 Hello, everyone, and welcome to the When I Work live Q&A webinar. Thanks for being here today. We are going to wait one or two minutes to let everyone get joined and settled in before we get started with our content here today. So while we wait, feel free to chat with us. You can let us know where you're joining us from, what kind of work you're managing and scheduling for. It's always really fun for us to get to know you all a bit better before we get started. So we will be starting here in about one or two minutes. When I Work does schedule for all different types of companies. So whether you are scheduling and managing a restaurant, a health care company, maybe a cleaning company, construction, vet, clinic, we have probably seen your setup before and will probably be a great fit for you. When I Work also does schedule for companies all across the United States, Canada, and across the world as well. So you're welcome to share where you're joining us from. It's always really interesting for us to get to know where you're joining us from. There's always somewhere really far away. So awesome. Welcome Daisy from Scotland. There's already somewhere abroad. When I Work is based in Minneapolis, Minnesota. So Daisy is managing cabins for hire. That's a great way to use when I work. We have Steven from Ontario, Canada, working at an arts nonprofit as a production manager. We do schedule for a lot of different nonprofits. So chat with us if you do work with a nonprofit and we can get you set up. Welcome Maddie from St. Paul overseeing concessions. Wondering if that's St. Paul, Minnesota. And welcome Steven, working for a thrift shop nonprofit, I'm guessing. And Maddie says, yes, St. Paul, Minnesota. Welcome Maddie. Always like to see some local users. All right. Thanks for everyone for chatting in. It's just a great use of time as we make sure everyone is settled in before we get started. Looks like most everyone has joined us today. So we can go ahead and get started. So I want to welcome you all one last time to the live Q&A. We're so happy to have you join and we're excited to help you get started with When I Work. My name is Marie and I'm 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-ish minutes, we're going to be answering your When I Work questions. We're going to show you some ways that you can save time scheduling, manage your payroll, manage your employees and communicate with your team. But the direction of the webinar is going to be directed by the questions that you all ask us today. The questions are going to be flowing in and we'll get to as many as we can. But if your question doesn't get answered or you have any follow-up questions after the session, you can always get in contact with us one-on-one to get your questions answered. So listen for more information. We'll go over all of the resources and we have a little resource guide for you all that we'll share with you at the end. If you're totally new to When I Work and just checking out your new account and the different plans that we offer, we're going to go over all of that information, how to subscribe, upgrade your account and the differences between our plans. We'll go over that at the end as well. And if you're joining us to ask questions on your existing When I Work account, you're welcome to ask any questions that you have as well. The way that this webinar works is we're going to be turning off that chat button that we've been using just to get to know each other a bit better. And we're going to be turning on the Q&A button. So use that Q&A button, pop it open and you can ask your questions in there now or at any time during the webinar. Tiffany's going to be going through all the questions, asking as many as she can out loud. She might rearrange the questions based on where we are in the product. And she might be typing some back to you if we can't get to all of the questions live. But we will try to get to as many as we can. I'm going to be sharing my When I Work screen to give a little bit of a demonstration and answer the questions that you all have. So before we get started, I wanna give you a little tour of what you're seeing on the screen right now. I am logged into my When I Work account as the main admin. So just the user that has the highest access level and there can be three admin on One When I Work account. One interesting point is that when your employees log into their accounts on the web browser like I am now, they're gonna see a screen very similar to what you see as the admin or the manager, but they won't be able to see things that they shouldn't or manage settings that you don't want them to manage. But it is just great to know that what you're seeing is pretty similar to what your employees see. The top menu bar here is the main navigational center for your When I Work account. The scheduler here is where you can create shifts for your employees, create the schedule, publish your schedule and that will notify your employees of new or changed shifts. The attendance tab is where you can manage your time sheets, your employee times that they are actually working, close your payroll cycle and produce your payroll summary based on all of your employees' timesheets. The work chat tool, this is your in-app messaging system. It's really gonna help you boost that communication with your team. And then over on the right-hand side of the top menu bar, you have your gear icon. This is where you can manage the settings for all the different tools within your account. This is where you can also access your integrations. So the connection between When I Work and your payroll processor and your account and billing page. This is where you will upgrade your account and manage your subscription. The workplace menu, one of the most important menus in When I Work, this is where you can add in all the building blocks of your When I Work account that help you create shifts, create your schedule, things like that. One of the most important first steps is adding your employees, the