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WhenToWork Manager Help
W2W Help For Managers
– AutoFill Monthly or Longer Period?
– Daily Sign in With Health Questions?
– Export / Copy Template to Use in Other Acct
– Sort order of Positions
– Time off Rolling Block
“Bulk Delete” Employees
“Navigate” to a New Schedule Week
2 Week Pay Period
2 Week Statistics View – (compare target hours)
Access to Other Linked Accounts
Add Multiple Locations or Departments
Add New Employees (Demo)
Add Notes to the Weekly Schedule
Add Your Employees
Add Your Positions (Jobs)
Adding Job Codes for Third Party Program Exports
Additional Account Managers (Demo)
Alternative Method To Edit Templates
ANALYZE Shifts for Conflicts
App for iOS (Demo)
Assign multiple people per shift?
Assign shifts to same employee week after week (classes etc)
Auto Refresh of Pages?
AUTOFILL – Automatic Assignments
AutoFill consecutive, back-to-back shifts?
Automatic Scheduling – Week to Week
Block employee shift changes for time period
Budgeting – Forecasting
Bulk Edit Time Off?
Can Employees Pick Up Overlapping Shifts?
Can Exports be Automated?
Can I pin a bulletin so it always shows?
Can I set up my pay period?
Can manager post shift on Tradeboard?
Can shifts be linked?
Can W2W Create the Shifts?
Change a Shift’s Day
Checks for Potential Conflicts
Close My Account – Cancel Subscription
Control What Employees Can Do
Control Who Is Notified When Publish
Convert time decimals to minutes?
Create New Schedules
Create Schedule Template using Template Editor
Creating Your First Schedule (Demo)
Default Send Notifications Checkbox On or Off
Deleting Employees (Demo)
Denied Time Off
Designate Full Time / Part Time Employees
Display Schedule on TV – Large Screen
Display Week Number?
Editing Positions (Demo)
Email And Text Notifications (Demo)
Email Schedules to Employees
Email Trouble? Whitelist WhenToWork
Employee Notifications – Publishing and Partial Publishing
Employees ‘Read Only’ Unpublished?
Employees scheduled in multiple accounts?
Enter Availability for the Staff
Errors “Unexpected result” – “Please Wait” – “Sending” Not Saving
Export to Clipboard
Find / Retrieve Old Messages
Find Employee Last Day Worked
Geographic Access Restrictions – EU?
Have Employees Signed In?
Hourly Totals – Show Coverage
How do I copy and paste shifts?
How To View & Disable Chrome Extensions
IMPORT – Bring in Week or Template
In-app Push Notifications
Incoming Texts Not “Grouping”
Initial Setup – Enter Previously Scheduled Week
Introduction – Overview
Make Changes (after Publishing)
Manager Interface Overview (Demo)
Managing Optional Alert Dates (Demo)
Messaging – Send to Group
More than one Main Manager?
Multiple Accounts Linked in Group (Demo)
Multiple Locations in One Account (Demo)
Multiple Usernames / Switch List (Demo)
My Preferred Schedule View
No shifts uploaded from CSV file?
Partial Publish a Week – Publish only certain positions
Pay Rates – Who can see them?
Positions – Add New (Demo)
Preference Templates – Copying Prefs Between Employees
Prefs – Let Emps View Only?
Print / Export Employee Comment Fields
PRINT Schedules – PDF / Printer
Printing & Exporting
PUBLISH – Why Publish a Schedule Week?
Publish Multiple Weeks
PUBLISH Your Schedule
Quick Future Schedules (Demo)
Quick Schedule Changes
Recent Tradeboard Posts
Recently Deleted Shifts View (Demo)
Refer A Friend
Reports > Standard Reports
Reports > Third Party Software Exports
Results Summary Auto Assign
Results Summary Import
Schedule Grid View (Bulk Edit) (Demo)
Send Reminders / Message Employees Working a Certain Date
Sent message forwarding receipt confirmation
Setting Optional Position Preferences (Skills) (Demo)
Setting Up Multiple Locations (Demo)
Shift History – Per Shift & Export Report
Shift notes just for Managers?
Shifts / Positions Purple Dot or Underline?
Show Manager Phone #, contact info on Staff List?
Signing Out of App
Special Scheduling Needs & Scenarios
Stop New Open Shift Notices when Editing Shifts?
Template – Print
Templates – About
Time Off Not Printing on Schedule
Time Off Report Date Range
Track Attendance Sick, Tardy & No Show (Demo)
Tracking & Reports
Trial Tips – Help & How To’s
Types of Notifications – Communications
Unassign a Shift
Upload documents to W2W?
Upload Employees from a CSV File
Uploading File of Employees (Demo)
Uploading Shifts From CSV File
View Employee Comment Field on Schedule
View Multiple Weeks Schedules
View Schedules Without Login – Read Only
W2W “Must See” Features
W2W Newest Features
WhenToWork, Inc W9
Who Can Publish?
