 Alrighty, we should be live. Now we're really live. Welcome everybody. Welcome everybody. We're just going to wait one or two minutes to let everybody get joined properly and get settled in and then we will go ahead and get started with content. For the time being, we are just going to wait one or two minutes. So definitely just hang tight and we will get started shortly. As we wait, feel free to use the chat function. I just threw out a little message. You can let us know where you're joining us from today, what kind of work you're managing, scheduling for. It's always fun for us to get to know you all a little bit better before we actually get started. Helps pass the time and it actually helps us to get to know you all better before we start with any questions. Tori and I have worked at 1iWork for quite a bit of time and we have talked to so many users, so many different companies and we've seen a ton of different setups. So definitely just chat us, let us know what kind of work you're managing for and also where you're joining us from. On my time on this webinar, I have seen people from all over the world. So we schedule for lots of users all around the United States, but also all around the world. And even when it is really cold in Minnesota, where when I work is based, I always had somebody chatting in from the Bahamas or somewhere really cool. So definitely let us know. Awesome. Welcome everybody. Welcome Jennifer from Scottsdale Medical Network scheduling. Awesome. Paul from Dallas. We've got a couple from Texas. Welcome everybody. And Caroline from the UK. Like I said, we schedule for users all around the world and I see a ton of users in the UK. So welcome from across the pond. And LA for non-profit. Thanks everyone for chatting. It's a really great way to just use this time where everyone is, you know, jumping in even last minute. So I don't want to take up too much time, but I want to make sure everyone's ready to go before we get started. Awesome. I'm seeing so many different kinds of businesses today hopping on. Again, we schedule for not only one type of business, but for tons and tons of different types of businesses, different use cases and setups. So we can probably find a good setup for everyone. And of course we could help figure that out as well. Welcome Joyce from Virginia. Awesome. Wow. So many cool use cases today. Thanks everyone for those of you who chatted in. So nice to get to know you all and welcome to the webinar. It looks like just as I said that we had one more person jump in, but it looks like we probably are pretty good to go ahead and get started. So I just wanted to welcome you all one last time to the When I Work live Q&A. We're so happy to have you all join and we're excited to help you get started with When I Work. So during the next 30-ish minutes, we are going to be answering your When I Work questions. We're going to show you some times, some ways that you can save time scheduling, as well as cut down on your overtime costs and cut down the time it takes you to run your payroll even. But the content that we will be talking about will be directed by the questions that you all ask. So the questions are going to be flowing in and we're going to get to as many as we can, we promise. But if your question doesn't get answered or you would like some help for something else, anything, you can always chat with us after. So listen for more information on how to get in contact with us. We're going to go over that probably during the webinar and then definitely at the end as well. If you're totally new to When I Work and just checking out your account, going over the plan that might be right for you, we will go, we will show how you can upgrade your account and go over different plans at the end if you really liked the tools that we're going to show you today. And if you're joining us to kind of ask questions on your existing account and you're already, you know, grooving on your account, we welcome you as well and you're welcome to ask questions here as well. So basically anyone here is welcome and invited. So the way that this works now that I said that way that this works is we're going to use that Q&A bubble. So not that chat bubble that we've been using just now to get to know each other. We'll turn that off and then we'll use that Q&A portion. That tool is going to be where you can put all of your questions that you have today. Tori is going to be going through those kind of asking out loud as many as we can get to. And I'm going to be sharing my screen and kind of giving you a visual demo to the answers to your questions. So you know what I'm talking about when I give you some answers. So with that, you can pop all of your questions in that Q&A section. And I'm going to flip my screen over to my When I Work account. Bear with me. The hardest part, hardest thing I do. All right. So this is my When I Work account. I am logged in right now as the main admin or just essentially the user that created the account. When your employees log in, if they do log in on a computer like I am now, they're going to see a view pretty similar to this, but they won't have access to seeing everything that you can or changing any the schedules or settings like I can on this account right now. But just seeing this is pretty much a good idea of how your employees will see the tool and see their schedule as well. The top menu bar here is kind of your main navigational section for When I Work. It'll bring you to the different landing pages for our different tools, like our scheduler, our attendance tools, so clocking in and out, and then of course, WorkChat, our in-app messaging system. And then on this side of the top menu bar, this is where you can add any information into your account and change any settings. So that's kind of a really rough overview of When I Work. So we can just go ahead and get started with any questions that we