 Okay. We are live. There we go. Welcome everybody. Welcome everybody who's just joining us. We're going to wait one or two minutes before we get started to let everybody get joined and settled in and then you will get started with all the content that we have for you all. How everybody is joining very fast. Feel free to chat with us while you are waiting for everyone else to join. You can let us know where you're joining us from and what kind of work you oversee. It's always really fun and interesting for us to know a little bit more about you all before we go ahead and get started and it's just a fun way to take up the one or two minutes that we wait for everyone. Welcome everyone that has just joined us and hasn't heard me say welcome yet. Sorry for everyone that joined right away and has heard me say it five or six times. We've got Connecticut, Social Services, Iowa with an emergency homeless shelter, non-profit, awesome. We do have a ton of different companies that use when I work. Tori and I have been working with when I work for quite a long time. We've seen tons of different types of companies come through. We've seen all different sorts of setups and we do see a lot of non-profits come through. Welcome, Tessa. Wow, we've got Lance with a Jersey shore dinner cruise boat. Cool, very cool. Awesome. I think we can get started here. Looks like the joiners have slowed down. My name is Tori and this is Marie who's been welcoming everybody over and over again for the last two and a half minutes. So we're just glad you guys could join us today for the Q&A webinar and we're excited to address any questions you have about when I work or getting started with when I work. So the next 30 minutes we will be answering your when I work related questions. We're going to show you some ways that you can save time scheduling as well as cut down on overtime costs, cut down the time it takes to run payroll, basically anything. And it's all this is all directed and guided by our participants here. So you guys joining us. And so how we're going to submit questions is through the Q&A feature in Zoom. So we'll disable the chat here in a few seconds and please post all questions through the Q&A feature in the Zoom taskbar and we will either address those lives or type out an answer and yeah we're excited to hear your questions and get in the account and show you the answers to those. So yeah you can start sending those away at any point here and I'll get us over into the account so we can answer them and show you the answers. And also if you're totally new to when I work and checking out our plans we'll outline how you can go about upgrading your account towards the end and if you liked the tools that we showed you today we can highlight those and make sure that you get on a plan that includes all of those. And if you're joining us just to ask questions on your existing account we welcome you and those questions as well. So let's get headed over to the account. All right and just a quick intro into when I work if you're completely new. This is what a workplace account looks like. This is the scheduler page which is where most of the heavy lifting is done when it comes to scheduling. And as we're waiting for questions to pop up in Zoom I just want to highlight a few things in the scheduler here. So the first thing is just the these kind of icons in this tab on the left here it's kind of your control tab for the scheduler. That can be minimized. I've seen a lot of people come in lately being like I can't publish my shifts and it was as simple as that menu had gotten minimized at some point. So I just wanted to highlight that quick that you can collapse that to get a full review of the schedule or pop it back out so you can publish shifts you can select different schedules adjust the view options and how the shifts look and what colors color scheme you're viewing them in and all that and I'm sure we'll get into that with some of your guys's questions here. Awesome all right we do have our first question from Alberto and he says is it easy to schedule employees while using our mobile devices as admins and managers? So just an overview of what we offer on our mobile services. Yeah I mean easy's a relative question it depends on how tech savvy you are or whatever when I work is known for ease of use and being straightforward and and simple and I usually if people are asking hey can you do this like usually the answer is yes to can you do something and when I work the mobile app scheduling shifts from the mobile app can can be done it is very straightforward you open the scheduler and and add the shift and assign it in much the same way that you do from the web app. The major difference between scheduling shifts and managing the scheduler from the mobile app is just the lack of like scheduling shortcuts that you can use like you can't copy shifts over from previous weeks you can't use and load schedule templates on the mobile app so there's again so you can manage the schedule from the mobile app it is there are just there's just limitations based on the size of the screen and the the features and scheduling functionality they're compared to the web app like in the web app you can quickly so if this is your week in the schedule you can move to the next week or actually I already have shifts there but like you can clear an entire schedule in two clicks from the web app and you can't do that from the mobile app you can copy shifts from the previous week with a click from the web app and you can't do that from the mobile app so it's easy it's straightforward there's just more features and functionality when scheduling and managing the schedule from the web app awesome thanks Tori our next question is from Autumn and she says will employees be able to see other employee shifts or only their shifts good question this is another one of those questions at any time somebody asks it the answer is that comes down to your preference as a if you're an admin or a manager on account on the account you control a lot of what employees can and can't do in the account so when it comes to viewing other people's schedule is that that is controlled by the from the scheduling settings page by an admin or a manager level user in the scheduler section and there's a couple options here so in this account I do allow employees to view all of the shifts not just the ones assigned to them on any schedules they are assigned to and some accounts are just going to have one schedulers or one schedule some accounts are going to have multiple schedules employees can only view schedules that they have been assigned to in their profile so if I didn't want if I only wanted my employee level users to see their own shifts I would just uncheck that and save if I wanted them to be able to see other shifts assigned to other people but only the ones that like they're qualified to work you can check this kind of hit like a