 Hello, everyone! We will be getting started with the live Q&A webinar shortly. We are going to wait just a minute or two to help ensure that everyone who has registered gets the chance to join and then we'll start taking questions. In the meantime, feel free to open up the chat tool on the Zoom toolbar and let us know where you're joining from and what kind of work you oversee. It's always nice to get to know you a little bit better in these sessions. My name is Cara and I am joined by my team member Marie. We work on the onboarding team at When I Work and our goal is to help get new users up and running with When I Work scheduling and attendance tools. Myself and Marie have both been with When I Work for a long time now and we have seen accounts for a wide variety of workplaces and industries from all over the world. So no matter what your workplace needs are, I am sure our team has seen something similar and that we can help get you and your team set up for success. Welcome, Tara, joining from Wyoming and we'll be scheduling for healthcare staffing. We do certainly see a lot of staffing companies and a lot of healthcare organizations schedule and track attendance with us. So thank you so much for joining. Holly from St. Pete, Florida, the B-12 store. Welcome, Holly. Jean from Montreal, Canada and Desiree from Columbus, Ohio. It's always nice to see people from all over the United States and all over the world joining us. We are not just restricted to one region or one location. We're very flexible in that way. So welcome, everyone. I am seeing that our attendees have evened off a bit and we want to be sure to get to as much as we can during the session. So let's go ahead and get started. I just want to say welcome one more time to everybody who just joined the live Q&A session. Thank you for joining. We are really excited to help you get started with When I Work. For the next about 30 minutes, we're going to be answering your questions about When I Work scheduling and attendance tools. We're going to show you some ways that you can save time creating the schedule, managing time sheets and communicating with your team. We'll get to as many questions as we can during this time. But if your question does not get answered or you would like some further help, you can always chat with us after. We'll go through and provide some more information at the end of the session on how you can get in contact with us. So be sure to stick around for that. But for now, we can get started with asking some questions. This session is centered around your question. So to ask us a question, click the Q&A button on your toolbar and type out your question. Marie is going to be going through and asking some of those questions out loud so we can demonstrate them in our When I Work account. And also depending on where we are in the session or where we are in the tool, she may also rearrange or type out the answers to some questions, but we'll get to as many as we can in this time. So with that, I am going to switch over to my When I Work account and give a quick overview of how to navigate the web app. So I am logged in as an admin on the When I Work web app. This just means that I am the user that created the account. I have the highest level of access. There can be up to three admins on the account. And when you log in, you will be directed to your dashboard. This is a great snapshot of everything that is happening in your workplace, including your schedule for the day, a breakdown of how many hours are scheduled, who's clocked in, if you have any employees with time off, or if there's any shift requests that you need to address, you can find that all right here and even link to those areas of the product to manage those. We have our attendance notices. This will let you know when an employee has clocked in or out earlier late or they were in no show for a shift that was scheduled. From here, you can see the details and even edit the time sheet entry right from the dashboard. Below that, we have some graphs that help you visualize the coverage by position or by job site in your current time range. We also have labor costs, which can be broken down by position or job site. And then a pay period forecast so you can compare what your scheduled labor looks like compared with what has been worked so far. Next is the scheduler. This is where you are going to be creating your entire schedule and publishing out those shifts to employees so they can view them on their schedule. Our attendance menu has all of our attendance features under it, including the time tracker, time sheets, and then you'll also see any clock-in options that are enabled on the account under this menu as well. Work Chat, which is our in-app messaging system. This is very customizable where you can set up Work Chat to chat with everybody in your workplace, use it as an announcement-only channel, or allow certain employees or teams to talk amongst each other as well. It's really nice to keep all of that communication right within your account. Next is our request menu. This is where you can add time off requests, process any time off requests that require approval, manage shift requests, which are going to be those shift coverage options that we offer, so swaps, drops, or releases, and then open shift requests if you have any of those to process, which is part of our shift bidding feature. The workplace menu is what we like to call the building blocks of your account. This is where you can add things like employees and positions, schedules and job sites, all of the information that you need to have any account before you get started