mgrhelp

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Questions? Email support@when2work.com

Video Demos

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

Help Pages - Overview

  • Before You Begin Scheduling
    • Quick Overview
    • Setup Steps
    • Multiple Locations or Departments
    • Trial Tips - Help & How To's
    • Add Your Positions (Jobs)
    • Add Your Employees
    • Upload Employees from a CSV File
    • W2W "Must See" Features
  • 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
    • AUTOFILL - Automatic Assignments
    • - Results Summary Auto Assign
    • Make 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
    • Export to Clipboard
    • Send Schedule Reminders
    • Can W2W Create the Shifts?
    • Showing Schedule to Third Parties
    • Enter Availability for the Staff
  • Viewing / Editing Schedules
    • The 12 Schedule Views
    • By Employee View - DRAG/DROP
    • Shift Grid (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 Shift
    • - Double book - 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
    • - Search for Shifts
    • - History - Track Changes~
    • SCHEDULES - Add 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*
    • - History - Track Changes Schedule
    • Mobile Login*
    • Multiple Usernames / Switch List
  • Employees Signing In
    • EMPLOYEES - Let Them Sign In?
    • Everyone has a 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 Employee from Being Autofilled
    • - Evenly Distribute "Special Shifts"
    • - Ignore Employee Preferences
    • - Minimum Time Off Between Shifts
    • - Minimum Hours Per Week
    • **How far in advance can I schedule?
    • **How far back are my schedules saved?
    • **How do I save my data?
    • **Create Same Shifts every week?
    • **Split Shifts - Multiple Shifts Per Day
    • **What are Priority Groups?
    • **How do I schedule monthly?
    • **How can I see open shifts?
    • **Repeat shifts for # weeks?
  • Publishing - Making Schedules Public
    • PUBLISH - Why Publish?
    • - Publish Open Schedule
    • - Unpublish - Retract Schedule
    • - Changes (after Publishing)
    • - Preventing or Missing Messages
    • **Publish Only Certain Employees?
  • Importing Schedules (Templates)
    • SCHEDULES - Edit/Copy
    • - Create Week Template
    • - Create Day Template
    • - Import Into Week or Day
    • - Change Template
    • - Import One Position/Category
    • - 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
    • **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
    • POSITION GROUP - Create
    • - Edit Position Group
    • - Delete Position Group
    • - How Position Groups Can Be Used
    • Position Preferences - Skills
  • Printouts - Reports - Exporting
    • Print Schedules
    • **- Daily/Monthly Schedules
    • - Custom Reports
    • - Daily Sign In Sheet
    • - Problems - Page Breaks, Colors
    • EXPORT - Employee Details
    • - Export Schedules & Data
    • - Export Shift Data to Other Programs
    • - Export to Google Calendar
    • -Export to Outlook
    • -Export to Outlook (VCAL)
    • - Export to QuickBooks
    • -Export to CompuPay
    • -Export to ADS
    • - Export to NETtime
    • - Export to PayChex
    • - Export to ADP ezLaborManager
    • - Export to ADP PayForce
    • - Export to ADP TimeSaver
    • Track Late, Tardy Called Out, etc.
    • **What do exports look like
  • Email Addresses & Notifications
    • Ways to Communicate
    • EMPLOYEE EMAIL - Not Required
    • - Notifications Grid
    • - Add Employee Email or Text Message Address
    • - Edit Employee Email
    • - Delete Employee Email
    • - Email Marked "Invalid"
    • - Email Marked "None"
    • - Not Receiving Emails
    • - Schedule Reminders*
    • - Text Messages
    • Track Recent Shift Change Notices
    • My Email "Reply-to" Option*
    • Text Messages To Me
    • **Can I stop notifications?
  • Employees - Viewing, Editing, Deleting
    • EMPLOYEES - List (grid tips)
    • - Employee Positions Grid
    • - View Employee Details
    • - Add Employee
    • - Upload Employees
    • - Revert Employee Upload
    • - Edit Employee Information
    • - Custom Employee Fields
    • - Pay Rates
    • - Alert Dates
    • - Send Alert Date Reminders
    • - Edit Work Time Preferences
    • - Delete Availability/Preferences
    • - Track Preference Changes
    • - Sort Order
    • - Print Individual Monthly Schedules*
    • - Sign Into Employee's View
    • - Change Employee Username & Password
    • - Stop Employee Having Access
    • - Delete or Deactivate an Employee
    • - View Deleted Employee
    • - Restore a Deleted Employee
    • **- Differentiate groups
    • **Student class times not available?
    • **Can Employees be a certain color?
    • **All Employees see others' phone?
    • **Can I track Employees?
    • **What Happens If Delete Employee?
  • Time Off & Cannot Work Times
    • TIME OFF - Manager-Entered
    • - Partial Day Time Off- Repeating
    • - & Overnight Shifts Unassigned
    • - Employee Requests
    • - List Page
    • - Change/Delete a Time Off Request
    • - 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
    • **Why preferences not showing?
  • Messaging & Text Alerts
    • MESSAGING - How it Works
    • - Send Message to 'Everyone'
    • - Save Messages
    • - Delete Messages
    • - Auto Forward Messages to Email
    • - Set Up Message "Reply To"
    • - Sending Message Attachments
    • Send an URGENT TEXT ALERT
    • 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
    • - Open Scheduling - Shift Pickups*
    • - Trades are Cleared When...
    • **Employee with tradeboard trouble?
    • **Unfilled 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 Email / Text 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
    • - About the Main Manager (Change Main Manager)
    • - 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
  • Special Scheduling Situations
    • Multiple Locations or Departments*
    • - One Account, Multiple Locations
    • - Separate Accounts Linked for Billing
    • Event Scheduling
    • Rotational Schedules
    • **A and B Weekend Schedules
    • 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
    • After AutoFill - No Assignments*
    • Nothing Happens When Click...
    • Popup Windows 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
    • Dates are Wrong in Excel Export
    • Shift History - Tracking Changes*
    • **Does W2W Provide Training
    • **Links Not Working?
    • **How To Do Rotations
  • Concerns
    • Privacy - Security
    • Employees - Email Not Required*

Payment & Support Details

  • Payments - Linking Accounts
    • Pricing - Rates - Fees
    • **Need an Invoice?
    • Paying Online
    • Payment by someone without a sign in
    • 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 is a Group Administrator?
  • Support - Suggestions
    • Contact Customer Support
    • Retrieve Username/Password Automatically
    • Making Suggestions

Time Off & Cannot Work Times

  • TIME OFF - Manager-Entered
    • - Partial Day Time Off- Repeating
    • - & Overnight Shifts Unassigned
    • - Employee Time Off Requests
    • - List Page
    • - Change/Delete a Time Off Request
    • - 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
  • Why preferences not showing?
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