 Hello everyone and welcome to the when I work live Q&A webinar. We're so happy to have you today. We're going to be waiting one or two minutes to let everyone get joined properly and get settled in before we get started with our questions and all of our content. So hang tight and we will be getting started here in just one or two minutes. While we wait, feel free to chat with us. You can let us know where you're joining us from or what kind of work you're scheduling and time tracking for. It's always really interesting for us to get to know you all a bit better, get to know where you're joining us from and what kind of work you're managing. So let us know, feel free to chat in and then we'll be getting started here in about one or two minutes. Hi Melanie. Melanie is chatting in from Vancouver, British Columbia. When I work does schedule for companies across the United States and across Canada and the rest of the world as well. So wherever you're joining us from, welcome. Welcome Andrea from Dallas, Texas. You can also let us know if you want what kind of work you're scheduling and time tracking for. When I work does manage all different types of companies. So any type of work, whether it's a coffee shop, a staffing agency, healthcare retail, a veterinary clinic, I have seen all different types of use cases. I've been working for when I work for quite a long time and I have seen all different types of use cases across the board. Welcome Aaron from Chili Pepper bike shop in Moab, Utah. I love Moab. Welcome Andrea from Dallas is Dallas area Parkinson's Society and nonprofit organization when I work does schedule for a ton of different nonprofits. And Melanie with a media management and production company seen a couple of those come through. And welcome Jamie, Chris at course Creek cannabis from Golden Bridge Columbia we've got to British Columbia users welcome Chris. Alright Chris is from Pennsylvania. And then welcome Jamie from Orlando. Alright, thanks everyone for chatting in. I'm going to go ahead and get started with today's session I want to make sure we make the most use of your time. But thank you everyone for chatting in it's really fun for us to get to know you all a bit better before we get started. But I want to welcome everyone one last time to the live Q&A. We're really happy to have you all join and we're excited to help you get started with when I work. My name is Marie, and I am joined by Tiffany, we're part of the customer onboarding team here at when I work, and our mission is to help new users transition to when I work as smoothly as possible. So during the next 30 minutes we're going to be answering your when I work questions. We're going to show you some ways that you can schedule your team track time for your team and communicate with them. But the content of the webinar is going to be directed by the questions that you all ask us today. We are going to be flowing in and we're going to get to as many as we can. If your question doesn't get answered, or you come up with a new question after. You can always chat with us one on one for some further help and we will go over all the different ways that you can contact us, and a full resource packet will have for you at the end so stick around for the end for that. I'm really new to when I work and just checking out the different accounts that we offer, and the different plans and subscription options, we're going to be going over that at the end as well so stick around if you are interested in that information. But with that we are going to go ahead and get started with our questions. So the way that you can ask questions on today's session is we're going to be turning off that chat tool and we're going to be turning on the Q&A button. The Q&A button is where you can post all of your questions now or anytime during the webinar. And I'm going to be sharing my screen to show you the answers to your questions and Tiffany's going to be going through all the questions and making sure that they get either asked out loud, or Tiffany is going to respond to your questions by typing the answers. And she might have to rearrange the questions based on where we are in the product just to make things run more smoothly. So feel free to put your questions in that Q&A button and I will go ahead and share my when I work screen. So right now you should be seeing my when I work account on your screens. I am logged in as the main admin on my account. So just the person essentially who probably created your account or has been given admin access. The admin is just the person that can do the most amount of things in the account, change any settings and also manage your subscription. The top menu bar here is your main navigational center for when I work. Right now I am just in the scheduler. This is where you can create shifts for your employees publish out your schedule by hitting the publish and notify button and just letting your employees know when they should work. Up top on the attendance tab. This is your time sheets. This is your main, you know, landing page for your time and attendance tool where you're going to see all of your employees time sheets. Up here, this is your work chat tool. This is your in app messaging system. So this is where you can communicate within the when I work app with your employees. Over here on the right hand side. This is your settings area by clicking over the gear icon. You can access any of the settings within your account. You'll also be able to interact with your integrations and your account and billing page. This is where you can upgrade and manage your subscription for when I work. The workplace menu. This is one of the most important menus in when I work. This is where you can add all the building blocks to your when I work account. So things like adding your employees adding the different positions that your employees work, adding in the job sites where your employees work and maybe creating some pre made shift templates. So all of these building blocks will be used to create shifts for your employees in when I work so it's very important. And then last but not least, we have our request menu. It's our tray icon. This is where you can manage and respond to any requests within your account. So things like open shift requests, shift coverage requests. So this is where your employees might be asking you to swap or drop shifts with other employees. And then this is where you can respond to time off requests. And by hitting this this icon up top here. This is where you can request and add in time off for your employees and for yourself as