 Okay. We should be live. Welcome everybody. Everyone is joining. We're just going to wait one or two minutes to let everybody get set up and joined properly before we get started. So hang tight and we will get started here in about one or two minutes, but just allowing everybody to get settled in before we actually get going. Welcome again, everyone. Everyone just kind of floods in and some kind of wait. So I always just say welcome 100 times so everyone gets to hear me say welcome at least once. We are just waiting one or two minutes to let everybody get joined properly before we actually get started with content. While we wait, feel free to chat with us using the chat function. You can let us know where you're joining us from, what kind of work you're managing, scheduling, and time tracking for. It's always really fun for us to get to know you all a bit better before we get started, but it's optional. But you can definitely just let us know where you're joining us from, what kind of work you're scheduling for. Tori and I have been working with the When I Work team for quite some time now and we have seen tons of different users, companies, and use cases come through. So we have set up and talked to tons and tons of different customers use cases. So you've probably seen a setup pretty similar to what you're trying to accomplish. So it's always fun for us to get to know you a bit better. Awesome. We've got Shannon from Birmingham at a news station. I have seen a couple of news stations come through before. So welcome. And then we have Paula from Toronto. Welcome Paula. We do serve users and customers all across the country and of course all across the world as well. And we do have a ton of businesses in Canada. All right. Sandy from Georgia. Welcome. All right. Thanks everyone who chatted in. It's great to get to know you all a bit better before we get started, but it does look like we can probably go ahead and get started. Someone else just joined, but you've pretty much leveled out here. Well, thanks everyone who's chatting in. You've got Matt from Grand Junction. I do love Grand Junction. Beautiful. All right. We can probably go ahead and get started. Thanks again for everyone who chatted in. I just want to welcome you all one last time to our live Q&A. We're so happy to have you all joining us today and we're excited to help you get started with When I Work. 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, save time scheduling, cut down on overtime costs, all sorts of things, but the content is going to be directed by the questions that you all ask. So the questions are going to be flowing in and we will try to get to them all. But if your question doesn't get answered or you come up with a new question after and you would like some further help, you can always chat with us and we'll get you the help you need after and we'll go over all the ways that you can get connected with us at the end of the session. So stick around for that if you are curious. If you're totally new to When I Work and just checking out your account, we are going to show the different plans we offer and how to upgrade your account at the end as well. So that's really important part. If you are joining us to ask questions about your existing account and you already are using When I Work, you're welcome to be here and ask questions as well. Anyone is welcome. So let's go ahead and get started. So we are going to be using the Q&A button found in Zoom, so not the chat that we were using just to kind of chat and get to know each other, but that Q&A button. This is going to be where you can put all your questions. You can ask them now or at any time during the webinar. Tori is going to be going through those questions, grabbing as many as you can. There might be some rearranging based on what makes sense and where we are in the product, but we will try to get to them all. So while I change my screen over to my When I Work account, you can just put your questions in that Q&A section. But for now, I am going to quickly swap over and share my When I Work account. So this is my When I Work account. I am logged in as the main admin for this account or just essentially the person who will be managing the employees and who started the When I Work account. I am in my scheduler right now. This is where you can create shifts for your employees in When I Work. This top menu bar really quickly, this is where you can navigate to the different tools that we offer in When I Work, like the attendance tool or clocking in and out, work chat or in-app messaging system. And then over here on this right-hand side, this is where you will find all the controls for your settings in your account. And then the workplace icon, which is where you can add information into your account that you will need, like your employees, positions, shift templates, things like that. But enough of that, we will show more throughout the webinar so we can go ahead and get started with questions. Great. We have had a handful come in already. So this first question is, is there a way to see vacation requests? So is there a way to see time off in month view as opposed to just the full list in the time off? So basically, can you quickly outline how time off requests, how you can view them in the app and how they can be viewed in this scheduler as well? Good question. So we do have, for a little bit of background, we do have a PTO or time off or holiday request tool where your employees can go into their app or they're logged into their account on a computer and request time off for themselves, whichever time off types that you have kind of accepted will be accepted in your account. When they do this, you can turn on an approval system that will allow employees to request time off and allow managers to accept or deny that those time off requests from the employees. All of this information can be found within your scheduler. It will be available in a week view rather than a month