 Hello, everyone. We're going to be getting started here with the live Q&A shortly. I'm going to wait a minute or two to help ensure that everyone who's registered gets a chance to join us. In the meantime, feel free to open up the chat tool on the Zoom toolbar. Let us know where you're joining from and what kind of work you oversee. It's really nice to get to know you guys just a little bit better in these sessions. Welcome, Jeremy from Fort Worth with F-16 Simulators. That sounds pretty awesome. Maybe I'll have to come test it out sometimes if I ever come down to Texas. Well, it looks like we have evened off here, so let's get started. My name is Tiffany and I'm joined by my team member Marie. We're part of the onboarding team here at When I Work, and our goal is to help get new users up and running with When I Work scheduling and attendance tools. My self and Marie have both been with When I Work for a long time and have helped set up accounts for a wide variety of workplaces from all over the world. So no matter your workplace needs, I'm positive our team has seen something similar and that we can help get you and your team set up for success. For the next 30 minutes, we will be answering your questions about When I Work scheduling and attendance tools. We're going to get to as many questions as we can during this time, but if your question does not get answered and you would like further help, you can always chat in with us. We'll be providing more information at the end of this session on how to get in contact with us. Marie will 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 this session, you may rearrange or type out the answers, but we will be sure to get to as many questions as possible. To ask us a question, click that Q&A button on your toolbar. And with that, I am going to switch over to my When I Work account and give a quick overview of navigating the web app. Awesome. So I have my When I Work account pulled up here and I am logged in as the admin, which means I have access to every available feature that we have on the account. And the first page you're going to see when you log in is this wonderful dashboard page. It gives you a great snapshot of what is going on in your day. It's going to show you who's got shifts up here for the day, what time those start and end, who's coming up. And then there's an actual little snapshot section here. It shows you how many hours are scheduled for the day, who's clocked in, who might be on break, how many open shifts are still available, employees with time off, and any pending shift requests. And then you'll see this attendance notice section here. That's going to show you who didn't clock in for shifts in the past seven days or who was late or who was early. And you can resolve any of those reminders here in this section. And then as we scroll down, we're going to see all the assigned shifts and a beautiful colorful graph here. And it's going to break those down by position for you. You can navigate through different weeks and dates and look at those specifically by each position, if you'd like to. It's going to also show you your worked labor costs. This is all the data from the time sheets of employees clocking in and out and how many of those hours have been worked and how much your totals and breakdowns are. If your pay period happens to be complete, you can click this button right here to close it out and finalize anything that is needed and make any changes as well. Then you've got your nice pay period forecast. This shows you your week broken down, how many were scheduled, how many projected, and then also the difference there. So that's our dashboard page. Really handy, really nice to take a look at if you just need a little overview of what's going on in the account without actually accessing anything else. Our next page we're going to go to is our scheduler. This is where everything's going down, where you're going to schedule your employees, assign them shifts, see who's unavailable, see who's got time off, and make sure that you're set for your week or your month, however you guys work with your business there. So that's really awesome options in here that we're going to be able to go over a little bit later. Our next menu is our attendance menu and you're going to see time sheets, time tracker, clock in and lock his terminal. The time sheets is where all of your employees work hours are stored where you can finalize and where you can also export to your payroll provider. The time tracker is more of a daily snapshot, just a little breakdown of who's clocked in, who's on lunch. So that's a nice overview of where your employees are and if anything is missing. If you have the option to clock in with personal computer turned on, you're going to see this right here that's going to allow you to clock in for work from your profile. And then the last thing you're going to see is our lock his terminal option. That means you're going to make your computer a terminal for employees to use to clock in using their emails. So it won't let them access anything else in the account, just lets them use it to clock in and out on. And then the last thing you're going to see in our navigation bar here is work chat. This is a really great tool to communicate with your employees. It's got in-app messaging. So they can check their when I work app to see if you've sent any messages. They can also send messages to other employees if you want