 Hello everyone. Welcome to the When I Work webinar. Thank you so much for joining us today. We will be getting started in just one or two minutes, so we can make sure that everyone is joined properly before we get started. So we will just be getting started again in one or two minutes. While we wait, feel free to chat with us using the chat tool on the Zoom toolbar. You can let us know where you're joining us from or what kind of work you schedule and track time for. It's always really interesting and fun for us to get to know you all a little bit better as we get started. Again, for everyone who just joined us, we are just waiting one or two minutes to make sure that everyone is joined properly. Feel free to chat with us using the chat button on the Zoom toolbar. Again, you can let us know what kind of work you're managing and where you're joining us from. On this webinar, we always get so many users from all across the world. When I Work does schedule for users nationally and globally. So wherever you are joining us from, you are very welcome here. When I Work also does schedule for all different types of workplaces. So whatever type of your work you are looking to schedule with When I Work, we have a great setup for you. Welcome Christopher from Santa Barbara with some Sarah Wine Co. Oh, there's another one. Welcome Chris. We do schedule for lots of different similar types of companies. I was actually just chatting to a winery and that was really fun helping them get set up. It's also that time of year where everything is turning into summer. More of the seasonal businesses coming out, pools, you name it. So welcome Chris. All right, I'm seeing just a couple more people have joined. Again, we're just waiting to make sure that everyone's joined properly before we get started. And you can always feel free to chat with us. Let us know where you're joining us from and what kind of work you schedule for. Welcome. We have another Chris from Nashville, Tennessee in the music business. That's awesome. Chris is looking to know a little bit more about nonstandard workshops. You will definitely go over different ways that you can schedule your team, some shortcuts, all that good stuff. Welcome Carrie from St. Simmons Island with a senior home care agency. She needs a system that allows her to book 24 seven when I work is definitely right for you here. We schedule for a ton of senior, senior citizens homes, home care, staffing, healthcare, all of that. So welcome Carrie. All right, looks like we can probably go ahead and get started. I want to make sure we make the most of our time here today. So I just want to welcome everyone one last time to the live Q&A. We're so happy to have you all join and we are excited to help you get started with when I work. My name is Marie and I'm joined by Ethan. We are part of the onboarding team here at when I work and our mission is to help new users transition to when I work as smoothly as possible. So during the next 30 ish minutes, we're going to be answering your when I work questions. We're going to show you some ways that you can schedule for your team track time communicate. But all the topics that we will discuss is are going to be directed by the questions that you all ask us today. The questions are going to be flowing in we'll get to as many as you can. If your question doesn't get answered or you come up with a new question after we will give you resources on how you can contact us at the end if you want some more one on one chat or email help. If you're totally new to when I work and just checking out the different plans that we offer, we also are going to outline the different plans and how you can upgrade your account at the end. So stick around if you are interested in any of that information. So during this session, you can ask questions from the Q&A button on the zoom toolbar. We are going to be turning off the chat button. So always direct your questions to that Q&A button for your questions. Ethan is going to be going through all those questions asking as many as he can out loud. He might rearrange them based on where we actually are in the tool or he might type some out to you. But we will do our best to get to all the questions. I'm going to be sharing my when I work account to give you a better idea of what your when I work account will look like when you first start in the web app. So over here, this is my when I work account. I am currently logged in as the admin on this account. And the admin essentially is just the person who started the when I work account or has been given admin access. It's the highest access level. So right now I am just in my dashboard. This is where you can see your day at a snapshot. It's really helpful if you quickly just want to see what's going on in your work for the day you've got your schedule, today's snapshot, which is all the information on who's clocked in, who's clocked out, who's on a break, things like that. And then if you scroll down, there's a lot of other helpful graphs that give you a better idea of what's happening at your workplace. This top menu bar is the main navigational center for when I work. It will allow you to access all of the different tools that we have. So right here we have the scheduler. This is the main scheduling center for when I work. This is where you can create shifts for your employees and schedule out those shifts so you can communicate when your employees need to work. If you choose to use the attendance add on, this is where your time sheets will live. So all of the employees clock in and clock out so you can even access the time tracker here. Things all that have