second option here where employees can only see the scheduler for their position so if you have like a manager level users and you don't need your employees to see when they're working you can select that and employees would only see the other shifts assigned to other people that are for a position their profiles qualified for so that is how you adjust what employee level users can see in the schedulers they are in the schedules that they are assigned to great thanks sorry it's been great about when I work is that we are very customizable and a lot of times it comes down to again your preference on what you need for your business so that's great our next question is from Jenna and she says I'm in the scheduler and I just want to have the same shift that I've made for everyone for this week can I do this or do I have to create that shift over and over again great question so she's created one shift and she just wants to quickly duplicate that for other people is that what I'm hearing that's what it sounds like yeah perfect perfect all right I'm going to go ahead and clear this so I can show you the answer to this and one question so let's say we've got a shift here let's say it's a server shift and this is the one that you want to copy and duplicate very quickly in the scheduler for more than one person so it's slightly different on a on a Mac than a Windows computer but you can quickly copy a shift by holding the it's the control key on a Windows computer and the command key on a Mac so if you hold that key and then click on the shift and then drag it to a different cell instead of just moving it it copies it so if you given the situation in that question let's say the shift is not only every day this week but also for other people you can just quickly do that and yeah and you can get everybody loaded up with that same shift over and over again and then like what I would do is especially if your your schedule is static so it's the same every week I'd actually either do what I did earlier which is where when you navigate to the next week you can just copy the shifts from the previous week I'll give you some options on whether you want it to allow conflicts avoid them overwrite them or copy the weeks into the open shifts row so in this situation there's not going to be any conflicts I'm just going to allow conflicts and just load those schedules in you can also copy just one employee's shifts from the previous week so if you don't want to do everybody you just want to do one person you can do it in that way and then another great scheduling shortcut that once people realize what it can do seem to really latch on to this is creating a schedule template and that's where you use the wrench menu options here up on the top right and you click save this new template so let's say server shifts and I just saved that as a template and then if I go into a new week I can load that template that I just saved oopsies I just try to save it again load there we go so this is the one I just made I can load that into this week and you'll get those same options just in a little bit different of a format and those are nice because you can actually like you can load that schedule template in and you can and let's say that Bobby's going to be off that week so you don't want to or Bobby and Alice aren't going to be working those shifts you can load those to open shifts and then just assign them out manually to whoever you want very quickly so that was a long answer to your question because it had a couple different answers but I hope hopefully that gives you a better idea of how to quickly duplicate shifts and also highlight some of the shortcuts that we have available just to save you a ton of time when scheduling that was awesome and we do have so many tricks and tips so it's just you can't only go over one because we have so many cool ones and we just want to share it with you all we have our next question from Alberto and he asks oh I just lost it I see task lists on the left hand side does this mean we can assign tasks to each individual person if so how does this look and work? Oh the good old tasks feature all right so first I'm just going to navigate to the tasks page the text like the creating and managing team tasks page here and this is uh we refer to this as the workplace menu some people say it looks like a small house it's basically just a small storefront icon so if you hear any care team member or one of us when you're working with us in chat mention the workplace menu this is what we're referring to and that's again another kind of command center for managers to to utilize to view the employees positions and kind of all the different features here and tasks are one of when I work features so tasks are uh they're they're lists that you create and name with different tasks associated with them so this is just a simple example of that so this is a cleaning a deep clean so clean microwave clean beverage cooler sweep break room so you can add and and put in information on whatever tasks you need for a task list and there's two different types of lists there's one that can be assigned to a day in a schedule or assigned to a specific shift in the schedule so if it's assigned to a shift the person that has that shift assigned to them would be able to monitor and mark off the tasks that they're completing as they go from the mobile app and if it's a team tasks list generally speaking anybody that has a shift assigned on that day that the team task list is assigned to would have the ability to mark a task on that list assigned to that day as completed so that again that's a kind of a 5000 foot overview of the tasks list and I can show you quickly what that looks like to like assign it to so to assign a task list to a day you click the the clipboard here at the top and you can assign where is it do we even have one or no this is where did it go you see me troubleshooting and live let's assign that to you repeats every day front of house there we go and now we should see a task list so that's a team task list assigned to a day and then assigning it to just a specific shift is as easy as assigning a position or a time or a we're adding break time or whatever and you just select the shift task list that you want to assign to it and now that person with that task list and if you see if you hover over it you can see that there's a shift task list because there's a little clipboard with the check mark so there it is there's the intro to task lists awesome all right we have a more setup style question and actually it goes with scheduling as well and adjust how our tags used oh how our tags used so tags is a it's a newer feature that we've released in Alaska I think four to six months and it's it's just kind of in a so so shifts are kind of defined by a few different factors primarily what schedule that they are assigned to and also what position is assigned to the shift which is a big