well. So with that I'm just going to start off here in the scheduler and we can get started with any questions that we have. Awesome. So our first questions from Aaron is a little broad so I'm going to start off with something a little smaller his question is please show a step by step how to build a schedule. I think the first thing would be how do we create shift templates. That's a great question and I'm going to go over all the different ways that you can create a schedule in when I work. And right now I am working on a laptop I'm just logged in on the web app. So keep that in mind and you can also always create shifts and schedules on your mobile app. We have a help center we'll give a help center here that you can open up search for any articles and it will give you more information on using the mobile app. I am on my computer. I am just in my scheduler tab here this is where you can create all of your shifts. So I'm going to go to a new fresh week over here. So I already got some shifts in here this is generally just a fresh week so to schedule shifts for your employees. Right now I'm just in a week view and I'm viewing the schedule by employees so interview option I am viewing shifts by employee. So to schedule a shift you'll choose a cell that corresponds with a day and an employee. I'm going to click into the cell and from here I can choose one of my pre made shift templates, just like this I'll show you how you can make those in a moment, or by clicking into the cell you can create a custom shift for your employees. So the anatomy of a when I work shift really just consists of a start and stop time and a position so the skill or the thing that your employee will be doing on the shift, and then you can add some extras like an unpaid break. A job site so an offsite location where your employees shift might take place some extra sub tags or sub qualifications I like to say any task lists or notes. From there, you can also repeat your shift if your employees shift repeats maybe every week or every other week, you can always repeat your shifts as well this is helpful for making a rotating schedule. And then to create those shift templates just like these are popping up here to create those shift templates, you'll hover over the workplace menu and click into shift templates. From there, you can add in any shift templates and these are just templates of shifts that you want to snapshot in your account save and be able to use at any time. So once you've created all of your shift templates again back in the scheduler, they'll pop up and only shift templates that your employees qualified for will show up in the suggestions. I want to go over a couple of extra little helpful tips when you are scheduling your team. If you need a shift to be copied into another day or another employee, you can always hit the command button. Click down on the shift with your cursor, drag it and drop it into any other cell for any other employee. You'll get a down a thumbs down if your employee isn't qualified for that position, and it thumbs up if your employee is so you'll know that you're always getting the right people on the right shifts. You can also use the wrench icon up on the upper right hand side here to do things like copying your previous week if you wanted to copy the last week into the week that you're in. You can copy the entire previous week's schedule into the next week. You can do so one by one in your employees as well. So if you just want to copy over like Ross's previous week, for example, you can do that with this little down arrow here. And the last really important tool that I want to show you is our schedule template, not our shift template but our schedule template tool. You can use the wrench icon again here, and you can save anything that you're seeing on your screen as a new template. So say this was the schedule that I wanted to save as a template, click save as template just give it a quick name, and you can save it in there. And then in any week in the future, you can load in a new template that you've saved so load template, and then you can load in any template that you need. So you can create templates for different positions you can create full schedule templates or rotations it's really helpful in creating a rotating schedule as well. So right here I'm just loading in one of my templates that I've created so you can quickly and easily make a full schedule in when I work. So hopefully that answer your question on how to create a schedule and when I work, but always keep in mind that if you need any help, any tips and tricks for scheduling pop open that need help tab and just type in scheduling or shortcuts and we have a ton of articles for you. Wonderful. I think shortcuts are my absolute favorite thing it's like this magic hour that saves you time. It's so fantastic. Our next question is, how can I input in availability for my employees and how does that show up on the scheduler. That is a great question. So availability for those of you who don't know is a tool that when I work has it's really fantastic I always call it a mutually beneficial tool between your employees and managers of scheduling managers. The availability tool allows your employees to enter times if they are available to work and times if they prefer not to work. That's just a preference so your employees can add this into the schedule, your scheduling managers or you can go into the schedule and see those preferences and it will help you guide your scheduling to make sure that your employees get shifts that they prefer. And you actually have employees showing up for the shifts that you schedule them for. So your employees can enter their availability by hovering over their name and clicking my availability. In a calendar just like this they can click add preference. They can choose I prefer to work, or I prefer or I'm unavailable to work so a preference and an unavailability preference. They can choose all day or they can choose a specific time within that day. Another tool here is that they can choose a repeating preference. So a lot of times when employees are indicating availability and unavailability it's because they're part time employees that are doing other really important things like maybe their students and they're always going to have school at a certain day on maybe Wednesdays or maybe they're a parent picking up their kid from school every Friday afternoon things like that. So a lot of times those preferences are going to repeat so they're repeating preference tool is really helpful here. So once they've indicated the preference