scheduling and we'll make up the details of those shifts and schedules. Next over is the gear menu with all of your settings, whether that be the general settings, scheduling, attendance. You can also set up any integrations from this page with any of our integrated payroll providers. And as the admin on the account, I also have access to the account and billing page where the plan and billing is managed. Lastly, we have your profile menu, so this is all of your personal information on the account, whether that be your profile details, your personal schedule, personal availability calendar, or which alert preference or notifications you would like to configure for yourself. So with that, let's get started with some questions. Awesome. All right, my name is Marie and I'll be going through all the questions today. The first question we have is from Crystal and she asks, can you review how employees can load in their availability? Absolutely. Wonderful question. Our availability feature is a great way to have employees let you know when they prefer to work or when they are unavailable on a repeating basis. So you can help create the schedule around those preferences. So the employee can enter their availability on a computer or through the mobile apps, which we have for Android and iOS. If they were going to enter it on a computer, they can hover over their menu and select my availability. Also, admins, managers, and supervisors can also add available availability preferences on the employee's behalf. To do that, you can head over to the employees page under the workplace menu and click the circled check mark, which is under the actions column that corresponds with the employee's name that will bring you to that employee's availability calendar where you can add preferences for any future date. So when adding a preference, you have that unavailable to work or prefer to work preference. You can set it to be all day or just certain times of the day. And then we also have an option that allows you to repeat that preference. And these preferences can be set up to repeat for up to a year from the start date. And once those are saved, they will display right on your scheduler so you can schedule around employees' preferences, find the shifts that work best for them. So on the scheduler, you'll see these blocks for unavailable. If somebody puts in an unavailable time all day, you'll see this block in their scheduling cell. If they have a partial unavailability preference for the day, you will see this gray corner in their scheduling cell. You can hover over that to see what their specific preference times are. And as you are scheduling a shift, the suggested unavailable times will be grayed out. So if an employee has an unavailable time during that time, they will be grayed out here. And you can still pick them if the employee needs to work during that time, as these are just a preference. But it does show you which times would be the most preferred for that employee. Same thing with the preferred preferences, you'll see a little green triangle. And if you add a shift, the highly preferred shift templates will appear first. Awesome. All right, we've got another question. We'll keep it in the scheduler for now. Jonathan asks, does the auto scheduler take in to account the preferences as well as availability? Absolutely. So our auto assigned shifts option is also called auto scheduler. This is a way that you can add any shifts that you need to be filled to this open shifts area of your scheduler. And then you press auto assigned shifts, and those will be auto assigned out to employees who are qualified to work that shift. And then we also have some additional configurations around availability that you can select as well. So let's do a quick example of this. I'm going to load in a template that I have that is just a bunch of open shifts that I need filled. And once those open shifts have been applied to the scheduler, I am going to press auto assigned shifts. So you will be assigning out these unpublished shifts based on positions, tags, and filters that are enabled. You also have the additional options to respect employees' unavailability, or also include the employee's preferred availability preferences. So you can have the auto assigned respect those. You will also be able to see all employees that are included in that auto assigned. So you can be sure that you are running the auto assigned for the right employees. And then you just press run auto assigned to dole out those shifts. From there, you can check things over. If everything looks good, you can save the shifts. You can also revert and run it again to get different results. But things look good. So I'm going to save. And that's how you use auto assigned to respect those unavailable preferences or availability preferences. Awesome. The auto scheduler is such a cool tool. All right. The next question is from Nick. And he says, can employees self schedule, meaning can you open up blocks of shifts and have them fill in based on seniority and qualification of the employee? Absolutely. So this is also going to be part of our open shifts. I am going to go ahead and clear this schedule so you can get a fresh week going for us. So our self scheduling option is called open shifts. Any shifts that you need to be filled, you can put into this open shifts row. And when published out, employees will be able to pick up that shift if they are available during that time, meaning they don't already have a scheduled shift if they don't already have approved time off. And if they are tagged to the position of the shift, which in this case