thing and the tags feature is basically just an additional level of like description and designation that you can assign to employee like people's profiles and shifts that will kind of further kind of drill down into what they're doing or it gives you more filter options in the scheduler if you're trying to filter people like like let's say there's a lifeguard and there's different levels of certifications that they would need so you could have they could have the lifeguard position and then there could be tags that you use to assign them to to oh this person is CPR trained this person is can can watch this very specific water slide that you have to kind of be trained on specifically and so tags can are just an additional optional way to really drill down into what somebody's qualified to do and how that works with their shift schedule and and what they're what they're eligible to to work and do in the organization. Awesome definitely just helping you get the right person on the right shift. Correct. Great okay our next question is about one of my favorite tools the open shift tool and Autumn asks as an admin am I able to put all open shifts on the schedule and have my employees pick up the shift that they want through the app. Sweet that is a great question so let's do uh let's clear this out and let's load or I'll do the copy the previous week but I'm going to move them on to open shifts. So the quick answer to that question is a resounding yes so if so a lot of people when they're kind of creating schedules for the first time they'll put all of their shifts up in the open shifts row and they'll leave them unpublished just so they can kind of use those shifts as like oh I need I know I need to schedule these five shifts this day and they'll drag them down or use the auto scheduling option to kind of assign them out and then tweak them afterwards if you want to give your your team and your employees flexibility on which shifts that they're choosing to work just publishing the shifts while they're in this green open shifts row will do that so anybody that's qualified for that position and is eligible to work that shift would be notified of it and be able to view it on their end and uh and add it to their personal schedule and as I mentioned before with shifts like um which schedule the shift is assigned on and what position is assigned to that shift would all like influence who's qualified to to work it and so the two the two terms that I want to reiterate for open shifts or even like when employees or if you've allowed employees to like request shifts or try to drop one or swap them the two terms are qualification and eligibility so they need to be qualified for the shift for the open shift or the shift request and they also need to be eligible which means that they don't have another shift already assigned to their profile in the account that has any amount of time even one minute that conflicts with the time of the shift in question whether that's an open shift or one that somebody else is offering to them um and so if as long as employees are qualified and eligible uh they will be able to see and and add a published open shift to their schedule from their end whether that's on the web app from a computer browser or the mobile app um and just a quick reference about published and unpublished shifts we're we're logged in as a schedule manager here so um a schedule schedule managers can see unpublished shifts think of them as in like a rough draft mode and unpublished shifts are candy striped in the scheduler to make them very apparent when you publish shifts they will become solid in color and employee level users can only view um published shifts in the scheduler so if you're just getting started and you're like I have a bunch of shifts in the scheduler and my employees are saying they can't see them first thing to check is just to make sure that they've been published because if they are unpublished your team your your employees uh will have not been notified of those shifts or be able to view them take them see them assign to them on their end as well great okay our next question from adam is I have a bunch of employees that work at different off-site locations what's the best way for me to manage that in when I work off-site locations this is another one that will come down to preference but um the two I can highlight kind of the two main paths paths processes routes that that people go so when you have um different locations that you're all managing from or that you're managing from a single workplace account your options and again a variation or both of these options can be used together but I like to kind of highlight them as one or the other until you get comfortable and kind of figure out the ins and outs of them but the the two options would be to and this is simplified it would be to either have a single schedule that's like a master schedule that everybody's assigned to and then using the job sites feature to designate the shifts location whether it's off-site or a different department in a big hospital or whatever and how that works is let's go back to one where there's things assigned out so I don't have any job sites so let's say let's say one of my shifts don't doesn't take place at um say that out there let's say we have a state fair booth that we're operating on one day and want just one person's working that so I just assigned that job site to one of the shifts in my schedule here and if I wanted to just view the schedule or just view the shifts that are that take place off-site I just filtered it by that state fair booth job site to just pull up that you can also choose to highlight or view the schedule like if you have colors assigned to job sites as well as shifts you can just view the colors based on the job sites to make it really easy to see um where that that that uh that shift has a job site and it's it's off-site from the normal thing the second way to manage an account with multiple sites or locations would be to have completely separate schedules in the account representing each location so if you're a business that has you run a juice store and you have five different locations but you're managing them all from the same uh place and and your employees don't really move around too much or whatever so you just have five separate schedules in the same account for the different locations and assign the employees appropriately um in this example this account's example this is a restaurant so it's front of house back of house and then a master schedule so this one is using kind of the the multiple schedule things and so if you're managing multiple schedules in a single account you would just select which one you're working on and it would pull up who's assigned to that and the shifts that are in there and what's cool is if you have employees that actually work or that are assigned to multiple schedules to avoid like scheduling them