 And we are live. Welcome everybody. As you can see on the screen, we are starting soon. We will start in about one minute, two minutes maybe, just to let everybody get joined properly before we get started content. My name is Marie and I'm joined by Tori and we are onboarding specialists here at When I Work. We're dedicated to helping new users get started as smoothly as possible with When I Work. As part of those efforts, we do these webinars and we're here to answer your questions and help everyone get started as best we can. While we wait, we're just gonna wait again just one minute to let everyone get joined properly, grab a snack and get settled in. If you like to use the chat tool, you can feel free to chat with us. Let us know what kind of work you're scheduling for, where you're joining us from, totally optional, but it's always fun for us to get to know you all a tiny bit better while we kind of wait for everyone to join. But if not, no worries, just hang tight and we will get started shortly. I'm seeing the attendees steady out quite a bit so I wanna make sure that we do get started and make the most of our 30 minutes here today. All right, so welcome again, everyone, to the 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 gonna be answering your When I Work questions. We're gonna show you some ways that you can save time scheduling, cut down on overtime costs, run payroll, all that sort of stuff, but the content is gonna be directed by the questions that you all ask today. So the questions are gonna be flowing in and we're gonna get to as many as we can. If your question doesn't get answered or you come up with a new question, I mean, you just like some further help and just to chat with someone, you can always get in contact with us after the webinar. So listen, till the end, we'll be giving you all the resources and all the information that you need to get started and to get in contact with us. If you're totally new to When I Work and just checking out your new account and the plans that we offer, we are gonna go over how you can upgrade your account and give you more information about the plans that we offer. So you have all of that squared away before you get started. And if you're joining us to ask questions about your existing account and you are already moving with When I Work, then you're welcome to ask questions as well. Anyone's welcome, all our questions are welcome. So with that, we can go ahead and get started. Thanks for those of you who chatted in. We've got tons of different types of companies I see already. So really great to hear from you all. All right, so the way that this webinar works is you can use the Q&A tool. So we're not gonna use the chat that we use just to get to know each other, but we're gonna use the Q&A. You can pop your questions in that Q&A section now or at any time during the webinar. Tori is gonna be scrolling through those questions, grabbing as many as he can to ask out loud. I am going to be sharing my screen and sharing with you the answers to your questions with a visual demo of my actual When I Work account. And Tori also might be typing some answers to you all that we might not be able to get to live with me talking through it, but we will try to get to them all. But again, if your question doesn't get answered, we'll go over some ways that you can get in contact with us after as well. So with that, I am going to share my When I Work screen. All right, so right now you are just looking at my When I Work account. I am logged in as the admin or the main kind of user or administrator of this account. I am logged in as the admin. So I do have all the access to create schedules, make shifts, publish out the schedule, change any settings, add in any employee information, and access my account and billing page to add in any billing information or change my plan. The top menu bar here is the main kind of navigational center for When I Work. It'll help you navigate to all the different products that we offer. So that's the scheduler where you create shifts. The attendance tool that if you choose to use, your employees can clock in and out and you can review their time sheets. Work chat are in-app messaging system. And then on the right-hand side here is where you'll find your settings, your shift and open shift requests and time off requests. And the shopfront icon, which will allow you to enter information into your account like employees, positions, create shift templates, things like that. So that was just a quick rundown of what you're seeing on the screen right now if you're totally new, but I'll stop now and wait for our first question. We have a great one starting out. So this is from a staffing agency that like staffs like nurses and stuff for different hospitals like in their region. And they're just kind of wondering just different ways to like designate locations for shifts and just kind of how to organize in kind of a multi-location business organization and how that can work and when I work. Great question. And we see a ton of staffing agencies using when I work and I've seen different setups depending on kind of the uniqueness of your business. So the first way that I've seen some staffing agency designate the different locations. So of course you have a pool of employees and you are sending them out to different locations. So the first way that I've seen this set up is using multiple schedules. This is essentially creating a schedule for the different locations that you're sending your employees