We continually update WhenToWork with new features suggested by our users. We welcome all suggestions and ideas for improving our service. Suggestions can be sent by clicking the “Contact WhenToWork” link at the bottom of most pages of your account or emailing feedback@when2work.com.
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- Can Employees have ‘Read Only’ access to Unpublished?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