view and it will show up in these little squares that either will say time off all day, holiday all day, things like that. It will essentially just block out the day for your employee and it is available within this week view. You can also see all of the requests that your employees have made by hovering into this tray icon, clicking into time off requests and then you can go to all requests. This is where you'll be able to see a whole list of all the requests that have been made by your employees and then you can also even use these filters on the left hand side to filter out which ones that you just want to see at one time. You can also go into a specific employee here and see all the time off that they have taken for the calendar year and this will help you get a little bit better of an idea of which requests you are accepting and denying and just knowing where your employees stand. Back within the actual time off requests, the last thing I want to show is that you can make an export of your requests and you can do this for any specific time period and this will allow you to pull a spreadsheet of all of the requests and you can even do this for specific employees as well. If you want to know all the requests for a certain time period for just a specific employee, you can pull that up and then you can manipulate that data any way you want and view it any way that you want within the spreadsheet. So that's always a really good option if you do just want to have a really big list or a really drilled down list of the time off requests in your account. Excellent. All right so we have a good one that came in that's kind of a follow-up to the time off requests. So this person is asking can you run a weekly report for time off for all employees? Yes if you wanted to run a weekly report of the time off for all employees I would probably recommend doing that time off export that I just showed and just changing the date period to just the week that you're currently in or the week that you want to pull. So I would just use the export up here when you go into your time off requests and then just choose the date range that you want and include all employees in there and this will kind of show a report or a spreadsheet of all of the requests within that time period. Excellent. All right so we have another question that's come in a few minutes ago and so is there a calendar that will show multiple venues or employees in the same month? So is there a way that we can just overview the different ways that you can kind of designate locations for shifts and and a couple of the view options for that? Yes definitely I'll go over the two different ways that you can designate different locations within when I work and then I'm also going to go over all of the different view options we have in our scheduler because I think those are really important to you when looking at your schedule. So hopefully that will go over all of the questions within that kind of area of when I work. So the first way that you can create different locations would be to create a new schedule for each location that you have in when I work. So the way that you would do that is you would hover over the workplace icon click into schedules and this is where you can create and add a new schedule. Once you have created all the schedules that you need so I've got two locations right now back in your scheduler you'll be able to toggle or move between those different locations within this schedule drop down here. So here I can go to my east end location and I can see all of the different employees that work at that location. So you can see how you can just quickly and easily move between those different locations and if you have employees that are eligible to work at two locations or two schedules you will see any of their other schedule jits on the other location within the location that you're currently on just to make sure that you're not double booking them. The multiple schedule tool this is what we call it it's really good for if you have a couple of set locations for your workplace so maybe you've got two restaurants or three coffee shops or you're within a larger hospital and you have four departments and I that's what I would use the multiple schedule tool for so you can easily add any employees you need onto those schedules schedule the shifts at those on those schedules and your employees will see on their end where they are scheduled and then you can easily just move between those those locations within your scheduler. The second way to designate locations within when I work would be to use the job site assignment tag and essentially this is just an assignment that you can add on to just a specific shift within your schedule and this can be add on just using one schedule or you can mix and match and use multiple schedules and job sites but essentially again the job site is just an additional assignment that you can add on to a shift so here you can see that this is a 7 a.m to 2 p.m cook shift at the client a job site and then this one for example is a barista shift at location a whatever that might be for your business again you can just add it on within the actual anatomy of a shift and your employees will see again on their end that they are scheduled at those locations they'll see a little map pop up to so they will always know where they're going if you're using those job sites and for job sites you can use this for a multitude of different reasons it doesn't have to just be simply off-site locations like a construction company great use case you have a ton of different job sites that your employees are going to so you can use it for that but you can also use it for tons of different other reasons so maybe you are wanting to designate equipment out to your employees maybe your trucking company and you have seven different trucks and you want to make sure that there's no double booking of the trucks and that's a really great use case for job sites