Press "Enter" to skip to content
WhenToWork.com Manager Help
W2W Help For Managers
– Sort order of Positions
“Navigate” to a New Schedule Week
Add New Employees (Demo)
Add Notes to the Weekly Schedule
Add Your Employees
Add Your Positions (Jobs)
Additional Account Managers (Demo)
Alternative Method To Edit Templates
ANALYZE Shifts for Conflicts
App for iOS (Demo)
AUTOFILL – Automatic Assignments
AutoFill – Automatic Scheduling
Automatic Scheduling – Week to Week
Before You Begin Scheduling
Can W2W Create the Shifts?
Categories & Shift Colors – (Optional)
Close My Account – Cancel Subscription
Control What Employees Can Do
Create New Schedules
Creating Your First Schedule (Demo)
Deleting Employees (Demo)
Editing Positions (Demo)
Email / Texts & Notifications
Email And Text Notifications (Demo)
Email Schedules to Employees
Employees – Viewing, Editing, Deleting
Employees Signing In
Enter Availability for the Staff
Enter Previously Scheduled Week
Export to Clipboard
Geographic Access Restrictions?
Have Employees Signed In?
How To View & Disable Chrome Extensions
IMPORT – Week or Template
Importing Schedules (Templates)
Make Changes (after Publishing)
Manager How To (Employee Related Topics)
Manager How To (Positions/Job Topics)
Manager Interface Overview (Demo)
Managing Optional Alert Dates (Demo)
Messaging – Send to Group
Messaging & Text Alerts
Mobile W2W Apps
Multiple Accounts Linked in Group (Demo)
Multiple Locations in One Account (Demo)
Multiple Locations or Departments
Multiple Usernames / Switch List (Demo)
Notices & (Optional) Bulletin Board
Overviews for Managers
Pay Rates – Who can see them?
Payments – Linking Accounts
Positions – Add New (Demo)
Positions – Jobs, Groups & Locations
Prefs – Let Emps View Only?
PRINT Schedules – PDF / Printer
Printing & Exporting
Printouts – Reports – Exporting
PUBLISH Your Schedule
Publishing – Making Schedules Public
Quick Future Schedules (Demo)
Quick Schedule Changes
Recently Deleted Shifts View (Demo)
Refer A Friend
Results Summary Auto Assign
Results Summary Import
Schedule Grid View (Bulk Edit) (Demo)
Schedule Views & Layouts
Send Reminders / Message Employees Working a Certain Date
Sent message forwarding receipt confirmation
Setting Optional Position Preferences (Skills) (Demo)
Setting Up Multiple Locations (Demo)
SETTINGS for Managers/Employees
Shift History – Per Shift & Export Report
Shift notes just for Managers?
Special Scheduling Needs & Scenarios
Special Scheduling Situations
Support – Suggestions
Time Off & Cannot Work Times
Time Off Report Date Range
Track Attendance Sick, Tardy & No Show (Demo)
Tracking & Reports
Tradeboard – (Optional)
Trial Tips – Help & How To’s
Troubleshooting – Problems – Tips
Upload documents to W2W?
Upload Employees from a CSV File
Uploading File of Employees (Demo)
View Schedules Without Login – Read Only
Viewing / Editing Schedules
W2W “Must See” Features
W2W Newest Features Added
WhenToWork, Inc W9
Your First Schedule
– Chart of Functions for Each
– Daily/Monthly Schedules
– One Account, Multiple Locations
AUTOFILL – How it Works
CATEGORIES – Why Use?
Contact Customer Support
EMPLOYEES – Let Them Sign In?
EMPLOYEES – List (grid tips)
MESSAGING – How it Works
Mobile Version Tips
POSITIONS – defined
Pricing – Rates – Fees
Privacy – Security
PUBLISH – Why Publish?
SCHEDULES – Edit/Copy
SETTINGS > Co & User Information
The 13 Schedule Views
TIME OFF – Manager-Entered
TRADEBOARD – How it Works
Ways to Communicate
Why Can’t I Sign In?
Your Company Bulletin Board
– Add Category
– Custom Reports
– Partial Day Time Off- Repeating
– Require Manager Approval
– Send Message to ‘Everyone’
– Separate Accounts Linked for Billing
By Employee View – DRAG/DROP
Calendar Daily View
Create / Print Invoice?
Customize “Employee” Label
EMPLOYEE EMAIL – Not Required
Employee Home Page Notice
Employee Positions Grid
Everyone has a Unique Username
Grids Not Appearing in IE
No Employees Assigned?