to. So you might have hospital one, clinic one, hospital two, whatever. And this way you can kind of toggle between the different locations that you're sending your staff out to. This works really well if you have just a couple, I would say just a couple of locations that you are working for. So maybe this is five different hospitals and you only ever have those five different hospitals that you're kind of catering to. And that way you won't have just a ginormous list of schedules that you're sending your employees out to. So I would say if you have kind of a very static and low number of locations that you're sending your employees out to, I would use the multiple shifts tool and just toggle between the different locations, set shifts for those different locations. If you have employees that are able and eligible to work at more than one location, like here I have a couple of employees that are on both of my locations right now, you'll always see if they have a shift at the other locations so you don't double book them if they're working at hospital one, they won't be booked at that time at a different clinic. The second way that you could set up different locations for your staffing agency would be to use job sites. So job sites is essentially just an assignment that you add on to a shift. And it will tell your employee and show you on the schedule where the shifts are taking place. So for example, this shift right here, 7 a.m to 2 p.m, you can see it's at location one. So that could be hospital A, hospital one, whichever client it is. I'm gonna pop open the shift so you can just see the anatomy of a shift and what all goes into a shift and when I work it's time, the position. So maybe it's nurse, nursing assistant, things like that, tech. And then you can add that job site in here. So you can see it really is just that assignment that you add into one singular shift. This works really well if you have a couple more locations that you're sending your employees to that maybe change a lot. So that way you'll have it all on one schedule but you'll be able to see the locations that the shifts are on. If you do have a ton of employees, a ton of locations and you're using job sites, it might feel overwhelming but make sure to always remember that you can use the job site filter when you are working off of your schedule. So if you just pop that down, you can see all of the different job sites that you have scheduled on your schedule right now. I only have one but this way you can filter out a location if you don't wanna see that location. You can just look at one location at a time just to see your coverage, just to see which employees are where and this is really gonna help you maintain that coverage and your understanding of what's going on on your schedule. You can create job sites or schedules from the shopfront icon. So schedules is where you can add in more multiple schedules and this is where you can add in job sites as well. So again, either using multiple schedules or job sites just kind of depending on how many job sites you want or just what makes more sense to your own brain and your own process. Excellent, yes, we get as the onboarding team, we get these questions a lot about shift locations and multiple sites. So I like that that was one of the first questions that came in here. So we could introduce them to those options as well. So we have questions rolling in right now. So we have a couple on and I'm gonna try to phrase this in a way so you don't get lost in the question because it's kind of a two-parter. But like there's just people that are saying, like, hey, we have a pretty set schedule. Is there a way to just quickly get all those shifts in there so that we don't have to create individual ones? And then there's also somebody that's asking, is there a way to like bulk add shifts for multiple people without individually adding shifts? So I feel like that's just both good questions for us to highlight the shortcut options and the scheduling options that can save people time. Definitely, I love talking about our shortcuts because we do have so many. And that's what we're really good at when I work. We're great at making scheduling easy and making scheduling fast for your team. We know that you've got so much other stuff that you could be doing and scheduling is not something you wanna spend your weekend doing. So I'm gonna start with a couple of really easy shortcuts that kind of are hidden but are so important when creating your schedule. So the first one I wanna talk about is the copy tool. Actually, the first one I'm gonna talk about is the shift template tool and then I'll talk about the copy tool. So if you do have shifts that get worked often and you don't wanna be creating a custom new shift every single time you create a shift, definitely make shift templates. So when you're creating a shift, you're just gonna hover into the cell that corresponds with a day and an employee. You'll click into that cell and instead of making a custom shift from there, you can just choose one of your pre-made shift templates. You can create your shift templates again from this shopfront icon clicking into shift templates. So once you've created your shift templates, you can go into the scheduler and really easily just click and add in a shift template. If your employee works that every day or every other day in your week, you can use the copy tool. So that is command, click on the shift and then drag and drop. So you can see how really easily and really