 Okay. And we are live. Yay. Welcome everybody. We have attendees. I'm seeing a lot of familiar names on the webinar today. Welcome everybody. All right. As people are getting signed up and get into the webinar here, we're just going to take just a 90 seconds to two minutes to make sure everybody that registered is here and got everything pulled up and then we'll get going. Thanks for joining right on time everyone. If you want to take a moment to just let us know where you're coming from and what type of business you run just to snip it in the chat function and zoom. We love to see where people are at and what they're doing or thinking about using when I work for. We always see a ton of really cool use cases on the webinar. Tons of different types of companies and everyone is always from somewhere really cool. It makes me jealous. Someone's always from the Bahamas. So welcome everybody. Yes, as in our false spring up here, I live in northern Minnesota. So they're just teasing us with like 60 degree days. And then the next week and a half isn't over 50. It's frustrating for all of us. And I know it's not just happening in Minnesota. Classic. I've had a few more people join in the last few seconds. So we'll just probably get rolling here in the next 30 seconds. So just to give anybody that needs a little extra time to get into the webinar. I'm seeing so many great chats from everyone. Thanks for answering. We have hospitals. Construction sites and projects. Another hospital staffing agency. And we do schedule for all these types of companies. We are not limited to just one type of scheduling one type of company. So welcome everybody. We can probably find a great use case for you in your business. Someone said, yeah. All right, let's get rolling here. So hello official hello and welcome to our live Q and a webinar. My name is Tori and this is Marie. I'm sharing my screen. I'll show you guys in an account. The answers to your questions that you pose and Marie will be the one who's kind of curating the questions that are submitted and reading them out loud for me to address. So yeah, just during the next 30 minutes or so here, we'll be answering your when I work related questions and we'll show you some ways that you can save time scheduling as well as cut down on overtime costs and cut down on the time it takes to run payroll payroll to almost nothing. So we're going to close the chat portion of zoom and the Q and a portion is there and that's the tool that we're going to use to for you guys to send in questions and for us to address them with the account pulled up on my screen. So feel free to start sending questions now through zooms Q and a feature and it's located in the taskbar toward the bottom of the zoom window. The questions will be flowing and we'll we're going to get to as many as we can. If your question does not get answered live and you would like further assistance, you can always chat with us after the webinar from the when I work web app and listen for more information on how to get in contact with us and the customer care team towards the end of the webinar. And if you are totally new to when I work and checking our plans, we will outline how you can go about upgrading your account. If you like the tools we've showed you today, if you're joining us to just ask questions on your existing account, we welcome those as well. So let's get started as my as my account up Marie, everything's looking good on your end. Right now I'm seeing the live Q and a session screen. No, it hasn't switched over yet. Changing the screen. Screen sharing is pause. Let's go. I'll get it here. I'll get it here. Boom. No worries. And while this is why we checked, here we go. Yes. This is why we always check because I this is me every single time. I just shared the Google Chrome browser instead of my desktop one. So that was definitely all on me and not on zoom. So we love zoom. We do. And I can see your screen now. So we are good to go. All right. So we do have a first question. And the question is, could you clarify positions versus shift templates? And this is a really great beginning question just about how when I work works. Yeah, absolutely. So positions. This is the positions page. I probably did that too fast. So if you want to, so like this, this is we call this the workplace menu. It looks like a small storefront there. So if you hover over that, you will see a bunch of different categories here, which is features and functionality that you can manage. So I just went, I hovered over that and clicked positions to be brought to the positions page for this account. And positions are there. They're a duty or a role that you can assign to employees and shifts in the scheduler. That just helps them know what they're doing, what their shift, like what their job is basically, what their role is for that shift. And so how those look in the scheduler would be if you click into a shift that's either already exists or you're creating a new one, you assign a position to the shift. And so for Julia Child here, she has a handful of positions assigned or two positions assigned to her manager in an inventory. Also you can post shifts with positions. You can also assign positions that the employee isn't qualified for even if you want to, like if they're just working a one-off shift or not. So that's the positions feature. And shift templates is slightly different. It works in conjunction with positions, but they're not necessarily the same thing. Shift templates are a way to save a shift that you've got to be able to quickly load it into the scheduler at a later time or for a different employee. So like if I'm, let's say I'm looking to schedule Julia here on Friday the 14th, I would select this and then this is going to show the shift templates that I have already created that Julia is qualified for. And it'll also, you can also see these little flags of OT if you want to use those settings, but we don't have to get into that now. That Julia is not assigned to or the employee