 Welcome, everyone. All right, you have made it to our live Q&A webinar session. Welcome again. My name is Cara and I'm here with my team member Marie. We work on the small business onboarding team here at when I work. And our job is essentially to help everybody get started, evaluate when I work as a tool for your business and help you get set up. So we're glad that you're joining us today. All right. So feel free to open up the chat box that you see on the bottom toolbar of Zoom and let us know what kind of work you oversee and where you're from. It's always great to connect with people during these sessions to figure out what kind of work you're doing. And in the session, just a quick overview before we get started, we're going to do a demo of when I work directed by your questions. We're going to go over our scheduling and attendance tools and team communication tools that you can use to help streamline your workplace. We're going to go through and answer questions in the Q&A section of Zoom today. And all of our content will be directed by your questions. So feel free to click the Q&A button on the bottom toolbar and start putting your questions into that section. Marie will be going through and answering questions. You might rearrange them a little or type some out. We'll get to as many questions as we can in the session. But if we don't get to your question in the session, we will show you how to connect with us on chat afterwards. So we can help out. All right. Let's take a look at the chat. It looks like we have Marin from New Mexico. Welcome. Richard is scheduling for professional valet parking. We definitely have a lot of valet services that use when I work. So we've seen those kind of set up before. Dan, welcome. Well, let's get started so we can get to as much content as possible today. I am going to stop my video here and load up my when I work account so I can show you a little demo. So you can now see my when I work account, my test account here. Just a little bit of a tour of the navigation before we get started. I'm going to show you the dashboard. When you first log in, you will be taken to the dashboard where you have an overview of your schedule. You can filter this for all schedules or down to a particular schedule. You also get a snapshot of your workplace with. Who's clocked in who's on break. If you are using our attendance product, you will also see all of your attendance notices here. You can also see the schedule for your schedule. So you can start scheduling and time tracking for the day. Moving across the top. The scheduler. This is where you're going to find the main functions for our scheduling product, adding shifts and creating a schedule in this area. Attendance. This is where you will find everything attendance related from your time sheets to. Your different clocking options that you may have enabled. This is where you will find your schedule. This is where you will find your schedule. These are in-app messaging system that allows you to communicate with your staff all in one place, all in the app. Next is the request menu. It looks like a little tray where you might get some. Request in an inbox there. And we have a few different types of requests that help you manage your workplace. So we'll get into that. Next is the work place. So if you ever hear us referring to that, that's what we're talking about. This is kind of the who, what, when, where of your when I work account where you can add employees, add their duties or skills that they're performing during their shift with positions. Any additional layers of qualifications for tags, schedules, job sites, shift templates, basically everything you need to manage your workplace. Next is the work place menu. Here in the gear, we have our different settings, including the account and billing page where you'll find everything when it comes to plans and pricing. And then your personal profile menu where you can adjust your profile, your personal schedule, your personal availability preferences, all in this menu. So let me head back to the scheduler and let's get started with some questions. I'm going to start with a question about how to send invites to your employees and just generally how to get the employees into your system. Great question. Great one to start with. So I'm going to head to the employees page under the workplace menu. So this is where you're going to have all of your users, whether they're working or not, whether they're working or not, whether they're working or not. This is where you're going to have all of your users, whether they're an employee, a supervisor, a manager, an admin. On this page, as you get started, you can add a new profile by pressing add employee in the top corner. This main area is where you're going to put all of their contact information and choose their role. So I'll also get into this while we're here. Why not, right? So I'm going to add four different access levels that help determine what users can see and do when I work. So when you add a new profile on the account, they'll automatically have the access level of employee. So this means that they'll be able to check the schedule, submit time off request according to your settings, look at their time sheet, clock in and out, kind of everything that you would expect with an employee who just needs to view their schedules and time sheets. A supervisor is our next level up of access. Supervisors will be able to manage the employees on the account who are assigned to the same schedules as they are. So on my account, I have a few different schedules here. Schedules are just a way to group employees all into one scheduling grid on the scheduler. So let's say the supervisor that I'm adding is going to be supervising employees at Nooks Cranny. If they are tagged to that schedule in their profile, they'll be able to manage all of the employees for Nooks Cranny and no other employees that might be tagged to any of the other schedules. This is really nice if you have a bunch of different departments and you want a particular supervisor to manage certain employees and time sheets. The next level up is manager. Manager has access to manage any of the employees on the account regardless of their schedule. And they also have access to the settings that we looked at under the gear icon where they can configure different scheduling and attendance settings for the account. And then finally admin. You can have up to three admins on the account. Admin is a lot like that of manager, but they have that extra access that allows them to manage the plan and billing. So you can have up to three admins that can access the account and billing page to manage