have. Awesome. We got a first question that came in. I feel like it's a good way for us to get familiar with the scheduler and some of the different tools that we have. So this person is asking, what's the best way to set up a bidding scheduling system for my team? And then they followed up with they need to be able to bid by seniority and job type. They are also bidding on schedules that are for a period of 12 days. So just, yeah, if you could highlight some of the options available and When I Work for that would be awesome. Definitely. I will go over how you can create an open schedule and a schedule where your employees can bid or request on those shifts. But just for a background on how the When I Work scheduler works is that you will be creating your schedules within the scheduler tab here. And some users choose to create shifts for their employees and then actually just publish those shifts out directly to their employees. So you can see the day and the employee that this is the sell for. You just click into there and add in a shift that your employee can work. But not all workplaces work like this. And that's why we created an awesome tool called OpenShift and OpenShift requests. So our OpenShift section here, it's just this green strip up top. This is where you can add in all of the shifts that you need covered for your workplace, but shifts that you don't necessarily want to publish out directly and assign directly to your employees. You can just publish out the shifts and then have your employees either request or bid to work those shifts or grab those shifts first come first serve. So the way that you would set that up is essentially just doing it the same as scheduling out directly for your employees. But you would use the OpenShift section up here. It's just that green section and you can add as many shifts as you need for your day. If you have a specific type of shift, you can add as many as you need. And then what you can do then is you can either publish out those shifts. And if you publish them out just as so, your employees would be able to grab the shifts first come first serve based on their qualifications. So that would be the schedule that they're tagged to the tags that they are assigned to you and the positions that they are assigned to. If you want to set up more of like a shift bidding or shift request setup, you can too. So your OpenShifts don't have to be first come first serve, grab them if you want them. You can put a little bit more control over your OpenSchedule or OpenShift schedule. And the way that you would do that is just for each of the shifts that you need to have picked up and covered, you would require a pickup approval for that shift. So essentially your employees who are qualified again by the positions, schedules and tags that they are assigned to, your employees could request to pick up a shift. You or a different manager could then go into your shift request section up here. And then you could essentially allow one specific person who signed up out of the list of employees who signed up for the shift to take that shift. So this is a really great way to make sure that the right users, the right employees are actually working the right shifts and you can make sure that the right seniority and the right employee is actually covering the shifts that you need. And it just looks like you are muted. Yeah, seriously. That's what I get for not wanting people to hear me type. All right, so we have a couple questions on availability. So the first one is just a basic, how can my team upload their availability? And then somebody kind of has more specific question about availability. So it is how are availability preferences managed differently than requirements? For example, an employee is available on Monday from 9am to 11pm at any location but prefers working mornings at a certain location and prefers to not work with particular coworkers? Definitely. Those are good questions. And I really, really like the availability tool, just a background on why I like it. I think it's just really helpful for both you as the manager and your employees. You know, you are getting employees who can work the shifts, who are going to show up, who are going to be happy with the shifts that they are receiving, and your employees are just going to be happier for it. So I think it's just such a mutually beneficial tool. And I love all the use cases I've seen with the availability tool. So the first thing I'll show is actually how your employees can go ahead and input that availability. And then I will show how you can input the availability and then how you can interpret the availability and schedule shifts for your employees based on that entered preferences. So again, the first thing I'm going to show is how your employees can input this availability. And what they would do is they would either go on their app or log in like I am right now, hover over their name and click my availability. They would just be presented with a calendar just like this and they would then be able to add their preferences. So either they would choose I'm unavailable to work and that is an unavailability preference or I prefer to work, which is an availability preference. They would choose which one they need and they would choose either all day or a specific time within that day. And then they can also repeat that preference as well. If you want your employees to input any other information about their availability, I would suggest using the note section. So more information on maybe where they prefer to work, who they prefer to work with. I would indicate that on their on the notes or you could also add this within your work chat or your chat messages. You can also hide these availability preferences and not everybody can see them and you can hide everyone's schedule from each other. So not everyone would be able to read those preferences and things like