 Hello everyone! We will be getting started with the live Q&A webinar shortly. We're going to wait just a minute or two to help ensure that everyone who has registered gets the chance to join. 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 bit better during these sessions. My name is Cara and I am joined by my team member Ethan. We work on the onboarding team at When I Work and our goal is to help new users get up and running with When I Work scheduling and attendance tools. Myself and Ethan 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, I am sure our team has seen something similar and that we can help you and your team get set up for success. I am seeing a few more people just joined. Welcome, welcome everyone to the live Q&A demo. We are getting started in just a moment here. All right it does look like our attendees have evened off so I want to be sure that we can get started and get to as much as we can during these next 30 minutes. So for everybody who just hopped in the webinar, thanks for joining us and we are so excited to help you get started with When I Work. For the next 30 minutes we will 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 while creating the schedule, managing time sheets, communicating with your team. We'll get to as many questions as we can during this time but if you need any further help after or have any additional questions you can get in touch with us via chat after the session. Stick around we're going to provide some more information at the end of the session on how to get in contact with us. So let's get started asking some questions. Since the session is centered around your questions click that Q&A button on the toolbar to type out your question. Ethan 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. Also depending on where we are in the session he may also rearrange or type out the answers to some questions but we'll be sure to get to as many as possible during this time. And with that I am going to switch over to my When I Work web app and give you a quick tour of navigating when I work. So right now I am logged in as an admin and admin is the highest level of access that you can have on the account. The user that starts the account is the admin and primary contact so they have access to everything in the account whether that's scheduling shifts, managing time sheets, managing employees and managing those app settings as well. So when you first log in to When I Work on the web you will be directed to your dashboard. The dashboard is a wonderful overview of everything that you have going on in your workplace. So today's schedule starting from the current hour showing you the rest of the day of who is scheduled and for how many hours. Your snapshot section which has the total number of hours scheduled. You can see how many people are currently clocked in currently on break. If you have any unfilled open shifts you can also see employees with time off and pending shift requests and then we have these little links at the bottom that can allow you to jump to those different sections of the product if needed. The next section is the attendance notices. This is going to have all of those notices for when employees clock in or out late or early for a scheduled shift or if they were a no show for a scheduled shift. From this section you can edit the time sheet entry. You can also view the details of that attendance notice so you can stay informed on where your employees are. Next we have a couple of graphs that break down your assigned shifts or open shifts for a time range by position or by job site if you use job sites to manage locations. We also have the worked labor again broken down by position or by job site if you use job sites. And lastly the pay period forecast. This will show how your employees worked hours on their time sheets are measuring up to the scheduled hours on the scheduler and showing you any difference in those. Next over we're seeing the scheduler. This is where you create and publish out those shifts that employees see on their schedule. Our 10 section has some of those clock in options that we offer if they are enabled on the account. We also have this time tracker section which shows shifts in progress and shifts that have been completed and then you can hover over and see how they compare to the shifts on the schedule. Great way to track and see where all your employees are for the day. And then the time sheet section. This is where you'll probably spend the most time when you're using attendance. This is where all of those in and out times for worked hours are reported. You can close out your pay period. We also have export options so you have all of that data right on hand. Next over is work chat. This is our in-app messaging system. When you start work chat you will see this all workplace chat at the very top. This includes every user on your account and this is great for setting out announcements or letting employees know different things that they need to know across your entire workplace. Work chat is also very customizable. You can allow employees to talk one on one with each other if you like. You can also create different groups that include groups of employees by positions that they work. A wonderful flexible tool for keeping all of those communications for the workplace all in one spot. Next over is our request venue. From here you can add time off requests for yourself or for employees on the account. You can view all of those requests or process any pending requests in this time off request section. In the shift request section you can view or process any shift requests. So any of those shift coverage options that we offer swaps and drops you can see in this shift request section. And then lastly the open shift request section which is where you will process those shift bidding requests that is a feature of our open shifts. Next over is the workplace menu. This has the building blocks of your