you can even use it for clients if you maybe are a healthcare company where your employees are visiting different client homes another great use case for those job sites so you can really use job sites for anything that you want but it is another great option if you want to designate different locations that your employees are going to and then on this left hand side of our scheduler this is where you can actually filter out the different job sites that you have designated so if you are going to opt for using job sites rather than multiple schedules sometimes this can be quite a bit to look at because you have a ton of different job sites going and you might just want to see one specific job site at a time so you could just filter it out on this side and just see those one job sites to make sure that you have the coverage you need and then I did really quickly want to go into the different view options we have for our schedule I think this is really important when trying to schedule fast for your particular workplace the first thing I want to show is that we do we do have different time views for your scheduler so by default it is week view and I think scheduling out of week view is the easiest but it really depends on your workplace so if you want to maybe see a two week view that's always an option if you want to kind of zoom out and just see your entire month you can do that as well it just looks like a calendar and then of course you can see debut as well if you do want to get that hour by hour snapshot of your day and then of course when you're scheduling you can move back and forth between all these views just to make sure that you have the daily coverage you need the weekly coverage you need and then of course the coverage for the entire month and then last thing here really quickly is that we do have other view options if you don't want to view your schedule just by the employees down this left hand side you can choose to view your schedule by the position or the types of shifts that you have scheduled out so all the positions will be here instead of the employees and you'll be able to see how many of each position you have for each day so really great option and then last thing is coverage view I always like to talk about coverage view because I know coverage is so important across so many different types of businesses you need to know that you are staffed properly from you know opening to closing and this view is going to be really particularly helpful in that case so you can see a chronological order of each day within your week to make sure that you have the coverage that you need for that week so that's another great option to take a look at and of course you can toggle back and forth between all those as you're scheduling excellent all right we've got a question that we're going to stay in the scheduler for and then we'll kind of move we have an attendance time clock related question as well that we'll get to after that so this person asks can an employee pick the days they are available to work and can that information then roll up to the schedule or the calendar and when I work that only like managers can view because for this person they're saying that their technicians or employees should not be able to see other people's availability preferences definitely so basically yes to all that and I can show you how so we do have a tool where employees can add in the times that they are able and can't work or prefer not to work and we call this the availability tool so whenever you see the word availability that's the tool that we're talking about essentially this tool allows employees to add in their preferences of when they can and can't work and this will all show up in the schedule and help your employee and help you schedule your employees for the times that they are able to work so the ways that your employees can add their availabilities they can hover over their name and type in my availability here it will present them with a calendar and they can choose a specific day and then add their preferences so either I'm unavailable to work or I prefer to work and this is going to be either you know an unavailability preference or an availability preference they can choose all day or they can choose a specific time within that day and then a really good option for the availability tool is actually the repeating option so we know you know there's tons of employees that are going to have the same availability every day whether they are parents and they're always picking up their kids at 3 p.m. or their students and they always are going to have class at you know noon on fridays um these are preferences that generally are the same every single week or even every other week so you can always choose the frequency of those repeats and repeat that preference out into the future it's always a really good option back in the scheduler up here you'll be able to see and interpret all of your employees requests or preferences within the actual scheduler when you're scheduling for shifts so a green tab here on the corner would indicate that that employee has entered an availability preference and then a gray tab would indicate an unavailability preference so you'll be able to hover over them and see the preferences when you do go to schedule shifts for your employees for example here's a day where Phoebe is unavailable from 9 to 5 if you click into that cell and all of her qualified shift templates will pop up and it will show you the ones in this case all of them that conflict with her availability preference if you do need to schedule Phoebe for example on this day and that's kind of non-negotiable you are able to schedule in that shift for that day because availability is only meant to be a preference that helps you guide the schedule but it's not approved time off and it's not guaranteed time off or anything like that or it's not a guaranteed shift um but for example if there is an employee that has requested