These help pages are for managers using WhenToWork.com online employee scheduling.
Choose a topic or use the search in the menu.
You also can explore our separate
Employee Videos & Help Pages
Employee Videos & Help Pages
W2W Help For Managers
- “Bulk Delete” Employees
- “Navigate” to a New Schedule Week
- “Undo” AutoFill
- 2 Week Pay Period
- 2 Week Statistics View – (compare target hours)
- 5 Things to Ensure Your Account Data is Protected
- Access to Other Linked Accounts
- Add / Edit Employee Comment (Notes)
- Add Employee in another account with same email?
- Add Notes to the Weekly Schedule
- Add Your Employees
- Add Your Positions (Jobs)
- Adding & Uploading Employees (Demo)
- Adding Job Codes for Third Party Program Exports
- Additional Account Managers (Demo)
- Alphabetical Sorting
- Alternative Method To Edit Templates
- ANALYZE Shifts for Conflicts
- App for iOS
- App text unreadable?
- As Manager how do I request time off or set preferences?
- Assign multiple people per shift?
- Assign shifts to same employee week after week (classes etc)
- Auto Refresh of Pages?
- AUTOFILL – Automatic Assignments
- AUTOFILL – Option section missing?
- AutoFill consecutive, back-to-back shifts?
- AutoFill Monthly or Longer Period?
- Automatic Scheduling – Week to Week
- Block employee shift changes for time period?
- Block employees from viewing certain positions?
- Budgeting – Forecasting?
- Bulk Assign/Reassign Future Shifts over Multiple Weeks using SEARCH
- Bulk Edit Shifts for Multiple Future Weeks using SEARCH
- Bulk Edit Time Off?
- Bulk Unassign Future Shifts Across Multiple Weeks using SEARCH
- Calendar titles (None) – Why?
- Calendar Weekly Schedule – show Time Off
- Can AutoFill Maximums have defaults set?
- Can employees bid on open shifts?
- Can Employees Delete or change shift date?
- Can employees delete time off?
- Can Employees enter number of hours want to work?
- Can Employees have ‘Read Only’ access to Unpublished?
- Can Employees Pick Up Overlapping Shifts?
- Can Employees see and use Positions Groups?
- Can Employees see Custom Fields Information?
- Can employees see others’ home address?
- Can Exports be Automated?
- Can I add a custom field for Employee Input?
- Can I add hours to positions?
- Can I AutoFill One Day Only?
- Can I clear past “Offers in Progress”?
- Can I Delete A Trade?
- Can I disable messaging?
- Can I do a month or year template or import?
- Can I enter my business open and closed hours?
- Can I Import double assignments – doublebook?
- Can I Import into a Published Week?
- Can I Import just one Employee’s schedule?
- Can I Import Multiple Weeks?
- Can I message a recently deleted Employee?
- Can I message those not scheduled during certain period?
- Can I pay for a month at a time?
- Can I pin a bulletin so it always shows?
- Can I Publish / Unpublish Monthly?
- Can I Publish / Unpublish one day?
- Can I publish by category?
- Can I Publish just one Employee’s Schedule?
- Can I selectively publish to only certain employees?
- Can I set a maximum number of times offs for day?
- Can I set up message auto-reply?
- Can I set up my pay period?
- Can I show / hide templates to other managers?
- Can I track manager actions?
- Can I view Availability for the Week?
- Can I view cost per hour?
- Can I view schedule by shift?
- Can manager post / edit shift on Tradeboard?
- Can managers filter out certain locations?
- Can overtime rate be added to hours over max on Statistics view?
- Can shifts be linked?
- Can W2W Create the Shifts?
- Category Sort Order?
- Change a Shift’s Day
- Checks for Potential Conflicts
- Close My Account – Cancel Subscription
- Compare One or Multiple Linked Accounts for Scheduling Locations
- Control What Employees Can Do
- Control Who Is Notified When Publish
- Convert time decimals to minutes?
- Count time off hours in total scheduled hours?
- Create / Save Schedule Template using Template Editor
- Create New Schedules
- Create recurring schedules over multiple weeks?
- Creating Schedules (Demo)
- Daily Sign in With Health Questions?