fast I just created an entire week of Chandler's shifts for the breeze dive. That's just what he works every day. Just quickly adding in those works really well. If you wanna- Wait, I thought, hold on, hold on. I thought we didn't know what Chandler did for work and that was like a running joke in all ten seasons. Sorry, sorry, sorry. Off topic. Yeah, little does anyone know that he's actually a barista at Sunfield Park. No, that's funny. But yeah, so he is working the barista shift for this week. If you wanna make any changes, you can always move a shift by really simply just dragging and dropping that shift into an eligible employee. And they're eligible by things like the position that they're tagged to and the additional sub tags that they're assigned to within their employee profile and that are assigned to the shifts. What other? Okay, I have so many in my head and I only wanna keep it kind of short to show the good, the really good shortcuts. So I'm gonna go into the next week to show the wrench icon shortcuts. So I'm just hovering into the next week and I'm gonna use this wrench icon to show what you can do. If you have the next week and you just want to add in the same week of shifts that you already made because your employees just work the same shifts week to week or every other week, you can use the wrench icon here and copy the previous week of shifts over into the next week that you're in. So I'm just gonna allow conflicts because there's no other shifts in here. And I quickly just copied over all of those shifts that I had made for the last week. You can do this individually by employee too. So maybe not everybody shifts are the same but Monica likes things to be very routine. So I just copy Monica shifts. That would just copy all of Monica shifts but not all of the other employee shifts. There's two more things that I wanna highlight. The first one is the schedule template tool. So just like how you can create and save and reuse shift templates, just like here, you can do the same thing for schedules. So say this schedule was perfect and I want to load that into the next week or every other week, create a rotation out of it. You can kind of essentially snapshot what you're seeing on your screen and then save it to load in whenever else you might need it. So using again the handy wrench icon, you would save whatever's on your screen as a new template, give it a name, maybe a description and save. Then within the next week, you can use the wrench icon again or any other week that you're in and load in a template. So I've loaded in a ton of templates. Maybe it's a rotation or maybe it's a specific position schedule and you can layer templates if you also want or you can just make a template for your whole entire schedule. I'm gonna load in my auto schedule template. Auto assign is actually a better word for it. So the next thing I wanna cover and the last things we get to other questions is our auto assign tool. So this tool essentially allows you to push out all of your open shifts to your employees depending on their positions, their tags, their time off, their availability, things like that. So you can build out all of the coverage that you know you need for your business. You can save that as a template like I did so you can load it into any week and then you can push out those shifts automatically to your employees without assigning them out individually or dragging them into the employees. This will just do all the work for you. So open shifts, for those of you who don't know are unassigned shifts. So they are shifts that you can either build out your coverage and click the auto assign to push those out or you can publish out open shifts to have your employees grab first come first serve. But right now we're just working on the auto assign. So by clicking auto assign here you'll get a couple of settings that you can configure. And the really important ones are things like max hours, unavailability and availability preferences, multiple shifts in a day, things like that. So once you configure the settings that you want to make sure everything is good you can run the auto assign and you see how that just pushed out all of the shifts that you need for your week without you having to do any assigning. So once I save the shifts anything that isn't able to be pushed out is gonna remain in open shifts for then you can either schedule that out or you can publish out those shifts. And again your employees will be able to grab them based on their eligibility. So those are the, I went over a lot but those are some of my favorite tips and tricks to make scheduling easier. Great, so we did have a question come in about open shifts or about leaving ships open and you addressed it there as you were explaining the auto assign tools but I just wanted to highlight that again. So if you choose to publish shifts that are present in that green row at the top that pushes that basically like announces to any qualified by position and eligible they don't have time off for another shift to, hey there's ships available and then those qualified and eligible people will be able to view those shifts or that shift and then add it to their personal schedule. So that is, we call that open shifts in when I work and so yes, you can have flexibility for scheduling and kind of let employees to a certain extent choose their schedule of the available shifts that you're creating for them in that way. So I just wanted to reiterate that that you kind of hit like two or three birds