time off and it's been approved this will be an official request so you can see Rachel here has an official request and you cannot schedule over that because that is approved time off and that's kind of the non-negotiable time off so that is kind of the um the difference there and you'll be able to see if you schedule an employee um for a day that they've indicated that they are unavailable you can do it but it will show you with this little red tab that your employees that you have scheduled over their availability but you definitely can if this tool isn't right for your team you can turn the availability tool off you don't have to use it but um I definitely recommend checking it out because employees really like it and managers really like it as well so it's just good for everyone um but we know it's not right for every business so within your scheduling settings you can actually turn this tool off um and then I think the last part of that question was do all uh users have to see the preferences um and no you can choose to um not show the availability to all the users so only um other managers or supervisors or admins would be able to see those requests because they're able to schedule but other employees won't be able to see those requests in the scheduler um so you can have some privacy there by just turning that off um in your settings boom all right have we showed sorry I'm answering questions still are we good with that question for now yes we can go on I think they're awesome all right yes this is a good time to transition to our attendance platform which we haven't really highlighted a ton so this question is I am a manager looking for scheduling software to use for overtime tracking my team would need an auto clock in for their day to day shifts and only need to clock in for overtime usage is this possible so I figured this is a good question to answer and then also just highlight kind of the general functionality of our time clock and attendance platform definitely that's a good question so in when I work we do have the ability um for your employees to clock in and out for their times worked um and we do have a tracker to help you track when employees are clocking in and out for overtime double overtime daily double things like that um your employees will need to physically clock themselves in and clock themselves out regardless of if they are clocking uh you know overtime um so they will be needing to clock themselves in but if they do start clocking overtime and your overtime thresholds are set up it will let you know that your employees have started to um accrue that overtime if you want you could have you could enter all of your employees times into the schedule um or into their time sheets before and then have them clock in and out for any extra times that they have worked um if you are a manager or admin you are always able to edit employees time sheets so say they always work from 7am to 3pm and that's always their time you can enter that in beforehand um and as long as your overtime thresholds are set if on this same day your employees then went to clock in at 4pm to 7 that would um that would indicate overtime and it would show up as a second entry within this day so that is an option but we don't have an option for your employees to be clocked in automatically um your employees can clock in and out three ways the first way would be just simply hovering over the attendance tool clicking clock in on their computer they can clock in on a time clock terminal that a manager sets up either on a computer by clicking this button or a time clock terminal on a tablet or smartphone and you can set this up by downloading the when i work terminal app from the apple or google play store um the third way would be having your employees clock in and out on their mobile phones um and this would have be your employees downloading the when i work app and clicking clock in on their app when they're logged in um and for that you can turn on location restrictions to make sure that your employees are on site on their scheduled location um when they clock in that's always a popular question um everybody wants mobile clock in but some are worried about their employees clocking in and out from places that they're not supposed to um and we definitely do have a way to restrict that so if your employees are not on site they won't be able to clock in if you have the that geofence as we call it turned on um so it's just a little bit of background on the attendance tool as a whole you can find all your attendance settings here this is where you can turn on um which ways you want your employees to clock in any restrictions like time based or uh location based restrictions for clock in this is where you can set your pay period length add breaks if you are wanting your employees to clock in and out for breaks and even turn on the notifications for missed clock ins and clock outs to your employees and managers and then um if you hover over the attendance tab and click into timesheets this is where you can um see all of your employees different in and out times for their pay periods of their timesheets and this is where you can toggle between the different pay periods within the system and then this where you can also close out and export all of your pay period hours um and even if you have a payroll integration setup this is where you can send all of that payroll summary information to your payroll processor excellent excellent not super high level but good good overview of the time clock that again when I work we try to be straightforward and if you think you can do something usually there's a way to do it and so uh so yes we could sit here and talk about almost a specific feature for the full time if we wanted to but I thought that was a very good succinct overview so well done Marie um so we've we've answered all of the the questions that have come in thus far so I have I'm gonna put you on the spot here Marie if you