- Default Send Notifications Checkbox On or Off
- Delete Bulletin Board Entry
- Delete shifts for one day
- Delete Unassigned Future Shifts over Multiple Weeks
- Deleting Employees (Demo) –
- Deselect Employee Position – will it remove them from shifts?
- Designate Full Time / Part Time Employees
- Display Manager Phone Numbers
- Display Schedule on TV – Large Screen
- Display Week Number?
- Do Deleted Employees show on past schedules?
- Does editing a Template affect old schedules?
- Does W2W use Flash?
- Double-booking (Demo) –
- Edit Position not saving?
- Email Trouble? Whitelist WhenToWork
- Employee cannot see their time off calendar?
- Employee in more than one account?
- Employee Name Highlighted in Red
- Employee Notifications (Demo)
- Employee Notifications – Publishing and Partial Publishing
- Employee phone numbers on printouts?
- Employee Status Icons (optional)
- Employee Training Videos & Help Pages
- Employees cannot see Other’s Schedule?
- Employees scheduled in multiple accounts?
- Enter Availability for the Staff
- Errors “Unexpected result” – “Please Wait” – “Sending” Not Saving
- Export / Copy Template to Use in Other Acct
- Export / Give Access to Unpublished Schedules
- Export Monthly Schedules
- Export to Clipboard
- Filter on By Employee view – special filter results
- Find / Retrieve Old Messages
- Find date an employee was re-hired (restored)?
- Find Employee Last Day Worked
- Floating Employees
- Geographic Access Restrictions – EU?
- Get total hours for each employee for specific period?
- Group Admin – account listed as “read only” access
- Have Employees Signed In?
- Hide certain DELETED Employees
- Hide certain shifts from employees (ex. manager shifts)
- HIPAA compliant?
- Home
- Hourly Totals – Show Coverage
- How can employees see open shifts?
- How Can Employees Sign Up?
- How do I change the Account Name?
- How do I combine templates?
- How do I copy and paste shifts?
- How To View & Disable Chrome Extensions
- Icons on schedule for Tradeboard
- IMPORT – Bring in Week or Template
- Import into a Published Week?
- In-app Push Notifications
- Include Employee Status Icons in Shift Change List
- Incoming Texts Not “Grouping”
- Initial Schedule Setup – Enter Previously Scheduled Week
- Introduction – Overview –
- iOS App
- iPad Tips
- Is there a charge for creating a linked account?
- Is there a cost to add managers?
- Is there an employee sign-in history log?
- Is W2W downloaded to my computer – system requirements?
- Let Additional Managers Add Time Off Block Dates
- Let Employees Add Themselves to My Account?
- Let Employees See Everyone’s Schedule
- Let Employees see Unpublished Weeks?
- List of Employees NOT scheduled in a date range?
- Lock availability / preferences after certain date?
- Make Changes (add / edit shifts after Publishing)
- Manager Interface Overview (Demo)
- Manager permission to view only published schedules?
- Managing Optional Alert Dates (Demo) –
- Messaging – Send to Group(s), multiple recipients
- Monthly Scheduling
- More than one Main Manager?
- Multiple Accounts Linked in Group (Demo)
- Multiple days off – adding time off range
- Multiple Usernames / Switch List (Demo)
- My Notifications – Email, Text, Push (Demo)
- My Preferred Schedule View
- Name highlighted red in schedule – Why?
- Need a list of who was scheduled at a certain time / date?
- No shifts uploaded from CSV file?
- Only Let Employees Set Preferences at Certain Times
- Open multiple W2W windows
- Open Scheduling (Demo)
- Opt out of WhenToWork
- Partial Publish Week – Publish only certain positions, departments, locations
- Pay Rates – Who can see them?
- Payrates (Demo) –
- PDF PRINT Schedules / Reports – to PDF / Printer
- Positions – Add / Edit
- Positions – Add / Edit (Demo)
- Positions Sort Display Order
- Pre-set shifts – entering common shifts quickly
- Preference Templates – Copying Prefs Between Employees
- Prefs – Let Emps View Only?
- Print / Export Employee Comment Fields
- Print / View a Paid Invoice
- Printing & Exporting
- PUBLISH – Why Publish a Schedule Week?
- Publish Multiple Weeks
- PUBLISH Schedule – How To
- Quick Future Schedules (Demo)
- Quick Overview
- Quick Schedule Changes
- Recent Tradeboard Posts
- Recently Deleted Shifts View (Demo) –
- Refer A Friend
- Repeat shifts every other week?
