups Can Be Used
- Position Preferences - Skills
Printouts - Reports - Exporting
- PRINT Schedules - PDF / Printer
- - Daily/Monthly Schedules
- - Custom Reports
- - Daily Sign In Sheet
- - Print Time Sheets
- - Problems - Page Breaks, Colors
- EXPORT - Employee Details
- - Export Schedules & Data
- - Export Shift Data to Other Programs
- - Export to Google Calendar
- - Google Export - Just My Shifts
- - Google Export Trouble
- - Google - Sync Multiple Accounts
- - Export to Outlook
- - Export to (VCAL) Employees
- - Sync to iPhone Calendar
- Sign In Sheet - Multiple Days
- Track Late, Absences, Called Out, etc.
- Payroll Estimate Report
- Timeclock
- What do exports look like?
Email / Texts & Notifications
- Ways to Communicate
- EMPLOYEE EMAIL - Not Required
- - Notifications Sent to Employees
- - Add Employee Email
- - Edit Employee Email
- - Delete Employee Email
- - Email Marked "Invalid"
- - Email Marked "None"
- - Not Receiving Emails
- - Schedule Reminders*
- - Text Messages**
- - Add Employee Text Address
- Track shift change notifications
- My Email "Reply-to" Option*
- Text Messages To Me
- Stop Notices to Unscheduled Employees
- Can I stop notifications?
- List of Employee Emails
Employees - Viewing, Editing, Deleting
- EMPLOYEES - List (grid tips)
- - Employee Positions Grid
- - View Employee Details
- - Add Employee
- - Upload Employees
- - Revert Employee Upload
- - Edit Employee Information
- - "Bulk Edit" Employees
- - Custom Employee Fields
- - Pay Rates
- - Alert Dates
- - Send Alert Date Reminders
- - Edit Work Time Preferences
- - Delete Availability/Preferences
- - Track Preference Changes
- - Set FUTURE Repeating Preferences
- - Sort Order of Employees
- - Print Individual Monthly Schedules*
- - View Employees Not Scheduled
- - Sign Into Employee's View
- - Change Employee Login
- - Stop Employee Having Access
- - Suspend Employee - Stop Login
- - Delete or Deactivate an Employee
- - View Deleted Employee
- - Restore a Deleted Employee
- - Move Data Between Accounts
- - Date Preferences Last Changed
- - Differentiate groups
- Add Employee Numbers
- Let Employees Set Prefs / Cannot Work
- Student class times not available?
- Color code employees?
- All employees see others' phone?
- Can I track employees?
- What happens if delete employee?
- Set Employee Termination Date?
- Hide Staff List from Employees
- Set Employees to Not See Full Schedule
- Max Number of Employees?
- Independent Contractors
- Report / Print Preferences
Time Off & Cannot Work Times
- TIME OFF - Manager-Entered
- - Partial Day Time Off- Repeating
- - Time Off & Overnight Shifts
- - Approve & Keep Overlapping Shift
- - Employee Requests
- - List Page
- - Change/Delete Time Off Request
- - Block Time Off Dates
- - Using 'Shifts' for Time Off
- - Let Employees See All Time Off
- Differentiate types of Time Off?
- Cannot Work vs Time Off
- Set Cannot Work Times
- Find Time Off Request Timestamp
- Why preferences not showing?
- Time Off Report - Exclude Weekends
- Limit to Number of Time Offs?
- How Do Employees Request Time Off?
- Time Off - Change Decision
- How Can a Manager Request Time Off?
- Track Accrued Vacation Time?
Messaging & Text Alerts
- MESSAGING - How it Works
- - Send Message to 'Everyone'
- - Save Messages
- - Delete Messages
- - Auto Forward Messages to Email
- - Set up email "Reply To"
- - Sending Message Attachments
- Send an URGENT TEXT ALERT
- Automatic Shift Reminders
- Let employees message multiple
- Can I read employee messages?
Tradeboard - (Optional)
- TRADEBOARD - How it Works
- - Require Manager Approval
- - "At Will" Trades, Drops, Pickups
- - View Employee Tradeboard
- - Track & Approve Pending Trades
- - Track Trades
- - Pickup Request History
- Who Picked up Shift First?