with one stone memory. So, cool. And then we have a question I haven't ever gotten in a webinar but it was, it's awesome. So it was the, I can't answer this one cause I don't think we need to show anything but it's what is the general lag time from making a change like to a schedule in the application to that showing like on other devices or for other people and the answer to that question is any changes that are made from one device by somebody will, are they kind of immediately take effect? The only caveat there is like, let's say you have two managers that are viewing the schedule at the same time from different locations or if one of them is working remotely if somebody makes a change to the schedule the other person wouldn't see it like immediately if they were in the scheduler at that time they would need to refresh the page and the same goes for like a mobile app. So if your employees viewing their schedule and then all of a sudden their manager 20 miles away publishes the schedule from their computer at work the employee would be notified of those shifts but they would just have to refresh the scheduler page or navigate away from the scheduler page and back to it on their mobile app to see those changes. So it is immediate, but there's just a slight like it won't like a new shift wouldn't just pop up for somebody in the scheduler if they were currently viewing it at that exact same time. That's a good point. And let's get. I just want to mention real quick that for employees when any changes are made to the schedule as long as they have their alert preferences set they'll also be getting alerts. So they don't have to just be sitting and refreshing their page either. They'll be getting emails and those like notifications that there's been a change as well. So we were really good at notifications and when I work and letting everyone know when a change actually has been made as well. All right. So we still have some handful of questions that I think are great and applicable to a lot of different industries and businesses and stuff. So we will get to those. But so the first one is about access levels. So can you give access to different people to be either a secondary person to approve and verify time or manage the schedule? And they're also asking is there a way to like have final approval by an administrator? So I think kind of outlining how like somebody else could make the schedule and then keep it unpublished for their admin or somebody else to review would be awesome. Definitely. So we do have a couple of different options for adding administrators or managers or supervisors within the system. So it's not all up to one person to be managing their when I work account. So I'm gonna hover into my employee list here just to show more about the options that we have. So we have three different access levels that are above the employee access level in when it works. So we have employee, which is just a regular access to see a schedule to clock in and out. And it's essentially do the things that employees do. Then we have the supervisor access level. So that's kind of one step above the employee. The supervisor access level allows that specific employee here, Ross is a supervisor. This allows the employee to manage the employees on the schedules that they are assigned to. So in using the supervisor access level, you can easily create teams or departments with one specific manager or supervisor attached to only the employees on that one schedule. Right above the supervisor access level, we have the manager access level. And that is just essentially a manager that can add shifts for, review time sheets for employees that are attacked to any schedule. So they aren't restricted like supervisors are just to just managing certain employees. They can manage all the employees in an account. What they can't do is they cannot access the account and billing page on your when I work account. So they won't be able to go into your account and billing page and make any changes to that. You can then add up to three admins on the account. The admin is kind of the highest access level. I am an admin on my account and I'm the only one, but you can add up to three. So here you could create admin, one of three seats assigned. The admin is basically the highest level. Again, you can do anything within your account, change any settings and access and change your account and billing settings. There are a couple of other very small details that you can configure to supervisors and managers, things like whether a supervisor can see wages for employees or if managers are able to manage the time sheets like closing out the pay periods. So all of that can be configured within your employee's settings. Generally under advanced details, but all of this information and all of the really small details of what each access level can do can be found within our help center. So if you wanna do a really deep dive kind of and see a chart of what each access level can do, we have the article for you. Just open up the need help tab and search access level or admin or manager, any keyword. And we do have an entire help article dedicated to helping you figure out which employees should have which access level because there are a couple of important details. Like I mentioned, can your supervisor see wages, things like that. And so definitely check out the help center if you wanna know a little bit more about that. And then I think the second part to the question was can maybe a manager or a supervisor