 All right. And we are live. Awesome. All right, we'll just allow a couple of minutes here to let people start filtering in. So as you start joining, welcome to our live Q&A webinar. It's great to have you with us today. We're going to just show you a few things and when I work and hopefully get you guys headed in the right direction and answer all your questions for you. As we get started, feel free to pull up the chat that you find on the bottom toolbar of Zoom. Let us know where you come from and what kind of work you oversee. We like to connect with you during these sessions and it's always fun to see where people are joining us from. Car and I have worked on with when I worked for quite a while. We have seen so many different types of setups, companies, use cases. So feel free to chat with us. Let us know what you're trying to accomplish, what kind of work you oversee. We'd love to get to know you all a little bit better and help us as we get started on the webinar. Actually, it looks like our participants are leveling off a little bit. So I think we should get started so we can pack as much into the session as possible. Again, welcome everybody to our live Q&A session. We are excited to help you get started with when I work for about the next 30 minutes. We're going to be taking your questions. We're going to show you some ways that you can create the schedule, manage time sheets and communicate with your team. We'll get to as many questions as we can, but if you have any questions that we don't answer today, we'll show you how to get in touch with us over live chat and we'll certainly assist with your questions there. If you are totally new to when I work, first off, welcome at the end of the session. We'll also run through how to access information about our plans and pricing and how to upgrade the account. If you are joining us with an existing when I work account, you're just looking to ask questions. We welcome you as well. So I think we're going to get started. The question part of this goes through the Q&A that you'll find on your zoom toolbar. Feel free to start popping your questions in there. I'll be going through and either answering the questions live with Marie and also be typing some out. I might be rearranging things a little bit. So if you don't see your question get answered right away, we'll get to you. Okay, I think that's about it. I'm going to stop sharing so Marie can get her demo account set up. And we can get started. Great. All right, so just I'm going to give a little bit of a background of what you're seeing on the screen right now if you're totally new and just have set up your account or haven't set up your account yet but I am logged into my when I work account as the main admin, or you manager of this account. It generally just is the person who set up the account and registered for the first time. Right now I am just in the scheduler. This is where you can set shifts for your employees and notify and publish out those shifts. The top menu bar is your main you know navigational center for when I work. This is where you can find all the other tools that we offer like the attendance tool clocking in and out and the work chat or instant messenger tool. On the right hand side of your menu bar. This is where you can add things into the account like your employees and add and change any settings into your when I work account. So you know the navigation of when I work is really simple just make sure to look at your top menu bar. And then I always like to also mention that when your employees are logging into their account if they're on a computer like I am now, they're going to see a set up pretty similar to this so it's always nice to know. You know what the heck are my employees see when they log in they're going to see something pretty similar to what you are but they won't have access to see everything you can or change any information add shift things like that. And but they will see a set up that is quite similar to what you're seeing right now. So with that, without short intro we can go ahead and get started with questions. Awesome. So our first question is a great one to ease in with. I'm trying to use this to create the schedule for my drivers each day of the week. So maybe a just quick overview of how to create shifts and how to copy shifts. So when you are creating shifts in when I work just make sure that you are in the scheduler and the schedule the scheduler will pull up. All of the ways that you can make shifts in when I work right now I am just in my employee view, meaning that my employees are down this left hand side, and the week view meaning all the days are at the top here for the one week. So to create a shift in when I work. It's really, really easy. What you can do is you can hover over the cell that corresponds with a particular employee and a particular day, you can click into that cell. And you can choose from one of the pre made shift templates that you have created if you have created and are using shift templates. This essentially just means that you can pre create any shifts that you know get worked a ton at your workplace, and then you can easily add those in for your week. If you haven't created any shift templates yet or you have different shifts every day, you can always create a custom or totally new shift for your employee the same way. You'll just click create custom shift below that. This is where you can see kind of the anatomy of a shift or just what goes into a shift for when I work. And the most important things would be adding a time so a start and stop time for your shift, maybe an unpaid break or lunch that your employees might want to take a position. So this the skill or qualification of the shift that your employees are working. So, you know, are they qualified to do this job, whether it be, you know, maybe you're at a restaurant and it's cook bartender server, bus or things like that. And you can add any additional information into the shift that you want like a separate job site or location. Any other sub tags so sub qualifications anything extra that you want your employees to have to be qualified for a shift task lists, and maybe any notes that you want your employees to see when they see their shifts. And then when you put those in you can choose if it's a repeating shift if it repeats every week or so. And then if you want to save