- Reports & Exports (Demo)
- Reports > Standard Reports
- REPORTS > Third Party Manual Exports
- Required format for phone numbers?
- Results Summary Auto Assign
- Results Summary Import
- Schedule Grid View (Bulk Edit) (Demo)
- Schedule Multiple Locations or Departments
- Search for Shifts (Demo)
- Select/Group Positions Option Missing?
- Send / Email Schedules to Employees
- Send or Print Sign-In for Individual Employee
- Send Reminders / Message Employees Working a Certain Date
- Sent message forwarding receipt confirmation
- Set employee to AutoFill one Position but pick up other Position
- Set Maximum Hours for each Employee
- Setting Time Zone – Daylight Savings / Standard Time
- Setting Up Multiple Locations (Demo)
- Setup Steps
- Shared Logins?
- Shift Descriptions (optional)
- Shift History – Per Shift & Export Report
- Shift notes just for Managers?
- Shifts / Positions Purple Dot or Underline?
- Should we split our account into separate accounts?
- Show Manager Phone #, contact info on Staff List?
- Show time off on printout?
- Signing Out of App
- Simple Scheduling
- Special Scheduling Needs & Scenarios
- Stop New Open Shift Notices when Editing Shifts?
- Stop Notifications
- Switch an Employee to Have Manager Access
- Sync to Outside Calendars (Demo)
- Template – Print
- Templates – About
- Test Alternate Schedule – Sandbox Environment?
- Third Party Exports – List of Programs
- Time Off (Demo)
- Time Off – Hierarchy to approve?
- Time Off – Find Deleted or Cancelled ?
- Time Off Grid (includes Pending, Approved & Denied)
- Time Off Not Printing on Schedule
- Time Off Report for Date Range
- Time off Rolling Block Window
- Timestamp of time off request after approved/denied?
- Track Attendance Sick, Tardy & No Show (Demo) –
- Track Denied Time Off
- Track hours scheduled vs hours worked?
- Tracking & Reports
- Tradeboard – Recent Trade Activity Log Export
- Trades & Pickups (Demo)
- Trial Tips – Help & How To’s
- Types of Notifications – Communications
- Unassign a Shift – remove employee
- Upload documents to W2W?
- Upload Employees from a CSV File
- Upload Shifts button missing?
- Uploading Shifts From CSV File
- View Employee Comment Field on Schedule
- View Employees by Priority Group
- View Individual Employee’s Calendar View Schedule
- View Multiple Weeks Schedules
- View number of Weekends employee was scheduled?
- View Schedules Without Login – Read Only
- View/print just specific days of the week?
- View/Record Termination Date
- Viewing / Editing Schedules
- W2W “Must See” Features
- W2W Data Retention Policy
- W2W Newest Features
- What is a CSV file? How can I create one?
- What is a Linked Account?
- What is a shift in W2W?
- When was a trade requested?
- WhenToWork, Inc W9
- Where can Employees view other’s time off?
- Where can I find my account number?
- Where can I find the Time Off approval comment?
- Which manager added Employee?
- Which Trade / Pickup request came in first?
- Who approved time off?
- Who Can Publish?
- Who can see Payrates? – how to hide
- Who Deleted Employee?
- Why can’t I assign a Manager?
- Why is an employee not seeing open shifts?
- Why is my account showing over Maximum Employee Level?
- Why is my export blank?
- Why is nothing Importing?
- Why Is Position Not Adding or Alphabetical?
- Why is published line purple?
- AUTOFILL – How it Works
- CATEGORIES – What are they and why use?
- Chart of Functions for Each
- Contact Customer Support
- Daily / Monthly Schedules – display / print
- EMPLOYEES – Let Them Sign In?
- EMPLOYEES – List – active employees (grid edit) bulk edit, print selected, reminders
- MESSAGING – How it Works
- Mobile Version Tips
- One Account, Multiple Locations
- POSITIONS – defined
- Pricing – Rates – Fees – Costs
- Privacy – Security
- SCHEDULES – Edit / Copy
- SETTINGS> Co & My Info / Upload Logo / New Logo
- The 13 Schedule Views
- TIME OFF
- TRADEBOARD – How it Works
- Ways to Communicate
- Why Can’t I Sign In?