like create the schedule or then wait for final approval for the schedule. And yes, if you want, your manager could log in just like I am now. They'll see pretty much the same view of when I work. They'll hop into the scheduler. They will create shifts. And when you create shifts, you can see that these shifts are dashed. And that means that it's kind of like a template or a work in process. It's an unpublished schedule. So right now they're just creating potential shifts, essentially. So once they do create out that potential schedule, they can hold off on publishing the schedule. And that way you or any other actual admin could come into the system log in and they'll see the same thing here. They'll see this unpublished schedule, review it, make any last minute changes and then they can go ahead and publish out those shifts on their end. And when you do publish out the shifts, you'll see the shifts turn from dashed to solid. So anytime you see a solid shift, you know it's published, your employees have been notified and it's kind of a final schedule. If a manager then logs in again, needs to make any changes, they can go ahead and oops, and then make a change. And then you'll see that any shift that's been changed. Again, is gonna have those lines through it. The publish a notified button will turn orange or yellow. And then the admin could then log in, see something's been changed, take a look and then publish those out. I officially use the word mustard for that color after being as confused as you for like a year at what it actually was. Colors. I've landed on mustard for these, there's some shifts that need to be published, color in that button. I like that. Yes, all right. So we do have a question coming up and because we have a few minutes left, we have a question about attendance time clocks that I definitely want us to address. I'm going to post in our chat in Zoom, a bunch of resources now to give everyone a chance to copy and paste those and almost all of these are, I mean, all of them are available after this. So if you don't get a chance to copy these, feel free to chat in with us and we can direct you to these links. So I'm publishing that in Zoom chat right now. So that is published. And then there's a question, another quick one that I think we can address and make sure that we get to as many as possible before we get to the attendance question and kind of the end. If we go over, if Marie and I get long winded at any point or fine go until for two or three minutes over to make sure that we get all the information that we want, if you've got somewhere to go, then feel free to check out and leave right at the end time here in two minutes. So the question I want to answer quickly for the attendance question is, is it possible to schedule like different kinds of employees like regular part-time and casual employees? And I feel like what Marie's covered has kind of not directly, but answered this because shift blocks and when I work or there's a start and end time and you assign them and as you assign them you see like the different hours under the names and the scheduler. So yes, when I work can be used to schedule as many employees as you want. You can use positions or tags if you want to make sure that other schedule managers know if this is a part-time employee. You can also add a max hours for each employee profile to help be used as a guideline and Marie can kind of highlight there as I'm talking. So yes, so there's a ton of different tools to help you differentiate the different types of employee you can schedule for to make sure that you're staying within the dedicated range. Like I know we have a lot of like community pools and lifeguards and stuff that use when I work. And so they have 14 and 15 year olds working and there's in certain places there's restrictions on how late they can work, how many hours a week, how many hours a day. So stuff like max hours and just setting those guidelines really helps a business make sure that they're not crossing any lines they don't wanna cross. And then, all right, so the attendance question. I am a consultant looking to have a system for a client who is looking for a tool where communication is cohesive and staff is able to clock in from anywhere. They also ask what devices are compatible with the remote clock in system, but I will, I'll post the minimum requirements link in the Zoom chat. So that, so you don't have to get to that and we don't have to go over a ton of time here. So looking for a system where communication is cohesive and staff is able to clock in from anywhere. Awesome, so we do have an attendance tool. This allows your employees to clock in and out. You can have your employees clock in and out three ways on when I work. The first way is to have employees clock in and out on a computer. So that would just be them logging in on their computer, hovering over the attendance tool, clicking clock in. And this can be done from a laptop. And then you can also lock a device as a terminal at your work location. But if you wanna have your employees clocking in and out anywhere, the best tool for you would probably be our mobile clock in tool. So you'll just turn on within your attendance settings here. You'll just turn on your mobile clock in. This will allow your employees to use their app to just click the big clock in button at the bottom of their screen. And that will automatically clock them in and they can do the same to clock out. And it's all from their own device. So this is really