to set that up to be allowed in the settings. You can also turn that off so that it's just an announcement center that you can send out to all your employees from that same menu. And then you're going to see the email or send a text. Those are outside options that's outside the app. So that's text messages going to send directly to your employees phone instead of through the app. And the email is going to send it directly into their email inbox instead of through the app as well. And then we're going to move over here down our navigation bar and you're going to see our requests menu. It looks like a nice little inbox. First option you're going to see is request time off. You can create requests for yourself or on behalf of your employees as an admin. Any request you made is make is automatically approved. Whereas if the employee requests from their end, you can go in and approve those for them. And that's going to be in this next menu here. All requests coming from your employees and are going to come right here and you can manage those. You can deny them. You can approve them. And you can make any changes needed. And shift requests here. This is where all your swaps drops releases are going to go. This means your employees decided they need to swap with their swap shifts with their coworkers. And that's where that request is going to go for approval before that goes through. And then you've got your open shift requests. This is a great feature. Most of the time our open shifts are first come first served. They pick it up. They take it and that's a shift they're going to work. And that's where they're going to work. And that's where they're going to work. But with our shift bidding and open shift requests, you turn on manager approval for those. So they basically raise their hand and they say, Hey, I'd really like that shift. And then you get to choose who gets that shift from the pool of employees who raised their hand. Our next menu here is our workplace menu. This is where all the building blocks of your account are going to be. This is where your employees profiles are going to live. This is where all the different schedules, wages, everything that you need to control for your employees are going to be on this page can set up positions here as needed. Any tags, schedules, job sites, shift templates. This is our reports feature where an attendance notice reports and labor reports can be exported and set up task lists that can be assigned to your employees or to individual shifts. And then also our documents feature if you need to upload your employees to review. And then our next menu is this year menu here where all of the settings for the account are located, general settings, scheduling, settings, attendance settings, as well as our integrations. I'm going to pop in here really quick just to show you guys what integrations we have. When you click on see all integrations, you can see we have ADP run, ADP workforce now, Gusto, paychecks, QuickBooks and Zapier. There are also a few third party integrations that we work with and they have set up an integration from their end and you can manage that through their company. And then the last thing in this year menu up here is going to be your account and billing page where you can manage your plan and adjust your user seats on the account. And then this last menu here is your personal profile menu. It's got all your profile information where you can change your password, change your email, set up your privacy options. You can review your own personal schedule. You can set up your availability, adjust your alert preferences. And then this menu, if you've got this option here, if you've got multiple workplaces and when I work, then you can go ahead and switch there. Awesome. So that's a good little overview of all of the options that you have up in that navigation bar. So Marie looks like we're ready for some awesome questions. Thanks, Tiffany. That was a great overview of when I work. So the first question we have is from Jacob. And he says, our department has a few sub teams around five. So it would be nice to be able to separate them into their own schedule while using one plan. So if you could show us what it looks like to create different schedules for multiple teams in when I work. Absolutely. Such a wonderful question. So the first thing I'm going to do is I'm going to scroll over that workplace menu with those building blocks. Just perfect example of this is where you're going to spend a lot of your time here in the beginning. I'm going to select schedules from the dropdown menu. And you're going to see that I have shifty's coffee and bakery. You guys might see that you have default in your own personal accounts and you can change the name of that as needed by clicking this wonderful little edit icon. And then we can go ahead and click add schedule so that you can have multiple. So I'm going to switch over to that. I'm going to switch over to the other ones that are good. These are going to separate your employees on the scheduler page. Now I have a separate account that's set up specifically for multiple schedules. So I'm going to switch over to that. Just give me one moment here. All right. This is my multiple schedules account. So on that exact same schedules page, you're going to see that I have three. I've got the Northeast South side and say, Paul, these are all different locations or teams. So I'm going to switch over to