Your First Schedule -
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Enter a Previous
Schedule Week - Add Shifts
Once you have entered your Positions and
set which Positions each employee can work
you are ready to enter your first weekly schedule which can be the basis for future weeks.
Your First Schedule
The easiest way to get your first schedule into
our system is to duplicate one of your previously scheduled weeks.
Whether your current
schedule is in a spreadsheet on your computer or handwritten on a calendar - you can
enter the work assignments into WhenToWork and use that as the basis for future weeks.
Even if your schedule varies from week to week WhenToWork can automate your scheduling
and save you hours each week.
Your first schedule takes the longest to set up - once you have defined your shifts for the first week you can
then copy it into future weeks and make any necessary changes and then use AutoFill to get the best work
assignments for the new week.
Optional: if many of your shifts have the same
begin & end times (or unpaid lunch breaks or color etc.) you can
Create Shift Categories first so that you can choose them when adding shifts
to quickly populate default fields as you add your initial shifts).
To add your First Shifts use the "By Employee" Schedule View.
(The "By Employee" view is always recommended for
creating and editing your schedule)
From any Page:
Hover over SCHEDULES in the top menu and choose By Employee
Click Week> to navigate to the week you want to schedule.
Click the cell that corresponds to the employee and day you want to add a
shift (the cursor turns to plus sign) to open the Quick Shift ADD
|If you created Categories - choose a category first to automatically
enter any of the category default information.
and End Time
for the shift - Enter the time with the letter a
or p after it to indicate AM or PM. (Ex. 815a), or military time (Ex. 2215). You can enter any times you like
down to the minute. (The times can later be changed by a manager to reflect
actual time worked if you like)
2. Paid Hours
(Duration of shift) - if the shift includes unpaid
or break time you can uncheck the AutoCalc
box and enter
the time the employee will be paid for this shift. (Ex. 8am to 5pm with an hour
lunch or meal break enter 8 paid hours)
3. In the Quick Shift ADD window
click the Position down arrow and select a Position
that this shift is for
4. Check off any
other days of the week to add this shift - to quickly add the same shift for this
employee on those days
5. Click Add
Optional information that can be entered for any shift
Optional Text - can be displayed with the shift on the schedules (Ex. if there are special instructions to the employee, break
/ lunch times, location notes or meeting times)
Optional Categories - If you have shifts with similar begin and end times over multiple Positions,
or if you have other reasons to use categories, you can click the Category drop down and choose
Add / Edit Categories to create categories. (Ex. if you have similar night shifts for different positions you can create a NIGHT category and enter and defaults so that when you Add Shifts you can first choose that Category and the fields will be prepopulated (but changeable) for you
in the Shift Change window.)
To add an "Unassigned shift"
- Click the Add Shifts
button at the top of the schedule (or click on a day in the highlighted
unassigned shifts row at the top
of the schedule) and leave the worker assigned set to "None - AutoFill."
Note: you can have unassigned shifts
automatically posted to the tradeboard
when you Publish so that employees can
pick them up.