is not qualified to work and load those in as well. And so to like create a new shift template, you can click into the shift or create a shift from scratch, a custom shift in the scheduler. And then before you save it, just click save as shift template and that will be automatically saved as a new shift template that can be loaded in later. If you want to manage your shift templates, you'll select shift templates in the navigation bar and select shift templates here. And so this would show all of the shift templates that you've saved. They can be color coordinated. You can change all of the details here. You can assign positions to or different positions to the shift template. All shift template management can be done from the shift templates page. And that is an excellent question. Thank you for joining us. So Julia goes along with using positions and shift templates and it's Sandra and she asks, what is the easiest way to be sure that your employees match the particular shift require meets? I can highlight that as well. So I'm going to navigate again. I'm using this is the workplace menu is going to be your one of your best friends in the account. And so I'm going to hover that over that and navigate to the employees page, which is also just a little bit of an example. Everybody that has a profile in the account. You can see what their access level is right above their name here. So Alice waters is an employee. We got Bobby play as a manager here. We have Emeril as a supervisor. And then if you click on their name or the pencil icon in the actions row, that will bring up their profile, which has a few different tabs here that you can explore and get into. You're going to see what schedules they have been assigned to and would show up in so you can schedule shifts for them in those schedules in the scheduler page and then also the positions that they are qualified to work. And I kind of highlighted this a little bit when I was discussing discussing positions and shift templates before. So this is a good addition to that as a schedule manager, you can still assign shifts that to with positions that they aren't qualified for. It would show you that they're not qualified for it just as a reminder just to make sure that you're aware that, hey, this person should only be working food runner shifts, but you've got them assigned to a barista shift. And I can show you what that looks like in the scheduler as well. So we got a manager over here. So if I was trying to move this over to Paula Dean, who is not listed or who's not qualified for the manager position, you're going to see that thumbs down show up when you're trying to assign that shift and that's going to give you a thumbs up if everything is good to go. If Julie is qualified for this shift and it's going to give you a thumbs up. Thank you for that question. Awesome. And just to go off of that more, if you're using open shifts or the auto scheduler, so unassigned shifts, the system will always make sure that your employees have to be assigned to the correct positions and tags for them to be able to be assigned to those shifts via the auto scheduler or pick up those shifts via the open shifts tool. So pretty much everything in when I work is built around those positions, most qualifications. So it will really make sure that you aren't scheduling the wrong people for the wrong shifts. That's one of the big things in when I work. We're going to make sure that the right employees are scheduled for those right shifts essentially. All right. We have a next question. And Terry asks, how do I use the auto scheduler option now that you mentioned it? Nice. All right. Let's get a fresh week here. And I'm actually going to highlight another tool here. I think. Let's hope I'm not wrong. So I'm going to, I'm going to copy the previous week. So I just moved forward. So this is the week that we were in. This is next week. I'm going to move forward to a blank week so I can highlight this and I can actually copy the shifts over from the previous week using this wrench menu. Some people call it a spanner, but I use always use a wrench, which I could totally be wrong, but so the wrench tools. And I'll copy previous week. And I'm actually going to copy previous week shifts to open shifts here. So instead of being assigned to the people that they were assigned to in the previous week, this is just going to move them all up into that top green open shifts row. And doing that always copies them over unpublished. You can tell in a shift is that you can see the shift on the left side of the shift. You can see it here as a schedule manager. Employees cannot see unpublished shifts on their end there. They're kind of in rough draft mode. Only schedule managers would be able to view and manage unpublished shifts. So if you ever have like employees saying, I can't see the schedule and you're like, well, I can see it. Make sure that everything's been done. So if you have unpublished shifts in the open shifts row here, you can run the auto scheduling tool. And so, and you got a little tooltip there that explains it as well. And so you can select auto schedule shifts and you're going to be brought up with a couple more options that you can read through and select to just to respect availability preferences, to respect unavailability preferences, to have the shifts broken up into smaller chunks. And also there's a setting where you can assign like the max hours that you want to have an employee assigned for a week. And you can have the auto scheduler respect that as well. So you got the don't go over max hours here. And I'm not going to mess with these right now. I just wanted to highlight them. So I'm going to just run the auto scheduler so you can see how that looks. So this is important. So if you want to do revert, if you accidentally, if you clicked it on accident and you don't want the shifts where they are, you can click revert and that would just move everything back to the open shifts row. And then if you click save