 and we're live. Welcome everybody. Welcome everybody. We're just going to take one or two minutes to let everybody get joined and settled in before we actually go ahead and get started. So hang tight and we will be getting started in one or two minutes here. Welcome everybody who just joined. Like I said before, we are just going to wait one or two minutes to let everybody get joined and settled in before we go ahead and get started with any webinar content that we have for you all today. While we wait, feel free to use the chat tool. You can chat into us, let us know where you're joining us from, what kind of work you are scheduling, time tracking for, and just overseeing. It's always kind of fun for us to get to know you all better before we get started. Right. The joiners have slowed down, so I think we're free to get rolling here. Awesome. All right, so yeah, we're glad that you guys could join us today and we're excited to address any questions you have about when I work and not just address them but show them, show the answers or anything that needs to be shown in an account so you can familiarize yourself with that process and we can show you how to do certain things. This webinar is directed by the people that are joining us and so during the next 30 minutes we'll be answering your when I work related questions. We're going to show you ways that you can save time when scheduling and when I work as well as cut down on overtime costs, cut down on the time it takes to run payroll to almost nothing. It's just going to be great and we're excited that you guys are joining us and you're going to submit questions and speaking of submitting questions. At any time, including right now, feel free to start sending in any questions you have through Zoom's Q&A feature which is located in the taskbar toward the bottom of the Zoom window. The questions will be flowing in and we're going to get to as many as we can. If your question does not get answered and you would like further help, you can always chat with us or the care team after the webinar from the when I work app web app and listen for more information toward the end on how to get in contact with us and customer care. Whether you're totally brand new to when I work and this is kind of your first time exploring it or looking into it and you're just checking our plans out, we'll outline at the end how you can go about upgrading your account that may be on a trial. If you like the tools we showed you today, if you're joining just to ask questions about an existing account, we welcome those as well. So let's get started. All right. We have a couple of questions in here already and I just wanted to quickly say thanks everyone that chatted with us. We have so many different types of companies joining us today. So any questions you have about your setup is totally welcome. We are used to seeing tons of different types of companies talk to us and we've talked to so many different types of use cases. So we welcome any kinds of questions that you have and again you can pop all of those questions in the Q&A button. That's where I'm going to be looking for all those questions and grabbing as many as I can. So we have the first question from Sandra and she says, I have two other managers that work with me. Am I the only one allowed to schedule my employees or can I set them up to be able to schedule other employees as well? That's a great question. So when I work has four access levels which are like a role and it directly correlates with the person's permissions and what they can do in the account and good news is you are not the only person if you're the admin that is allowed to manage the schedule. You can adjust people's profiles to make them a supervisor or a manager as those two access levels can also manage the schedule and employee level users in the account. So on the employees page you'll see above each profile each person's name it'll show their access level in the account and those four access levels are employee, supervisor, manager and then the admin and they kind of go in order of what they can do in permissions. The admin has full control over the account, can manage anybody and everybody in the account. Managers are this is the second highest access level and they can manage all schedules, all employees and lower access level users and they kind of have basically all the same permissions as the admin does the only difference between a manager and the primary difference between a manager and the admin would be access to the account and billing page to like change the plan or adjust the billing information and whatnot. Supervisors they can manage the schedule they can manage employees by default they don't have access to view like employee rate information at all that access can be given to them in their profile. Let me see if where's my supervisor here. Here emerald is my supervisor in this account so if I wanted to give him a supervisor the ability to view wage information that would be in the advanced details tab of his profile and you just click can view wages and save employee and if you were wanting to make somebody let's say we're going to make Alice change her access level from employee to something else that's done on that first profile page of the profile tab when you click on her name on the employees page and then you just adjust the role and then click save. So great question but yes you can you can divvy out and share responsibilities in the account to other people. Great our next question is about the scheduler and Anna asks I have three different departments and I'm wondering if I can actually split these up in when I work or do they all have to be on the same schedule? That's another good question that I could probably go on for 20 minutes but I'll try to keep it short. So two primary ways to do that or to designate the location of a shift or a department or where the shift takes place. The