to do with our time and attendance tool. And then next up we have the work chat tool. This is our in-app messaging system. So great for communication within your workplace. And then over here on the right-hand side of the top menu bar, we have more of our settings. If you hover over your name, this is where you'll find your profile settings. And this is very similar to what your employees see when they log into their accounts as well. They can access all their different settings and preferences and schedules here. And we have our gear icon. This is where all the settings live in when I work. So things like settings for your general app, scheduling settings, the attendance tool settings. And then two really important tabs here is the integrations tab so you can create a connection between when I work and the attendance tool and your payroll processor. And then the account and billing page. This is where you can upgrade your when I work account. And then we have the workplace menu. This is where you can add in what I like to call the building blocks of your when I work account. You'll need to add in all these building blocks and this will help you create your schedule in when I work. So things like adding all of your employees into the system, creating your positions and you'll add these positions onto your shifts. And you can add in any other information that you might need on your shifts. And then last but not least, we have our tray icon. This is our request center. So this is where you can manage any requests for open shifts, part of our shift bidding feature, shift coverage requests. So if your employees are requesting to swap and drop shifts, and then time off requests. So if your employees request time off and you require management approval on those, they will show up here. And then the last thing up here is our request time off button. So you can use this to add in any time off for yourself or other employees. If you want to do this rather than having them submit their own time off. So with that, I always just start in the scheduler and we can go ahead and get started with our questions. Awesome. Thanks, Marie. As you guys can see the good overview there of our tools and the different things we have. Looks like we've got our first question. And what is the difference in the published and unpublished shifts on the scheduler? Great question. This is a simple question, but it really brings up a lot of other important things that when I work helps your team with really notably communication between you and your employees. So we have two different types of shifts. One is an unpublished shift and one is a published shift. So right here you can see all of these shifts are solid. This means that a shift is published. That your employees can see those shifts and the shifts have been communicated to them and they can see it from their end if they log into their app or if they log into their profile on a computer. If you schedule a shift just from scratch like I am now, I'm just going to add in a shift template. You can see that this shift is not solid, it has stripes through it. This means that the shift is unpublished. Essentially, this is a working draft. So you can create your shifts without your employees knowing of the shifts yet. So if I go over, I'm just going to go into the next week here, you can see all of my shifts are unpublished. So instead of notifying my employee every time there's a change or anything like that, I can just work on my schedule before showing my employees what the schedule is. So I can move shifts around, add more shifts and just really help create the schedule before showing my employees what all of the shifts are. So once you are done with your schedule and you want to communicate the shifts to your employees, again, you can click the publish and notify button and then they all will turn solid, meaning your employees have been notified of their shifts and they will be able to see their shifts from their end. So this is a really important tool in when I work because it is all about getting the schedule to your employees and making sure that everybody is informed of their shift. So everything runs smoothly at your workplace. Awesome. Thanks for that, Marie. And while we're on the schedule, looks like we got a question about templates. Might be a good time to show our shift templates, possibly some schedule templates. Give them some options here on some scheduling shortcuts. Awesome. Yeah, something that's really great about when I work is we do have so many different shortcuts that will help you create a schedule really quickly. So the first one, since we, that the question was specifically about is templates. And this is something that you will really want to do if you have shifts that maybe you know you need covered day in and day out. It essentially allows you to snapshot or save a single time period and load it in to any day for any employee. So I'm going to create these by hovering over the workplace menu and clicking into shift templates. Here is the list of all the shift templates that I've already created. So these are the times that I know I need somebody to work these specific positions. So I know I'm always going to need a barista from 6am to 1.30pm. Not negotiable. So I'm going to create a shift template for that so I can load it into any day for any qualified employee. You can add a shift template by just clicking the green add shift template button. You'll fill out all of the information that you need. Really notably, you'll need an in and out time. And then you'll probably want to add a position or a duty or skill onto that shift. Once