shifts, it's not the end either. But I'm saving saving the shifts after you run the auto scheduler will bring you just right back to the normal scheduler page. You can see that these are kind of different types of shifts. So there's kind of some certain scheduling things that weren't taken into account by the auto scheduler. So you can adjust that and then publish the shifts when you're ready to. So that was like a 10,000 foot overview of the auto scheduling tools. It's a great tool to kind of just disperse shifts. I always do recommend that people kind of check and do all of the scheduling work for you, but many accounts really like to use the auto scheduler as a good kind of initial guide when they're setting schedules and creating schedules or assigning out shifts for the week. Great. Thanks, Sorry. Our next question from Deborah and she said, we built our staff schedules and positions out and what is the best way to set up your first schedule? I think this might be a great place for some fun tricks, tips and making scheduling easier. Yeah, for sure. I mean, how you schedule, like the first schedule you create, whether you're talking about kind of just a week in the scheduler or a month. I always recommend starting out in week view because that's the view that kind of gives you the most tools, the most features and functionality, but I think that's the best way to set up your first schedule and I'll bring this over there to month view in the scheduler has, but just due to all of the data there, it can be there are certain tools like the wrench menu tools cannot be used in month view. So I really do recommend doing most of the heavy lifting if possible while you're in week view of the scheduler and then using the other views to either move the views, but I highly recommend, especially initially going starting with just one week and moving on from there. So at that point you would just be creating shifts and if you hadn't done any shift templates or anything like that and you know that like this eight to five manager shift is something you're going to be using every week for one person or multiple people saving that as a shift template and then like rotational schedules where every like four weeks you kind of repeat the same four weeks over and over again, but those weeks are slightly different with the shifts. You can save a week that you've created in the scheduler as a schedule template different from a shift template. So that would be saving the entire like all the shifts in your view of the scheduler as a schedule template that you can then load into future how that looks. So I'm going to save this one. I'm just going to say test week save template and then let's go to a blank week and then I can load in that template I just saved and it'll be exactly like it was when I saved it. This is kind of similar to the auto scheduling shifts situation where it gives you a couple different options here. So you can either overwrite conflicts. So if there were shifts already present in this week of the scheduler you can choose to overwrite the shifts that you're loading into the scheduler will overwrite the shifts that were already there. You can allow duplicates so that so if somebody has a shift that conflicts with when you're loading in they'll both show up and you can manage it later. You can avoid conflicts and that means any shifts that you're loading into the schedule that conflict with shifts that are already present will just be popped up into the open shifts row or I can choose to just like I did with copying the previous week you can load the schedule template into open shifts which is great and so I'm actually going to show that. So this is just loading them into open shifts. So I just loaded my saved schedule template but I chose to load it into open shifts and if this week's a little different I can just drag and drop where I want them and if I wanted to run the auto scheduler after I did that you can do it so it's a mixed bag whatever works for you and however you want to manage the schedule it really comes down to personal preference we're here to walk you through any of the specific tools or shortcuts if you have questions but when I work has a ton of ways to make scheduling quick easy straightforward for you one last shortcut I want to highlight is also just the repeating shifts shortcut so if you've got a shift that you know is going to be the same for this person for six months for a year you can set that shift to repeat and there's a couple different ratios so you can set it from every repeat every one week every six weeks anything in between there and you can also set the end date for how long you want it to repeat so if I want Julia I know she's going to be working on this until my birthday in August I will set that shift to repeat and save it and then now you'll see the little repeating shift icon there on her shift and if we move forward boom there it is all the way through Monday August 9th thanks for letting me highlight some of our shortcuts that was a good question awesome I love talking about shortcuts that's what we're here for to make life easier Ryan has a question about the attendance tool and if he can have employees clocking in and out on their mobile phones yes so the question was just about clocking in and out on their mobile phones yeah and I think it might be cool just to highlight the attendance tool absolutely perfect starting with the attendance tool so when at work has two primary platforms every plan every account has the scheduling platform has access to the scheduling platform and then we also have an optional time clock and attendance platform if you'd like to use that and add that on to your plan as well it's included in the free trials if any of you guys are either thinking about a free trial or in the middle of one you probably do have access to those features as well so but when you if you don't want to use them you can choose to not include that additional platform in your plan when you select a paid subscription