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Ways to Communicate

Ways to Communicate with Employees, Managers & Third Parties

There are many ways you can communicate with others using WhenToWork.

Email Sign in Instructions to Employees
You can email or print sign in instructions that include the user’s unique username and password. More

Email Sign in Instructions to Managers
You can email or print sign in instructions to one or all employees that include the manager’s unique username and password. More

Automatic Email, Text, In-App Push & Alexa Notifications
Each employee and manager can sign in and add their email or text message addresses and set which notifications they want to receive at each address. Ex. when a shift they can pick up becomes available, etc. More

Send a Message
Each user can write, send, and receive messages through the MESSAGING section and they can also forward messages to their email address. →More

Send Schedules When You Publish
Employees can choose to be sent their schedule and a list of open shifts on the Tradeboard when you publish a schedule week or change one of their shifts. →More

Send Schedule Reminders
Sometimes you may want to send a message to all employees working this weekend, or just remind employees of their shifts tomorrow, etc. →More

Automatic Shift Reminders – Pro Plan
Pro Plan subscribers can also set up automatic shift reminders which can go out 24 and 1 hour before the employee’s shift starts. →More

Message Some or All Employees Assigned a Certain Time, Day or Week
Along with schedule reminders you can use the Schedule Grid to sort, filter, find etc various shifts and check off the shifts and send all assigned employees a message. →More

Automatically Notify Employees When Shifts Open Up
Employees can automatically be notified by email, text, in-app push or Alexa when a shift they can work becomes available. →More

Send Urgent Text Message Alert
You can send a short text message to all employees and managers who have signed up to receive them. →More

Post Notice on Employee Homepage
You can post a notice on the homepage for all employees and managers to see and you can also include links to web sites or online documents etc. →More

Post Entry to Bulletin Board
You can post a bulletin to your Company Bulletin Board for employees and managers, and also give employees permission to post bulletins. →More

Print Schedules
You can print schedules using any of our 13 different configurable, printer-friendly views, or print an individual employee’s schedule, or a filtered schedule. →More

Include Notation with a Shift
Each shift can include special instructions or information you want the employee to know about that shift. →More

Include Notation for a Schedule Week
You can add schedule notes for each week – either private notes for managers or notes that employees see when they sign in and those notes are also included when employees receive their schedules via email. →More

Share a Google Calendar
You can share a Google Calendar that includes all or some of your shifts. This can be helpful when you want to communicate schedules to third parties without a username and password. More


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