you've done that, you'll just click add and it will save that for you in your list. And then back in the scheduler, you can load in any shift template into your schedule really quickly and easily. So I'm just going to hover into a day or a cell that corresponds with a day and an employee. So Lena for the first year clicking into that cell. And now you can see all of the pre-made shift templates that apply to her will pop up. And employees are qualified for shift templates based on their positions and the sub tags that are added onto their employee profiles. So Lena here can work barista shifts. She also can work weight staff shifts. So all of these templates will pop up so I can quickly and easily add in those shift templates for her. And then I'll just quickly also go over our schedule template tool. So this works very similar to the shift template, but it allows you to snapshot and save a whole week's schedule if you might want to use the perfect schedule that you've created at a later date. So say this is a perfect schedule that you know you want to use again. You will, oops, you'll hover or click into the wrench icon and then click save as new template. You'll just add a name, maybe a description and click save template. And then in any future week, I'll go two weeks in advance. Say you want that exact schedule in there, you can use the wrench icon again and click load template. So here are a couple of examples on why you might like to use the schedule template tool. You might just have a default weekly schedule, something that you know your employees like to work. It works for everyone. You can simply load that in. Or maybe you have a perfect March 22 weekly schedule that you like for this month and it works for the employees that you have at the moment and the shifts you need covered for that period of time. You can also use this for open shifts if you're using the open shift tool. And then you can also really great, you can use the template tool for rotations. If you might want to build out a rotating schedule, you can create a snapshot for a week for each rotation and really quickly and easily load all of those rotations into your schedule. So that can be very helpful. So here, for example, my default weekly schedule, adding that in, you might have to do things like allow duplicates, things like that. If you already have schedules in your week, and then click apply. And that will just add in that template into your schedule without you having to create each shift manually one by one. It's really helpful. And then I'll just go over a quick other few shortcuts while we're at it. Always remember that we have a copy tool. So if you want to copy a shift from day to day or from one employee to the other, you'll hover over the shift, click command, click down on the shift, and then you can see how it will just duplicate that shift into every day. So that will save you a lot of time if you know you like to create or copy duplicate a certain shift. And then the last thing I will mention is if you open up a shift in when I work, you can also use the repeating shift tool. So if you know your employee works the same shift every single week or every other week, you can repeat those shifts. And this is also very helpful in creating those rotating shifts or rotating schedules. So we have a lot of different shortcuts. We also have a whole help article. If you use the need help tab, you can search shortcuts, scheduling shortcuts, things like that. And we have a great help article that will go over all of the different shortcuts for you. Awesome. Again, thanks, Marie. You guys can see we try to make this as easy as possible for you. So you're not spending hours upon hours trying to build the schedule each week. To go along with this here, since we are still on the schedule, our good place to be, we've got a question from Christopher here asking, can you schedule non-mandatory attendance meetings? Possibly like could be something that we could show off our annotation feature to kind of say, hey, we've got a meeting on this day. Great question, Christopher. Yes. And like Ethan said, the annotation tool is great for this. The annotation tool essentially allows you to put an annotation or an announcement on a specific day for all of your employees. And this will show up on their app if they're scrolling through all of the different shifts they have scheduled. They will see the big annotation on the day that says, hey, we have a meeting. It's non-mandatory, but it is a meeting if you want to show up, things like that. So to add these into your schedule, you're just going to click into the chat bubble on the day that you want to add the annotation for. You can span the annotation over a couple of days. Maybe there's a two-day holiday, something like that. And then you will make a title. So maybe it's closed for Labor Day or there's a meeting. You can add a message if you want to describe the meeting. And then you can add these extras here. So maybe it's just an announcement. Maybe you want to indicate that your business is closed or maybe you want to not allow time off for your team. That's also a possibility. So for the example of a meeting, you'll click announcement, add a meeting in there. And you can go ahead and save. And this is what it will look like on the schedule. It'll just gray out this top part so you know there is an annotation on the day. If you hover over it, it'll say what the annotation is. And again, your employees will see from their end in a big gray button on their day that they have an annotation. So they won't miss it while they are checking and swiping through to check their to