positions that they can work, any job sites that you might need, extra schedules and a really important tool here, the shift template tool. So again, these are all the building blocks of your When I Work account. And then last but not least, we have our tray icon or our request center. This is where you can request time off for yourself or your employees and manage and access any other requests that your employees are submitting within their When I Work account. So things like open shift requests, shift coverage requests, so swaps and drops, and then those time off requests if you have manager approval turned on for these things. So with that, we can go ahead and get started with our questions. Awesome. Our first question is, how can I input my employees availability? That's a great question. And I always say this, but availability is one of my favorite tools in When I Work. It's just such a mutually beneficial tool. You're gonna love it, your employees are gonna love it, and it's gonna help you communicate better with your team and help you schedule the shifts for the right employees. So essentially for those of you who don't know, the availability tool is a tool that helps employees add times that they prefer to work or that they prefer not to work. So an unavailability and an availability preference, times that they prefer to work or they can and can't work generally. So your employees can add these requests from their mobile device. They'll just see a big button that says my availability or they can do this from their web browser like I am now just by hovering over their name and clicking my availability. From here, they'll be presented with a calendar and they can hover over the specific day they wanna add a preference on and choose either unavailability or an availability preference. They can choose all day or a specific time period within that day. And then a really important tool here is the repeating preferences. A lot of employees that are adding in those preferences for availability or unavailability are gonna have that availability repeat. All the part-time employees, maybe they're students and they always have class on a Tuesday and they'll never be able to make a shift. They'll be able to repeat that preference, for example. So once they've added in their preference and selected save, you'll be able to see their preferences within the scheduler. A green tab will indicate a preference and a gray tab indicates an unavailability preference. So these will help you guide your scheduling. They're not official time off requests like these are here. You can see you can't schedule over these time off requests but it's just a little guide to help you schedule your shifts for employees when they generally can show up. So you can see here if I click on a day where they've indicated an unavailability preference, you can see that the shift templates that conflict are grayed out. But since it is just a preference and not an official request, you can always schedule someone with a time overlapping. You'll get a little red icon to show that you did that but it's definitely something that you can do. And if it's a green icon, you'll see that they prefer to work during this time and here are the shift templates with their preferences taken into account. So it's a really helpful tool having your employees get shifts on the time that they know that they can work helps you get employees actually showing up for those shifts. So it's really a win-win. Availability is such an awesome feature. Our next couple of questions that I'll tie in beautifully comes from Kristen. She works in a wedding industry and wants to know if there are multiple events in one day. Can I schedule staff at different locations and input notes, addresses and details? Great question. And I've worked with a lot of different wedding companies over the years and things like catering companies. So we'll definitely be a great fit for you. So you definitely can schedule your employees for two shifts in one day. And I'll show you and you can also schedule them for two shifts at two different locations in one day. And there's two ways that you can set this up, but I'll start with the first way that I would recommend for an event company, catering company, wedding planning, things like that. So the way that I would recommend managing different locations and different shifts within when I work as your type of company, I would recommend using the job site tool. The job site tool is essentially an added assignment that you add on to a shift that is assigned to one specific employee. So to add job sites into your system, you'll hover over the handy workplace icon and click into job sites. From here you can add a job site, you can add a location, you can even add notes to the job site. So you can see all the different job sites that I've created within my account here. And always make sure that you are adding it to the correct schedule that you want it to show up on. So back in the scheduler, you'll be creating a shift for your employee. I'm just gonna create one for Ross on the seventh by clicking into the cell. I'm gonna create a custom shift here. So you'll need a start and stop time. So I'm gonna do a 9 a.m. maybe to a 12 o'clock. And this could be your first shift. And you'll add in a job site here. I'm just gonna add in location A. And I'm just gonna add in a random position that I have. So now I'm gonna click save. And you'll see now you have this 9 to 12 position at location A for Ross. If you hover over this, you'll see this green plus icon. This will allow you to create a new shift. So I'm just going to create another custom shift. Maybe it's at, you know, 12, 30, 12, 30, two, four. And this is your second shift. And it's gonna be at job site B. So location B, I'm just gonna add in the same position and save that in here. So now you can see there's two shifts on one day for Ross. One is at location A and one is at location B. And you can do this for any employee within the system. So if you have