first one I'm going to outline I feel like is used I don't even know if I would just be guessing at percentages so I won't even say but I feel like it's a good 50-50 split and it really which one which route you want to take really comes down to your personal preference. So the first way I'm going to outline is when you use multiple schedules in a single account to designate again either a location or a department or a team or a group of employees. On this account you can see that there's actually three different schedules this is kind of a this account was created as like a cafe with all these famous chefs or whatnot that were all incorporated into it so this account has three separate schedules for the front of house the back of house and then a master schedule and so you can use multiple schedules to work different schedules you just select them here we're in the scheduler portion of the web app and so you can just choose which schedule you want to work on and the employees that are assigned to that schedule in their profile will show up there to be assigned shifts on that schedule and then you can assign the same employee to multiple schedules in the account so they can you can see what they have so let's actually show you what that looks like quick I'm going to oh this is opening a pandora's box I'm going to just quickly use the auto scheduling tool and if there's any questions about this specifically we can outline those later so I'm just going to quick I'm going to assign these shifts out through the auto scheduling tool which uses an algorithm to assign shifts out so I'm just going to do that quick looks like we got one that didn't have a spot and I'm just going to save shifts because I'm not super worried I'm just trying to show that what shifts look like if they're if they're if an employee has been assigned to multiple schedules and they have shifts assigned to them on both schedule so let's look at Carla here so Carla is assigned to the front of house and also the back of house schedule so when you go to the back of house schedule you actually see her shifts that were assigned to her on the other schedule and this just helps you avoid assigning conflicting shifts to the same employee if they're already scheduled shifts at a different location so the second way to do this would be to have one master schedule and there are people that live and die by just having everybody regardless of what team or department or location they're working at all present in the same main schedule in the account and that just reduces having to switch between them and whatnot and like I said either it really just comes down to preference because you you're not going to schedule conflicting shifts because they show up on whatever schedules you're in but some people again just like to have one main master schedule and then they would use the job sites feature and when I work to designate a shift location a department or a team that they could quickly filter through so like let's say again this one this account is a cafe and they do have job sites here so we've got like a food truck job site or a state fair booth job site and I just want to show you how you can kind of quickly filter a single schedule to show the different to highlight the different job sites and whatnot so let's say this server shift on the Thursday is actually taking place no that's not tags actually taking place at the state fair booth and then I'm going to open up the view options here this left menu in the scheduler it also it can be collapsed I've seen a lot of questions come in about I can't publish my shifts and it's just because it was collapsed so you can expand it by clicking that arrow there and we are going to I don't need to filter that these are the position filters tags filters and job site filters here so I'm actually going to change view shift colors so you you can assign a shift a color to a shift or a shift template to a position and also two job sites in the account and then when your scheduler you can choose which kind of color scheme you're viewing the shifts by so you can select position and in this case I'm going to select job site so that quickly shows me everybody who has a shift that is assigned to a job site because that job site has a specific color assigned to it which is very very cool and helps with visibility and to see who's on what team or at what location so you can either use to answer your question quickly you can either use multiple schedules for that purpose or you can have one main schedule and use the job sites feature and if you want to manage and create job sites if you haven't already this is the workplace menu in the navigation bar and that has kind of all of those pages listed out listed out for you to manage them including the job sites so here you can add a job site you can edit and change the color of a job site I like orange so we'll do whatever that color is named honey orange or canyon more orange I like canyon and then when we'd go back to the scheduler ah why wait I changed the wrong job site color there we go so if I made that purple and then I was viewing shift colors by job site that would show it bright and purple so it's easy to know what team what job site is attached to it what department however you're using job sites for great thanks sorry our next question is from Josh and he says I started my when I work trial just to figure out if the scheduling tool was right for me but I wanted to learn a little bit more about attendance and how that works with when I work it's a general question these are these are dangerous for me because I feel like I could take one question and talk for 30 minutes on it so I will again try to keep this short so when I work as two main platforms every account has the scheduling platform and the time clock and attendance platform can be it's included on all the trials but once you're selecting a paid plan you can choose