check their shifts. And employees really like using the When I Work app. We're really great at the When I Work app. So they will all be on their phone scrolling through their shift. So they won't miss it. Perfect. Thanks, Marie. I got one of those neat little tools we kind of added in to help it be easier to communicate with your team about things like that. Next question we've got is from Allison asking about can attendance be recorded without a shift being scheduled? Might be a good time to kind of either go over time sheets and are setting to allow them to clock in any time, which will allow them to clock in without a shift. Great question. I really like talking about our attendance tool. I think it's a great integration that goes really beautifully with our scheduler if you want to create that really streamlined employee management system. So yes, you can have your employees creating time sheet entries without an actual scheduled shift, although it works really great with scheduled shifts as well. So whatever works best for your team. So I can show you how to do this. First, I'm going to go into my time sheets. So I'm going to hover over the attendance tab and click down into time sheets. This is where you can see all of your employees work times. So right now I'm just in Allison's time sheet here. You can see all of her in and out times and all the details of the shift that she's working. So if your employees are working shifts, you can always show shifts and see the different shifts and how they compare to your actual work times for your employees. I'll hide those again. But the question really was about how your employees can clock time for if they don't have a shift scheduled and you can definitely do this. So to make sure that your employees are able to do this, you'll have to configure a couple of settings. So I'm going to hover over the gear icon and click down into settings. So first you'll want to make sure that your employees can clock in. So if you're using the mobile app or a personal computer, or if you lock as a terminal that works as well, or if you're allowing your employees to enter and edit their own time sheets. So in order for your employees to clock in and out without their shift scheduled, the only thing you have to really configure is make sure that they are allowed to clock in on whichever device you prefer and then that this section up here says anytime. This is our tool that will restrict employees from clocking in and out too early for their shifts. So if it says maybe five minutes before or zero minutes before, the system will look for a shift so your employee can't clock in too early. So in the case of not having any shift scheduled but still wanting your employees to clock in and out, it will have to be at any time. So then your employees can clock in and out without any shift start schedule time that they are locked to for that clock in. So you definitely can allow your employees to clock in and out any time that they need regardless of whatever shifts they have on the schedule. Perfect. Thanks for that Marie. As you guys can see we've got some good options here for you know whether you do like to have scheduled shifts or whether you don't like to have scheduled shifts. Next we've got a question from Kerry asking about adding a box with tasks for employees to check off on the day of their shift. Great question Kerry. I love our task tool. So I'm going to go back into my scheduler but really quickly a helpful tip is when you ever are changing any settings in when I work always click the save button if you want to make sure that anything that you change is saved in when I work. So I'm just going to click save there and then go back into my scheduler to talk about tasks. So we do have a really great task tool and to show you more about the differences between the different task tools that we have I'm actually going to hover over the workplace menu and click down into task, task lists. So we have two different types of task lists that you can create in when I work. The first one is called team tasks and the second is called shift tasks. So team tasks is a task list that is available to anybody that's scheduled for the day and a shift task is a task list that is added on to one specific shift to one specific employee. So to create a team task or a shift task all you have to do again is click into your task list landing page and then click create list. You'll choose which type of list you want to make. You'll give it a name and then you'll continue and it will ask you to create the different tasks within the task lists and then you can save that into your task lists area. So for example here I have a team task and it's cleaning and then I have a shift task for an opening. Each has about three tasks within it. So once you've created your task lists in your when I work account you can schedule those out. So back in my scheduler here first I'll show you how you can do a team task. Again those are tasks that are attached to a specific day. So you'll hover into this clipboard icon, click into that and this will allow you to add a team task into the day. So here you'll be creating lists and that will allow you to add the list in here. So right now I have cleaning in for team tasks for every single day and then if you pop that open you can see all the different tasks that are available. You can even assign different tasks to a specific employee if you really wanted to. So now you can see anyone come out the counter, anyone can make sure the tables are clean but Ari is in charge of cleaning the espresso machine. So your employees will see this on their end from