that. All right. So when you are done adding in the contact information, you can continue on and select any schedules. If you have multiple schedules on the account also assign their profile to any of the positions or duties that they may work. And then in the hourly rate section, you can add a base rate and then any wage that the employee may have for special positions. So as you get started, if you want to send an invite to an employee, add their email and mobile number or either or. If you add an email and mobile number, it will send them an invite by email and by text message when you save their employee profile. If you are kind of trying things out on the account and you don't want to invite employees left just yet, just leave these blank and you can add them later when you're ready to invite employees. Awesome. All right. Our next question is about the auto assign tool. And it's from Linda. And it's the question is when using the automatic scheduling, how can we make sure the employees are off two days in a row for their weekend? So maybe going over how auto assign works, what the limitations are of auto assign and then maybe how to use the tool for availability to help manage that part of the scheduling. Yeah. All right. So our auto assign shifts feature is a really great feature that helps you assign shifts to employees while taking their different qualifications and preferences into account. All of those things that are already entered into your account while creating the schedule. So I'm just going to clear my schedule here so I can give you an idea of how this works. So I am going to copy my previous week into my open shifts row. With the auto assign tool, you're going to start by adding all of the shifts that you need filled into the open shifts row as unpublished. When you do that, you'll see that the auto assign shifts option becomes unlocked. And when you press this, you'll have some auto assign options that you can configure. If none of those are specifically checked, auto assign will just assign shifts to employees based on their availability preferences that have been entered, their qualifications, meaning their different positions that are assigned to their profile. They have to match that. And any filters that you may have enabled on the left side of your scheduler here. And then you can add any of these extra auto assign options. So if I wanted to respect employees unavailability preferences, that would be a good way to get those weekends in there that the employees may be wanting to have as unavailable. So you can configure those options. You can also check this area and see which employees will be included in the auto assign. And then you can do that here. Just to make sure everything's good there. If there's somebody that you want to exclude from the auto assign, you can do that here. And then those shifts will be doled out on your schedule. If everything looks good in this view, you can save the shifts and that will apply the unpublished shifts to your schedule. Or you can revert and run it again to see what you want to do. And then you can do that here. And then you can add some randomization. So as far as these preferences that we see here where you can respect unavailability or preferred availability, let me show you where employees can enter that. So you can do this for your employees or you can do it. Or you can have your employees enter their availability on their end. And then you can do that here. So as the scheduler, which days employees prefer to work and which days that they are unavailable. Mostly this will be on a repeating basis. Like if an employee has a class or they need to go pick up their kid on a certain day of the week every week. For more of those one-off instances, you would use time off instead. So if you want to respect an unavailable preference, you can add that unavailable preference in here. On to their availability calendar and save it. And then when you run auto assign, you can select a respect unavailability. And it won't auto assign shifts for that employee for that day. Awesome. All right. Our next question is from Erica. And it's about assigning shifts and having employees. If you have a job on a day, you want to be able to accept or decline. If two employees decline, then how would I know to invite two more employees? Is this even a feature that when I work has? And I think as to do that, we could use, you know, shifts, publishing out shifts. And then, of course, the shift come from a shift. Yeah. All right. Great questions. So let's head to our week where we have some open shifts here. So open shifts is a really great tool. If you want employees to be able to pick up their own shifts. So if I were to publish these shifts to my office, I would be able to do that. I would be able to do that. I would be able to do that. I would be able to do that. I would be able to do that. If I were to publish these shifts to my employees, they would log into their app and see that there are some open shifts available for them to pick up. They'll be able to pick up the shifts that are assigned to the same positions and that they're available for. So, for example, the cashier shift here, if Tom was tagged as cashier in their profile, they would be able to pick up that shift because they're not already scheduled for shift for that day. Another great feature that I think might also help with this within the open shift. I have to unpublish it first. Let's do that is the require pickup approval option. So this is a feature that we also call shift bidding. So if you have this checked, this means that when an employee sees an open shift on the app on their end, they can request to pick up that open shift. So it won't automatically be assigned to them like a regular open shift. Rather, it would come into your open shift request area. And you can approve or deny everybody who has requested that shift. So this is a way to ensure that the right employees get into the right shifts and gives kind of that extra level of moderation over open shifts. If you were to assign shifts on the scheduler to employees, they would see this as assigned in their my shifts area of the app on their end. And if you have our shift confirmation feature on, which you can turn on here. They upon log in, they would see a message saying, Hey, these are the new shifts that you have been scheduled. You can confirm or be asked to be notified about them later. And when an employee, when an employee confirms the shifts that they see on their schedule, they'll see a, you'll see a little green check mark next to their name, meaning that they have seen all of the shifts in this view. So you know that the