account as I like to say it. So everything that you need to have set before you start making a schedule like employees, positions, ways to manage your locations like schedules and job sites, shift templates where you have those pre-made shift templates that you can quickly apply to the scheduler. We also have a reporting section with different types of reports you can run, task list that you can add so your employees check off the tasks that they need to during their shift, and then document storage for any documents you want to make available to employees. Next over is our gear menu which has all of the settings whether that be the general app settings, settings related to the scheduler, settings related to time clock and attendance. We also have an integration section. This is where you will set up any of the payroll integrations that we offer. And then as the admin I have access to the account and billing section where the plan and billing is managed. Our last little menu over here is my personal profile menu. Here is where you can set your personal details, see your individual schedule, set your personal availability preferences, and manage the notifications that are generated from the account for you. And with that let's go ahead and get started with some questions. Perfect. Thanks so much there Kara. I appreciate you going over the opening there. So our first question is from Libby and Libby asked how do I set up a whole month's schedule? Might be a good time to show the different views and possibly these scheduling shortcuts to create a month-long schedule. Awesome. Great question Libby. So we do have a few different time range views that you can use depending on how you'd like to view your schedule and how you'd like to set up shifts. Right now I'm in weak view. This is my personal favorite view because it has a lot of tools that you can use to create different schedule templates and repeating shifts. But if you prefer to look at the month at a time you can hop into month view using this menu in the top right. And from there you can see your entire month and you can schedule out shifts for your entire month. So if you would like to quickly create a month's worth of shifts at once I have a few scheduling shortcuts that can help you with that. The first of which is our repeating shifts option. As you are creating a shift on the scheduler you will see these different shift details and you can choose to repeat that shift. We have the option to repeat a shift every week up to every six weeks and then you can choose an end date for that repeat out to a year. So this is really great if you have maybe a schedule rotation or you would like to set everything up week to week. Great way to quickly create repeating shifts on the schedule. The next shortcut I would like to present is our copy previous week option. So let's say I went ahead and built out my entire schedule as I like it for the week and not too much changes for me in my workplace week to week so I want to copy this exact schedule to the next week. To do that I will head to the next week on my scheduler. From there you can press the wrench menu and select copy previous week. You will have a few different options for what you can do if there are any shifts that overlap that you already have set but since I don't have any assigned shifts on my scheduler right now I will choose allow conflicts and copy that on over. That will apply the shifts from the previous week exactly as you see them onto the scheduler for your next week and then you can keep doing that for the rest of the weeks of the month and within a few clicks your schedule for the month is ready. Another way that you could create the schedule for an entire month would be using our shift templates or excuse me our schedule templates option. This is a lot like that copying option that we just saw except for you can take a snapshot of the shifts that are in your view and you can apply them to any week doesn't have to be the following week you can do it to any week in the past in the future. So if I wanted to save this as a schedule template that I can apply to any other week going forward or in the past I can do that by clicking the wrench menu selecting save as new template there I can name and add a description for my template and I can choose to include any repeating shifts if I want once that is saved I can navigate to any week on the scheduler press the wrench select load template and then from there I can select the template so we'll do full schedule standard week to show you how that works again you have the option what you want to do with any conflicting shifts we also have this really nice load to open shifts option this is great if you would like to run auto schedule or if employees are picking up their shifts using our self scheduling open shifts option but this all looks good to me so I'm going to select the ply that will apply those shifts from the template to that current week that I'm on and then I can publish those out to employees so they can see them on their schedule perfect like like you guys can see we've got plenty of shortcuts here to help make scheduling easy and simple for you as quick as can be so next question here we've got from Sybil Sybil asks can you send a notice for people to work in five minutes or 30 minutes Cara might be a good time to go over our different notifications that we can send and the preferences that they can set up wonderful all right so each user on the account has their own individual alert preferences that can be set and to set those alert preferences on the web you can hover over that profile menu and select my alert preferences this is pretty similar to what an employee will see on their end but since I am the admin on the account I have a few extra options here that I can set you can set email or mobile alerts for each of these and specifically for this question I would recommend our shift reminders this will allow you