would be barista. Awesome. All right. A couple of last questions on the scheduler. The first one from Victoria is can the employer input details for tasks on scheduled employees? Absolutely. So let's start by going over our task feature and show what kind of different task lists we offer. So you can set up task lists for your employees by hovering over the workplace icon and going into the task list section. From there, we have two types of task lists that can be configured. Team tasks, which means anybody who is working that day on the scheduler can pick up those tasks and complete them. And shift tasks, which are assigned to a single shift. So a single employee will need to accomplish those tasks during their shift. So let's head over to the scheduler. And let's see an example of that. So for, let's say today, I am going to click on the clipboard here and I see that I have the daily cleaning team task list on this day. So any of my employees who are working today can check off these task lists. If I would like to assign a shift task list, I can do that by popping into an individual shift and adding the task list. And then I can also leave any shift notes. Maybe I need to let my employee know a little bit more detail about the tasks on their lists. I can add that here in the shift notes and employees will be able to see that note on their scheduled shift in the app or on a computer. Awesome. All right. Victoria says, employees, can employees see their own schedules and not other members or co-workers schedules? Absolutely. I am going to hop over to our scheduling settings for a little more detail on this. So hopping over to scheduling settings. We have this schedule visibility section where you will choose what employees can see on their schedule. We have three basic settings that you can configure. You can allow employees to see all of their team members shifts, including their own. You can make it so employees can only see team members who are tagged to the same positions as them. Or you can make it so employees can only see their own shifts. So if I want to make it so employees can only view their own shifts, I am going to uncheck both of these boxes under schedule availability and press save at the top of the page. And then employees will only be able to see their personal schedule when logging in. Awesome. The great thing about when I work is that there's so many different settings that you can configure to make it work for your workplace. Very customizable. Okay. The next question from Jonathan and we actually had a couple of questions about this. And it's on the attendance tool. And essentially, if you could just give us more information on how late clock in notifications work and how those are sent to managers. Great question. So our late clock in notifications are great for reminding employees to clock in and out when they have missed one of their punch times. And these can be configured by hovering over that gear icon and jumping into the attendance settings. We're going to scroll down to this notification section. We have two types of missed clock in and outs, the ones that are sent to managers to let them know that an employee has missed their clock in and out or options that are sorry, notifications that are sent just to the employees when they personally miss a clock in or out. So you can configure these to be different times. Maybe you want to notify an employee immediately after they have missed their clock in or out. And then if the employee still doesn't clock in or out after that, you can send one to your managers at 15 minutes. These notifications are mobile notifications, so they will be sent to the employee on their mobile device. When they are logged into the when I work app on their device, those will be sent as push notifications or just those notifications that come up in your notification drawer on your device. And if they are logged out, these will come through as text messages. And employees can configure if they would like to receive these clock in and out notifications by heading to their alert preferences and turning on the clock in and out reminder under mobile here, that will make it so they are getting those clock in and out reminders that have been set for them in the attendance settings. All right, the next question from Crystal. Can you explain the integration with Gusto? Absolutely. So I am going to hop into our integration section under our gear icon here. So in this section, you will see any of the active integrations that you have in your account in this section. Right now I don't have any connected. So I am going to hop into see all integrations. And this is where you can see the integrations that when I work has created with these different payroll providers. We have that integration with Gusto over here. You can press learn more to get started setting that up. All of these integrations that we offer will send the worked hours from when I work to the payroll provider for processing. And if you need any help getting started with integrations, I would suggest checking out our help center. Each of these integrations has its own article that has step by step guide on how to enable these integrations in your account and get started sending over paid period hours. So to access the help center, you can press need help in the sidebar here. And then you will just type in the name of the integration that you are looking for in the search bar. In this case it is Gusto. So I would type Gusto and then you'd be able to access that setup guide right in the sidebar so you can get started with your payroll integrations. Awesome. All right. The