- Trades Not Showing Up
- Tradeboard Shifts Missing
- - Open Scheduling - Shift Pickups*
- - Trades are Cleared When...
- Let Employees Pick Up Open Shifts
- Trade / Pick Up Part of Shift
- Cut Off Time for Trades or Pickups
- Trade Approval Comments?
- Employee with Tradeboard trouble?
- Unfilled open shifts on Tradeboard?
Notices & (Optional) Bulletin Board
- Your Company Bulletin Board
- Employee Home Page Notice
SETTINGS for Managers/Employees
- SETTINGS > Co & User Information
- Customize “Employee” Label
- SETTINGS > My Notifications
- EMPLOYEES - Set Permissions
- MANAGERS - Add/Edit
- - Edit & Set Manager Permissions
- - Edit Manager Emails & Notices
- - Delete a Scheduling Manager
- - Email Manager Sign In Instructions
- - Managers Who are Also Employees
- - Main Manager (About / Change)
- - Restrict Managers to Certain Employees
- - Manager Receiving Email but no Message
- Change Your Own Username or Password
- Managers can be signed in at once?
- Remove or replace a manager
Categories & Shift Colors - (Optional)
- CATEGORIES - Why Use?
- - Add Category
- - Edit Category
- - Delete Category
- - Set Shifts to Categories
- - Add Shifts Using Categories
- - Selectively AutoFill with Categories
- - Let Employees View Categories
- - Category Chart Schedule View*
- - Coloring Shifts
- - Category Default Colors
- - Create CATEGORY GROUPS
- Client Information
Special Scheduling Situations
- Multiple Locations or Departments*
- - One Account, Multiple Locations
- - Separate Accounts Linked for Billing
- Event Scheduling
- Rotational Schedules
- A and B Weekend Rotations
- Seasonal Companies
- Publishing an Open Schedule*
Troubleshooting - Problems - Tips
- Why Can't I Sign In?
- Grids Not Appearing in IE
- Menus Not Working
- Using HTML Code / Adding Links
- Add Map or Link to Shift
- After AutoFill - No Assignments*
- Nothing Happens When I Click...
- Window Blocked - Beeping
- No Employees Listed as Available
- Printing Problems - Breaks, Colors*
- Buttons Missing (Import, etc.)
- Blue Screen - Pages Not Updating
- Browser Issues - Spyware/Adware
- Not Receiving Emails*
- Receiving Emails but not Messages*
- Employees getting lots of changes
- Workaround Adding Employee Photo
- MAC troubleshooting
- Safari Mac Download Trouble
- Dates are Wrong in Excel Export
- Shift History - Tracking Changes*
- Does W2W Provide Training?
- Links Not Working?
- IE Compatibility Mode
- Maximum Shift Length
- Employees Can't See Trades in App
- Time Off Missing?
- Employee Trouble Signing In
- Text Validation Code Not Received
- Total Hours are Wrong
- One Username, Multiple Accounts?
- How To Do Rotations
- Time Display AM/PM or 24 Hour
- API Access?
- Employee Can't See Open Shifts
- View Multiple Accounts Together
- Why "Cannot Work" is Not Saving?
- Can I Resend a Notification?
- Can W2W Integrate With Others?
- Can Employees Confirm Shifts?
- Remove My Logo
- Why am I Seeing Last Month?
- Slow System Speed?
Concerns
- Privacy - Security
- VPAT - Section 508 Accessibility
- Employees - Email Not Required*
- Employee Sees Manager Interface?
- Stop Username/Password From Filling In
- SAML Compliant?
- IP Checking Security Feature
- Can I Get a Personal Demo?
- Other Languages
Geographic Access Restrictions?
Special Scheduling Needs & Scenarios
Pay Rates - Who can see them?
Prefs - Let Emps View Only?
Shift notes just for Managers?
Messaging - Send to Group
- Sort order of Positions
Time Off Report Date Range
Have Employees Signed In?
Upload documents to W2W?

Payment & Support Details

Payments - Linking Accounts
Support - Suggestions
WhenToWork, Inc W9

Manager Help - Manager Login & Interface

WhenToWork Online Scheduling

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