plan so the so the so as a schedule manager this is kind of your attendance navigation tools here but I do want to start highlighting the the attendance settings because that's where you're going to start if you're kind of setting things up for your team so the attendance settings this is where you can select what type of time clock methods you want your team to use and when I work has three primary time clock methods the the first and the the most used is definitely the clock in with mobile app option so that can be enabled by toggling this switch so it's green and clicking save and then also clocking in with a personal computer and so that is when an employee would clock in or would log in to their profile on a computer browser and they would just use the attendance header in the navigation bar to clock in or out here and then a third option that doesn't exist in the settings because it's kind of an external option is also our time clock terminal which you can enable in a computer browser just as easily as you can clock in so you can lock as a terminal here and this would turn into a time clock terminal would take up the whole browser window and employees just enter their email or their employee ID that you've created and assigned to them to clock in and out on the terminal so it's basically like an old school like punch clock it's just digital and what's great about the terminal is that you can also create one on an iPad, a tablet a mobile device by downloading when I works time clock terminal app and then a manager would just authorize it to turn it into an authorized time clock terminal that employees can use so tons of organizations utilize that but back to the clock in with mobile app you can choose to turn on geofencing and location restrictions as well if you want to make sure that your team is clocking in from the appropriate location or clocking out and so when you enable either of those you're going to see another option where you can select the radius for how close employees must be to their scheduled location and the default default in the minimum is 100 meters and that doesn't seem like a lot you're like that's a football field I don't want somebody clocking in down the road just know that the GPS signals are all about satellites and towers and triangulation so if you have it at 100 meters and your team's like I'm standing at the front door and it's not letting me clock out the first step to just troubleshoot that is widen it to 150 meters 200 meters because phones location services can be different depending on the phone so it's just something just a little nugget I like to drop for anybody that's interested in using the mobile app or their team using the mobile app and also restricting clock in or clock out locations so your team can use the mobile app to record their hours if you allow them to awesome I love this tool and I would have really liked it when I was an hourly employee on the go so very cool along with the attendance tool and clocking in and out we have a question from Sandra and she says do we have any time clock integrations and integrations with payroll hold on do the what's the first part of that question again I heard integrations with payroll at the end yeah just do we have any integrations with payroll so we can send that information yeah I have unsaved changes when I work does have integrations so we have integrations that we've built out ourselves with payroll processing applications or also like teamed up with the program to build one out and then there's also a handful of integrations that have been built out from third party people to when I work for those for any of those since we didn't have anything to do with building it all of any questions about those like a rippling or whatever would have to be sent to them so if you reach out about one of the third party integrations you might be redirected to speak to the people that developed it but I can go over the ones that we have a hand in and that we we can assist with and all of that so here's integrations from when I work so our big three I would say our I guess ADP is one but they have two different programs gusto is our most popular integration with a payroll processor and then we also have two technically three with ADP so we have one with ADP run ADP workforce now we have a direct integration and then an older integration that just kind of pulls a report in the format ADP workforce now likes so you can upload it so you can choose which works best for you as well and then other ones we have into it quick books online paychecks Square and Zapier I hope I pronounced that correctly and I gave it a little bit of a French twist I don't know if that's appropriate or not and then yeah and then here's the integrations to when I work that have been been built out by third party people and then we also if you're interested in other integrations we have integrations were considering here and you can actually kind of cast your vote for the payroll integrations by just clicking I'm interested on any of these and so yeah slack is a big one toast is a big one also have had a lot of people reach out about the payroll velocity so that's a brief overview if you so if you have an integration with one of the payroll processors once you process your payroll you get you would close the pay period out and I don't have any I don't have any hours here so it's not going to look anything so once you so once you close the pay period out and you'd see all your employees hours in a summary on this page you'd click export period hours and then in this little window any integrations set up would kind of show there and so you can click send to gusto and it would shoot all of that data over to gusto or over to ADP or over to paychecks and it makes it very very easy so good question about integrations awesome we have one more quick question about like the setup of when I work and then we can go ahead and transition giving you all a little bit of resources to help you get started but