to incorporate that some people just use when I work for scheduling and not for tracking time if you are on an account that will be using the attendance platform I can definitely highlight kind of how that works and in conjunction with the scheduler so when there are shifts present in the schedule and they are published employees can clock in for those shifts through when I work and if they when they clock in for a shift and they let's say they so Julia here today started at 8 a.m. so if she started she went to clock in at 7 a.m. when I work would automatically associate all the details with that shift with her time entry and her time sheet so it makes that easy she wouldn't have to like select the position or the schedule or the job site or any of those options so if she's clocking in up to an hour before the shift and anytime throughout the shift's duration all she has to do is clock in through an available time clock method which I will highlight in probably 20 seconds and her time entry will be recorded into with all the details all the pertinent details I'll actually kind of show you what that looks like even though she's not technically clocking in what day is it today so show shifts so actually I'm gonna I'm gonna come back to this I'm gonna quickly highlight the three time time clock methods Marie don't let me forget to come back to show what a time entry looks like so these are the attendance settings page I did that too quick this is the gear menu and the navigation bar and this takes an admin or a manager level access user to the kind of the the settings pages for integrations attend settings scheduling settings general settings a manager would not have access to the account and billing page only the admin would so you can enable the option to clock in from the mobile app you can choose to restrict locations clock in or clock out locations and also how far you want your team to be whatever radius they need to be near or within to clock in for their shift location the same is true for clocking in from their profile when logged in on a computer browser so it's those are basically the same same sections just for different time clock methods and then the time clock can also be set up as a like on a computer browser on a mobile device or on a tablet using a time clock terminal so from a computer there's no apps or anything that you need to download you would just log in manager supervisor manager or admin would log in and they'd click lock as terminal and then that browser window would shut down and basically the whole thing would be a terminal that employees can kind of use to enter their email or employee ID assigned to them to clock in and out on a mobile device or tablet you would download the time clock terminal app from the app store and then authorize it in a very similar way by logging in and then they can use that device or tablet to record their times as a time clock terminal so those are the three main clock in methods when it work offers and I'm not forgetting to go back to the time sheets all right so this is today so I have in a time sheet I have selected or I think I've selected where did that that hide from me I said show shifts and then now that shows shifts oh no hide shifts I'm just missing it all right so in a time sheet you have this option up at the top right to show the scheduled shifts or to hide them so anything that's in gray those are not time entries that's just showing you the details for their scheduled shift if you want to compare or contrast the the actual punches with their thing and this is also nice if they forgot to clock in and then they worked the the times they were scheduled you can quickly add a time entry with all of their scheduled shift details with one click and so that's what I just did so if Julia had clocked in for this shift through one of the time clock methods available to her as I said if she clocked in within that first hour or anytime throughout the duration of the shift it would automatically be assigned to the schedule in the position associated with that shift the shift had a 30-minute unpaid unpaid break entered into it so that automatically got added if you allow your employees to record those breaks on their own that option is really easy from any of the time clock methods that they would use and they would just kind of start the break in in the break in the the time that they were on break would show up in their time sheet in the detail cell here once they finish clocking out and I think that's if I missed anything glaring with the attendance let me know Marie but I feel like that's a good kind of 10 000 foot overview of that product perfect I think that shows how well our scheduler and our attendance tool work together if you are looking to create that more streamlined employee management platform where you're scheduling your employees and then you're actually you know seeing their work times and producing that payroll summary kind of just putting it all together and as I talk about the payroll summary we do have a couple of different questions about payroll and if we have any integrations and what it looks like to actually integrate your when I work tool with a payroll processor hold on one second I was reading some of the questions that came in was that a prompt for me to show something yes so we have a couple of questions about how got no I got I got like 90% of that I just didn't know if you were just going over something but no it's good all right so integrations so when a pay period has been completed managers that have been given access to close out a pay period by the admin or the admin can close out the the pay period and this is a pay period that has been closed out but there was no time entries but you can see that when you pull up the pay period selection field you can see which pay periods have been closed and opened the closed one has the check mark once it's been closed if