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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
– Positions Sort Display Order
– 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 / Edit Employee Comment Field
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 enter number of hours want to work?
Can Employees Pick Up Overlapping Shifts?
Can Exports be Automated?
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 hours?
Can I Import double assignments – doublebook?
Can I Import into a Published Week?
Can I pay for a month?
Can I pin a bulletin so it always shows?
Can I Publish / Unpublish Monthly?
Can I Publish / Unpublish one 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 view cost per hour?
Can I view schedule by shift?
Can manager post / edit shift on Tradeboard?
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
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
Creating Your First Schedule (Demo)
Default Send Notifications Checkbox On or Off
Delete shifts for one day
Deleting Employees (Demo)
Denied Time Off
Designate Full Time / Part Time Employees
Display Schedule on TV – Large Screen
Display Week Number?
Does W2W use Flash?
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 cannot see Other’s Schedule?
Employees scheduled in multiple accounts?
Enter Availability for the Staff
Errors “Unexpected result” – “Please Wait” – “Sending” Not Saving
Export / Give Access to Unpublished Schedules
Export to Clipboard
Find / Retrieve Old Messages
Find Employee Last Day Worked
Geographic Access Restrictions – EU?
Group Admin – account listed as “read only” access
Have Employees Signed In?
Hide certain shifts from employees (ex. manager shifts)
Hourly Totals – Show Coverage
How Can Employees Sign Up?
How do I change the Account Name?
How do I copy and paste shifts?
How To View & Disable Chrome Extensions
IMPORT – Bring in Week or Template
Import into a Published Week?
In-app Push Notifications
Incoming Texts Not “Grouping”
Initial Schedule Setup – Enter Previously Scheduled Week
Introduction – Overview
Let Employees See Everyone’s Schedule
Make Changes (add / edit shifts after Publishing)
Manager Interface Overview (Demo)
Managing Optional Alert Dates (Demo)
Messaging – Send to Group(s), multiple recipients
More than one Main Manager?
Multiple Accounts Linked in Group (Demo)
Multiple days off – adding time off range
Multiple Locations in One Account (Demo)
Multiple Usernames / Switch List (Demo)
My Preferred Schedule View
No shifts uploaded from CSV file?
Partial Publish Week – Publish only certain positions, departments, locations
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 / View a Paid Invoice
PRINT Schedules / Reports – to PDF / Printer
Printing & Exporting
PUBLISH – Why Publish a Schedule Week?
Publish Multiple Weeks
PUBLISH Schedule – How To
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)
Schedule Multiple Locations or Departments
Send or Print Sign-In for Individual Employee
Send Reminders / Message Employees Working a Certain Date
Sent message forwarding receipt confirmation
Setting Optional Position Preferences (Skills) (Demo)
Setting Time Zone – Daylight Savings / Standard Time
Setting Up Multiple Locations (Demo)
Shift Descriptions (optional)
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?
Switch Employee to Manager Access
Template – Print
Templates – About
Test Alternate Schedule – Sandbox Environment?
Time Off – Find Deleted or Cancelled ?
Time Off Not Printing on Schedule
Time Off Report for Date Range
Track Attendance Sick, Tardy & No Show (Demo)
Track hours scheduled vs hours worked?
Tracking & Reports
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
Uploading File of Employees (Demo)
Uploading Shifts From CSV File
View Employee Comment Field on Schedule
View Employees by Priority Group
View Multiple Weeks Schedules
View Schedules Without Login – Read Only
W2W “Must See” Features
W2W Newest Features
What is a shift in W2W?
When was trade requested?
WhenToWork, Inc W9
Where can I find my account number?
Which Trade / Pickup request came in first?
Who approved time off?
Who Can Publish?
Who Deleted Employee?
Why is nothing Importing?
Why Is Position Not Adding or Alphabetical?
– Chart of Functions for Each
– Daily / Monthly Schedules – display / print
– One Account, Multiple Locations
AUTOFILL – How it Works
CATEGORIES – Why Use?