- Your Company Bulletin Board
- Add New Position to Account
- Android App
- By Employee View – DRAG/DROP – Move, Clone, Swap, Undo
- Calendar Daily View
- Category – Add new
- Create / Print Invoice?
- Create/Save a Week Template
- Customize “Employee” Label
- EMPLOYEE EMAIL – Not Required
- Employee Home Page Notice
- Employee Positions Grid – View, Set which employees can work each position
- Everyone has a Unique Username
- Grids Not Appearing in IE
- No Employees Assigned after AutoFill?
- Publish an Open Schedule – Unassigned Shifts – Self Scheduling
- REPORTS – Custom Reports
- Retrieve Username/Password Automatically
- Send Message to ‘Everyone’
- Send Sign In Instructions (Demo) –
- Separate Accounts Linked for Billing
- Time Off – Partial Day and Repeating
- Trade / Drop – Require Manager Approval
- VPAT – Section 508 Accessibility WCAG 2.0
- “At Will” Trades, Drops, Pickups
- AutoFill by “Priority Group”
- Calendar Weekly View
- Create a Day Template
- Daily Sign In Sheets
- Edit Category
- Edit Position
- Editing Employees (Demo) –
- Employee Sees Manager Interface – Made trial in error?
- Event Scheduling
- Making Suggestions
- Menus Not Working
- Notifications Sent to Employees
- Paying Online – through your account login
- Save Messages longer than 30 days
- Schedule Grid View (Bulk Edit Shifts)
- Send or Print Sign In Instructions
- SETTINGS > My Notifications
- Signing In with Blackberry
- Time Off & Overnight Shifts
- Unpublish – Retract Schedule Week – Hide from Employees
- View Employee Details
- Add Employee Email
- Add New Employees
- AutoFill by “Seniority” (Hire Date)
- Calendar Monthly View
- Changes (after Publishing)
- Delete Category
- Delete Messages
- Delete Position – Hide Position
- EMPLOYEES – Set Permissions (what they can see and do)
- Import Into Week or Day – Copy
- Payment without a manager login
- Print Time Sheets
- Recently Deleted Shifts – View / Restore
- Rotational Schedules
- Stop Username/Password From Filling In
- Time Off – Approve & Keep Overlapping Shift
- Using HTML Code / Adding Links
- View Employee Tradeboard
- Windows & All Other Smartphones
- WORK TIME PREFERENCES -Viewing / Setting Availability
- “Undo” Import – Bulk Delete Shifts
- A and B Weekend Rotations
- Add Map or Link to Shift
- Approve / Deny Time Off Requests
- Auto Forward Messages to Email
- AutoFill Certain Positions Separately
- By Position Daily & Weekly View
- Edit Employee Email
- MANAGERS – Add / Edit
- Preventing or Missing Messages
- Problems – Page Breaks, Colors, Landscape, Size
- Restore a Deleted Position
- Revert Employee Upload
- SAML Compliant?
- Set Shifts to Categories
- SHIFTS – Click to Edit, Assign, Unassign, Clone, Copy Delete
- Track & Approve Pending Trades – Open Shift Pickups
- Your Total Number of Employees
- Add Shifts Using Categories
- Assign Employee Manually (Before AutoFill)
- Delete Employee Email
- Edit & Set Manager Permissions
- Edit Employee Info – Employee List Grid
- EXPORT – Employee Details
- Nothing Happens When I Click…
- Publish Part of Schedule?
- Replacements – Assign Employee to Shift – Who’s Available
- Schedule Template – Edit / View / Rename / Delete
- Seasonal Companies
- Session Security Features
- Set Each Employee’s Positions (Jobs)
- Set up email “Reply To”
- Sortable List Daily & Weekly View
- Time Off List Page
- Track Trades / Pickups (Report / Log)
- Upgrade to Higher Paid Level
- What do Employees see?
- “Bulk Edit” Employees
- ADD SHIFTS to Schedule – Assigned or Unassigned
- AutoFill Selectively with Categories
- Can I Get a Personal Demo?
