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WhenToWork Manager Help
W2W Help For Managers
“Bulk Delete” Employees
“Navigate” to a New Schedule Week
▶ “Open” Scheduling
▶ Adding & Uploading Employees
▶ Additional Account Managers
▶ Alert Dates (Certifications etc.)
▶ App for iOS
▶ Availability / Work Time Preferences
▶ Creating Schedules
▶ Customizable Chart View
▶ Delete / Replace Employees
▶ Employees – Move to new account
▶ Hospital / Clinic Overview
▶ Hospital / Clinic Schedule Setup Tips
▶ Introduction – Overview
▶ Multiple Linked Accounts – Pro Plan
▶ Multiple Usernames / Switch List
▶ Notifications – Email, Text, Push
▶ Pay Rates (optional)
▶ Positions – Add / Edit
▶ Quick Future Schedules
▶ Quick Trial Tips
▶ Recently Deleted Shifts View
▶ Reports & Exports
▶ Schedule Grid View (Bulk Edit) –
▶ Search for Shifts
▶ Setting Up Multiple Locations
▶ Sync to Outside Calendars
▶ Time Off
▶ Trades & Pickups
▶ Trial Tips – Free trial quick start
▶ Trial Tips – Making the most of your trial
▶ Trial Tips – Scheduling Like a Pro
▶Track Attendance Sick, Tardy & No Show –
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 – Pro Plan
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 Job Codes for Third Party Program Exports
Alternative Method To Edit Templates
ANALYZE Shifts for Conflicts
API – General Endpoints – Pro Plan
API Calls – Pro Plan
API connect with Power BI – Pro Plan
API Key & Options – Pro Plan
API Preconfigured 3rd Party Program Exports – Pro Plan
API Setup & Details – Pro Plan
App text unreadable?
Archive Employee Email Notifications – Pro Plan
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 – Advanced Details
AUTOFILL – Automatic Assignments
AUTOFILL – Option section missing?
AutoFill consecutive, back-to-back shifts?
AutoFill Monthly or Longer Period?
Automatic Scheduling – Week to Week
Block display shifts display option
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 hide certain days of the week?
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
Change Employee AutoFill Maximums
Checks for Potential Conflicts
Close My Account – Cancel Subscription
Compare One or Multiple Linked Accounts for Locations
Control What Employees Can Do
Control Who Is Notified When Publish
Convert time decimals to minutes?
Copy to Clipboard
Count time off hours in total scheduled hours?
Create / Save Schedule Template using Template Editor
Create New Schedules ▶
Create recurring schedules over multiple weeks?
Custom Logo on Notifications
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
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?
Edit Position not saving?
Email Notifications to Users – Pro Plan options
Email Trouble? Whitelist WhenToWork
Employee cannot see their time off calendar?
Employee History Login Access Log – Pro Plan
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
Enterprise SSO – Beta
Enterprise SSO – Azure – Pro Plan
Enterprise SSO – Okta – Beta
Enterprise SSO Error Codes
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
Filter on By Employee view – special filter results
Find / Retrieve Old Messages – Autosaving (Pro Plan)
Find date an employee was re-hired (restored)?
Find Employee Last Day Worked
For Hospitals / Clinics
Geographic Access Restrictions – EU?
Get total hours for each employee for specific period?
Group Admin – account listed as “read only” access – Pro Plan
Group Admin API – Pro Plan
Have Employees Signed In?
Hide certain DELETED Employees
Hide certain shifts from employees (ex. manager shifts)
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 Setup – Enter Previous Schedule Week ▶
Is there a charge for creating a linked account? Pro Plan
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 Emails for Employees working a certain day
List of Employees NOT scheduled in a date range?
Lock availability / preferences after certain date?
Make Changes (add / edit shifts after Publishing)
Manager Help Home
Manager Interface Overview (Demo)
Manager permission to view only published schedules?
Managing Optional Alert Dates (Demo) –
Messaging – Send to Group(s), multiple recipients
More than one Main Manager?