that as a shift template to load in any other day like I showed before. Once you do it you can save that out, and it will show up like these cells, and these are all different shifts within when I work to create a shift and copy it over that is super easy as well. What you would do is you would hover over the shift, click command, click down on the shift drag and drop so you can see how I really easily added in all those shifts into the days and copy them over and just, you know, created a ton of those shifts really and really fast. We have a ton of other tips and tricks I won't go into them all. But if you are, you know, wondering, someone can ask the question I would go into it all, but take a look at your wrench icon when you do go about your scheduling. This is where you can do things like create an entire shift template load those templates in copy your previous week over to the next week. And this is going to make scheduling really simple really fast. Just to take a look at those shortcuts that we do offer there really great. And I did notice that the question had something about drivers. And if you are, you know, scheduling something like drivers. I have seen in managers use the job site tool to indicate which drivers are using which trucks or buses or cars. And you can definitely do that as well. I thought I would just quickly mention that if you're using if you want to a lot specific equipment to your employees shifts, you can do that using the job site tool as well. That's just kind of an extra step. But if that's something that you're looking to do that is totally possible and I thought I heard driver so I thought I would mention that you can do that as well. Great. There's also another follow up question to that one about ensuring that employees work a certain number of hours per week. So in your view of the scheduler you'll see underneath each employees name how many hours that they're scheduled for. So that's a great way to track that from week to week or if you're in day view to week view what have you. And actually we do have a few questions about job sites about running multiple job sites how to create job sites for construction. Another person is scheduling therapists at different locations so an overview of job sites I sound sounds like will be very helpful. Definitely, and job site tool is the exact right tool for you if you are looking to schedule clients at different, you know, maybe client homes or, you know, sites like that and also for construction work if you are sending your workers out to those remote sites those construction sites definitely job sites is the right tool for you here. So kind of like I just showed I was allotting the equipment to the different shifts. That is the job site tool. So you can use that for anything from clients locations remote job sites equipment projects, but it is most commonly used for those job sites like client locations and like a construction site. So what I just did was I hovered into the shift and clicked edit, and this is going to pull up that anatomy of the shift one more time. And this is where you can access your job sites and assign the job sites to the specific shifts. So when you click the down arrow you'll see all of the different job sites that you have made. And then you can add the location on to that shift so this one is location a you could also do you know client a and then again maybe equipment. I'm just going to keep it with location a here, save that out. And then when you hover over this shift, you can see that is a 2pm to 9pm cook position shift for location a. So when it has the little at symbol, you know that it has a job site attached to it. I also want to mention that when you are using job sites, you can be using as many job sites as you want within your one schedule. And this can be a little bit overwhelming to look at right away when you're still getting used to your schedule. So make sure to check out our filter options down on the left hand side here. This is where you can filter out the different shifts with the different job sites assigned to them. So that way you'll be able to really only look at the specific locations, specific job sites that you really want to see. And that way you can make sure that all of your job sites are accounted for and your employees are at the right locations. Something else that's really interesting about when you're using job sites is, I can show you quickly how to create them. You'll just hover over the storefront icon here, click into job sites. And this is where you can add all the job sites that you need. And notice that for the offsite locations, client locations, you are able to put in an address for these job sites. When your employees get their shifts and they pull up their shifts on their computer or mobile phones, they will see their shift and the job site. And they will be able to click on that job site. And if they have the Maps tool, Google Maps tool, they'll be able to navigate to the offsite job site really easily. And they'll be able to see where their schedule to everybody will be, you know, in the know of where they're supposed to be. So you'll have people showing up at the right locations at the right time. So that's just something to think about when you're adding in those locations that it is going to really help your employees get to the right places as well. Perfect. So kind of circling back to filters, we have a question, are we able to create the schedule and only view the positions without having to uncheck each box in the filter. So I think this will be a good time to go over the View Shifts by menu. View Shifts by position might be the perfect solution for this. Definitely. We do have a couple of really good View Options to change up the view that you're seeing your schedule at. You don't have to view it just by week and just by employee. You are able to choose the View Options and View Shifts by position as well. So I just changed it over so you can see all the positions I have scheduled out here are just going to be listed and any shifts I have for them on those days of the week will be listed as well. And then you'll be able to hover over it and see, you know, maybe which location and which employees the shifts belong to. So this just kind of rearranges your schedule, keeps it all the same, but makes the view a little bit different. And I know this can be