Contact Customer Support
EMPLOYEES – Let Them Sign In?
EMPLOYEES – List – active employees (grid edit) bulk edit, print selected, reminders
MESSAGING – How it Works
Mobile Version Tips
POSITIONS – defined
Pricing – Rates – Fees – Costs
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 Time Off
– REPORTS – Custom Reports
– Require Manager Approval
– Send Message to ‘Everyone’
– Separate Accounts Linked for Billing
Add New Position to Account
By Employee View – DRAG/DROP – Move, Clone, Swap, Undo
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 – View, Set which employees can work each position
Everyone has a Unique Username
Grids Not Appearing in IE
No Employees Assigned?
Publish an Open Schedule – Unassigned Shifts – Self Scheduling
Retrieve Username/Password Automatically
Send Sign In Instructions (Demo)
VPAT – Section 508 Accessibility WCAG 2.0
– “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 – Made trial in error?
Menus Not Working
Paying Online – through your account login
Schedule Grid View (Bulk Edit Shifts)
Send or Print Sign In Instructions
SETTINGS > My Notifications
Signing In with Blackberry
Unpublish – Retract Schedule Week
– Add Employee Email
– Add New Employees
– 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 (what they can see and do)
Import Into Week or Day – Copy
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 Availability
– Approve / Deny Time Off Requests
– Auto Forward Messages to Email
– Edit Employee Email
– Problems – Page Breaks, Colors, Landscape, Size
– Revert Employee Upload
– Set Shifts to Categories
– Track & Approve Pending Trades
“Undo” Import – Bulk Delete Shifts
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, Copy Delete
Your Total Number of Employees
– Add Shifts Using Categories
– Delete Employee Email
– Edit / View / Rename a Schedule Template
– Edit & Set Manager Permissions
– Edit Employee Information
– Time Off List Page
– Track Trades / Pickups (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 to Shift – 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 – Files, Photos?
– Set Up Manager Emails & Notifications
ADD SHIFTS to Schedule – 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 – To Text, Email & In-App Push
SETTINGS > Billing – Create Invoice
Who Picked up Shift First?
– Coloring Shifts
– Email Manager Sign In Instructions
– Export to Google Calendar (Share, Sync)
– Not Receiving Emails
– Pay Rates
– Using ‘Shifts’ for Time Off – Called Off
Automatic Shift Reminders
Buttons Missing (Import, AutoFill, Publish etc.)
Delete a Schedule 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 (Ex for Certification tracking)
– Category Defaults – position, time, color etc.
– Google Export – Just My Shifts
– Let Employees See All Time Off
– Managers Who are Also Employees – Show on Schedule
– Text Messages (Adding, editing, troubleshooting)
Blue Screen – Pages Not Updating
Create Linked Account – Bill Together in Group
Delete / Unassign Multiple Shifts
Edit Position Group – Add or Remove Position
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 / Swap)
– Send Alert Date Reminders
– Trades / Drops 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?
– Google – Sync Multiple Accounts
– Restrict Managers to Certain Employees
– Set / Edit Employee Work Time Preferences – Availability
Add Lunch or Breaks
Cancel Linked Account – Unlink
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 My 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 Size, Display / Print 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 Which Employees Not Scheduled
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.
– See Employee’s Interface View
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
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
Track Accrued Vacation Time?
Unassigned shifts – See, Filter, About, Hide, Delete
View / Print / Send Individuals Schedules (Week, Month)
– Delete Employees (Deactivate, Archive)
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 / Reactivate a Deleted Employee
Add Multiple Employees To One Shift?
History – Track Changes – Who Added or Edited
Show Time Off on Schedule
Text Validation Code PIN – About / Not Received
– Move or Copy Shifts / Employees Between Accounts
SCHEDULES – Add Meetings / Daily Notes
Tasks During Shifts?
Total Hours Calculations 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?
API – RSS Feed Access?
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)
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
Who approved time off?
You can click any time off to view which manager approved it.