View Employees' Topic-Based Help

Overview

Before you Begin Scheduling

- Quick Overview
- Setup Steps
- Multiple locations or departments?
- Add your Positions (Jobs)
- Add Your Employees
- W2W "Must See" Features

Your First Schedule

- Enter a Previous Schedule Week
- 'Navigate' to a New Schedule Week

Automatic Scheduling - Week to Week

- Two Ways to Create New Schedules
- Import a Previous Week or Template
- AutoFill - Automatic Assignments
- Make Quick Schedule Changes
- Add Notes to the Schedule
- Analyze Shifts for Conflicts
- Publish Your Schedule
- Make Changes (after Publishing)
- Schedules Sent to Employees Via Email
- Print Schedules
- Send Schedule Reminders

Viewing / Editing Schedules

- The Schedule Views
- By Employee View - DRAG & DROP
- Replacements - Who's Available?
- Add Shifts to a Schedule
- Add Daily Notes to Schedule
- Add Lunch or Breaks to Shifts
- Setting a Shift's Duration (Paid Hours)
- Automatic Notices Sent to Employees
- Track Who's Seen Schedules & Changes
- Click a Shift to Edit, Delete, Clone, Assign
- Delete a Shift
- Edit Multiple Shifts at Once
- Delete / Unassign Multiple Shifts
- Change a Shift's Position
- Doublebook - Assign Overlapping Shifts
- Repeat Shifts Over Multiple Weeks
- Clear Work Assignments
- Delete a Schedule Week
- Manually Assign Employee to Shift
- Show Schedules to Non-Employees
- Search for Shifts
- See Who's On Now / Later
- Log In Via Web Enabled Phone/PDA
- Shift History - Track Changes to Shifts
- Schedule History - Track AutoFill, Import

Employees Signing In

- Should I Let Employees Sign In?
- Each Employee has a Sign-In ID
- Send Employees Sign In Instructions
- Employee Work Time Preferences
- Control what Employees See & Do
- View Employee Topic-Based Help

Program Details

AutoFill - Automatic Scheduling

- How AutoFill Works
- After First AutoFill - No Assignments?
- AutoFill by "Priority Group"
- AutoFill by "Seniority" (Hire Date)
- Assign Employee Before AutoFill
- Prevent an Employee from being AutoFilled
- Evenly Distribute "Special Shifts"
- Ignore Employee Preferences
- Minimum Time Off Between Shifts
- Minimum Hours Per Week
- AutoFill Certain Positions Separately

Publishing - Making Schedules Public

- Why Publish a Schedule?
- Publish an "Open" Schedule
- Unpublish - Retract a Schedule
- Make Changes (after Publishing)
- Preventing or Missing E-Mail Notices

Importing Schedules (Templates)

- Edit/Copy a Schedule
- Create Schedule Week Template
- Create Schedule Day Template
- Import Shifts for Week or Day
- Change a Schedule Template
- Import one Position or Category
- Clear Workers -Unassign Shifts
- Delete a Schedule Template

Schedule Views & Layouts

- Chart of Functions in each View
- View One or More Locations
- Change Layout - Fonts, etc.
- Change the Schedule Start Day
- Filter the View/Printout
- Filter to Show Pinned Employees
- Show Holidays - Days Closed
- Overview of the 12 Schedule Views
- By Employee Schedule View - DRAG/DROP
- Calendar Daily Schedule View
- Calendar Weekly Schedule View
- Calendar Monthly Schedule View
- By Position Daily & Weekly Views
- Sortable List Daily & Weekly Views
- Category Chart Schedule Views
- In-Out Time Chart Schedule Views
- Graphical Daily & Weekly Views
- Multi-Shift Edit Daily & Weekly Views
- Availability / Coverage Daily View
- Statistics Weekly Schedule View
- View/Print/Send Individual Schedules
- Overtime Hours - Who is Over Max

Positions - Jobs, Groups & Locations

- What is a Position?
- Add your Positions (Jobs)
- Edit a Position
- Delete a Position
- Restore a Deleted Position
- Set Each Employee's Positions
- Create a "Position Group"
- Edit a "Position Group"
- Delete a "Position Group"
- How Position Groups can be Used
- Location-Specific Positions
- Position Preferences - Rate Employees

Printouts - Reports - Exporting

- Print Schedules
- Custom Reports - Date Ranges
- Problems - Page Breaks, Colors
- Export Schedules & Data
- Export to Outlook - VCAL
- Export Employee Details
- Export Shift Data to Other Programs
- Export to ADP
- Export to QuickBooks
- Export to CompuPay
- Track Late, Tardy Called Out or Special Shifts

E-Mail Addresses & Notifications

- Ways to Communicate with Employees
- Employee E-Mail Notifications Grid
- Add Employee E-Mail
- Edit Employee E-Mail
- Delete Employee E-Mail
- Text Messages To My Cell Phone
- Text Messages To Employee Cell Phones
- E-Mail Addresses Marked "Invalid"
- E-Mail Addresses Marked "None"
- Not Receiving E-Mails
- Track Recent Shift Change Notifications
- Employees - E-Mail Not Required
- Send Schedule Reminders

Employees - Viewing, Editing, Deleting

- List Employees - tips for using grid
- Employee Positions Grid
- View Employee Details
- Add New Employees
- Edit Employee Details
- Employee Payrates
- Edit Employee Work Time Preferences
- Change Sort Order of Employees
- View/Print Individual Monthly Schedules
- Log Into an Employee's View
- Find /Change Employee ID & Password
- Stop Employee from Having Access
- Delete or Deactivate an Employee
- View Deleted Employee Information
- Restore a Deleted Employee