had 30 seconds to share anything with anybody who's new to when I work that we haven't gone over what would you what would you share oh that's a really good question um I would probably make sure that everybody knows about our you know amazing communication tools I always think that when you're in a workplace and shift work communication is so key especially these days where um you know everything is kind of a little bit different than it used to be um you know like when you're sick you really don't want to come to work things like that um that we maybe didn't think about as much before and communication is always important but I just think it is now more than ever so I definitely want to make sure that everyone's aware that when I work has amazing communication tools um that might be all of the notifications that we send when you send out shifts or change shifts um or need to communicate with anybody we're always going to send a notification to your employees so everyone's always on the same page within the scheduler here when you click publish and notify your employees are being sent those shifts to their mobile phones they are going to get a notification an email a text they're always going to know what's changing in your workplace and when they need to be where they need to be and along with that if you're using work chat which is our in-app messaging system um this is going to just boost your communication that your employees are going to know what they need to know and and you're going to have the peace of mind that they know what they need to know so definitely um take a look at the work chat tool it's super helpful everyone's going to be able to um have a more collaborative experience at your workplace which I think is so important um and so important for morale too and creating happy um employees which we know is really really important and of course that makes you a happy manager um so definitely check out all the communication options we have um and we do have a whole health center article dedicated to um all the different methods of communication within when I work so that's probably what I would say we didn't go over it so I just wanted to uh mention that we have so many options for communication um yeah I'm going to quickly share my screen we don't have too much information left but we have um a couple of helpful resources that I think Tori already sent out or will um but first I just want to go over the different plans that we offer I think this is really helpful to go over on the webinar and you can hear speaking about it um to clear up any confusion that there might be but we have really um condensed our plans and made them super easy to figure out and super easy to figure out which plan you might need so we have our small business plan um small business scheduling we call it for up to 100 users um this will include all of the tools that we talked about today that have to do with scheduling and communication and then we have our attendance add-on this attendance add-on is going to be added on to the small business scheduling plan if you need it it's going to include all of the tools that we talked about at the end of the session so that's clocking in and out time sheets payroll summaries mobile clock ins things like that that's all going to be added um if you have the attendance add-on so either you just need scheduling or you need scheduling plus attendance and if you have over 100 users you would be on a different on a different plan so you can always chat with us if you have any questions if you have over 100 users within your account this is where you'll be able to find all of the information regarding upgrading your account it's all found within your account and billing page this is where you can choose which plan you need which add-on you need and then your billing frequency monthly or annually and then the amount of users you need so this is where you'll also be able to see all the features within each different plan so it's super easy to get started on your own just log into your account and get started and we are pretty easy if you are maybe just wanting to be monthly first we don't charge like a cancellation fee so it's always a really good option if you're just getting started just getting your feet wet so with that we just sent out some more information into the chat and this is going to include all of the helpful links that we've compiled for you all the link to register for an account our help center our training and onboarding tools and that's just a bunch of videos all meant to help you get your account totally set up and then of course if you have any questions as you get going we're here to help we are not going to leave you we are here to help you can chat with us via the green chat bubble found within your account on the lower right hand side and if you don't have an account yet you can always chat with us by emailing us at gettingstartedatwheniwork.com and all of those links again are within the chat tool and if you have any questions that you just want to figure out on your own that's okay too you don't have to chat with us we'd love it if you did but you don't have to we have an awesome help center found at help.wheniwork.com or the need help tab on the what is that right hand side of your screen it's almost the end of the week here which side right hand side of your screen so you can always use that if you need just a little bit of assistance so with that I think that's everything we have for you today is there anything else you'd like to add Tori? No just uh just to keep and hopefully everybody keeps enjoying the summer and yeah it's good to see everyone here and I know we're all transitioning and hopefully we're not burning up I know it's really hot in certain types of the U.S. and I know we have people from all over the world so I'm just I just want to wish everybody a hopefully happy continued nice summer. Awesome thanks everyone for joining and have a great week