- Category Chart View
- Change / Delete Time Off Request
- Email Marked “Invalid”
- Export Schedules & Data
- Import One Position/Category
- Let Employees Add / Edit Shifts
- Location-Specific Positions
- Pickup Request History
- Popup Window Blocked – Beeping
- Prevent AutoFill of an Employee
- Publish only certain employees?
- Sending Message Attachments – Files, Photos?
- Set Up Manager Emails & Notifications
- Upgrade if Exceeding Paid Level
- Color Code Positions?
- Custom Employee Fields
- Delete a Scheduling Manager
- Delete Shifts
- Email Marked “None”
- Employees Not Seeing Schedules?
- Evenly Distribute “Special Shifts”
- Export Shift Data to Other Programs
- Import a Day/Week from Future
- In-Out Time Chart View
- Let Employees View Categories
- No Employees Listed as Available
- Other Languages
- Publish Automatically?
- Send an URGENT ALERT – To Text, Email & In-App Push
- SETTINGS > Billing – Create Invoice
- Time Off Block Dates
- Who Asked for Shift Pick up First?
- Automatic Shift Reminders
- Buttons Missing (Import, AutoFill, Publish etc.)
- Coloring Shifts
- Delete a Schedule Template
- Edit / Delete Multiple Shifts
- Email Manager Sign In Instructions
- Export to Other Calendars (Share, Sync, Integrate)
- Graphical Daily & Weekly View
- Ignore Employee Preferences
- Not Receiving Emails
- Pay Rates (optional)
- POSITION GROUP – Create
- SETTINGS > Billing – Pay by Check
- Trades Not Showing Up
- Using ‘Shifts’ for Time Off – Called Off
- View Employee Help Pages
- Alert Dates (Ex for Certification tracking)
- Blue Screen – Pages Not Updating
- Category Defaults – position, time, color etc.
- Create Linked Account – Bill Together in Group
- Delete / Unassign Multiple Shifts
- Edit Position Group – Add or Remove Position
- Google Export – Just My Shifts
- Let Employees message multiple other Employees
- Let Employees See All Time Off
- Managers Who are Also Employees – Show on Schedule
- Minimum Time Off Between Shifts
- Multi-Shift Edit Daily & Weekly View
- Text Messages (Adding, editing, troubleshooting)
- Tradeboard Shifts Missing
- Add Employee Text Address
- Availability / Coverage Daily View
- Browser Issues -Toolbars – Extensions
- Can I read employee messages?
- Change the Position of a Shift
- Create CATEGORY GROUPS
- Delete a Position Group
- Differentiate types of Time Off?
- Google Export Trouble
- Main Manager (About / Change / Swap)
- Minimum Hours Per Week?
- Send Alert Date Reminders
- Trade / Drop Cleared from TB When…
- What Happens If My Account Expires?
- Add Lunch or Breaks
- Cancel Linked Account – Unlink
- Cannot Work vs Time Off
- Client Information
- Employees getting lots of changes
- Google Export – Sync Multiple Accounts
- How Position Groups Can Be Used
- Let Employees Pick Up or Request Open Shifts
- Restrict Managers to Certain Employees
- Set / Edit Employee Work Time Preferences – Availability
- Statistics WEEKLY View
- Track shift change notifications
- Why is Employee Over Max Hours?
- Availability / Preferences – Bulk Edit, Clear, Delete
- Export – Sync to Outlook Calendar
- How far in advance can I schedule?
- Manager Receiving Email but no Message
- Position Preferences – Skills
- Set Cannot Work Times
- Shift Start & End Time
- Statistics DAILY View
- Text Messages To Me – find your text address
- Trade / Pick Up Part of Shift
- What is a Group Administrator?
- Workaround Adding Employee Photo
- Change My Username or Password
- Cut Off Time for Trades or Pickups
- Export to (VCAL) for Employees
- Find Time Off Request Timestamp
- How far back are schedules saved?
- MAC troubleshooting
- Paid Hours of Shifts – Breaks – Auto Calc
- Statistics MONTHLY View
- Stop Notices to Unscheduled Employees
- Track Work Time Preferences Changes
- What Happens When I Pay?
- Can I stop notifications?
- Doublebook – Overlapping Shifts
- How do I save my data?
- Multiple Managers can be signed in at once?
- Non-Profit 501(c)3 Pricing?