to send it yourself either an email or mobile notification the hour set before your shift that you set here so if you want to have a reminder maybe let's say five hours before your shift you can definitely enter that select whether you would like to get that via email or mobile and then you can press save at the top of the page to apply that and we also have another feature that is part of attendance that I want to highlight here so if I go over to the gear menu and select attendance settings we have this notification section at the bottom of the page this is set up by management on the account and this will notify employees if they miss a scheduled clock in or clock out time so this can be set as soon as one minute after an employee misses their scheduled clock in and clock out mobile notification can be sent to them to remind them to clock in or out for their shift this is a great way to help ensure that employees do not miss any clock in or out times on their time sheets perfect awesome awesome so to kind of go along with that so if an employee does forget to clock in kelvin asked how do I adjust their time might be a good time to time sheets awesome yeah great question so if an employee misses a clock in or clock out time it is super easy as a management level user to adjust those times so to do this you are going to hover over the attendance menu and select time sheets and from there you will see your pay periods that you have select the appropriate pay period in the menu up in this left corner and then you can choose which time sheet you're looking at from your list of employees on the employees time sheet you can then edit or enter in and out times to make those edits to clocking in and out it's as simple as adding the times pressing enter on your keyboard or clicking away from that cell on the time sheet to save your entry so let's say on thursday an employee forgot to clock out for their shift that started at 8am as management I can just come in here add that out time and press enter and that time is automatically saved on the time sheet perfect perfect all right next going right along with this is we've got a question from Miranda asking how the geo fencing works and where is that located might be a good time to look at maybe some of our clock in and clock out options absolutely so we have three different clocking methods as part of when I work that you can have employees clock in and out using to kind of highlight these different clocking in and out methods I am going to hop over to our attendance settings here is where you can enable those clocking options the first of which is clocking in with the mobile app this is probably our most popular clocking option because it puts that time clock right in the employee's pocket makes it really easy for everyone to clock in and out and moderate those clock in and out times with the mobile app clocking we do offer location restrictions that can be turned on you can have those for clock in clock out either or both you can also set how close an employee must be to the scheduled location in order to clock in and out for their shift so this will help you ensure that employees are only clocking in where they need to be and not from you know the parking lot or or their bed or anything like that our next option for clocking is a personal computer clock in this means that the employee can log into their profile on a computer and clock in and out right from their attendance menu so if they were to hover over attendance and select clock in they could clock in for their shift like that using personal computer again this can be restricted to a certain scheduled location and you can set the radius for that all of the personal computer clocking is based on an IP address that can be assigned to the schedule so I'll show you where you can find that if you're setting up those personal computer clock ins so you'll hover over the workplace menu you'll select schedules I'm going to say okay there we go and from there you can enter the IP address that you would like employees to clock in and out from on their computer if you're currently at the location and you're not quite sure of your IP address just use this I'm at this location button and it will automatically fill in that IP address for you all right our last option for clocking in and out is our time clock terminal time clock terminal is most like a traditional time clock in that it is set up in a central location for all employees to clock in and out on you can set up a time clock terminal on a computer you can also set up a time clock terminal on an iOS or Android device we have dedicated time clock terminal apps in both the app store and the google play store that you can download to get started with that on the time clock terminal when it is set up and locked by a management level user employees will see a screen that looks like this from there they can enter their email address in their profile or the employee ID that is set for them in the advanced detail section of their profile to clock in and out perfect thank you so much for sharing that with us car and as you guys can see we've got plenty of clock in and clock out options you know making sure your team is where they need to be before they clock in just all kinds of cool things to help you out there next question that we do have here is about our accountability so I'm sorry our availability so how does an employee set up when they're available to work great question so our availability feature is the feature that allows employees to set when they prefer to work or when they're unavailable to work so you can help guide your scheduling around when your employees are able to work so to set this up for an employee you will hop over to the employees page and you can press this circle check mark in the actions column that corresponds with their name this will take you right to that employees availability calendar if you are an employee logged in