their app. They can see it on their dashboard or on their day. They can see all of the tasks available to them and they can toggle them off as they go. So you can see here I, Allison just completed this task at 11 24 a.m. So then on your end you can pop this open and see who completed the task and when the task was completed. It works pretty similarly for the shift task lists. So again a shift task list is a task list that is attached to one shift and that shift is scheduled to one employee. So here I'll add this to Ari's shift for Friday. I'll pop that open and you can see the anatomy of a when I work shift and it will include a shift task list section. So you can pop that open and add in the shift task list that you want and save that shift out for your employee. And then your employee will see on their end when they check their shifts they will see their task lists for the day and they will be able to go through those lists just the same way toggle off the lists the same and you can check it on your end. So it's really helpful in making sure that everything at the workplace is getting done and getting done when you want it to. It's really great for communication as well and it will keep everyone on track especially if you can't be at the workplace at all times. Perfect. Again another one of those cool things to show hey when when things need to get done make sure it does get done. All right next question we've got is about some overtime settings. So might be uh so how would we calculate overtime in the account? Great question. So if you are using the when I work attendance tool to have your employees clock in and clock out it will also calculate overtime for you as long as you have set your thresholds for overtime. So you can do this by hovering into your ear icon clicking it down into your general settings here and then you'll see the first or second section here is called overtime. So you can choose which types of overtime you want for your team. So you have weekly overtime, daily overtime and daily double overtime. So whichever ones you want to use you'll click on and then you'll choose after how many hours you want us to start calculating the overtime for your team. So I always have mine on default at 40 hours a week. So overtime is now calculated after 40 hours. So as soon as your employees is um as soon as any employee starts clocking their times and if they hit over 40 hours we will start tracking that overtime for them. Back in attendance here I'm clicking down into my time sheets you can see any overtime at the top here. So you can see the regular hours you have I have a two week period and I have two overtime hours. So 80 is a regular week and two hours of those is overtime. So Allison has worked two hours of overtime for this period. So it's always really helpful to see this snapshot here which employees are getting that overtime. And then I just want to quickly before we move on again shout out our awesome help center. It has a great article on how we calculate overtime like specifically um if it's double and how many hours and certain different types of cases or use cases. So definitely check that article out if you just search overtime or calculations it should come up and it will help you figure out maybe the more intricate um reasons why we and how we do overtime I want to work. Perfect perfect thank you Marie for that and kind of going along with this one last though may have time for one more last question here um talking about some approval for open shifts. So if they're gonna you know go ahead and pick up that additional shift maybe to give them some overtime how would they go about approving that open shift? Awesome all right so I'll go over all of our open shift and then our shift bidding options and money work. So for those of you who don't know we have regular shifts and money work that are assigned directly to your employees and then we also have the option for open shifts. So open shifts are unassigned shifts that your employees can grab first come first serve and it's based on the qualifications of your employees. So if you put shifts into your open shift section which is this green highlighted section these are all again shifts that your employees can grab first come first serve based on their qualifications so their positions and the tags added on to the shifts. So if your shifts are regular they don't require pickup approval that means that your employees are able to grab those without the approval of a manager or supervisor or an admin in money work but if you require pickup approval then your employees will essentially sign up for those shifts and then you will be able to actually decide which employee gets those shifts at the end of the day. So if I create a new open shift here and I open that up you can require pickup approval on that shift and save it. So when it has this icon up here that means that is an open shift but with approval so again your employees can all sign up for those shifts and then any manager or admin can go into open shift requests and then approve which employee they actually want to end up taking that shift. So that gives you a little bit more of a say of who actually ends up working the shift so you make sure that you get the right person on the right shifts and so it's kind of like a little medium ground between scheduling totally open shifts and shifts assigned to your employees. Perfect, perfect thank you so much for that Marie do you think we've got time for one last question? I think we do. Awesome so this one is from Christopher about our sick time so does the attendance tool have the ability to track sick time? Great