that. So once they've added these preferences back in the scheduler, you can actually add preferences in for your employees as well. So you'd be editing your employees availability preferences. So you can always do that for them on their end. When you actually go to schedule your employees in the scheduler, you'll see these little green and gray tabs on your employees cells. And a gray tab indicates an unavailability preference and a green tab indicates when your employees prefer to work or can show up for their shifts. So when you hover into those shifts, you can see that any shifts that kind of are conflicting with the unavailability preferences will be grayed out. So you can make sure that you pick a good shift or a shift that isn't grayed out for your employees. So you know that they will be able to show up for those shifts. And then a green, this is a preferred day. You can see that all these shifts are good thumbs up and you can assign those shifts to your employees. Back in the unavailable day, an unavailable preference is just that it's just a preference. So it's not an official time off request or any official request to not work. It is just that guide to help you manage the schedule and to help employees get shifts that they are able to work. So you can definitely schedule over an unavailability preference, no problem. You will get a little red tab indicating that you have done this, but there's nothing wrong with this. So I would just make sure that your employees know that there's a difference between the availability tool and the time off tool. So the time off tool is those official time off or PTO requests from your employees. And if those are, if those requests go through, they'll show up just like this in the schedule and it'll block out the employees from actually being scheduled for the day. So that kind of difference between the time off tool and the availability tool is important. And just to make sure that your employees know that before they start using the availability tool. And of course, these tools can be turned on and off. If it's not right for your business, if availability isn't the way that you roll, that's fine too, and you can turn that tool off. So you're just muted one more time. I was pressing the space bar, I swear. No more muting, I'll just be quiet. So just a follow up to the availability preferences. If you're using the auto scheduling feature, can that respect availability preferences or unavailability preferences? Oh, great question. We, for those of you who don't know, we do have an auto schedule tool. If you are using these open shift section, and you don't want to publish out the open shifts for your employees to grab or request, you can actually use a tool that we call the auto scheduler. This is going to push out all of your coverage in your open shifts section to your employees based on their qualifications and based on their preferences and time off requests. And then when you do click the auto schedule tool, you'll be able to configure those settings. So if you do want to respect unavailability and availability, you can turn those on and off. So it's also a really good tool if you're using the auto scheduler words today. If you are using the auto scheduler, it will take those preferences into account. If you do configure that within your settings, and this is super helpful. If you just want to take that extra step out of scheduling and make it super easy, fast, and streamlined, I think it's just such a good option. Great. All right. So I have somebody that's asking about our annotations feature. So how can I annotate all weekends as the business being closed without having to do it day by day? Awesome question. I don't get too many questions about annotations, but they're so helpful for just bringing your schedule and when I work to kind of the next level. I really like this tool as well. So the annotations show up as these little thought or speech bubbles on a certain day within your scheduler. When you click these on, you can always choose which schedule they show up on, a title for that specific request, or, and then you can choose what you want the annotation to be about. You can include a little message. So this one would be business closed. You can choose a start and end date for that annotation, and then click save. And that will basically block out your day if you don't work Sundays, for example, it would block out that day and your employees would know that no shifts will be scheduled on that day. So even if you don't want to use business closed, annotations can also be used to not allow time off, which is a really cool tool. So if you want to make sure that there is a specific day that you don't want any employees to be calling off, you can use the annotation tool for that as well. And then you can use your announcement tool as well if you just want to let your employees know something important for that day. And this is bringing you to the next level for your schedule, just making sure everyone's on the same page. So I really like that tool as well. Awesome. And so annotations can be created for a single day or date range. There isn't an option to set them to repeat. So like if you need to set an annotation for every like weekend, those would have to be created, but you just need a single one for both days on those weekends that you would just adjust the date. But for each weekend, they would have to be created at this time. Yes, sorry, I forgot the main part of the question. I got so excited about annotations. But yes, you're exactly right. So if you are doing that weekend, make sure that you do, you can do the entire weekend at once using the date range, but you would have to be creating those every week. But if you just sit down, you can schedule as far ahead in the future as you want. So if you just want to take a bit of time one day, create those for the next couple of months, you definitely