on a computer you will see something similar to this where you hover over this profile menu and select my availability availability can also be entered by employees when they're using the when I work mobile apps as well so it's very flexible in that way so from the availability calendar you can set availability for any future date so there's only one day left in March here so I am going to set actually I need to hop to April there we go to add a preference so from here I can set whether I am unavailable to work or whether I prefer to work we do have an all-day option or you can set specific times for that preference we also have repeating options where you can repeat this preference every day every week every two weeks and select what days to repeat the preference on once availability is set by employees you can see all of that information right on your scheduler to help guide your assigning of shifts so if an employee sets up an unavailable preference all day you will see this block on the scheduler of unavailable if an employee sets up an unavailable preference that is only part of the day certain hours you will see this gray flag in the top corner of their scheduling cell you can hover over that to see what times they have set as unavailable and then as you are scheduling shifts those unavailable preferences will be highlighted in the top and any shifts that you have any shift templates that conflict with that unavailable preference will be grayed out in the background so it really helps guide you to those shifts that the employee prefers to work of course these availability preferences are just a preference and you can always still schedule a user during their unavailable times as needed if the employee needs guaranteed unavailable time off that day you will want to have them submit a time off request instead as for those available preferences those can be seen in the top corner flagged with green you can hover over that and see what shifts they prefer to work as you are scheduling the highly preferred shifts within their availability will display first perfect we make it really easy for your employees to be responsible for their own availability and things like that to keep you notified of when they can and cannot work another question we've got here from Nikki is can the system control and track overtime might be a good time to talk about some of our overtime settings that we can implement absolutely so the first overtime setting that I would like to show is over in our general settings under the gear icon in this overtime section you can decide what types of overtime you would like to offer and calculate so we have a weekly overtime a daily overtime and a double daily for this account I have it set up to do weekly after 40 hours and daily after eight and on the scheduler as you are scheduling you can hover over the employee's scheduled hours right here underneath their name and you can see that any overtime that has been accumulated and as you are scheduling you will also see any overtime that would be accumulated if you were to apply that shift we also have max hours which can help you track the maximum amount of hours you want a certain employee to work during the week so to set this up by employee head to the workplace menu select employees from there you can hop into the hourly rate section there and you can set up the max hours per week for this employee so Allison she can work 30 max hours per week and when you head to the scheduler you will see that Allison here has that 30 right behind her name so you can compare the assigned hours so far in the scheduler to the max hours in her profile and then as I am scheduling shifts for Allison you will see once she hits that 30 hours per week you will see this little icon that shows you she has matched her max hours perfect perfect so we make it really easy again just to kind of help out with your overtime you know keeping keeping an eye on that stuff so you don't go over next question here is can other people have admin access to my account absolutely we have a few different levels of access that can help control what users can see and do within when I work to help illustrate this I am going to hop over to the employees page where you can set this up for each user so in the employee profile as you are adding those details for employees you have this role menu right here and this will help decide the access level for this user I explained briefly before admin level access allows access to absolutely everything on the account this is the highest level user and they have access to the account and billing page where the plan can be managed there can be up to three admin users on the account to help manage the plan and billing the next level down is a manager managers have access to everything that the admin level users do except they do not have access to the account and billing page where the plan is managed supervisor is the next level down from that supervisors are able to manage the schedules time sheets and employees for the schedules that are tagged in their profile so if Allison here was a supervisor she would only be able to manage the employees that are also assigned to the shifties coffee and bakery schedule so this is really great if you have multiple schedules on the account and you would like a different supervisor to only manage the employees that are part of their schedule and then lastly kind of our base level user that all users start out as is employee the employee view lets you view your schedule view your time sheets add time off requests and use all those shift coverage options and if you have any questions about you know all the different access for each of those levels I would recommend checking out our help center article about this this article has a map of every different access privilege broken down by each of the access levels so you can see what privileges each access has so you can press need help right over