the last question that we have is how do I make my employee a manager to help me schedule my team ooh that's a good one comes in a lot especially for the new accounts it is not all on you to manage the schedule when I work has four different access levels so right now the top access level is admin and at this time there can only be one admin on the account I do want to give you a sneak preview that I want to give you a little bit of insight into some changes for that so down the road keep an eye out because we might be adding some flexibility to where you can you can divvy out admin roles to other worthy people so the admin is the main person they are the ones they're the only ones that have access to the account and billing page which I don't in this account access to the account and billing page to manage the account to add the manager access level shebang there and then the the second highest access level is the manager access level just a brief overview of that they have they can manage all employees and all schedules in the account regardless of what schedules they're assigned to in their profile and then there's the supervisor access level which is one step down from manager and one step up from employee and they can manage schedules that they are assigned to a common schedule as they are so there's a little bit of a limitation on the supervisor access level they also can't view any like rate wage or rate information but you can give them that ability if you'd like so it goes admin manager supervisor and then there's the employee level which doesn't have any of the settings access or managing shifts or time or managing shifts or viewing other people's time sheets anything like that they're just the employee level we have a great guide just called access privileges in our help center that goes over all of that in great detail so you are not alone you can divvy out responsibilities amongst your team and share the load a little bit great and now that we're about a minute or two from when we are done with the webinar we have a lot of resources for you all and Tori will go over those as well yeah all right so can you see are you on the slide with me now perfect I fixed it yeah so the first thing I just wanted to highlight is so our kind of entry level our main plan for small businesses or if you're just kind of exploring when I work and aren't looking into the enterprise enterprise option is our small business plan our suggestion is for up to 100 employees but if you have more than 100 employees or if you mean more as you're using when I work we're not going to kick you off of the small business plan if you go over 100 employees it's a great it's a great plan we reorganized our plan structures to simplify them a couple months ago but it's this the small business plan includes team scheduling team member availability the communication tools like work chat and sending emails and text messages you can have as many job sites as you want as many schedules as you want in that plan auto scheduling is not extra is included in that plan as well and you also have things like task management open shift requests and also document storage on that so that's if you're interested in what's next after your trial check out the small business plan it's great and it really is kind of a one size fits all for most businesses unless you're interested in the enterprise level plans and then as I mentioned before the attendance platform is just an additional add-on and that includes time sheets time clocks time tracker pay periods summary integrations with payroll processors the whole the whole thing there so to to select a paid plan if you're currently on a trial or your trial ends in the next week or so you just log in to your profile on the web app you select account and billing and then upgrade my account and again only the admin level person can access this page and then you just click check out to activate your account and yeah it's pretty straightforward and again if you have any questions about what plan fits best for you we are here to help just chat in with us from the web app and we'd love to help you figure out which one is the best fit for your business alright so that is a wrap and we just want to thank you guys for for showing up today and hopefully we've got some questions answered and you feel a little bit more comfortable about about setting things up or keeping things going or using some tools you didn't know existed in when I work if you want to contact us you can do that in the web app through the little chat icon you will get Marie you will get me you will get our coworker Cara and we're we love to help people we love with onboarding setup even just troubleshooting questions whatever bring them all to us we want to make sure that you're comfortable that you're secure and that you've got the info you need to to use when I work to in the best way for your business our customer care team is also a great resource if your employees have questions they can reach out to them through the app there's a submit a ticket option in the menu there and on some on some of the mobile devices there's a question mark at the top you can just press and click submit a ticket so we really we're totally cool with working with employees that are having any questions about the app or about the web app as well so feel free to contact the customer care team have your employees contact us with any questions we are here to help and did I forget anything Marie no those are all the steps and ask us any questions if you get stuck along the way and take a look at the chat and bubble right now we just sent out our onboarding packet we just kind of curated all the tools and all the links that you need to get started or if you have any trouble along the way so copy and paste that and if you have that information you really will be good to go with when I work and definitely reach out if you have any trouble along the way great thanks for thanks for picking up the slack for me thanks everybody