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new W2W help pages



Questions? Email support@when2work.com

Video Demos

  • Overviews for Managers
    • Manager Interface Overview (Demo)
    • Uploading File of Employees (Demo)
    • Creating Your First Schedule (Demo)
    • Quick Future Schedules (Demo)
    • Email And Text Notifications (Demo)
    • Additional Account Managers (Demo)
    • App for iOS (Demo)
    • Schedule Grid View (Bulk Edit) (Demo)
    • Recently Deleted Shifts View (Demo)
    • Setting Up Multiple Locations (Demo)
    • Multiple Locations in One Account (Demo)
    • Multiple Accounts Linked in Group (Demo)
    • Multiple Usernames / Switch List (Demo)
    • Double-booking (Demo)
  • Manager How To (Positions/Job Topics)
    • Positions - Add New (Demo)
    • Editing Positions (Demo)
    • Setting Optional Position Preferences (Skills) (Demo)
  • Manager How To (Employee Related Topics)
    • Add New Employees (Demo)
    • Send Sign In Instructions (Demo)
    • Editing Employees (Demo)
    • Deleting Employees (Demo)
    • Track Attendance Sick, Tardy & No Show (Demo)
    • Payrates (Demo)
    • Managing Optional Alert Dates (Demo)

Help Pages - Overview

  • Before You Begin Scheduling
    • Quick Overview
    • Setup Steps
    • Simple Scheduling
    • Multiple Locations or Departments
    • Trial Tips - Help & How To's
    • Add Your Positions (Jobs)
    • Add Your Employees
    • Floating Employees
    • Upload Employees from a CSV File
    • W2W "Must See" Features
    • W2W Newest Features Added
  • Your First Schedule
    • Enter Previously Scheduled Week
    • "Navigate" to a New Schedule Week
  • Automatic Scheduling - Week to Week
    • Create New Schedules
    • IMPORT - Week or Template
    • - Results Summary Import
    • - "Undo" Import
    • AUTOFILL - Automatic Assignments
    • - Results Summary Auto Assign
    • Quick Schedule Changes
    • Add Notes to the Schedule
    • ANALYZE Shifts for Conflicts
    • PUBLISH Your Schedule
    • Make Changes (after Publishing)
    • Email Schedules to Employees
    • PRINT Schedules - PDF / Printer
    • Export to Clipboard
    • Send Reminders / Message Employees Working a Certain Date
    • Can W2W Create the Shifts?
    • View Schedules Without Login - Read Only
    • Enter Availability for the Staff
  • Viewing / Editing Schedules
    • The 13 Schedule Views
    • By Employee View - DRAG/DROP
    • Schedule Grid View (Bulk Edit)
    • Recently Deleted Shifts
    • SHIFTS - Click to Edit/Delete/Clone
    • - Replacements - Who's Available
    • - Add Shifts
    • - Delete Shifts
    • - Edit/ Delete Multiple Shifts
    • - Delete / Unassign Multiple Shifts
    • - Change Position of Shift
    • - Add Lunch or Breaks
    • - Shift Start & End Time
    • - Set Paid Hours of Shifts - Breaks
    • - Doublebook - Overlapping Shifts
    • - Repeat Shifts Over Multiple Weeks
    • - Clear (Unassign Multiple Shifts)
    • - Manually Assign Employees
    • - Shifts missing?
    • - Split Shifts - Multiple Shifts Per Day
    • - Find - Grid Search
    • - Add Shift - Set Default Position
    • - Search for Shifts
    • - History - Track Changes~
    • SCHEDULES - Add Meetings / Daily Notes
    • - Automatic Notifications Sent
    • - Track Who's Seen Schedules
    • - Delete a Schedule Week
    • - Show to Third Party
    • - Who's On Now / Later
    • - Log In Via Phone/Tablet*
    • - Track Schedule History (Publish, Import, AutoFill)
    • Mobile Login*
    • Multiple Usernames / Switch List
  • Employees Signing In
    • EMPLOYEES - Let Them Sign In?
    • Everyone has a Unique Username
    • Send or Print Sign In Instructions
    • Work Time Preferences
    • Control What Employees Can Do
    • What do Employees see?
    • Let Employees Add / Edit Shifts
    • Employees Not Seeing schedules?
    • View Employee Help Pages
  • Mobile W2W Apps
    • Mobile Version Tips
    • Android App
    • Signing In with Blackberry
    • Windows & All Other Smartphones

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
    • Pricing - Rates - Fees
    • Create / Print Invoice?
    • Paying Online
    • Payment without login
    • Your Total Number of Employees
    • Upgrade to Higher Paid Level
    • Upgrade if Exceeding Paid Level
    • SETTINGS > Billing - Create Invoice~
    • SETTINGS > Billing - Pay by Check~
    • Create Linked Account - Bill Together
    • What Happens When My Account is Expired?
    • Cancel Linked Account
    • What is a Group Administrator?
    • What Happens When I Pay?
    • Non-Profit 501(c)3 Pricing?
  • Support - Suggestions
    • Contact Customer Support
    • Retrieve Username/Password Automatically
    • Making Suggestions *
    • Close My Account - Cancel Subscription
  • WhenToWork, Inc W9

Navigation
    Before You Begin Scheduling‎ > ‎

    Trial Tips - Help & How To's

    Quick Links

    How do I start?
    Employee access
    "Must see" features
    Ways to communicate
    Basic scheduling
    Tracking & reports
    Special scheduling situations
    Printing & exporting
    Employee availability

    How do I? 

    EMPLOYEES Add View/Edit Delete
      Remind Permissions Export
    POSITIONS Add Edit Delete
     
    SHIFTS Add Edit/Copy Delete
    Repeat Drag/Drop Unassign
      Trade Search Track
     
    SCHEDULES Create Edit/Copy Delete
      Import AutoFill Publish
      Print Send Analyze
      Layouts Track Export
     
    EMAIL / TEXT Add Edit Delete
     
    PREFERENCES Add Edit Delete
     
    TEMPLATES Add Edit Delete
     
    TIME OFF Add Edit Delete
     
    LOCATIONS Add Edit/Delete View
     
    CATEGORIES Add Edit Delete
     
    MANAGERS Add Edit Delete
     
    MESSAGE / TEXT Send Save Delete
     
    REPORTS   Create Export
     
    EXPORTS Hours Schedule Stats
    WhenToWork.com Online Scheduling

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