Multiple days off – adding time off range
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
Opt out of WhenToWork
Partial Publish Week – Publish only certain positions, departments, locations
Pay Rates – Who can see them?
PDF Download – Help Pages
PDF PRINT Schedules / Reports – to PDF / Printer
Positions – Add / Edit
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
Print Employee Sign In Instructions
Printing & Exporting
Pro Plan – After Upgrading what will be my new renewal price?
Pro Plan – How to Upgrade
Pro Plan —
Pro Plan Settings & Options
PUBLISH – Why Publish a Schedule Week?
Publish Multiple Weeks
PUBLISH Schedule – How To
Quick Schedule Changes
Quick Scheduling Overview
Recent Employee Access Logins – Pro Plan
Recent Tradeboard Posts
Refer A Friend
Repeat shifts every other week?
Reports > Standard Reports
REPORTS > Third Party Manual Exports
Required format for phone numbers?
Results Summary Auto Assign
Results Summary Import
Schedule Multiple Locations or Departments ▶
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
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 employees NOT set to a certain position?
Show Manager Phone #, contact info on Staff List?
Show time off on printout?
Signing Out of App
Special Scheduling Needs & Scenarios
Stop New Open Shift Notices when Editing Shifts?
Switch an Employee to Have Manager Access
Template – Print
Templates – About
Test Alternate Schedule – Sandbox Environment?
Third Party Exports – List of Programs
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 Denied Time Off
Track hours scheduled vs hours worked?
Tracking & Reports
Tradeboard – Recent Trade Activity Log Export
Trial Account Setup Assistance
Trial Tips – Add Employees
Trial Tips – AutoFill automatic scheduling
Trial Tips – Creating your First Schedule
Trial Tips – Employees logging in
Trial Tips – Help & How To’s
Trial Tips – Quick Future Schedules
Trouble performing certain manager functions?
Types of Notifications – Communications
Unassign a Shift – remove employee
Upload documents to W2W?
Upload Employee Photos – Pro Plan
Upload Employees from 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/Edit Employee Numbers
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
W2W Pro Plan
What is a CSV file? How can I create one?
What is a Linked Account? Pro Plan
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 my top menu a different color?
Why is nothing Importing?
Why Is Position Not Adding or Alphabetical?
Why is published line & position highlighted 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
▶ Send Sign In Instructions
Add New Position to Account
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’
Separate Accounts Linked for Billing – Pro Plan ▶
Time Off – Partial Day and Repeating
Trade / Drop – Require Manager Approval
VPAT – Section 508 Accessibility WCAG 2.0
“At Will” Trades, Drops, Pickups
▶ Managing Employee Information
AutoFill by “Priority Group”
Calendar Weekly View
Create a Day Template
Daily Sign In Sheets
Employee Sees Manager Interface – Made trial in error?
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 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 ▶
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
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
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
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 Pro Plan or Higher Employee 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?
Change / Delete Time Off Request
Chart Views ▶
Email Marked “Invalid”
Export Schedules & Data
Import One Position/Category
Let Employees Add / Edit Shifts
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
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
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 – Pro Plan
Buttons Missing (Import, AutoFill, Publish etc.)
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 (Certifications etc tracking) ▶
Blue Screen – Pages Not Updating
Category Defaults – position, time, color etc.
Create Linked Account – Bill Together in Group – Pro Plan
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 – Pro Plan
Cannot Work vs Time Off
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
Employee Photos – Pro Plan
Export – Sync to Outlook Calendar
Group Administration – Pro Plan
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
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?
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?
Change Employee Username / Password
How to schedule monthly / biweeky?
IE Compatibility Mode
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 / Replace Employees (Deactivate, Archive) ▶
Locate Imported Template Name
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
Shift History – Track Changes – Who Added or Edited
Show Time Off on Schedule
Text Validation Code PIN – About / Not Received
Move Employees/Shifts Between Accounts ▶
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
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 (application programming interface) – Pro Plan
Let Employees Set Prefs / Cannot Work
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?
Report / Print / Export Emp Time Preferences
For Hospitals / Clinics