that. And then once you've got that set up, you're going to assign your employees to those schedules on the employees page. You're going to see right here that I've got different employees assigned to different schedules. And that separates them all from being able to see each other. Then we can head over here to this scheduler page. And so you see that all of my employees for the North, Northeast here are grouped up. So I'm going to switch over here. I've got a couple of different locations for my employees. I've got a couple of places that she's got some shifts at South side. If you scroll in just a little bit there, you can see it's faded grain and tells me, no, I can't edit that. It's because it does not exist. It does. It's not created. At the Northeast location. It's created at South side. So now we can switch over to that South side location and see that my employee pool is a little bit different, Everybody else is completely separate and you can do this for your teams as well. Really great option. It really just gives you a good breakdown for each department that you've got going on and this is where you can assign shifts and you'll wanna switch between them here on this left side in this menu. Another option for locations that I'll go ahead and go over is going to be our job sites and I'm gonna switch back into that workplace. If you don't need your teams to be on completely in completely separate groups and you wanna see everybody together, job sites is a great option. We're gonna head over to the scheduler page and it's a little different from the other account. I only have one schedule. You see all of my employees and one nice little view here. Let's say that I want some of my employees at a different location just for that specific shift. You're gonna scroll over any shift on the scheduler page, click that beautiful pencil icon and you're gonna see a nice little job site option right here. So once you select that and click save and publish that out to your employees, they're gonna see that on Tuesday they're working at that Mears Park location and then maybe on Thursday they're at a completely different location based on their job sites. So just to go over the difference here, schedules completely separate your employees into a different grid views on the scheduler page and then job sites allow you to assign individual locations to your employees. Awesome. Our next question is from Casey. They say, our schedule is fixed. Are you able to copy and paste the schedule from week to week? So if we could go over the copying options and then some of our other options for shortcuts in the scheduler. Wonderful. I think shortcuts are my favorite thing. They're just gonna save you guys time and they're so awesome. So we've got it set up right now for my full week with all my shifts, all my times. I really like the way it looks. Nothing changes for me next week. We've got some great options for this. The first option is going to be, we're gonna copy this entire week onto the next week. So right here, I'm gonna scroll over to next week's date. I don't have any shifts. It's a blank week. We're gonna use this wrench icon where all your shortcut tools are located. You're gonna click copy previous week here at the top and you're gonna be given a few options. Can allow conflicts, which means if they already have a couple of shifts down there or availabilities, that's gonna take those shifts from last week into this new week and just throw them in there no matter what kind of conflict it is. Avoiding conflicts, those shifts that do have a conflict are gonna go into the open shifts row for you, but everything else will come over. Overwrite conflicts means you also get rid of those additional shifts and the shifts from the last week take over. Copy previous week's shifts to the open shifts. That's gonna take all your shifts from last week and put them in that open shifts row for you. So I'm gonna go ahead and allow conflicts and we're gonna click copy and give it a second to load here. It's a lot of shifts to come over. And there you have it. You have all of those shifts from last week into your new week and you can do that as many times as you'd like. And in the same area here, we also have a schedule template. Instead of just copying from the last week, that's gonna save this entire week that we liked having and allow you to load it in any other week you want. So that's gonna also be under the same wrench icon. So if you like your template and you wanna be able to load it any week, you're going to click save as new template. You're gonna give that a nice name there and a description if needed. Since I already have some created, I'm not gonna go ahead and not gonna click save there. And then you can navigate into any week with the calendar and the navigation arrows and you can click load template and that's gonna bring everything that you saved into the week that you want it to. So that covers all of the shortcuts for copying a full week but we've got a couple other awesome shortcuts that I'm gonna go over here. So say I just have one shift and I wanna copy that single shift on a Mac. You're gonna hold the command key and you're gonna click and you're gonna drag it and that is gonna copy that to any day or any employee that you would like that for. If you are on a Windows computer, just hold down that control button. Also some other great shortcuts that we have is our auto assign. Auto assigns got