really, really useful for so many workplaces and even to, you know, see if you have the proper coverage for your team for the positions that you know you need covered. This can be a really good option. And I also want you give a quick shout out to the coverage view. This is one of my favorites, especially if you're worried about coverage, want to make sure that you have your full span of coverage for the day. And then for your week, this just rearranges your shifts by time. So you know that there you can quickly check if there's any gaps in your schedule. I know this is so important, you know, restaurants, hospitals, clinics, any kind of work, we know you need coverage. That's why you're here. So it's a really good option. You can quickly move from view to view if you love scheduling an employee view like I do, but then you quickly just want to check your coverage. You can do that as well and quickly hop back and forth between the two. And then just to mention it really quickly. You can also change the views that you have for time periods. So if you want to just view one day, and you really just are focused on your one day you can do that as well, schedule out your shifts. And then we do have that month view as well if you really just want to see a calendar and you know, maybe just take a look at what your month is looking like. This is really good, especially if you have a rotating schedule. So definitely check out all those different view options we have a lot and we can probably help with anything like that. Awesome. So we do have a few questions about limiting the number of hours that an employee is scheduled each week. A great way to work with this is setting max hours for an employee in their employee profile under the hourly rates tab. So when an employee has that set, it will display right after their total scheduled hours on the scheduler so you can compare their scheduled hours to their max hours. And if you schedule over that you'll get a little indicator saying like hey this person is over there the max hours so you can easily keep track of that. So I just wanted to highlight that real quick as an addition to our scheduled hours on the scheduler. Alright, next we have some questions about attendance in general. What are the different ways that employees can clock in and out. Great question. I love going over the attendance tool, as we've kind of gone over all of the scheduling options, because it is a great add on if you are looking to capture your employees actual work times, as well as scheduling and notifying them of their shifts and it works so beautifully together as well. So again the scheduler here this is where you can create shifts for your employees. And then if you hop over to the attendance tab this is and click into time sheets this is your landing page for the attendance tool. Again the attendance tool allows your employees to clock in and clock out for their shifts or their times worked. Employees can clock in and out three ways on when I work. The first way would be to have them log into their accounts on a personal computer like I am right now. They would hover over the attendance tab and then just click clock in, they would do the same to clock out. And this would all be done on their personal computers by logging into their account. The second way would be locking any device at your workplace as a time clock terminal. This can be done on a computer tablet or smartphone. If you are on a computer you just hover over the attendance tab click lock as terminal. If you're using a smartphone or tablet you would download the when I work terminal app and follow the to lock that device. And essentially this would just pull up a big screen that says you know when I work clock in and your employees have been able to come to the workplace see that terminal type in their code or their email. And then click clock in and that would clock in for them and they would do the same to clock out. The third way is to have your employees clock in and out on their mobile phones. I'm going to just hop into my attendance settings to show how you would turn these on. So your attendance settings is where you can navigate and manage all the settings that have to do with your attendance tool. And this is how you would turn on your mobile clock in when mobile clock in is turned on your employees would see a big green button that says clock in when they log into their profile on their when I work app on their mobile phones. When they click clock in on there, it will automatically clock them in and their times will populate onto their time sheets for you to view. If you want to restrict their location, if you want, you know, you want to make sure your employees aren't clocking in and out from wherever from bed or the breakfast table or the bus, you can turn on those location restrictions. So never fear if you do opt for the mobile clock in, there is, you know, that level of security to make sure that your employees aren't clocking in where they shouldn't be and when they shouldn't be. So just turn in your clock in and or clock out restrictions, choose the distance that your employees should be to the scheduled location, and then they won't be able to clock in until they've reached the site. And that site would be their schedule address or their job site address that they are scheduled to for their shifts. So that's kind of one of the ways that the scheduler and the attendance tool work really well together. So if you are really looking to restrict where and when your employees can clock in, you know, reduce that maybe unnecessary overtime. Things that shouldn't be happening. If you're using our scheduler and scheduling out shifts that will really help you restrict again when and where your employees can clock in and that's going to help out a lot. Wonderful. All right. So your question is about how managing time off works and when I work. Great question. I feel like we're hitting all of the greatest tools and when I work. All right, so I'm just going to hop back into my scheduler because it's a prettier page. But in when I work, you can have employees request time off and you can also add in time off for your employees as well. When they do this, it will show up in the scheduler just like these little boxes here and it'll prevent you from scheduling any new shifts during that time for your employees. And if it is paid