a lot of different job sites, if you have a lot of different events, I would recommend creating a job site and managing the job sites and different locations this way. Always remember that on the left-hand side, you can filter out your job sites. So you can only see specific job sites that you have scheduled. This is really gonna help with visibility, making sure that you have the coverage for those different events and locations. So that's the first way that you can create different locations and shifts within one day. And the other way is actually creating multiple schedules within the system. So you can create your schedules, again, using the same workplace icon, clicking into schedules, creating as many schedules as you need. The schedule, the multiple schedule tool is really great if you have more of a limited number of job sites, I would say. So it's great if you have maybe two retail locations, three different coffee shops, or maybe you want to split your team up within departments or teams. So back in the scheduler here, you can move back and forth between the different schedules that you have created here. So you can see that Ross, for example, is added on both of these schedules. So he'll show up on both. And if he does have a shift at a different location, so a different schedule, it'll show up here in gray. It'll be grayed out, but that way you have visibility to know that your employee is already scheduled at a different location. So for example here, Rachel has a nine to five shift at the other location, the central perk location. And if I wanted to schedule her in for another day, I would just click on that same cell. Any conflicting shift templates will be grayed out, but you can always create another shift. I'll have to check. Her shift ends at five on the other shift. So you could create maybe a 530 to 9 p.m. shift, oh my goodness. And save that in there. So you'll be able to see the two different shifts both on different schedules, so different locations. And so that's kind of a way that you can manage different locations and having two shifts within one day, but you're not using the job site tool. Again, you're using the multiple schedule tool. So two different ways. And we have a great help article under our help center. So if you have any questions on which tool is right for me, job sites or multiple schedules for my setup, just type in a keyword like job sites or schedules. And we have a whole article dedicated to helping you figure out which tool is right for you. And of course you can always chat with us one-on-one and we can help you figure out a good setup. Awesome, our next question comes from Alice. Is there a way to incorporate training or certificates in employee profiles that they receive notice when they're expiring and prevent them from signing up for a shift if the certification is expired? I think it's a great time to go over tags and how that our tags feature can assist with this. That's a great question. So for every when I work shift, I'll actually go back to the scheduler to show this. For every when I work shift, you'll have to add in a position. And so that's the main qualification that your employee needs to have added onto their profile to be able to be eligible for that shift. So if the position is a manager position, your employee will also need to be added onto the manager position within their profile. Same goes for tags. And tags is essentially a sub qualification for your shift. So your employee, if there is a tag added onto the shift, your employee will need to be added to the manager position within their profile and also the over 18 tag. So any employee that works the shift will need to also be assigned to the over 18 tag within their profile. So this is a great way to add extra qualifications onto your shifts to make sure that the right people are being signed up for the right shifts. So you can manage all of this within your, again, your workplace menu. I'm gonna hop into my employee list. You can see all the positions and all the tags your employees are assigned to here. If you wanna add any information into their profile, click the edit button and navigate to assignments on the left hand side. And make sure that they are added to the correct positions and tags. You can add any tags and positions into your account by hovering over the workplace menu and clicking into positions or tags. This is where you can add in all the tags that are available within your account. So for some examples I have in my account are someone who's CPR certified. Maybe you need an over 18 year old on a specific shift. Maybe it's an after hours shift. I mean, they're serving alcohol. And maybe you would have an over 21 tag for that or maybe a senior tag for specific shifts that you need someone senior. So these are all just those sub qualifications that you can add onto the shifts. We don't have a tool that will let you know when these certifications or extra tags are gonna be taken away from employees or if they are not gonna be certified on something, it's expiring, but these tags will help you get the right people on the right shifts and you can easily within your employee list see which employees are assigned to which tags. And then also another quick tip if you are working with employees that have certifications that might need to be renewed, things like that. You just wanna keep tabs on this for your employees. You can actually add in notes to your employees. Maybe you can note when they last had their certification class, when their certification expires, things like that or when their birthday is. So when they're over 18 or over 21 and this will help you manage your employees and all of the different tags and certifications that they might have. It'll just help you stay more organized but the tag tool in general is gonna be that sub qualification to the positions that are making sure you're getting the right person on the right shift. Awesome. Our next question is, can I track what tasks my employees complete during