a lot of different options that you can select for your employees. So I'm gonna go to a blank week here and I'm gonna go ahead and load a template in. I happen to have one called auto assign template and I'm gonna go ahead and load that. You'll also have those same options that you saw for that copy previous week and I'm gonna apply those. We're gonna wait for it to load. It's absolutely beautiful. Awesome, so we've got this full week here. When I click the auto assign, it lets me set the parameters that I want for those. I'm gonna go ahead and go with the ones that I've already got saved. You can also exclude any employees that you'd like and you're gonna go ahead and click that run auto assign and that's gonna feed all of those open shift shifts that you had out into your employees following those parameters that you've set. Awesome. Oh, let's see, we got copy shifts. We've got copy previous week. We had the savings template. We had our auto assign. Those are our wonderful shortcuts that are going to help save you guys time. Cool, I really like the shortcut tool and kind of going along with shortcuts, we have a question from Jeremy. He says, how do we set up a down day or no work day? And this would be kind of a great time to go over our annotation tool. I also love the annotation. So I feel like it's a little hidden gem that we don't always get to give enough attention to. So we're on our schedule page here and there's this great little tiny chat icon right here in the top of the day. We're gonna click on that and we're gonna be able to add an annotation. Annotations can allow you to send out an announcement for your employee. It can also block employees from requesting time off for that day. Or you can announce that your business is closed for this day. And you can set the date, you can select specific schedules if you've got multiples and also give it a nice little color which will highlight the date for you. Really easy option to use if you need to do any of those things for your business. Awesome. And then we have a quick question from Sarah. She says, can you schedule five weeks and in advance at a time? Absolutely, with all of our, when I work accounts that you guys will see all of our new plans will allow you to schedule out as far in advance as you would like and go all the way to 2052 if you'd like. It's really great, really helpful. I know that was a little over the top there but you get a full access to all the calendars in the future that you need. And then also this handy little tool you click on today and it brings you right back to the current week. Awesome. And sticking with the scheduler before we move on to the attendance tool. I know we have a couple of questions on that but the question is from Yasmin. She says, can employees self-schedule their shifts from their mobile devices? So this might be a great time to go over the open shift tool. Awesome. So also in regards to that I'm gonna quickly go over what each access level can do and then we'll go over what options you have for your employees specifically. So first I'm gonna go to our employees page under this workplace menu. I'm gonna open up someone's profile here so we can take a look at where you assign those roles. So as the admin, I have access to everything in the account to account and billing settings, creating shifts for employees, managing time sheets, anything that we offer you have access to and there can be three of those per account. Managers are slightly more limited. They don't have access to the account and billing and they have access to most of the settings. They also have an alternate option to allow them to manage more of the time sheets by closing out payroll, exporting to your payroll provider, but you also don't have to give them that specific permission. Supervisors have even less access. They cannot reach the settings on the account but they can manage employees that share the same schedule as them. They can create shifts. They can manage time sheets for those specific employees they're in charge of and then employee level users. They cannot create shifts or edit anything within the account, no access to settings or anything like that. They only see what you let them see like their shifts, their personal availability, their time off, things like that. So now that we've gone over what the roles each do, while employees cannot create their own shifts, you can help them with those open shift options. So here in this open shift row, this is basically a, I need someone to cover these shifts and you can release those to your employees to pick up either first come, first serve or you can approve who gets that shift out of an employee pool. So say I need a barista shift today. When I publish that out, anybody qualified to take a barista shift will be able to see that as long as they don't have another scheduled shift that overlaps that time. And when they see that, they can pick that up and take that as they want. I have seen a lot of locations that put all of their shifts into the open shift row, allow employees to pick up what they want and then anything leftover they assign as needed. The other option that allows you to choose from that employee pool is going to be in the open shift edit window. So you scroll over it, click that edit button and you click require pickup approval here. So instead of a first come, first serve basis, employees basically raise their hand and say, I'd really like that