here they can click save and it will show up back within the scheduler your employee, your employees preferences will show up. So I'll go over back here I've got more preferences in here. So a preference will show up as a green tab and an unavailability preference will show up as a gray tab in the scheduler. So your managers will always be able to see when those preferences are as they're scheduling. So like I mentioned your preferences for your employees are not official time off requests just like these up here you can't schedule over a time off request, but a preference here you can always schedule over that preference if you need to it's just a preference. So all of these times here all these pre made shift templates are going to be great out if they are seeing a conflict with their unavailability preference but you always can schedule over your employees preference. If you need to it will let you know with that little red icon. And then you can see here, all of the preferred times are going to show up so you can easily schedule times that your employees really do prefer to work. So it's a very helpful guide when you are scheduling. Awesome. Our next question is from Andrea. Can employees swap shifts or find replacements on their own, or is the admin always responsible to initiate this. Great question. This is a wonderful tool and when I work and we've allowed employees to actually manage swaps and drops and you know coverage requests on their own. And you can always turn that on with an employee with a manager approval on that but it is up to the employees to initiate those. So I'm going to actually go into my scheduling settings to show more on coverage. So if you want to turn on or off coverage requests things like that you can do this within your scheduling settings. If you have it turned on there's a couple of options that we offer. So the two most popular shift coverage tools will be swapping and dropping, and you can turn these on and off. So we'll go over swapping first. Shift swaps allow an employee to simply swap shifts with another eligible employee. So on their end, your employee will go into their app, or on their computer login to their account, find a shift that they want to swap for, and they'll just find a button that says swap shift or drop shift. So if they click swap, they'll initiate a swap with another employee and all the eligible employees will get a notification and essentially it'll just work through that way. And a swap is when an employee drops a shift and then takes another one of the employees shifts that they swap with a drop is going to work the same way but the employee is simply just giving their shift to another employee and not picking up another shift in return. So you can turn on one or both of these tools and your employees will be able to initiate that on their end. And if you want to you can always turn on the manager review for swaps and drops. So if you don't want this going through totally on the employee side without any manager approval and not allowing or denying those requests. You can turn on the manager review, and then all of the requests will come into the shift request section here. So when your employees are requesting a swap or drop, you'll be notified other managers will be notified, and you'll be able to approve or deny that within your shift request section here. Awesome. While we're there our next question happens to be how can I request time off my employees and what does that look like on the scheduler. Awesome question. And actually quickly just backtracking to the shift coverage. Once that shift coverage for the drop and the swap goes through successfully. Everything will be automatically changed in the scheduler so the manager doesn't have to move around any shifts or do anything like that once the approval process and the whole process is completed. Everything will be automatic in the schedule or you'll just have to refresh and everything will be changed so no manual work has to be done there. Alright, so the second part of the question here is time off. Let me go into this next week. So you can add time off in for your employees or your employees can request that with manager approval. The way that you can do this in your account is you can hover over the request icon here and click request time off. You can choose which employee you want the time off request to be for. So maybe just Chandler, or if you want to add in maybe a paid holiday for everyone will just choose all slash everyone. From there you'll choose which time off type you want to add in. This is customizable from your settings. If you want to add in maybe personal paid. You can choose all day or you can choose a time within all that day. Maybe if it's a half day or something like that. Add in the paid hours if it is a PTO, and then just send in that request once the request goes through. If you are the one submitting the request, it's going to go through automatically if your employees are requesting that time off. You can respond to those time off requests here under time off requests. Once those all go through and all the time off is approved, you'll be able to see that in your scheduler just by these big bill buttons here that say time off so they'll block out the day so your employee can't be scheduled in for that day or for that unit of time that you requested time off for. And you can always click into it to view more information on the request. So what kind of PTO it is if it's unpaid or paid it's holiday or personal things like that. Awesome. Our next question is what are the different methods of clock in. Great question. So if those of you who don't know when I work is not just a scheduling tool we also have an optional add on for time and attendance so your employees can track their time within when I work. So I'm just going to hover over the attendance tab and click into time sheets just to show more. This is your landing page for your time and attendance tool this is where you can go between all of your different employees time sheets see they're in and out times and their actual work times in their time sheets. This is where you can also close out your payroll period and create a payroll summary. Your employees can clock in and out three ways in when I work. The first way is having your employees clock in and out on their personal computer this is a great tool. If you have office employees maybe everyone has their own laptop or desktop. Each employee will log into their own when I work account just like I am now they'll hover over the attendance tab and click clock in and