can do that with our scheduling plan. You can schedule as far ahead as you need. Awesome. Now we have a question kind of relating to the attendance, the time clock and attendance platform. So somebody is asking, is there a clock in and out area for shifts and also breaks? Yes. All right. I know we had a couple, I was chatting to somebody earlier who I knew was going to have a question about the attendance tool. So I'm really glad that we are going over it now. And I really like the attendance tool. It is going to just create that streamlined employee management system out of when I work. If you are using the scheduler and then tacking on attendance, you'll be able to create those shifts for your employees when your employees should work and then having the clock in and out for the times that they actually work. And this is just really going to work well together. So I'm just going to actually hover over the attendance tool and click into my time sheets to show you all more. So in when I work, employees can clock in and out three ways. So the first way would be having them clock in and out on their personal computers. They would just log into their accounts just like I am right now. They would hover over the attendance tool and just click clock in. The second way would be an onsite specific option. You would lock a device, so a computer or a tablet as a time clock terminal. You can lock it here if you're on your computer and you can lock it on the time clock terminal app if you are using an iPad or an Android tablet. And essentially your employees would come into the workplace, locate the device, and they would type in their code or their email and just click clock in to clock them in. The third way and I'll show more about this option would be to have employees clock in and out on their mobile phone. I tend to see this as the most popular option, especially these days where we want everyone to kind of be touching their own devices and employees and managers tend to love this option as well, but that would be mobile clock in. Your employees would essentially just see a big green clock in button at the bottom of their when I work app and they would just be able to click that button and that would clock them in. When your employees clock in and out, you'll be able to see their times populating onto their time sheet. So when they do clock in, you can see that their clock in time will appear and then when they clock out, the same will happen. Within the detail section of their time sheet, you'll be able to see all the information about their clock in. So how long their break was, which schedule and location they clocked in at, and then of course, what shift or what position they are working during that time. Then at the end of your payroll summary, you can see all the different payroll periods here. You'll be able to close the period and when I work produces a payroll summary for you. So it's really slick and a really great option. And we also do have quite a few payroll processor integration. So if you have any questions on that, we can definitely go over those as well. But I did actually want to quickly show how you can turn on and off the different clock in tool options. And that would just be hovering over the gear icon and clicking to attendance settings. If you don't see your attendance settings showing up, that might be because you haven't activated your attendance tool yet. So if you don't see these, make sure to hover into your attendance tool and just click on it and it will guide you through a guided setup first if you haven't attached or started this tool yet. So if you're interested, definitely just click on the attendance tool and will guide you through a little bit of onboarding and turning on that tool. Once you've done that, you can see the attendance settings and this is where you can turn on the different clock in methods. So if you want your employees to clock in and out with their mobile app and not their personal computer, you can do that. You can turn on both or one or the other, whatever you really choose, and make sure to save your preferences as you go. And when you turn on these different tools, your employees will see the clock in and clock out button populate onto either their phone or their computer. And then I almost forgot to talk about breaks, but we do have unpaid breaks that your employees can clock out for. So if you have clocked in for a shift, your employees will actually see a take break or take lunch icon. So when they are clocked in, that take break or take lunch icon will appear and they can take their break at any time. So when they do that, again, back in the time sheets, you'll be able to see when they actually clocked in and out for those breaks. In this case, I added it on my time sheet. But if you hover over it in your cases, you'll be able to see when your employees clock in and out. All right. I'm not muted. All right. So we have a question. So it's mostly around a work chat and messaging, but I'm going to just read the question because it's a little specific as well. So we have technicians working with us. It'd be ideal if they could access our central support team via live chat versus text message as they do now. Would your in-app messaging system work as a live support team chat for troubleshooting? That's a really good question. I know I was just thinking about that. I was trying to figure out a way to pare it down, but it's just a good question. It's just a good question. So background, we do have an in-app messaging system where your employees or anybody added into the account specifically will be able to chat back and forth with each other or create new channels or speak within the main channel for your workplace. So only anybody who is added into your account will be able to use the in-app messaging system or work chat like we call it. So if you did want to create kind of like a hotline or a