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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
Time Off & Cannot Work Times
TIME OFF - Manager-Entered
- Partial Day Time Off- Repeating
- & Overnight Shifts
- Employee Time Off Requests
- List Page
- Change/Delete a Time Off Request
- Block Time Off Dates
- Using 'Shifts' for Time Off
- Let Employees See All Time Off
Differentiate types of time off?
Limit to Number of Time Off Requests?
Cannot Work vs Time Off
Set Cannot Work Times
Why preferences not showing?
Track Accrued Vacation Time?