conflicting shifts shifts assigned to them will show up on any schedule that you're viewing that they're assigned to so in this example Karla has these three shifts assigned to her on the front of house schedule but she's also tagged assigned to the back of house schedule so if i'm working on the back of house schedule um you can see that they're slightly faded i can't really interact with them but i can see them there so i can avoid scheduling her a shift that would conflict with one that she has on a different schedule in the same account cool and we also have a really great help article that steps you through if you should be using multiple schedules or job sites so um you can make sure that you're using the right tool for your business workplace but you can always ask us if you're unsure as well okay it looks like we had a couple of questions that i kind of kept till the end about the different plans that we offer because we do have information about that so now that we have about five minutes left um we can go over those and then give some resources sure all right so if you are the admin on an account you have access to the account and billing page which um is the page that you can adjust how many user spots and i don't have it on this account which is bad news for this but uh so this is a my test account is a child account here so i don't have access to the account and billing page because it's an apparent child setup but um so you would click account and billing and you would see a big green button that says manage my account or upgrade my plan or upgrade my account and that would bring you to a page to to select i can actually pull up uh let's see here yeah the small business plan um and so our we have simplified our plans and earlier this year and so we basically have two main plans right now and that is the small business plan and and this is just a a guide here the up to 100 employees if you have if you get on a small business plan and have 80 employees and then expand to over 100 we're not going to kick you off of that plan and send you to the enterprise plan it's just kind of a rough guideline for people to help choose which plan uh works best for them and you can change your plan at any point if you want to move up to enterprise or whatever um so the small business plan um there's there's kind of two main types of that one where you can just all plans include the scheduling platform and then there's an optional time clock and attendance add-on that you can choose and that's for if you want your team to clock in and out if you want to be able to export and pull the hours and then their their timesheet data and send that over to a payroll processing uh program application so that's the the gist of the time clock and attendance platform and so you can choose to just have scheduling you can choose to have both on the small business plan um and that plan includes almost I think it includes all the features that uh we've outlined today in the Q&A webinar as well um things like yeah scheduling um team member availability uh communication tools like work chat and emailing through the account or sending text messages through the winnetwork account um having multiple schedules job sites the whole the whole thing um also access to our auto scheduling tool task managements open shifts requests and doc storage as I mentioned the attendance add-on it's just anything that's time clock and attendance kind of falls into this category so time sheets tracking time in the app exporting all of that data and running custom exports um setting up a time clock terminal for your team to use a mobile device or tablet or computer browser to as as a kind of an old school time clock that they'd enter their email or employee id on to record their times um this if you use this add-on for clocking in you can geofence a location so that they would have to be within a certain radius of the location of their shift in order to clock in and or clock out depending on how you want those settings oriented um yeah clock in and out reminders if they've missed missed a punch in or out or are late for one and also just all the integrations we have available with payroll processing programs like gusto paychecks adp quickbooks the whole shebang and i see marie posted a kind of our cheat sheet of resources to get you going so please if you have a minute or two i'd say copy those and and keep them for your reference you can also reach out to us um and we can get you those links as well if you don't have a chance to copy and save them and as i was trying to show you in my test account um this is the through the admin and wanting to upgrade your account from a trial or switch from whatever plan to a new plan this kind of walks you through that process you just hover over the gear menu in the account select account and billing upgrade my account if you're going to choose the small business plan you just click check out and then it kind of gives you a bunch of different options um here so you turn you can adjust the number of users that you're selecting for the plan toggle off or on time clock and attendance um we have monthly billing cycles and annual billing cycles so you can choose which one you want for that um the annual billing cycle it's for obviously 12 months um and comes with a five percent discount compared to the month to month subscription and then when you're ready you just click purchase at the bottom to transition to that plan is there anything i missed marie i know we're right on time so i don't want to i don't want to keep blabbering on if there's if we're ready to go but is there anything that you want to highlight that i may have glossed over or missed no i think you hit everything and then just everyone remember to take a look at those resources that i just sent out in the chat yes um and then marie and myself and kara are we're the with onboarding team so if you reach out during the day through that little chat icon there's a good chance you're going to run into one of us um and we're we're here to help with any questions we're we're designed to kind of help accounts get onboarded and and get everything set up the right way right away um to just reduce questions down the road and make sure you don't like get into setting something up and you're like oh i would have rather done one schedule instead of the bunch of different schedules or whatever so we're here so there's there's no silly questions um reach out ask us we are we are here to walk you through and make a getting set up and exploring when i work and comfortable with when i work as seamless and as easy as possible so reach out to us at any time and we'll get back to you as soon as we can awesome thanks everyone for joining and for your awesome questions um these sessions are really um dedicated to you all and run by you all and your questions so thanks for taking the time to join us today yeah bye everyone take care