Publish Open Schedule
Retrieve Username/Password Automatically
Save a Week Template
Send Sign In Instructions (Demo)
VPAT – Section 508 Accessibility
– “At Will” Trades, Drops, Pickups
– Daily Sign In Sheet
– Edit Category
– Notifications Sent to Employees
– Save Messages
– Time Off & Overnight Shifts
– View Employee Details
AutoFill by “Priority Group”
Calendar Weekly View
Create Day Template
Editing Employees (Demo)
Employee Sees Manager Interface?
Menus Not Working
Schedule Grid View (Bulk Edit)
Send or Print Sign In Instructions
SETTINGS > My Notifications
Signing In with Blackberry
Unpublish – Retract Schedule
– Add Employee
– Add Employee Email
– Approve & Keep Overlapping Shift
– Delete Messages
– Print Time Sheets
– View Employee Tradeboard
AutoFill by “Seniority” (Hire Date)
Calendar Monthly View
Changes (after Publishing)
EMPLOYEES – Set Permissions
Import Into Week or Day
Payment without login
Recently Deleted Shifts
Stop Username/Password From Filling In
Using HTML Code / Adding Links
Windows & All Other Smartphones
Work Time Preferences
– Auto Forward Messages to Email
– Edit Employee Email
– Employee Requests
– Problems – Page Breaks, Colors
– Revert Employee Upload
– Set Shifts to Categories
– Track & Approve Pending Trades
A and B Weekend Rotations
Add Map or Link to Shift
AutoFill Certain Positions Separately
By Position Daily & Weekly View
MANAGERS – Add/Edit
Preventing or Missing Messages
Restore Deleted Position
SHIFTS – Click to Edit/Delete/Clone
Your Total Number of Employees
– Add Shifts Using Categories
– Delete Employee Email
– Edit & Set Manager Permissions
– Edit A Schedule Template
– Edit Employee Information
– List Page
– Set up email “Reply To”
– Track Trades
Assign Employee Before AutoFill
EXPORT – Employee Details
IP Checking Security Feature
Nothing Happens When I Click…
Publish Part of Schedule?
Replacements – Who’s Available
Set Each Employee’s Positions (Jobs)
Sortable List Daily & Weekly View
Upgrade to Higher Paid Level
What do Employees see?
– “Bulk Edit” Employees
– Change/Delete Time Off Request
– Edit Manager Emails & Notices
– Email Marked “Invalid”
– Export Schedules & Data
– Import One Position/Category
– Pickup Request History
– Selectively AutoFill with Categories
– Sending Message Attachments
Can I Get a Personal Demo?
Category Chart View
Let Employees Add / Edit Shifts
Prevent AutoFill of Employee
Publish only certain employees?
Upgrade if Exceeding Paid Level
Window Blocked – Beeping
– Block Time Off Dates
– Custom Employee Fields
– Delete a Scheduling Manager
– Email Marked “None”
– Export Shift Data to Other Programs
– Let Employees View Categories
Color Code Positions?
Employees Not Seeing schedules?
Evenly Distribute “Special Shifts”
Import a Day/Week from Future
In-Out Time Chart View
No Employees Listed as Available
Send an URGENT TEXT ALERT
SETTINGS > Billing – Create Invoice
Who Picked up Shift First?
– Coloring Shifts
– Email Manager Sign In Instructions
– Export to Google Calendar
– Not Receiving Emails
– Pay Rates
– Using ‘Shifts’ for Time Off
Automatic Shift Reminders
Buttons Missing (Import, etc.)
Delete a Template
Edit / Delete Multiple Shifts
Graphical Daily & Weekly View
Ignore Employee Preferences
POSITION GROUP – Create
SETTINGS > Billing – Pay by Check
Trades Not Showing Up
View Employee Help Pages
– Alert Dates
– Category Default Colors
– Google Export – Just My Shifts
– Let Employees See All Time Off
– Managers Who are Also Employees
– Text Messages
Blue Screen – Pages Not Updating
Create Linked Account – Bill Together
Delete / Unassign Multiple Shifts
Edit Position Group
Let employees message multiple
Minimum Time Off Between Shifts
Multi-Shift Edit Daily & Weekly View
Tradeboard Shifts Missing
– Add Employee Text Address
– Create CATEGORY GROUPS
– Google Export Trouble
– Main Manager (About / Change)
– Send Alert Date Reminders
– Trades are Cleared When…
Availability / Coverage Daily View
Browser Issues – Spyware/Adware
Can I read employee messages?
Change Position of Shift
Delete Position Group
Differentiate types of Time Off?
Minimum Hours Per Week
What Happens If My Account Expires?