employee is, has seen that shift and that they're going to show up for that shift. Anything else you wanted to add, Maria? I feel like I kind of stumbled through that last part. No, that was perfect. I think the shift confirmation works really well. So if you're going to be able to make a shift, and if they leave those shifts on unchecked, then you'll know maybe they won't be able to take those shifts. And then you can use the work chat tool to kind of communicate about if the employee will be able to take those shifts. And then you can always schedule out that shift and drag and drop it into a new employee. If the original employee isn't able to take the shift. Okay. Awesome. Thanks for the assist on that one. And if you have specific questions on kind of which of these different scheduling methods will work best for you and your team based on kind of the preferences that you have, feel free to chat with us after by pressing this chat button in the bottom corner of your account. And you can connect with myself, my team member, Marie and Tori. And then you can let us know kind of how you operate and we'll give you suggestions on the best way to schedule. Yes, we are here to consult you all on your specific needs. We know every workplace is really unique. All right. So Mark is the next question up and he asks, can I add employees into the account in bulk? Absolutely. Great question. So we're headed back to the employees page. We have a import employees option where you can download a template, which is just a spreadsheet where you can add in, you know, all of the information for your employees into the spreadsheet and upload the file to quickly add your employees. To the account. Awesome. All right. The next question is from Brenda. This is a really good question. She says, I have two car wash locations. How am I supposed to put my employees on the schedule and indicate where they are working? Good question. So this is a question that we get a lot. We have two different. We have two different features to help determine locations for your employees, schedules and job sites. So schedules is a way to group employees onto the scheduling grid. So you can create new schedules by hovering over the workplace icon and selecting schedules. Here you can add all of the schedules that you need on the account. So schedules can be really nice if you need a separate scheduling grid to help organize your employees by department or region. You can then head to the employees page. And when you have multiple schedules, you can assign employees to all the schedules that they're able to work and they can be on any of the schedules that you have on the account. When you have multiple schedules on the account, you'll be able to flip between the different schedules using this menu over here. And if somebody is assigned to multiple schedules in the account, you'll easily be able to see when they are assigned to shift at another schedule so you don't accidentally double book somebody. So that's a really great feature there. So if you prefer to have everybody on this same scheduling grid so you have everything all in one view, I would suggest one schedule and then using our job sites feature. So job sites can be added from job sites under the workplace menu. I like to think of job sites as kind of like that extra place away from the schedule address where shifts can take place. And instead of being assigned to employees, job sites are assigned to individual shifts. So employees know where to report for that shift. So as you create a shift, you can see that you can choose a job site in the job site menu here. And in the shifts details for the employee, they'll say, hey, I'm going to show you the key. The key is accessories card today and it will show them a little map of where they need to go for their shift. So if you are using job sites and everything on one schedule like this, you can use the job sites filter to easily filter down your schedule by specific sites. So you have a nice overview of which shifts are taking place at each job site for the day. Awesome. Next question is from Sarah. She says, I want my employees to clock in and out on when I work using their mobile phones, but I don't see an option on their phones right now to clock in. So just going over the options of how to turn that tool on and then the other ways that employees can clock in and out as well. All right. Awesome. Yeah. So let's head over to the attendance section. Attendance settings is a good place to kind of illustrate these different options. So we have three time clock options to help you fit the needs of your workplace. The first is clocking in with the mobile app, meaning that employees will download the when I work app on their mobile device. We have apps for Android and iOS. And when they log into the app, they will have the option right on the dashboard to clock in for their shift. The next option that we have is personal computer. So this option will allow employees to log into their profiles on a computer and clock in using this clock in button under the attendance menu. The last option that we have that is always on in the background because it needs to be locked for use is our time clock terminal. The time clock terminal is most like a conventional time clock in that employees will enter their email address or employee ID that you set for them into one device that is locked as a terminal, kind of that central place for all of your employees to clock in and out on. So as far as the mobile app goes, you can enable the ability to use the mobile app right from the settings. If you make any changes in the settings, just be sure you press save at the top of the page to make sure that is enabled on your account. With mobile clock ins, you can enable the option to have employees clock in and clock out near their scheduled location. This can help ensure that employees aren't clocking in, you know, from their bed or from the bus or something like that, which I know we all worry about. So you can have clock in and clock out check, just clock in, just clock out whatever fits your needs. And then you can set a radius around the scheduled location for how close the employee will have to be in order for their clock in and clock out to be accepted. So this is based off of the schedule address or job sites address that we just saw here. The address in the schedules or job sites that the employee is assigned to that day. All right. Awesome. I love the attendance tool and the mobile clock in the schedule. I love that. I love that. I love that. I love that specifically. The next question is from Linda. And she asks, can I see how much PTO my employees taken? I love