time, it also will show up in your employees time sheets and be all calculated in for the payroll summary. So it will all work together for every tool and when I work. And it won't be left out. Your employees can request time off from their mobile phones or from logging into their account on their computer. They can then, you know, request time off for themselves and you can do this for your employees as well. You would just choose who the request is for somebody who's for Chandler and then you could choose the type of time off that you want to add for your employees. We have holiday personal and sick always paid and unpaid options. You can choose all day or a specific time within that day. And then you can choose a date range if it is for all day. And then make sure that if you are choosing one of the paid options to put in those paid hours, the amount of paid hours that you'll be adding. You can even add a message and then send in that request if you send it in yourself, it will be automatically approved if your employees send it in, and you have approval turned on, you'll be able to see all of those requests from your time off request landing page. If you go to all requests and hop into a specific employee, you'll be able to see all of the time off that they have requested and taken for the calendar year so for 2021 in this case. So this kind of gives you gives you an idea if you are you know trying to manage employees time off how much they've taken this will give you a running total of how much they have taken again for the calendar year. Wonderful. All right, that's all of our questions this time always flies by so fast so let's do an overview of our plans and how they can get in touch with us. Definitely those were really really good questions everyone. Honestly, I think sometimes it's just so wonderful to hear everyone's questions and talk about when I work, especially when you love it like I do. All right. Okay, so we do have a ton of information for you all on the plans that we offer how to get started and we do have kind of an onboarding packet that car will send out to the chat shortly, or maybe it's already there. But we just like to talk about this quickly before we end here but we know we everyone wants to take good use of their time. So if you have the small business scheduling plan this is for up to 100 users. This is going to include everything that we talked about today that has to do with scheduling and communication time off, things like that. So if you are just interested in scheduling for your team of under 100 users, really simple all you need is a small business scheduling plan. Any interest in adding the attendance tools so what we talked about kind of at the end, having employees clock in and clock out for their times worked producing a payroll summary, any of those integrations that we have that will all come with the attendance add on. So if you need scheduling, and you're looking to track your employees time your plan would just be called small business scheduling, plus the attendance add on. If you have over 100 users get in touch with us and we'll give you more information on what you need to know for the enterprise scheduling and attendance options. We have a great enterprise plan as well. If you are ready to just get started with your account, you can actually view all the plans, view what your price might be and all the different features of the plans from within your own account. All you'll have to do is log into your account, hover over the gear icon and click the account and billing page. This is where you'll be able to see all of the plans that we offer upgrade your account, choose which package you want so scheduling or scheduling and attendance. And then you can choose your billing frequency monthly or annually, and then you'll be able to choose the amount of users that you need it in your account. This will mock up the price that you would have, and then this is where you can actually purchase your account as well. So it's really simple and easy to get started on your own. If you are using the monthly billing you can cancel at any time so it's pretty low risk, and it's very easy to get started on your own. If you do have any questions as you get started, we are always here to help. You can reach us via the green chat bubble found within your account on the lower right hand side. This will just pop up a little chat bubble where you can chat with myself, Kara or our other teammates, and we'll be able to help answer any questions you have if you get stuck anywhere along the way. Or you're wondering if want to work is right for you or which plan is right for you, we can definitely help consult on that as well we've been doing this for a long time, and we love to answer questions that's what we're here for. So definitely take advantage of the chat tool if you are just getting started in your account. If you have any questions that you might just want to look up yourself. We have a great need help center where you can search any articles and we have tons and tons of fantastic articles with videos tutorials. All that good stuff under our help center and our education center which has our complete training and onboarding video kind of. I don't even know onboarding packet. So it's really good we all used it when we started our first one I work accounts and it's really going to help you get through any King, you know, start your account and start scheduling. So definitely take a look at those and all the links are within the chat bubble. So if you want to copy and paste those you can definitely do that now in the last couple minutes and that is all the links you need to get started for your account links to help center links to get in touch with us so definitely take a look at those. If you don't have an account yet that's no problem we know that you might not know if we're the right tool for you before you get started. And if you have any questions but haven't started your account you can reach us at getting started at when I work.com, and we will be able to answer any questions for you. And this is if you don't have an account, but we definitely still want to talk to you if you don't. So definitely reach out there. And yeah, I think that's all we have for you all today but thanks everyone for joining and thanks for all of the questions, and thanks for taking your time to be here today.