- Safari Mac Download Trouble
- SCHEDULE OPTIONS – Locations
- Set FUTURE Repeating Work Time Preferences
- Sync to iPhone Calendar
- Trade Approval Comments?
- Why preferences not showing?
- Change Layout – Font Size, Display / Print Details etc.
- Create same shifts every week?
- Dates are Wrong in Excel Export
- Employee with Tradeboard trouble?
- Employees Sort Order
- List of Employee Emails
- Remove or replace a manager
- Repeat Shifts Over Multiple Weeks
- Sign In Sheet – Multiple Days
- Time Off Report – Exclude Weekends
- Change Schedule Week Start Day
- Clear (Unassign Multiple Shifts)
- Does W2W Provide Training?
- Limit to Number of Time Offs?
- Show / hide unfilled open shifts on Tradeboard?
- Split Shifts – Multiple Shifts Per Day?
- Track Late, Absences, Called Out, etc.
- View Which Employees Not Scheduled
- Filter the View/Printout – to All or group, position, category
- How Do Employees Request Time Off?
- Links Not Working?
- Manually Assign Employees
- Payroll Estimate Report
- See Employee’s Interface View
- What are Priority Groups?
- “Pinned” Employees
- Change Employee Username / Password
- How to schedule monthly / biweeky?
- IE Compatibility Mode
- Shifts missing?
- Time Off – Change Decision
- Timeclock – Export Schedules
- Holidays – Days Closed
- How Can a Manager Request Time Off?
- Max Hours / Shift Set Defaults?
- Maximum Shift Length
- Split Shifts – Multiple Shifts Per Day
- Stop Employee from Having Access
- What do exports look like?
- – Suspend Employee – Stop Login
- Employees Can’t See Trades in App
- Find – Grid Search
- Track Accrued Vacation Time?
- Unassigned shifts – See, Filter, About, Hide, Delete
- View / Print / Send Individuals Schedules (Week, Month)
- Add Shift – Set Default Position
- Delete Employees (Deactivate, Archive)
- Locate Imported Template Name
- Overtime Hours
- Time Off Missing or Calendar Not Displaying?
- Employee Names Missing
- Employee Trouble Signing In
- Repeat shifts for # weeks?
- Search for / List Shifts for one or more Employees
- View Deleted Employee Schedules & Details
- Add Multiple Employees To One Shift?
- Employees – Restore / Reactivate Deleted Employee
- History – Track Changes – Who Added or Edited
- Show Time Off on Schedule
- Text Validation Code PIN – About / Not Received
- Move / Copy Shifts or Employees Between Accounts – Merge Combine Accounts
- Repeating Assignments
- SCHEDULES – Add Meetings / Daily Notes
- Tasks During Shifts?
- Total Hours Calculations are Wrong?
- Automatic Notifications Sent
- Hide Certain Employees
- One Username, Multiple Accounts?
- Preferences – Date Last Changed
- – Differentiate groups
- Hide Days of the Week?
- How To Do Rotations
- Add Employee Numbers
- Clear Assignments or Delete a Schedule Week
- Time Display AM/PM or 24 Hour Military Time
- Yearly Schedule View Statistics?
- API – RSS Feed Access?
- Let Employees Set Prefs / Cannot Work
- Position Exclusion
- Share “Read Only” Schedules with Third Parties
- Employee Can’t See Open Shifts to Pick Up?
- Employee Cannot See Schedule
- Student class times not available?
- Who’s On Now / Later
- Color code employees?
- Hide Shift Times – No Start End Times
- Track Schedule History (Publish, Import, AutoFill, Unpublish)
- Track Who’s Seen Schedules – Icons glasses, envelope
- View Multiple Accounts Together?
- Force all employees see others’ phone / email?
- Multiple Usernames / Switch List
- Why “Cannot Work” is Not Saving?
- Can I Resend a Notification?
- Can I track employees – see if seen or confirmed?
- Can W2W Integrate With Other Programs?
- What happens if delete employee?
- Can Employees Confirm Shifts / Schedules?
- Set Employee Termination Date?
- Hide Staff List from Employees
- Remove My Logo / Trouble with Logo
- Set Employees to Not See Full Schedule
- Why am I Seeing Last Month?
- Max Number of Employees?
- Slow System Speed?
- Independent Contractors
- Report / Print / Export Emp Time Preferences