here and up here you can press enter access levels or access and you will find that help center article that goes through all of the different access levels perfect perfect all right so it looks like we may have one last question here that we'll be able to answer look we've got a question about our task so how does when I work help with our task management and checklist to get done each day awesome I love going over task list this is one of the features that was developed based on our feedback from our customers we love making changes to the app based on customer feedback so we can make when I work work even better for you so to set up different task lists for your employees to complete hover over your workplace icon and select task lists we have two different types of lists that you can create the first is team tasks so team tasks are lists that have tasks on them that anybody working that day can complete shift tasks on the other hand are assigned to individual shifts on the scheduler and only the employee who has assigned that shift can complete those tasks let me show you what that looks like on the scheduler here so for my team tasks I have the daily cleaning team tasks assigned to Friday here so any of my scheduled users whether that be Rosario Alice and Keith so on can check off the different tasks on this list once they are checked off you can see when it was checked off and by who you also have this tracking for what percentage complete that particular list is as for shift tasks uh when you would like to set up an individual shift an individual employee to have a task list you can pop into the details of the shift and from the shift task list menu select which task list you would like them to complete so let's say we want them to complete the bathroom cleaning and we'll save that shift and then as an administrator as I am managing and monitoring tasks throughout the day I can click this clipboard at the top of the date pop in the shift tasks and I see that Keith is assigned a task list during his one to six shift as team lead I can click in see the percentage complete that it is and then also see those individual tasks as they are checked off so we have many ways that you can have employees take accountability for the duties that they are performing during their shift all right awesome and that seems to wrap up on the questions car if you want to kick it off to the next section here where I think we're good to go wonderful I am just going to go over some additional info about the plans that we offer so I am going to head back to our slideshow here and jump right in so we have three different plans to choose from based on the needs and size of your workplace the first of these plans is the essentials plan so this is the right plan for you if you have under 200 users and you need our core scheduling and attendance tools the essentials plan includes all of the scheduling tools that we talked about today so creating shifts for your team creating those repeating shifts access to task list availability things like auto scheduling and work chat the essentials plan also includes integrated attendance tools for clocking in and out so all of those clocking methods that we went over today along with the location restrictions that can be set are included in this plan and then any of our integrations to payroll processors are also included if you have more than 200 users you will be on our advanced or complete plan the advanced and complete plans are the best plans for larger businesses because they have a few extra scheduling tools that are designed for large workplaces things like access to our api key global privacy labor sharing single sign-on custom reporting all of those are included the advanced plan does not include any of those integrated attendance tools but the complete plan includes both those advanced scheduling and attendance tools of course if you need those extra tools on the advanced or complete plan you can definitely choose these plans upon checkout no matter what user count you have you do not necessarily have to have 200 users to use these plans so if you would like to mock up pricing for a plan you can do so by logging into your account on the web you hover over that gear icon select account in billing then you're going to select change plan and from there you will see all of our plan selections that you can select from on that screen that comes up once you select a plan you can set the number of user seats that you would like to make available and you can press purchase when you are ready to transition to that plan by default we offer a monthly billing cycle but on this check out screen you can also select annual billing this will allow you to pay for a year up front and there is a 5% discount for that annual billing cycle so this is a great way to save a bit if you are looking to use when I work long term so if you have any questions about those plans what's the best fit for you or any of the features that we provide with when I work do not hesitate to reach out to us on chat or via email you can access chat with us by logging into your account and pressing this chat icon in the bottom corner or if you prefer you can always send us an email to gettingstartedatwheniwork.com we also have this wonderful need help section on the sidebar of your account there you can access things like our help center access to our training videos a lot of great stuff right within that sidebar of your account so as we wrap up here Ethan is going to send a list of resources in the chat section that we used earlier feel free to copy and paste those 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 training resources so I just want to wrap up this session by saying thank you so much for joining us today and for all of your wonderful questions again do not hesitate to reach out to us if you need anything at all our team is here to help I hope everybody has a wonderful rest of their Thursday