big messaging system, you could use that for support, having people on live, texting back and forth, not texting or messaging back and forth. You definitely could do that, but just keep in mind that only people that are added into your account would be able to use work chat. So if you want to add everyone in like as a support team, you can add a support team in there, add in all those employees and they'll definitely be able to use the work chat and be kind of live for any troubleshooting messages that need to happen. You could even create different channels for maybe different types of messages. So yeah, that would definitely work as far as I'm concerned, as long as you kind of know that all the team needs to be added into your Oneiwork account. So I think we got time for one more question. Annabella is asking, will attendants know if an employee works at more than one location so that they are able to successfully clock in from any location or the location associated with their shift? I think I understand the question. So I'm just going to draw over all the different things that I'm thinking in my head. And we do have ways to kind of monitor where your employees are scheduled so your employees can clock in and out at the right locations. So in the scheduler tab here, you can see that I have two different schedules created right now, one for each of the retail locations that I have for my account. So here you can see Rachel is actually scheduled for three shifts at a different schedule or a different location. So this is one way that you can make sure to not double book your employees for shifts. So you can see that you wouldn't be able to schedule her first shift at this location at these times, but this time would work. So you can see that now Rachel has one shift scheduled at the east end schedule and one at the central schedule. And you can toggle back and forth between these schedules just to see all the shifts scheduled at the different schedules or locations. When your employees are clocking in and out for their shifts, you can turn on location restrictions so your employee can only clock in and or out at the location that they're scheduled at. And this doesn't have to be monitored just by schedule location or different schedules. You can also use our job site assignment or job site tag on your shifts to indicate where your employees shifts take place. So you can see this is location A where the shift is taking place when your employees try to clock in or out. In this case, they would have to be at their job site location. So hopefully that answers the question. And if it doesn't, I will actually right now go over how you can get in contact with us because I think that was a good question. Anything that has to do with like clocking in and out restrictions and locations we probably can handle. But I will show you how you can get in contact with us right now. And I'm going to change my screen one last time. All right. So I did quickly as we end want to go over the plans that we offer. We've made it super simple and super easy to choose the plan that's right for you. We essentially have that small business plan for up to 100 users. That's going to include all the scheduling, communication tools that I showed you. And then if you need any time clock or attendance tools, that just comes with simply the attendance add-on. So you either would just use just the small business scheduling or small business scheduling plus attendance add-on if you want to use the awesome clocking in and out tools. I'm not going to go over those too much. But if you want to check out what your price might be or what is in each plan, you can find that information from our pricing page or from your account and billing page directly within your account. So it's super easy to go to that page, see which tools you might need, toggle on your tools and your billing frequency, and then your amount of employees. And then you'll be able to see what your monthly cost might be. So you can actually just do that all from right within your account on your own time. No need to get in contact with anybody. It's super simple and easy to guide you through on your end. But of course, if you have any questions as you go, that's why we're here. That's my job. I would be happy to answer any questions you have as you go. For example, if you have any other questions about job sites, multiple schedules, how to clock in and out, or just the best use case setup and plan for you and your business, we are here to help. You can contact us through this need help tab or the little chat icon at the bottom right hand corner of your screen. And then of course, if you don't have an account yet, you can get in touch with us at gettingstartedatwheniwork.com and we'll be able to answer any questions that you have as you go anywhere that you get stuck or if you need any advice. We're here to help. And we should have a little bit of information. Oh, Tori already put it in there. Awesome. So if you navigate to the chat bubble, this is where Tori just threw out all of the resources that you need to get started. This is essentially just a getting started onboarding packet that we have created for you. So if you want, you can copy and paste all of that information to your computer or whatever. And these are the links to getting started for an account, our help center, our team training center, and other options on how to get in contact with us. So definitely give that a look, copy and paste that. It's just going to give you everything you need to get started. So with that, thank you all for your questions. Thank you for attending today, taking your time to actually be here. We really appreciate it. It's great getting to know you all and the different setups that you are looking for in when I work. And again, let us know if you have any questions as you get started. We'll be very happy to help. Thanks, everyone. Bye.