Time Off & Cannot Work Times

- Manager-Entered Time Off
- Partial Day Time Off - Repeating
- Time Off & Overnight Shifts Unassigned
- Employee-Entered Time Off Requests
- Time Off List Page
- Change/Delete a Request
- Using 'Shifts' for Time Off
- Cannot Work vs. Time Off
- Set Cannot Work Times
- Let Employees See Everyone's Time Off

Messaging

- How Messaging Works
- Set Up Your "Reply To" Email
- Save Messages
- Delete Messages
- Auto Forward Messages to Email
- Send an URGENT TEXT ALERT
- Sending Messages to 'Everyone'

Tradeboard - (Optional)

- Optional Tradeboard - How it Works
- Require Manager Approval
- Allow Trades, Drops, Pickups "At Will"
- View Employee Tradeboard
- Open Scheduling - Unassigned Pickups

Notices & (Optional) Bulletin Board

- Your Company Bulletin Board
- Employee Home Page Notice

SETTINGS - Manager/ Employee Permissions

- SETTINGS>Co & User Information
- SETTINGS>My Notifications
- SETTINGS>Employee Permissions
- SETTINGS>Add /Edit Managers
- Edit Managers & Set Permissions
- Delete a Manager
- Managers Sign-In Instructions
- About the Main Manager
- Managers Who are Also Employees
- Receiving E-mails but not Messages
- Change Your ID or Password
- OpenID Access - Facebook / Google etc

Categories & Shift Colors - (Optional)

- Why Use Shift Categories?
- Add New Category Definitions
- Edit a Category
- Delete a Category
- Existing Shifts - Assigning Categories
- Add New Shifts Using Shift Categories
- Selectively AutoFill with Categories
- Category Chart Schedule View
- Coloring Shifts
- Category Default Shift Colors
- Create Category Groups
- Allow Employees to View Categories

Special Scheduling Situations

- Multiple Locations or Departments
- Event Scheduling
- Rotational Schedules
- Seasonal Companies
- Publishing an Open Schedule

Troubleshooting - Problems - Tips

- Signing In with an iPhone
- Signing In with a Blackberry
- Turning on JavaScript
- Using HTML Code/ Adding Links
- After AutoFill - No Assignments
- Nothing happens when I Click...
- Popup windows are blocked - beeping
- No Employees are listed as Available
- Printing Problems - Page Breaks, Colors
- Buttons are Missing (Import etc.)
- Blue Screen - Pages Not Updating
- Browser Problems - Spyware/Adware
- Not Receiving E-Mails
- Receiving E-mails but not Messages
- Employees Receiving a lot of Changes
- Workaround for Adding Employee Photos
- MAC troubleshooting
- Why can't I change my ID/password?
- Dates are Wrong in Excel Export
- Tracking Changes to Shifts - Shift History

Concerns

- Privacy - Security
- Employees - E-Mail Not Required

Payment & Support Details

Payments - Linking Accounts

- Pricing - Rates - Fees
- Your Total Number of Employees
- Upgrade to a Higher Paid Employee Level
- Upgrade When Exceeding Your Paid Level
- SETTINGS>Billing - Create an Invoice
- SETTINGS>Billing - Pay Online
- SETTINGS>Billing - Send Payment by Mail
- Payment by someone without a login
- Create a Linked Account - Bill Together

Support - Suggestions

- E-Mail Customer Support
- Retrieve ID/ Password Automatically
- Making Suggestions

Frequently Asked Questions

Program Details

- How to do I create / add Categories?
- Can I discuss my question by phone?
- Do you provide training?
- How do I do rotations?
- Can I stop notifications?
- How far in advance can I schedule?
- How far back are my schedules saved?
- How do I save my data?
- Why is employee having tradeboard trouble?
- Can unfilled shifts be posted to tradeboard?
- How set student class times as not available?
- Can I print daily or monthly schedules?
- How do I pay?
- Why can't I log in?
- Difference between Cannot Work & Time Off?
- Can Employees be a certain color?
- Why can't Employees see others' phone?
- Does it work with a Mac?
- Can I create the same shifts for every week?
- Can I track Employees?
- Why are preference changes not showing?
- How do I clear preferences?
- How can I read an Employee's messages?
- Can we do split shifts-multiple shifts per day?
- What are Scheduling Groups for?
- What happens when I delete an Employee?
- Can W2W create my shifts?
- Why is AutoFill leaving shift unassigned?
- How do I create a new account?
- How do I show schedule to third party?
- How do I schedule monthly?
- How many managers can be logged in at once?
- How can I see open shifts?
- Why don't I see the �repeat for # weeks'?
- How do I set categories to automatically fill in each week?
- What are the Phone / PDA capabilities?
- What about text messaging support?
- Can I set the page size to always be larger?
- How do linked, grouped accounts work?
- Where do I put in the hours of availability for the staff?
- Where do I set specific times of lunch breaks?
- How do I remove or replace a manager?
- How do I set A and B weekend schedule?
- How do I deactivate an employee for now?
- How do I see what the employees see?
- Why am I not seeing my messages in W2W?
- Why employees not seeing their schedule / shifts?
- How do I know if a week is Published?
- Where did my shifts go - they are missing?
- How do I set the schedule to start on different day?
- Why can't I click on anything?
- Is there a timeclock to clock in and out?
- How I can only affect certain employees when I Publish?
- Can you send me an invoice?
- Can I differentiate between types of time off?
- Can I differentiate between groups of employees?
- What does the export look like?
- How do I change Employee's pay rate?
- How do I export to ADP?

View Employees' Topic-Based Help

When Employees sign in they have access to the Employee Topic-Based Help by clicking the Help link in the upper right of their account pages. To view this information use the link below:

http://When2Work.com/emphelp/

This link will open in a new window.