their shift? That is a great question. Yes, we have a fabulous task tool that is gonna help you monitor your employees tasks throughout the day all through when I work. So you don't even have to be there to make sure and have the peace of mind that what's needs to get done at your workplace is getting done. So we have two different types of tasks or task lists that you can add into your run I work account. So I'm gonna hover over the workplace menu again and click down into task lists to show. We have a tool called team task lists and the team task list is a task list that you can add on to one specific day and anybody who is working that day will be able to see those tasks on their end whether it be on their mobile app. They'll open up their mobile app, see their day and their shift and they'll see all the tasks that you have planned for them. And then we have something called a shift task list. And this is a task list that is added on to one specific shift and that shift is assigned to one specific employee. So you can create your task lists within this landing page. Just hit create list. Back in the scheduler, you can add a team task to the specific day by clicking on to the, not whiteboard, clipboard on the day and you can add in any task list that you have created. Once you add that in, your employees will see the tasks on their end and they can toggle off the tasks as they go. So you can from your end pop open this task list and you'll be able to see, all right, one task is done. You can see who completed the task and when the task was completed. So this is a lot of great information, especially if you don't always want to be at your workplace, keeping your employees on track. And then the shift task list, as I mentioned, can be added on to one shift that's added to one employee. So here I have a 7 to 2 PM cook shift for Monica. I'll pop open that shift and then down here, you can add in any shift task list. So I'm assigning her the opening Barista shift task list here. So once I add that on to her shift, only Monica will see, she'll be able to pop open her shift and see all the tasks she has assigned to her and she'll be able to toggle them off just like I did for the team task list just now. And you'll be able to see when Monica accomplished all of her tasks for the day. Awesome, our next question is, what are the methods of clock in my employees can use? Another great question. I'm really glad that we're going over the attendance tool. So for those of you who don't know, when I work does not just have a scheduler, we also have an attendance tool that will help you track the actual times your employees are working, helps you produce a payroll summary and track time for your employees. So if you do choose to have this add on to your when I work account, your employees will be able to clock in and out three different ways. I'm going to navigate to my attendance settings to show more. So your employees can clock in and out three ways, like I just mentioned. The first way is clocking in with their personal computer. If you have this turned on within your account, your employees will be able to log into their when I work account on a web browser, just like I am now. They'll hover over the attendance tab and click clock in. The second way that you can have employees clock in and out is an on site only option. And this is called locking as terminal. So you can lock your computer or any mobile device as a time clock terminal. This is most similar to your typical and traditional time clock where your employees will come to the workplace. They'll see the terminal and they'll type in a code or their email and that'll clock them in. To lock a terminal on a computer, you'll just click lock as terminal here after hovering over the attendance tab. And your computer will be locked as a time clock. So you'll just see a little tab to type in a code and clock in all your employees will use this as they come into the workplace. You can also lock a terminal on a mobile device, but instead of clicking lock as terminal, they'll actually download a separate app called the when I work terminal app. And you can download this from the app store or the Google Play store for Android. The third way and probably most popular way for your employees to clock in and out using when I work is the mobile app. If you have this tool turned on within your attendance tab, you will see a big green button at the bottom of your when I work app on your mobile device. So your employees will just download the when I work app which they are probably already have downloaded to see their schedule. But this time they'll see a big green button at the bottom of their screen. And all we have to do is click that button and it will clock them in. And I'll just quickly address this question that always comes up when I talk about the clocking in with mobile app tool is can my employees clock in and out from anywhere if you have this tool turned on? And the answer is not if you don't want them to. Your employees won't be able to clock in and out from bed or from their breakfast table or the bus if you are restricting where they can clock in and out. So if you have this turned on, you can restrict where they clock in and or out. You'll choose how close your employees must be to the location. 