they'll do the same to clock out. The second way that your employees can clock in and out on when I work is a time clock terminal. So you can lock a device as a time clock terminal. This is very similar to a traditional time clock where your employees come into the workplace type in their code. This is an on site only option. So to lock your computer as a terminal you'll log in as the admin and click lock as terminal. It will lock the web page as that terminal your employees will come into the workplace and type in their code or their email to clock themselves in the next employee will do the same. You can lock a mobile device as a terminal as well and whether it be you know a tablet ipad iphone you'll be just downloading the when I work terminal app from the Google Play or App Store and it'll step you through all those steps to locking that device as a terminal using that app. So the third way that your employees can clock in and out on when I work is from their mobile phones and this is the most popular way to have employees clock in and out on when I work. So I'm going to hover over my gear icon and just click into my attendance settings to show you more. This is where you can turn on your computer clocking option you can turn on or off. And this is where you can turn on your mobile app clocking option. So when that's turned on your employees will see a big green button at the bottom of their when I work app will just be logged in to their profile on their when I work app. And all they have to do is click that the green button at the bottom of their screen to clock in. And the question that always comes up when using mobile app. Is can my employees clock in and out from anywhere if they are using their mobile app to clock in. And the answer is no not if you don't want them to you can if you need have your employees clock in and out anywhere. If you know all different employees are clocking in and out from different remote locations and you just want them to be able to clock in and out from where they are that's totally fine. But if you want to restrict where your employees can and can't can't clock in, you're able to do that here so just make sure these boxes are ticked if you want to restrict their clock in and or their clock out. The question indicates how close they need to be to their scheduled location to clock in the minimum is 100 meters, and this will create that geofence around their, around their work location. So when they are not on site they won't be able to clock in and when they are on site, they will be able to clock in. And the same goes for personal computer clock in. If you want your employees to have to be at a certain location. So it's the same kind of tool just click on those options. And you can also verify location if they don't have their location settings on their computer. You can also verify that by the IP address on their assigned schedule so they'll have to be. And they'll have to be on the correct, essentially the correct Wi Fi to be able to clock in and out. All of our clock in and out options are so fantastic they're so customizable. I love them. And the question comes from Andrea. And can we go over the work chat feature. Great question. I really like the work chat feature. It's something that I think when I work does really well is communication between you and your team and making sure that everyone's informed about what's going on at the workplace, especially these days when a lot of things kind of happen one day to the people calling in and out, say things like that. So the work chat tool is a is an in app messaging system. So you can communicate with your team right from the when I work app. I'm actually going to go into my general settings to show a little bit more about work chat before I go over the actual tool. So the work chat tool is also really customizable and when I work, because not all workplaces want to have a totally, you know, fluid work chat where everyone can just be chatting in and creating their own channels and talking one on one with other employees so there's a couple different options. You can keep your work chat a manager only broadcast channel. Or you can open it up to all staff members. So for example if these two buttons here are not checked, your work chat is going to be that manager only broadcast channel. So you or any other manager will be able to chat into that channel and give out announcements essentially just for employees to view. If you want, you can also click this first button here, and this will allow supervisors and other employees to also post but just in that workplace channel so it's just one channel, and your employees are now able to respond to you within that channel. And you can also open it up even further and allow your staff to create and post in other channels. So if you do have this turned on within your work chat tool, any employee will be able to create a new channel maybe one on one with just one other team, they can create small teams or you can create small teams. So everyone essentially just able to contact each other on their own one on one smaller teams, all different types of channels it's not just this one, just the one channel for your team. So it's kind of customizable which is really nice because we know not every workplace wants to have the same work chat access for all employees so just whatever works for you and you can set that up within your general settings here. Work chat is so cool. It's so nice to just be able to open up the app and chat with your coworkers. Our next question is, can I track the tasks my employees complete during the day. Great question. We do have a task tool and there's two different types of task lists that you can create for your team. So I'm going to hover over the really handy workplace menu again, and just click down into task lists. This is where you can create all of the task lists that your team will be able to complete during their day. So again we have two different types of task lists. The team task list here is a task list that you can add on to one specific day in your scheduler so anybody scheduled on that day will be able to accomplish those tasks. A shift task list is a task list but it's added on to one specific shift and that one shift is assigned to one employee. So it's really just a task list for just that person working on the shift. So I've created one team task list here and one shift task list. You can always create any other task lists that you need by hitting create list. And then you know you'll choose which type of task list you want. You'll name that task list and