when I work. Thanks. All right. Yeah, absolutely. So to see the PTO that employees have taken, you can head to the time off request page found under the request menu here. So if you go into a request for a certain employee, you're going to see this paid time off summary that is a year to date summary of how many different hours of each type the employee has taken. So I can, if this wasn't, oh, yep. If this wasn't a request that has already passed, we'd be able to see that. She has eight holiday hours, eight hours and zero personal hours. So that can help you take into account what the employee has already used while you're processing this request. Wonderful. All right. So the next two questions that we had, I saved till the kind of end of the session. They were about how long the trials are and then just, they wanted more information about how our billing works. So I saved those till the end because we just do go over it anyway. So I think that's a good decision to that right about now. Sounds good. All right. So we offer a 14 day free trial of our paid services upon signup. So this means that you'll have access to everything that we have in our small business plan when you're doing that trial. At the beginning of the year, we did a little bit of a rearrange of our plans and we wanted to put everything into one simple plan that has all of our advanced features in it to really make scheduling and attendance easy and make sure that you have access to all of these different features that can help speed up your scheduling and help you manage your workplace. So we developed our small business plan. It works great up to a hundred employees. You can go beyond a hundred employees, but if you do, we encourage you to reach out to us because we do have an enterprise option that may work best for managing larger teams. And we'd love to connect with you on that. But for most accounts, small business is going to be the perfect fit. And we have our small business scheduling plan. This includes everything that we talked about in scheduling today, including auto assign, time off requests. And then some of our extra features like task management, open shift requests or the shift bidding feature that we looked at. All of those team messaging options that we offer as well with work chat and shift coverage. And then you can add on to the small business scheduling plan, our attendance add on. And this includes everything that we talked about with attendance. All of those different clock in options along with the location restrictions. And all of our integrations to payroll processors like gusto and paychecks. So you can either use scheduling alone or scheduling plus attendance. We wanted to make it that easy for you, but we also wanted to make it easy for you to do that. And then we also wanted to make it easy for you to do that. You just wanted to use scheduling or scheduling and attendance together. All right. Cara, do you mind if I hop in real quick? Oh, absolutely. Yeah. We had a question from Dan. I just wanted to mention because it's something that's really important to want to work. And he says, how has the app been perceived by employees? Have you noticed issues where employees don't want to work? I think that's a really important question because one of the most important things that we care about it when I work is the fact that employees love when I work. It's something that we talk about a lot. You know, we found that employees really enjoy using when I work. And not only because it's really easy to use. And it helps them communicate with you and, you know, other teammates helps them get, get the right shifts, but they can do it all from their mobile phones with the when I work app. So this really boosts the employees. We've noticed using the app, holding the app in their hands and being able to communicate with you. So we've actually found that employees really enjoy using it. And that's just what we've heard from some employees that have used when I work, even when I find friends who actually use when I work, they always really enjoy it too. And of course we use when I work as a team at when I work. And this helps us stay organized and I as an employee use it as well. So I just wanted to, I'm sure we have more specific data on it that I just can't think of right now, but I know we do have it out there. So Dan, if you want to contact us after we have found that employees love using when I work. So I just wanted to mention that really quickly. The last question that popped in. Oh yeah. No, that's great. I have seen some of the most hesitant employees, maybe people who aren't as tech savvy. Once they get into the product, the way that we design everything is really employee centric and based on what we think a great workplace experience should be. So even the most hesitant of users have found value in using when I work. And I always check the one thing that I do right before I go to bed every night is check when I work. And I've heard a lot of people say that too. So yeah, like Marie said, if you have any concerns about employee adoption of the software, feel free to reach out to us and we'll give you some tips. All right. So back to plans. If you want to get an idea of pricing and the kind of pricing for the size of your account and how many users you'll have, we recommend heading to your account and billing page found under the gear icon in your account. On that page, you can press upgrade my account and then check out to activate, which I know sounds a little bit scary, but I promise you won't be charged until you press purchase. On that modify account screen, you can toggle on our different options for adding on time, clock and attendance or having annual billing. Just to mock up what your price is going to look like with your subscription and any applicable tax. All right. So, of course, if you have any questions, we are here to help. We mentioned chatting with us using the chat button in your account. Marie has also posted our little message in chat. Where we were chatting earlier, that has a few additional resources on getting signed up for an account and accessing our help center and training center, which has a lot of great resources to help you get started and explore the different features of when I work. And then when you are in your account, you can press need help on the sidebar and that will also give you access to our help center and our training center. So feel free to reach out to us. We are going to be here after the webinar online to take your questions and thank you so much for joining today. There was a lot of great questions and we are so happy to have you checking out when I work. Thanks everyone.