– Edit Work Time Preferences
– Google – Sync Multiple Accounts
– Restrict Managers to Certain Employees
Add Lunch or Breaks
Cancel Linked Account
Cannot Work vs Time Off
Employees getting lots of changes
How Position Groups Can Be Used
Let Employees Pick Up Open Shifts
Statistics WEEKLY View
Track shift change notifications
Why is Employee Over Max Hours?
– Delete Availability/Preferences
– Export to Outlook
– Manager Receiving Email but no Message
How far in advance can I schedule?
Position Preferences – Skills
Set Cannot Work Times
Shift Start & End Time
Statistics DAILY View
Text Messages To Me
Trade / Pick Up Part of Shift
What is a Group Administrator?
Workaround Adding Employee Photo
– Export to (VCAL) Employees
– Track Preference Changes
Change Your Own Username or Password
Cut Off Time for Trades or Pickups
Find Time Off Request Timestamp
How far back are schedules saved?
Set Paid Hours of Shifts – Breaks
Statistics MONTHLY View
Stop Notices to Unscheduled Employees
What Happens When I Pay?
– Set FUTURE Repeating Preferences
– Sync to iPhone Calendar
Can I stop notifications?
Doublebook – Overlapping Shifts
How do I save my data?
Managers can be signed in at once?
Non-Profit 501(c)3 Pricing?
Safari Mac Download Trouble
SCHEDULE OPTIONS – Locations
Trade Approval Comments?
Why preferences not showing?
– Sort Order of Employees
Change Layout – Font, etc.
Create same shifts every week?
Dates are Wrong in Excel Export
Employee with Tradeboard trouble?
List of Employee Emails
Remove or replace a manager
Repeat Shifts Over Multiple Weeks
Sign In Sheet – Multiple Days
Time Off Report – Exclude Weekends
– View Employees Not Scheduled
Change Start Date
Clear (Unassign Multiple Shifts)
Does W2W Provide Training?
Limit to Number of Time Offs?
Split Shifts – Multiple Shifts Per Day?
Track Late, Absences, Called Out, etc.
Unfilled open shifts on Tradeboard?
– Sign Into Employee’s View
Filter the View/Printout
How Do Employees Request Time Off?
Links Not Working?
Manually Assign Employees
Payroll Estimate Report
What are Priority Groups?
– Change Employee Login
Filter to Show Pinned Employees
How to schedule monthly / biweeky?
IE Compatibility Mode
Time Off – Change Decision
– Stop Employee Having Access
How Can a Manager Request Time Off?
Max Hours / Shift Set Defaults?
Maximum Shift Length
Show Holidays – Days Closed
Split Shifts – Multiple Shifts Per Day
What do exports look like?
– Suspend Employee – Stop Login
Employees Can’t See Trades in App
Find – Grid Search
See open unassigned shifts
Send Individuals Schedules
Track Accrued Vacation Time?
– Delete or Deactivate an Employee
Add Shift – Set Default Position
Locate Imported Template Name
Time Off Missing?
– View Deleted Employee
Employee Names Missing
Employee Trouble Signing In
Repeat shifts for # weeks?
Search for Shifts
– Restore a Deleted Employee
Add Multiple Employees To One Shift?
History – Track Changes
Show Time Off on Schedule
Text Validation Code Not Received
– Move Data Between Accounts
SCHEDULES – Add Meetings / Daily Notes
Tasks During Shifts?
Total Hours are Wrong
– Date Preferences Last Changed
Automatic Notifications Sent
Hide Certain Employees
One Username, Multiple Accounts?
– Differentiate groups
Hide Days of the Week?
How To Do Rotations
Add Employee Numbers
Delete a Schedule Week
Time Display AM/PM or 24 Hour
Yearly Schedule View Statistics?
Let Employees Set Prefs / Cannot Work
Show to Third Party
Employee Can’t See Open Shifts
Employee Cannot See Schedule
Student class times not available?
Who’s On Now / Later
Color code employees?
Hide Shift Times
Track Schedule History (Publish, Import, AutoFill)
Track Who’s Seen Schedules
View Multiple Accounts Together
All employees see others’ phone?
Multiple Usernames / Switch List
Why “Cannot Work” is Not Saving?
Can I Resend a Notification?
Can I track employees?
Can W2W Integrate With Others?
What happens if delete employee?
Can Employees Confirm Shifts?
Set Employee Termination Date?
Hide Staff List from Employees
Remove My Logo
Set Employees to Not See Full Schedule
Why am I Seeing Last Month?
Max Number of Employees?
Slow System Speed?
Report / Print Preferences
Messaging & Text Alerts