shift. And once you have enough employees who would like that shift and you're ready to actually choose someone, you can scroll over this requests menu, click the open shift requests. And within that, you'll be able to approve who gets it. Really great options. So even though employees can't schedule their own shifts, they do get the nice option to pick what they would like using our open shifts. Awesome. And the nice thing is that this can be done from the mobile phone. So when employees are on their phones, on the when I work app, they can just be picking up those shifts as they want from their own device on the go, which is really nice. The next question is from Colleen and it's on our attendance tool, which I love as everyone knows. And the question is, can an employee edit their own time sheets? Awesome. If Marie hadn't said it was her favorite, I was going to tell you everybody, this is Marie's favorite. And I also, I love it because Marie loves it, so it makes it one of my favorites. So employees can edit their time sheets. I'm going to head over to our attendance settings under the gear menu. So there is this wonderful little option right here that you can have selected or not selected to allow your employees to enter and edit their own time sheets. If you've got that turned on or you want to turn it off, make sure any changes you make, you click save. If you'd have that turned off and you need to make an edit for your employee, I'll go over that for you. You're going to scroll over this attendance menu here and you're going to click time sheets from the dropdown. You're going to select the employee that you'd like to edit from over here in this left-hand menu, as well as the pay period you need to edit for. Once you've got that all selected, you just click directly into the in cell or the out cell and you go ahead and type in those times for them. And when you manually input times for your employees, you won't see any of the labels that you do if they have clocked in for a shift, but you can manually add those as well. You can add in an unpaid break for them as needed. You can select which schedule they were working at or which position as well as job site and you can leave any notes that you need to for the employee's work time. Also when they clock in and out, they are given the option to leave a note so those can be reviewed here as well. One more thing I'm going to go over in our timesheets is our timesheet history. I absolutely love this. You're going to see exactly what happened with that work time, especially if you've got employees who are able to edit their own shifts. You can see when they edit it and how they edited it. So you scroll over these details section and go ahead and click view entry history. Now I didn't have any actual employees clock in to my account, but I manually created this earlier today. So when somebody actually clocks in, you're going to get a lot more information that you see here. You're going to see the date, who created it, when they created it, what changes they made. And if they clock in with our location services, which I can go over next, you're going to see a nice little map pop up so you'll see that they were at location where they should be. And then you're going to see edits come down the line here for anything that was changed. So I guess I'll go over our wonderful clock-in options, part of Marie's favorite things. You're going to scroll over this gear menu here and click on the attendant settings so we can review those options. We offer the option to clock in with the mobile app and that can be restricted to specific locations by checking these nice little boxes. You can set the amount of meters you'd like them to be close to the location and then they're not going to be able to clock in anywhere other than that address. And then using those schedules and job sites we covered earlier, that's where their address is going to be entered. So with the schedules and you assign shifts using those schedules, everybody with a shift on that schedule is going to be required to clock in at that location. If you have job sites assigned to those specific shifts, it's going to require them to be at that job site location. The same with clock in with a personal computer, you can restrict where they're clocking in and out. An IP address can also be set up for a personal computer. So this is the physical address that you set up or the IP address, which is the internet IP address that that computer is connected to. For that personal computer, we went over this very beginning under the attendance menu. You're going to see this wonderful clock-in option. Our third option to be able to clock in is that terminal. This can be a tablet or computer. You download our When I Work terminal app and you log in and follow the prompts to lock it. Employees put their email in and they clock in and out on that. So I just want to clarify the difference between personal computer and locking as a terminal. With the personal computer, they log into their specific When I Work profiles with their email and password and then they're going to be able to see this. Whereas the terminal is a physical device that you set up for them to use specifically. We also offer a photo clock-in option on our iOS terminals if you'd like to see a picture of them as they clock in for their shift. Those are our fantastic attendance clock-in options and how you can edit those times for your