then you'll add in the tasks, all those sub tasks with within that task list, and then you'll create that task list. Back in the scheduler here. You can add a team task list on to the clipboard here that corresponds with a specific day. So right now I have one team task list here it's called my closing task list. To add it on to the day your employees will be able to see it on their end they'll be able to see it from their dashboard on their mobile app as well. And they'll be able to see all of those different tasks that they can accomplish. So when anybody accomplishes that task you can assign it to one specific employee if you also want. To toggle off when they've completed those tasks so on your end you'll be able to see it just like this, you'll see okay that task is completed, and you'll see who completed the task and when they completed a task. So this is a really great tool just to know that the tasks that you need to get done at your workplace are getting done, especially if you aren't there at the moment. And then the shift task list again is just a task list added on to a shift so I just popped open this shift, you'll be able to add in any shift task lists right into the shift, and save it out for your employee. And then your employee on their end will see these are all of the tasks assigned to me today, and you'll be able to monitor those task lists just the same way. So you'll know when those tasks get done. So it's a really great tool to make sure that everything is getting done at your workplace. And I think that's all the time we have what great questions today. Super awesome. Alright, so thanks everyone for sticking around this long. We have a couple of slides of information if you're totally new to when I work, and this is really going to help you pick the right plan. So we have a small business plan and enterprise plan. The small business plan is the right plan if you have up to 100 users. And if you have over 100 users, you'll be on the enterprise plan. The enterprise plan essentially just has tools and functionality that really suits really large businesses. So things like access to our API API key, global privacy. Line on, things like that. So if you think you might need to be on our enterprise plan, chat with us and we will get you more information. But generally, for those smaller businesses under 100 users, a small business scheduling and attendance plan will be right for you. So small business scheduling will have all of the scheduling and communication tools that we talked about today. Things like team scheduling, you know, creating a schedule and when I work availability, communicating via work chat, remote job sites, that task management tool that we talked about swaps and all of that is available on the small business plan. If you need it, we also have that attendance add on that you can attach to your scheduling plan. That's going to include all of the clocking methods that we talked about today. So clocking in and out on your computer and your mobile app creating a time clock terminal creating a in and out clock in and out reminders, things like that. So any type of attendance tools, you'll need the attendance add on and something really important just to keep in mind if you are thinking about bundling the scheduling and the attendance tool is that it's going to also include things like labor reports. So the labor reports tool is going to use data from your scheduler and also data from your attendance tool to create reports for you. So you have a great understanding of what's going on at your workplace. It'll help you with, you know, having a better understanding of how your employees are acting, what your employees are doing. He's clocking in late. Who's coming in on time, things like that. It's a really helpful tool. So you can upgrade your account right from your own when I work account, you'll just log into your account on a web page, hover over the gear icon and click account and billing. From there you'll click upgrade my account and you'll be presented with all of the options we have by default scheduling and messaging will be turned on and then from here you can add on the time clock and attendance tool optional. By default we do monthly billing. So it's month to month billing no contract you can cancel at any time. And we also have an annual billing option where you upgrade for a specific plan and amount of employees for the year you can always upgrade from there but you are locked into that plan as a minimum. And if you choose annual billing. It's really great you'll get a 5% discount on that. Once you choose the plan you need and your billing method, you will click check out to activate your account, and then you will choose the amount of users you need. We bill in groups of five users. So 5, 10, 15, 20, 25, etc. You'll find out which user range you're in, and then you will be able to click purchase and enter your billing information so it's all done from your own account on your own time, and it's very easy will step you through every step of the way. But of course if you need any help as you get going, you can always chat with us for more help. You can reach us via the little chat icon within your account on the lower right hand side that's going to be live chat. So you can chat one on one with one of us. You can also email us at getting started at when I work calm. And then we have a wide selection of self help tools as well. So we have our help center which is going to include tons of different articles that will help you troubleshoot, help you get your account set up, and add any information that you need. And we also have a fantastic training center that has videos that will help you get your account set up from a to Z. And we also have employee training in there as well. So all of these tools are in our chat right now. So Tiffany is going to send out our resource packet with all of those links to getting started we have some pre recorded demos in there as well. A lot of really great information so we'll leave this screen up for a little bit so you can click on any links that you like or copy and paste this into your notes. And of course if you have any questions as you get going if you want to know if when I work is right for you which plan is right for you how to get set up, or if you have any snags along the way we're always here to help. So you can always chat with us if you need any assistance. So thank you everyone for joining us today for taking the time out of your busy day to attend this webinar. And I hope everyone has a wonderful start to their week. Bye everyone.