next question is from Vicky. She asks, can I set up someone else as a manager to help me schedule my team in when I work? Absolutely. So I am going to hop over to our employees page so I can show you how to create another user with the access level to help create shifts and manage employees. So on the employees page I am going to pull up a user profile. We have four different levels of access that allow users to help manage schedules, help manage time sheets on the account. So as you are creating a user profile on the employees page, they will automatically have the access level of employee as a default. This is the default level of user access, meaning that they will be able to log in, see their schedule, request time off if that is enabled in the account. Just the base level, kind of a view only sort of access level. The top access level that we briefly went over earlier is admin. This has access to everything on the account. So managing schedules, managing time sheets, being able to adjust all of the settings on the account, including access to the account billing page where the plan information is. And this can be assigned up to three users on the account. The next level under that is manager, which has the same access as the admin. So that ability to manage all employees on the account, all schedules, time sheets, and settings, with the exception of the account billing page. Managers are not able to access the account billing page. The next level under that is great if you are using multiple locations to manage departments or regions or different locations because supervisors can only see the employees in the account that are tagged to the same schedule as they are. So this is great if you have those different departments and you only want the supervisor to be able to view and edit their own department. And so if I were to make Allison a supervisor, she would only be able to manage the schedule for shifties, coffee, and bakery and the employees that are also on that schedule. Awesome. The next question is about WorkChat, which I love. And there was two questions on just what WorkChat is and how it can be utilized in when I work. Awesome. All right. So WorkChat, as I briefly explained earlier, is our in-app messaging system. Great for keeping all of the communications that you have between your workplace all in one place can help reduce those text messages that come in or maybe I've had a workplace before that communicated almost exclusively through post-it notes that we left on a boss's desk. So this is a great way to have all that stuff in one place where you're already creating the schedule. I'm going to hop over to our general settings so I can go into a little bit more about the different options you can have for configuring WorkChat. So if you have everything on for WorkChat, employees are going to be able to access this all workplace channel where you can make announcements. They're also going to be able to start their own conversations amongst themselves, one-on-one with employees or in groups. We have some additional options that will allow you to customize this a little bit more. So if you don't want staff to be able to create or use additional channels or talk one-on-one, you can uncheck that and with that unchecked you will just see this one workplace channel up in the very top of your WorkChat section and this will be an all workplace channel where supervisors or managers and admins can post in the channel and make announcements or any of those all workplace communications. If this is checked then you will just have that one channel and supervisors and employees will also be able to post in that one all workplace channel. So we have a bunch of different options that help make WorkChat really flexible for your workplace. Awesome. All right we've got a great question on the attendance tool and Kristen asks can my employees clock in and out on their mobile phones but if I turn this on can they clock in and out from just one specific location? Good question. So I am going to head over to the attendance settings page so we can talk a little bit more about the mobile clock in and just all of our clock in options that we offer. So our first option that we have probably our most popular option that we offer because of the flexibility is clocking in with the mobile app. When this is enabled in the attendance settings employees will be able to download the When I Work app on their Android or iOS device and from there they can use the clock in button or clock out button on the dashboard to record their work times. If you would like you can require that employees be near a certain location in order to clock in and clock out and how close they must be to that location in order to have a successful clock in. So the locations are based on the schedules and job sites in the account. If you just have that one location that all employees will be clocking in and out of on the mobile app you will configure that in your schedules. You can click in and add an address or custom coordinates to be sure that employees are clocking in from that location. I'm going to head back over to the attendance settings so we can talk a little bit more about logging in with personal computer. So this is a great option if you are in an office and all of your employees have their own computer that they're working at. This allows the employee to log into their profile on a web browser and then they can hover over the attendance menu and select clock in to record their work times. This can also be limited by location. This will use the IP address that is set in the schedule. So let me hop back