employees. Awesome, we have a question now from Casey and I like this question a lot because one of the reasons I like the attendance tool so much is that it works so well alongside our scheduler. And the question is how easy is it to track employee late clock-ins? And something that's really helpful when you're using the scheduler and the attendance tool is something that we call reports. So Tiffany, if you could go over the attendance notices report and how someone can pull that report from their When I Work account. Absolutely, there are quite a few ways to see if your employees' clock-in and clock-outs don't line up with their shifts. The first one that's gonna be right when you log in is on this dashboard page, okay? So these attendance notices are immediately gonna show you who was a no-show, who clocked in late, who clocked in early. It's gonna allow you to send reminders as needed. This edit option will take you directly to the time sheets to add any times for those employees that you'd like. And then also if you just wanna view more details about that you can click the view details option. So that's the first option to see who was late. Another option is going to be on our time sheets page. When you scroll over attendance you click the time sheet button from down here and you're gonna see a nice little red icon that shows that they either clocked in or out early for their shifts. So the first view you're going to see when you look at your time sheets is just their specific work time, but a really handy button over here allows you to show those shifts from the scheduler page and they're gonna be in this gray row here. So as you can see this is the shift from 10 a.m. to 6 p.m. and they clocked in at the exact times needed. If you look at Thursday here you're gonna see the 8 a.m. clock in which is two hours earlier than the shift starts and that gives me this little red icon showing that it doesn't line up. Also right next to their name you're gonna see this triangle with the exclamation point says warning. That just means that they have an entry that didn't quite line up. And then our last option is that wonderful report that you get. So you're gonna scroll over this workplace menu and you're gonna click reports from the dropdown and you're gonna pull this attendance notice report. You can select the date that you would like or you can pull the latest report which will pull the last week for you in that attendance report. It's gonna show who was a no show, who was late, who was early and if they were in the wrong location it's just all in one place really great for you and it's something that you can save in your files for later. Awesome, thanks Tiffany. And that looks like that's all the questions we have so we can go over the ending materials that we have. Awesome, great questions everybody. I am going to hop over to our wonderful Google slide here. Peace. So we have three different plans to choose from based on the needs and the size of your workplace. The first is our essentials plan. This plan is great for you if you have under 200 users and need our core scheduling and attendance tools. The essentials plan includes all of our core scheduling tools that we talked about here today like creating shifts for your team, availability, auto scheduling and work chat. The essentials plan also includes all those attendance tools for clocking in and out, tracking the time for your team, location restrictions and those integrations to payroll. If you have over 200 users you're gonna be on our advanced or complete plan. The advanced and complete plans are the best plans for larger businesses because they have 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 and scheduling rules. The advanced plan does not include our integrated attendance and the complete plan does include our integrated attendance. Of course, if you need extra tools on the advanced or complete plan you can choose these plans upon checkout at whatever user account that you are at. If you log into your account on the web you can mock up the pricing for a plan by heading to the account and billing page found under the gear menu on the toolbar. On that page, press the upgrade my account and then check out to activate. On that screen you can select the number of user spots and enable the attendance add-on to the plan if needed. By default, we offer a monthly billing cycle but the switch for annual billing can be enabled to pay for upfront for a year of service. The annual billing cycle also provides a 5% discount compared to the monthly billing cycle if you're looking to use when I work long term. If you have any questions about what plan is the best fit for you and your team or any of the features that we provide don't hesitate to reach out to us on chat. You can access chat by pressing the chat icon in the bottom right of your account. You can also send us an email at getting started to gettingstartedatwheniwork.com. Marie is also going to be sending a list of resources in that chat section we used earlier. Feel free to copy and paste that into a Word document or a notes app to save it for later. That list has more information on getting started, plans and pricing and training resources. I just wanna wrap up by saying thank you guys so much for joining us today and again for all of those great questions. Don't hesitate to reach out to us if you need anything. We're here to help and I hope everyone has a fantastic Thursday.