100 meters is the minimum. And this will create that geofence around your employee's location of work. And if they have that, if they arrived at their workplace, they'll be able to clock in. And if they haven't arrived at their workplace, they won't be able to clock in. It's as simple as that. Same goes for the personal computer clock in. And this can also be managed with IP address if you are using the personal computer clock in. So your employees need to be connected to the correct Wi-Fi and IP address in order to be able to clock in. So this gives you peace of mind that your employees aren't clocking in where they're not supposed to be when you are using the mobile or personal computer clock in. Awesome. Are the last question we probably have time for is if my employees forget to clock in, can I edit that for them? Yes, great question. You can always edit your employees' time sheets by hovering over attendance, clicking into time sheets. You can do this from the mobile app as well. And essentially all you have to do to edit your employee's time sheet, if they forgot to punch in and out, made a mistake, anything like that is just click into the cell that you wanna add a time for, manually type in the time and click enter. Same goes for clock out. And you can always edit any punches by clicking into the cell, clicking delete and then typing in your correction to the time sheet. It's really as simple as that. And you can always edit the details as well. So things like what schedule they were on, what location they were at, what position they were working. This is a really important one, especially for pay. And you can always add in and edit their lunch breaks or their breaks as well. And then just something really important is you have an entry history icon. So click on the info icon and then you can see what changes were made, when the changes were made, who made the changes. This is really important when it comes to employee's work time, especially if you are tracking their pay and things like that. So if you are doing an manual edits, that's a great tool to have in your back pocket. All right, so we have a little bit more information for you all that I wanted to go over for those of you who are new to when I work. So I'm gonna swap my screen over really quickly. All right, so for those of you who are looking into purchasing when I work for a subscription, we have a couple of different options, but we have condensed the plans to make it more simple for you to figure out which plan you need to be on. We have a small business plan and an enterprise plan. The small business plan is the right plan if you have up to a hundred users. If you have over a hundred users, you'll be on the enterprise plan and the enterprise plan just has a couple extra features that are geared towards larger businesses, things like access to our API key, single sign-on, global privacy, some extra reportings, things like that. But if you have under a hundred employees, the small business plan is right for you. But if you do think you might need the enterprise plan, feel free to chat with us and get in contact with us and we'll get you set up. The small business plan that does include everything that we showed today, it's gonna have all the availability tools, scheduling tools, auto scheduling, task management, document storage, open shifts, all that great stuff. So by default, it'll be small business scheduling. If you have the need for an attendance tool, so what we talked about at the end, so clocking in via the mobile app or a time clock terminal, clock in and out reminders, overtime alerts, anything that has to do with tracking your employee's time, you'll just simply add the attendance add-on and all of these tools will come with the one add-on. And something that I always like to mention, if you are bundling the scheduling with the attendance add-on, you gain access to something really great. It's called labor reports. It uses data from both the scheduler and the attendance tool to create custom reports for you, things like overtime reports, late clock-in reports, things like that. So you can get a good idea of what's happening at your workplace, what's happening with your employees, gives you some tools for training and audits, things like that. You can upgrade your account all from your own when I work account on your own time. You'll just hover over the gear icon, click into account and billing. From there, you'll click upgrade my account and you'll be presented with all the options we have. By default, the scheduling and messaging will be turned on and you can toggle on the time clock and attendance add-on if you need it. By default, we do a monthly billing cycle, no contract, but if you want to sign up for annual billing and be locked in at your lowest number of users, you can always choose annual billing and there's a 5% discount for that. So if you are sure and you love when I work, I would go for the annual billing. From there, you'll check, click out to activate my account and you'll choose the amount of users you need. We bill in groups of five users, so five, 10, 15, 20, 25, et cetera. And once you figure out which range, which user range you fit into, you'll see your total mocked up at the bottom and you can click purchase and from there you'll just enter your billing information. So it's really simple, it'll guide you through the process and you can do this all on your own. If you have any questions along the way, if you want to know if when I work is right for you, which plan is right for you, if you have any setup questions, or if you run into any trouble along the way, you can always contact us. You can contact us via live chat from within your when I work account. You can press the green chat bubble on the lower right-hand side and it will contact you with one of our reps. You can also contact us via getting started at wheniwork.com via email and that will get you in contact with us as well. We are gonna send you a big resource packet within the chat tool and we'll leave that up. That's gonna include all of the links to how to get in contact with us, as well as some extra links to some recorded demos that will help and links to our help center and our training center. I really wanna make sure you all know about our training center. It is the kind of landing page for every type of training you need for when I work. It's gonna include training on getting your account set up from A to Z. So really take a look at those videos as you get started, because it will help in every way. So take a look at those videos, chat with us if you have any trouble and thank you everyone for joining this webinar today. And have a wonderful rest of your week and a happy new year. Bye everyone.