W2W Newest Features Added

"Bulk Edit" Employees
Quickly update multiple employee details

You can quickly update some or all employees on the Employees > List page grid.

This can be useful to update the AutoFill maximums for a number of employees at once or to select certain employees and quickly set them into a Priority Group.    MORE>


Quickly view break times and shift paid hours
Can help spot if a shift was entered with the wrong AM/PM etc.

The Grid schedule view now has three new columns you can use to view for each shift:

Paid Hours - the hours W2W is using for that shift (whether set manually or autocalced)
Total Hours - the actual time between the shift start and end time
Unpaid Hours - the difference between Paid Hours & Total Hours (so for instance the unpaid break time)

So by clicking for instance on the Pd Hrs column title twice you will sort the longest shifts to the top (which can help spot a shift set to the wrong AM/PM) or you can sort by the Unpd Hrs to be sure no shift looks like it has an incorrect unpaid break time.


Previous New Features:

Prevent employees from asking for certain dates off!
Managers with permission can set up Time Off "Blocked Dates"

On your Time Off> Time Off Blocked Dates page you can see a quick list and count of the approved, pending and denied time off for any date and you can add a block to any date to prevent new requests from being submitted.

Any date in the future can be blocked. You can block "All Positions" and have no requests for that date or you can specify a position or position group for the block and each date can have any number of positions blocked. Then when an employee who can work that position tries to submit time off that overlaps that date, they will be blocked and told they cannot request that date off.



Only managers with BOTH permission to "Approve / Deny Time Off" AND "Change Company Settings" can add time off blocks.  Other managers can see blocked dates but they cannot add or edit them.

Approve Time off and Choose to Keep Conflicting Shifts Assigned
Helpful when you have overnight shifts

Now on the Pending Time Off page, you will see a checkbox next to each conflicting shift.  If you uncheck a shift and then approve the request, that will keep the employee assigned to that shift.


The employee will receive a notification of the time off approval and also be reminded of the shift you chose to keep assigned if that shift is on a published week.

Now See Pending Time Off Requests along with Approved on the By Employee Schedule View

Managers with permission to approve time off can view and click any Pending Time Off on the By Employee view to approve or deny it right in the popup window.

If your Change Layout is set to show Time Off, you will now see not only the approved time off but also any pending time off.   You also can choose to keep any conflicting shift assigned if you like.

Restore Multiple Deleted Employees
Saves you time when restoring a number of deleted employees

Helpful for seasonal organizations who bring back many employees at once.

On the Employees>Deleted Employees page, you can now check off a number of employees and click the "Restore Employees" link to restore them all at once instead of one-by-one.


New Third Party Exports on Reports Page

Now we provide exports to:
  • DayForce
  • DayForce-Extended
  • NewWorld Systems ERP
  • Advanced Tracker
  • SunGard Pentamation
  • Aloha
  • Heartland

Notifications Emails are HTML
Any user can choose to change back to plain text


Now our email notifications are sent out as HTML.  If you have any trouble with the format of your notices you can always set your email back to receive the older "plain text" type emails on your Settings> My Notifications page by clicking to Edit the email and choosing "plain text" as the type.


Previous New Features Added:

View recently deleted shifts on new schedule view!
Managers with permission to add shifts can also restore deleted shifts

This new schedule view allows you to quickly search, find and filter through shifts that have been deleted from that schedule week in the past 45 days. You can review the deleted shifts to view when they were deleted and who deleted them.

Also managers with permission to Add shifts can Restore selected shifts to put them back in the schedule if needed and on published weeks you can check off to send a notification to affected employees. Note that when restoring shifts our system does not check for conflicts, so you may want to run 'Analyze Shifts' after restoring.

Also, all schedule views have a new "Recently Deleted Shifts" count link at the bottom of each week next to the Schedule History link, and the Shift History log of recent shift changes will include when a shift is deleted so you can see that information when running the ‘Export Recent Shift History’ off our “Reports” section.  MORE>


New "Shift Grid" Schedule View
Makes it easy to locate shifts and view any column of information

This new schedule view allows you to quickly sort, search, find, analyze and filter the list of shifts.

You can check the box to select some or all shifts and then send a message, unassign, send a shift reminder, copy to clipboard or delete the selected shifts.  You also can "Bulk Edit" shifts (see below).


Bulk Edit Shifts in a Week on the New "Shift Grid" Schedule View
Select shifts and make a change to all those shifts

On the new Shift Grid schedule view you can sort the view, check off all or some of the shifts and then click to "bulk edit" those shifts.

This allows you to quickly change the color, category, times, position, duration or description of selected shifts all at once.

New "Deleted Employees" Grid
Advance sort and find options

Now you can view the list of deleted employees and sort by any column, and the view defaults initially to put the most recently deleted at top of page.      
Managers with permission to Add Employees can also Restore an employee, which assigns them a new temporary username and password. It does not reassign them to any previously unassigned shifts. 

New Super Fast "FIND" Feature on Grids
Quickly search any grid to locate any employee or shift

As you start typing in the "Find" box, the grid will be limited to just matching employees on the Employee List pages or to those shifts on the new Shift Grid and Shift Change window.

Click the 'X' on the Find box or the yellow filter banner to cancel Find.

The Find feature looks in all the columns you have chosen with the ‘Select Columns’  

Customize our "Employee" Label
Now the Main Manager can choose from a list of labels

Some managers prefer not to label their workers as "employees." Now the main manager can customize this label on their Settings>Info page.

Choices now include: Employee, Contractor, and Worker. This affects what managers and employees see in our system and also the notifications that are sent out by email.

Note, however, our Help files & videos and support answers will still refer to the default ‘employee’ labels.


Handle Multiple Usernames with new "Switch List" Feature
Quickly access multiple usernames through a single login

Many users have multiple usernames, ex. if they have a manager and employee login, or if they are a manager or employee on more than one WhenToWork account.

Now you can pick your favorite login as your ‘power username’ and create a ‘switch list’ to associate your other usernames with it, then in the top menu a lightning bolt icon will have a drop down menu so you can quickly switch to another username’s display. This makes switching between displays easier, and if you “Shift-click” the username it will open the new session in a new browser window.

Note if the login details for a username in a switch list are reset or deleted, that username is automatically removed from all switch lists.

Managers can add other manager and employee usernames. Employees can only add other employee usernames. The usernames can be for another login on the same account, or a different account.



New Time Off Calendar Highlights Requested Days
Now you can see on the calendar the days included

When managers or employees add time off, as they choose the number of full days off the calendar will highlight the associated days in the request and the ‘Until midnight on …’ note will make it clear what the end date of the time off will be.