great if your employees are all remote or if they're on the go and they're all clocking in from different locations. This is really gonna work well because all they have to do is use their own device to do this. When they do clock in and out, all of their time punches will be populated onto their time sheet and they can add in like notes for you upon clock in or clock out. That really helps with communication and making sure that you know everything that happens on the shift or any other information that you might need to know. And then the other communication tool that really helps within when I work is WorkChat. Definitely use that if you wanna boost communication within your team, it's just our in-app messaging system that allows you to message with your employees. Again, if they are clocking in and out when they're remote, they can use the WorkChat tool and be communicating with you when they are remote. So that's another really, really good option for communication and boosting that communication with your team. But again, just use the mobile clock-in tool. It's gonna be at your best bet for those remote clock-ins. Did I hit everything, Tori? I kinda just sped through that. Yes, I know we're a little bit of crunch time, but yeah, no, that was a good, again, 10,000 foot overview of it, but yeah, the short answer is communication tools is something when I work, it's a lot of value in, and yeah, our attendance thing can be configured in multiple different ways to hopefully fit the majority of businesses' needs. Yeah, we have a ton of different options and just check out by hovering over the gear icon, check out your attendance settings, and this is gonna give you kind of an overview basically of everything that has to do with the attendance tool and all the different tools that you can configure, that's where you can configure mobile clock-in, your personal computer clock-in, if you wanna restrict where your employees are clocking in, that's where you can do that as well, or even restricting when your employees clock in, we have a ton of different options. All right, so hopefully we went over most of the questions, but I'm gonna go over a couple of different resources that we have and then our plan options. I'm just gonna quickly swap my screen. Again, if you do have to be going, no worries at all, but here we go. Can you see my screen, Tori? Yeah, awesome. All right, so we do have a small business scheduling plan that's gonna include all of the information that we talked about today. So that's up to 100 users. If you have more than 100 users, get in contact with us and we'll get you in the right direction. But the small business scheduling plan is basically the main plan that we offer, and it's gonna include all the scheduling and communication tools we talked about today. If you need any attendance add-on and functionality that comes with the attendance add-on, that's gonna include things like time sheets, that mobile clock-in, and all that time sheet information that we kind of went over just now right at the end. So if you need both, you'll just be small business scheduling plus attendance. If you just need scheduling, you'll just be the small business scheduling plan. Super easy, and we've made it just super easy for you to figure out what plan you're on and also to actually get on a plan. To get on a plan, you'll just visit your account and billing page when you log into your account. You'll click upgrade my account and then you'll configure which plans you want and which billing frequency you want. We have monthly or annual options. And then you'll choose your amount of users, bundling groups of five. You'll see your total here and then you'll be able to purchase. This is all done from within your account, so you don't have to get in contact with anyone if everything looks good on your end. You can just do this all on your own. But of course, if you have any questions as you get started, you can feel free to get in contact with us. Tori actually, again, did send out all of our resources into the chat so you can use those links, copy them to your notes. And that will include all the information you need to get started. I wanna highlight that you can get in contact with us from within your account using the chat bubble on the lower right hand side or via email at getting started at wheniwork.com. And we're here to help. Any questions that you have, don't be shy. We are here to help. And if you need any additional self-help resources, check out our help center. The link is in there as well. That's our help center where you can search for any articles and our education center, which includes our full comprehensive training videos. So take a look at those. Those are gonna be super, super helpful for you all. But with that, that's a wrap. Tori, do you have anything else that you wanna add? No, not at this time. Just like I was very, like I had questions that come in are always good, but like the amount and the types of questions we got today were just excellent. They were great questions, really helped guide this. And I apologize for us going a little bit late, but there was just a lot to cover because of the great questions. So just, I appreciate everybody registering, joining, showing up and I look forward to any interactions our team get to have with you guys as you learn, trying to set up your accounts. Awesome. Thanks you all for joining us today, taking the time out of your day. And yeah, again, contact with us if you need any other help. Bye everyone.