Why Is Position Not Adding or Alphabetical?
– 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
SCHEDULES – Edit / Copy
SETTINGS > Co & User Info / Upload Logo
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
– Partial Day Time Off- Repeating
– REPORTS – Custom Reports
– Require Manager Approval
– Send Message to ‘Everyone’
– Separate Accounts Linked for Billing
Add New Position
By Employee View – DRAG/DROP – Move, Clone
Calendar Daily View
Create / Print Invoice?
Create/Save a Week Template
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 an Open Schedule
Retrieve Username/Password Automatically
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 Shifts)
Send or Print Sign In Instructions
SETTINGS > My Notifications
Signing In with Blackberry
Unpublish – Retract Schedule
– Add Employee Email
– Add New Employee
– Approve & Keep Overlapping Shift
– Delete Messages
– Print Time Sheets
– View Employee Tradeboard
AutoFill by “Seniority” (Hire Date)
Calendar Monthly View
Changes (after Publishing)
Delete Position – Hide Position
EMPLOYEES – Set Permissions
Import Into Week or Day
Payment without login
Recently Deleted Shifts – View / Restore
Stop Username/Password From Filling In
Using HTML Code / Adding Links
Windows & All Other Smartphones
Work Time Preferences -Viewing / Setting
– Approve / Deny Time Off Requests
– Auto Forward Messages to Email
– Edit Employee Email
– Problems – Page Breaks, Colors, Landscape
– 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, Assign, Unassign, Clone, Delete
Your Total Number of Employees
– Add Shifts Using Categories
– Delete Employee Email
– Edit / View A Schedule Template
– Edit & Set Manager Permissions
– Edit Employee Information
– Time Off List Page
– Track Trades (Report / Log)
Assign Employee Manually (Before AutoFill)
EXPORT – Employee Details
IP Checking Security Feature
Nothing Happens When I Click…
Publish Part of Schedule?
Replacements – Assign Employee – Who’s Available
Set Each Employee’s Positions (Jobs)
Set up email “Reply To”
Sortable List Daily & Weekly View
Upgrade to Higher Paid Level
What do Employees see?
– “Bulk Edit” Employees
– Change/Delete Time Off Request
– Email Marked “Invalid”
– Export Schedules & Data
– Import One Position/Category
– Pickup Request History
– Selectively AutoFill with Categories
– Sending Message Attachments
– Set Up Manager Emails & Notifications
Add Shifts – Assigned or Unassigned
Can I Get a Personal Demo?
Category Chart View
Let Employees Add / Edit Shifts
Popup Window Blocked – Beeping
Prevent AutoFill of Employee
Publish only certain employees?
Upgrade if Exceeding Paid Level
– 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 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 – Called 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 (Certification tracking)
– Category Default Shift Colors
– Google Export – Just My Shifts
– Let Employees See All Time Off
– Managers Who are Also Employees – Show on Schedule
– 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
– Create CATEGORY GROUPS
– Google Export Trouble
– Main Manager (About / Change)
– Send Alert Date Reminders
– Trades are Cleared When…
Add Employee Text Address
Availability / Coverage Daily View
Browser Issues – Malware/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 Employee 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?
– Bulk Edit or Clear / Delete Availability / Preferences
– Export – Sync to Outlook Calendar
– 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 – find your text address
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?
Paid Hours of Shifts – Breaks – Auto Calc
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, Display Details 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 Schedule Week Start Day
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?
– Update Employee Username / Password
How to schedule monthly / biweeky?
IE Compatibility Mode
Time Off – Change Decision
Timeclock – Time Tracking
– Stop Employee Having Access
Holidays – Days Closed
How Can a Manager Request Time Off?
Max Hours / Shift Set Defaults?
Maximum Shift Length
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
Send Individuals Schedules
Track Accrued Vacation Time?
Unassigned shifts – See, Filter, About, Hide, Delete
– Delete Employees (or Deactivate)
Add Shift – Set Default Position
Locate Imported Template Name
Time Off Missing or Calendar Not Displaying?
– View Deleted Employee Schedules & Details
Employee Names Missing
Employee Trouble Signing In
Repeat shifts for # weeks?
Search for / List Shifts
– Restore a Deleted Employee
Add Multiple Employees To One Shift?
History – Track Changes Details
Show Time Off on Schedule
Text Validation Code Not Received
– Move Shifts / Employees 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
Clear Assignments or Delete a Schedule Week
Time Display AM/PM or 24 Hour Military Time
Yearly Schedule View Statistics?
Let Employees Set Prefs / Cannot Work
Show Schedules to Third Party
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)
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 – see if seen or confirmed?
Can W2W Integrate With Other Programs?
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 Emp Time Preferences
Send Sign In Instructions (Demo)
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