you have an integration set up with a payroll processor sorry this is the gear menu again and I'm clicking integrations here you can see I don't have any integrations alive right now but you can see the ones that we currently have right here and also integrations that have been built out by third-party programs websites applications to when I work and then also if you really want to you can show you can see the integrations were considering and actually kind of cast a vote for them by just clicking I'm interested here on this page so we love hearing our customer feedback about things that they'd like integrations that they'd like and so this is just a great easy way to like let us know like I would really love it if when I work in Slack we're somehow integrated with each other and just clicking I'm interested will kind of let us know and it's kind of like whichever ones have the most traction are going to obviously get the most attention so please don't uh don't hesitate to let us know which ones you'd be interested in so if you have an integration active in your account when you close out a timesheet or when you close out a pay period and click export pay periods your active integrations would show up here and so then you would export all of that information just straight over to either either straight over to whichever integration you have gusto adp quickbooks or there are certain ones where you just download and like it downloads it in the format that those programs like so that you can import it into those programs manually as well so they had tons of integration options that can hopefully fit and if they're the one that your team or your group uses please let us know if you don't see it on that integrations list we're considering feel free to reach out to us and let us know which integrations you'd be interested in seeing when I work develop great all right we have a question still about the attendance tool and it's from James and he asks can you make a manual adjustments to an employee's time before finalizing the pay period absolutely you can so the admin admin and managers can do this for anybody in the account supervisors people at the supervisor access level they can only manage employees and their timesheets that are assigned to a common schedule as they are so if you have multiple schedules on your account and there's a supervisor that's only assigned to one of them they would just be able to manage timesheets for the the employees that are assigned to their schedule but everybody but managers and admins can have full access to edit timesheets before so like let's say Julia forgot to clock in and she figured that out an hour and 15 minutes into her shift here and so she clocked in an hour late but she actually started at eight all the manager would have to do when reviewing the time sheet would be to click into the cell that needs to be adjusted and to enter the appropriate time and it will automatically update and once you've done that with let's say this week is completed and everything is good after we've gone in and edited it and reviewed it you can also just mark it as approved so you know and any other managers know that it's been reviewed and this time is legitimate and then once you click approve you'll see a big check check mark right next to Julia so you can again this is another thing you can tag team if you have a larger account and you want to kind of share the load with managers or you can do it yourself and so it's just a really nice tool so everybody that logs in to the account that has access like any any supervisors managers with the admin would be able to see that this time sheet has been approved so that just kind of lets you know that everything's good to go. Approving time sheets is just an optional kind of communication and accountability feature it wouldn't prevent the entire pay period from being closed out if there was a time sheet that hadn't been approved it's just kind of an optional added layer of accountability. Great all right we've got one more question that I think we can go over and then we can go ahead and talk about all the questions that we've had about specific plans but before we do that we had just one more question that was kind of a good one to kind of overview for when I work and the question was about positions and how you can add them and which ones you can add and kind of what you would use a position for in when I work and it's so critical to add positions into when I work that I thought we should go over it. Oh cool yeah right so the positions page is in the workplace menu up here and some people get confused it's just like a small old school work front kind of this minimalist icon but people think it looks like a little house so if you see somebody refer to it as a house we'll accept it but it's technically called the workplace menu so clicking on positions there so when I work we obviously have developed features and functionality with a specific purpose but really how you use those different things like job sites kind of that we've already gone over where it can be the location of a shift or a team it really is up to you how you want to tweak them and use them I've seen people use job sites to refer to like clients like if they are like a like a home care group that they send nurses and and home care workers out to like houses and they have to bill clients they'll use the job sites feature or a positions or the positions feature to kind of mark which client they're working at and then they would export that information either from the time sheets or the scheduler to kind of run their their own like budget and payment stuff to see how many hours somebody worked at a specific client so it really is left up to to your imagination with with how you want to utilize these things but the positions page and for specific for positions specifically this is kind of your main hub of creating and editing positions