question yes we do have a PTO tool so you can add PTO in for your team by hovering over the request icon and clicking request time off. You can then choose which type of time off you want to add any paid time off will show up in your employee's time sheets because that is paid out so maybe it's a holiday that is paid for Allison on 29th and maybe it's eight hours of that paid time and then you can go ahead and send that request. Then within the time sheets you can see I think that was for the March 29th so you can see here is Allison's time sheet and she has paid time off right on her schedule so you can see time off here eight hours paid total eight hours so far so that will all be tracked within your time sheets automatically all you have to do is make sure that the time off has been added in for your employees and it will all be calculated within your employees time sheets so it's super easy it is all automatic and then the last thing I'll show about that is you can choose what types of time off that you have in your account so I'm just going to go into my general settings here and you have time off requests if you want to use time off make sure this is all turned on and then you will see all of these options so you can choose which types of time off you can request in when I work so you can choose by default we have holiday personal and sick and we have paid and unpaid options so if you just want to offer a paid option for holiday you can toggle off that unpaid same for paid and then you can add any other custom types of time off which is really really great because we know that every workplace is different and your needs for pto and time off are all very different so you can add in any types of custom pto that you want all choosing if they're paid or unpaid options and then again once you have time time off paid time off in your schedule it will automatically populate into your employees time sheet so you know that it is getting paid out properly all right so if there are no other quick questions that we can go over we do have an information kind of session for you all now at this end here so I'm just going to go back to these slides really quickly all right so first we have some information about the plans and subscription options that wanting work offers and then at the end we'll be sharing our resource packet so stick around if you're interested in any of this information so we have three different plans that you can choose from based on the needs and the size of your workplace so the first is our essentials plan it's right for you if you have under 200 users and need our core scheduling and attendance tools the essential plan includes all of the scheduling tools I've talked about here today so creating shifts for your team availability auto scheduling work chat all of that all of those scheduling tools and then the essential the essentials plan also includes the integrated attendance tools for clocking in and out tracking time for your team location restrictions and any integrations to payroll if you have over 200 users you will be on our advanced or complete plan the advanced plan is the best or the advanced and complete plans are the best if you have larger businesses because we have extra scheduling tools and they're designed for larger workplaces so things like access to our api key global privacy labor sharing single sign-on custom reporting and scheduling rules so the advanced plan also only includes scheduling and the complete plan includes scheduling and attendance tools of course if you think you need any of these more advanced tools and you can always choose these plans upon checkout at whichever user count that you're at you can upgrade to your when I work account on your own by logging into your profile you'll hover over the gear icon and then click into account and billing from there you'll click change plan and then you will be presented with all of our different plan options so you'll choose the plan that you need and the great thing is is you can take a look and review all of the tools that you get with each plan so you'll select your plan and then you will choose the amount of users you need we bill in groups of five so you can choose five users 10 users 15 users so on and so forth and then you'll add in your billing information and click purchase super easy you can do it all on your end and if you have any questions about this we are ready to help answer any of your questions so you can contact us for some more one-on-one help via live chat or email live chat can be found from within your account by logging into your profile and opening up the chat bubble on the lower right hand side you can also reach us via email at gettingstartedatwheniwork.com we can help answer any questions that you have as you get going we want to make sure that your transition is really seamless to when I work and if you have any questions on whether when I work is right for you which plan is right for you we can also help with setup questions and any troubleshooting along the way so we're really here to support you with whatever you need if you take a look in the chat tool we have sent out those resources for you to take a look at it's all a ton of links so we have a prerecorded demo our training center with setup and training videos and all of the links to contact us this will also be in the email that we send after this session so if you don't get to click all the links now no worries so that concludes the session today thank you all so much for joining us taking the time out of your day to be with us here today and I hope everyone has a wonderful rest of their week bye everyone