over there. This is where you can add the IP address employees will need to be within that clock in radius in order to clock in successfully with their personal computer. And if you're at the location currently and you're not quite sure what your IP address is, you can click this button here and it will auto fill in your IP address so you don't have to look it up. Lastly, we have our time clock terminal option. This is most like a traditional time clock and that employees are all going to be clocking in and out from a central location. This can be set up on a computer. We also have time clock terminal apps for both Android and iOS so you can make those devices into a dedicated time clock terminal. So if I was going to do this on the computer, I would hover over attendance and lock this terminal and then I'd select which schedule I would like to lock the terminal for. Then you're going to encounter a screen like this where employees can enter their email address that's in their profile or the employee ID that you set for them in their advanced details section of their profile and then they can clock in and out all from the terminal. Awesome. We've got one quick question before we transition to the end resources. Carl asks if someone forgot to clock in, can an admin add one case by case basis? Absolutely. So to do this, you are going to hover over attendance, click into the time sheet section. So if somebody misses a clock in or clock out, you can add that directly to the employee's time sheet to make sure that it's accurate. So this is a good example Chad here missed a clock out time on Thursday. So I can add his clock out time for him by adding the time. Then if I press enter or click away from that cell, it will automatically be saved. You can also add any details that are needed to help fill out the details of the shift. So including the schedule, the position they worked, if they had an unpaid break, you can enter that any notes, job sites, and then you can also view the entry history, all of the changes made to that certain time entry right from the detail section. All right. So looks like we are at the end of our time here. So I am just going to head back to our slideshow and go through just a little bit about our plans. So our small business scheduling plan includes all of the scheduling features that we went over today. So access to the scheduler, team member availability, communication tools like work chat, and those alert preference notifications. You can have as many schedules and job sites as you like on the account. You also have access to those more advanced features like auto scheduling, task management, and shift bidding. The small business plan is a good fit for workplaces with about less than 100 employees. If your workplace exceeds 100 employees, we do have an enterprise plan available with all of the same features included in the small business plan, but also features that are specifically designed to accommodate larger teams. So things like single sign on, global privacy, and access to the API. If you are interested at all in any of those enterprise features, feel free to reach out to us after the session and we can provide you with some more information. But if none of those enterprise features are necessary for you and your team, you can also absolutely use the small business plan beyond 100 employees. There's not a hard cap on how many employees you can have on that plan. So in addition to small business scheduling, our attendance product is an optional add-on to the scheduling portion of the plan. And this includes all of the time tracking features, so access to time sheets, access to all of those time clocking methods, GPS location enforcement for time clock, paid and unpaid break options, exports, and access to all of those integrations. So you can mock up your pricing if you log into your account on the web. You can head to your account billing page found under the gear icon. From there, you are going to press upgrade my account, then check out to activate. On this modify account screen that you see, you can adjust the number of users you would like to set for the plan, enable or disable time clock and attendance, whether you will be using that. And then we by default have a monthly billing cycle, but we also have a switch that you can enable for annual billing. This will allow you to pay upfront for your service. And the annual billing cycle also provides a 5% discount compared to monthly billing. So if you are looking to use when I work long term, that is a great option to save a little money. So if you have any questions at all about what plan is the best fit for you or any of the features that we provide, do not hesitate to reach us out to us on chat. We are here for you. You can access chat from within your account by pressing the chat icon in the bottom right. And if you prefer, you can also send us an email to getting started at wheniwork.com. So Marie is going to send out a list of resources in the chat section that we used earlier to get to know you all a little better. Feel free to copy and paste that into a Word doc or a notes app to save it for later. This list has more information on getting started, plans and pricing and links to training resources that will really help you out as you are getting started. So I just wanted to wrap up by saying thank you so much for joining us today for this live Q&A session. Your questions were absolutely fabulous. And again, do not hesitate to reach out to us if you need anything. We are here to help you and we are here to help your team. So I hope everybody has a wonderful rest of their Thursday.