you can sort them and move them around here something to note employees or anybody with a profile in the account can be assigned to any position in the account shifts in the scheduler can only be assigned to a single position I actually had somebody chat in today and asking if like if there can be a shift that has multiple positions assigned to it and they're cannot it can only it's a one versus one thing if you have people that work multiple positions in a given day you are free to create more than one position for them so I'm actually going to show you how to do that quickly right now so for this for this example I'm just adding another shift here and then I'm going to adjust the time so let's say she's only working five to eleven at the barista position and from eleven to two as a server I'm sorry I said she but that's Andrew sorry about that Andrew and so that's that's so that's how a way that you can kind of have somebody split what they're doing and you can do that for again any amount of incrementation that you want if you don't want to clutter the schedule or using multiple shifts just isn't something you're either comfortable with or you feel like would cause more confusion you can also just have one shift with the appropriate position and you can use our shift notes section to like get it into the weeds or it's like oh in your first hour make sure that you're doing all the the clean before we open and then you're on the register for five hours and then your last 30 minutes is doing inventory in the back room so you can kind of outline that and anybody that's assigned that shift would be able to see those shift notes and kind of know where they're supposed to be and what they're supposed to do thank you awesome all right we have about two minutes left and we had one or two questions about the plans that we offer and how we set that up on our end and upgrading so we can go ahead and go over that and then we will give you all our little onboarding packet at the end awesome so when I work currently we uh if you're creating a new account or you have created a new account you will be put on a free trial of of all of the features included in our small business plan and that that trial includes the time clock and attendance platform and so that that lasts for 14 days and then at the end of that trial if you haven't already selected or transitioned to a paid plan uh the the trial the account would be disabled there'd be a big prompt that says hey select a plan and clicking that would bring you uh if you're the admin to the uh account and billing page to select a paid plan um uh there are two main plans that we have right now we kind of simplified everything a few months ago is our small business plan and this is we just we say we recommend up to a hundred employees but if you have more than a hundred employees we wouldn't kick you out or prevent you from selecting the small business plan if all the features and functionality of that plan work for your business so uh that's just kind of a general guideline as people are checking us out and just trying to figure out hey am I interested in enterprise or is small business fine so um if you have any questions about the differences between the enterprise and the small business plan don't hesitate to reach out and we can clarify kind of the bigger differences there as well but um well yeah once you once the the trial ends or once you're selecting a paid plan you would just navigate to the account and billing plan or account and billing page in the app and select upgrade my account and you'd be brought to a page you click check out and there's um there's different uh options there where you can like choose to add the time clock and attendance uh platform to your plan or disable it you can choose to do an annual billing cycle instead of a monthly billing cycle um yeah the world's your oyster at that at that point when it comes to uh to upgrading and and choosing the right plan for your business and we went all over all this so I'm not going to just read all of these to you but yeah the attendance is the attendance platform is an add-on it does not have to be included on any plans you can choose to include it um the small business scheduling only plan is going to be two dollars per user spot per month um user spots are batched in increments of five so if you have eight employees you would select the 10 user spot limit for your plan um and vice versa if you have 42 people you'd select the 45 user spot uh plan um if you choose to add the attendance on it goes from two dollars to four dollars per month per user spot so it would just double the price because you're using both platforms that are available and yeah oh here's what I was talking about earlier so yeah this is to select if you're the admin to select a plan you would hover over the gear menu in the navigation bar click account building upgrade my account and then check out on small business if that's what you're choosing you'd contact us if you're interested in enterprise and then uh this far right uh little gif here shows you kind of all the different selection options and it'll show you the subtotal and the monthly total moving forward and what you're going to be charged that day all before you click purchase there and I think that's a wrap that's a wrap thanks everyone for joining us and for all your awesome questions check the chat tool out for our little onboarding packet that we kind of created it's just a bunch of links for all of the resources that we have so the link to start your account the link to get in contact with us if you have any questions and then more training tools that we have if you need them as well so if you need it go ahead and copy and paste that and definitely reach out to us if you have any questions as you get going we're here to help and we want you to be successful so don't hesitate to ask questions when you have them thanks so