Employee Scheduling Training

hello everyone and welcome to our when I work demo training class and thanks for joining me today my name is Angie and I'm the Customer Support Manager here at when I work so today I'm going to show you how when I work we'll make scheduling and communicating with your employees easier I will also show you how when I work put so work schedule in your employees pockets through text messaging in the mobile apps so the first 15 minutes of this class will be the demo then once the demo is done I'll spend the next 15 minutes answering any questions you have so if you have questions during the demo feel free to leave them in the question box that's associated with the webinar and then once I'm finished with the demo I'll go through and try to get every question answered I want to say strict to our 30 minute time frame so if I don't get to your question of email you after the webinar and get it answered for you so I'm gonna get started now in the demo portion of this so when you first log in here when I work account you're taken to the dashboard the dashboard is a snapshot of what's going on right now with today's schedule so you have today schedule that appears here it will show you all the employees that are scheduled to work and it will also give you a filter of throughout the day as the hours go on so you have a continual update so if you need to log in and quickly see who's working you can see that just by logging in and viewing the dashboard things kneeing your action and things awaiting actions from others these are to help you view activity that's going on between you and your employees so if you have employees who are requesting time off for trading requests you'll see these as pending and that's to let you and other managers know that you need to either approve or decline those requests for your employees the things need awaiting actions from others mostly it's mostly for your employees this lets them know that when they create a request it's waiting for someone to take care of it so they're not left wondering what's going on with it then they can clearly see a manager hasn't looked at it yet so until a manager approves or declines requests the employee is waiting to see what goes on with that I'm going to quickly walk you through the steps you need to do to set up your account and then I'm going to go through and show you how the schedule and everything works so the gear menu at the top right here this will take you to all of the sections you need to set up so I'm going to take you to the employees page the employees page is where you manage your staff so you can add all of your employees through here you can do a mass import from the tool section and selecting import employees or you can add them one at a time by selecting add employee doing this you can input their first and last name if you include their email and mobile number they will get receive an invite from us so make sure that if you don't want them to receive invites yet just leave those fields blank you can add them later we also have access privileges so by default your employees are set up as employees meaning they can only log in and view the schedule and make requests they can't actually make any changes or see any private information about other employees either managers and supervisors they both have access to manage schedules and manage employees managers you can limit some of their specific actions that they can do and you can also limit them to specific locations if you're using the location feature manager can do anything in the account work with the app settings work with every location and every employee so the manager is basically what you have all the capabilities to do next you'll want to make sure to take your employees to the positions and locations they belong to this just helps our system to filter out qualified employees make this is a location drop-down if you're using more than one location this is where you need to take your employees next you can include their max hours a week and hourly rates these help you to keep a to schedule your employees according to the hours they can work so that helps if you have part-time or full-time employees so you can make sure you stay between those hours and then hourly rate helps you to view a labor forecasted so that you can make sure that you're staying within a budget when you're scheduling out your employees and I'll show you how that looks more when I get to the scheduler section so next you'll want to make sure to set up all of your positions you can simply add a position by clicking add position give your position in then choose a color if you want to the choosing colors will help you manage your schedule and get a better view of position coverage for yourself you can add as many positions as you and you can add as many positions as you need to so the next section here is the location section this isn't used by everyone it's if you want separate departments being scheduled or you have actual separate locations so you can add a location and input all the details here as well so I can make sure if you are using this feature you do take your employees to the locations they belong to shift box is the most important feature I think this is just going to make your scheduling really quick for you so if you have shifts that you're using all the time to schedule create them all in the shift blog section so you can add a shift block you can insert the start and end time there's another color code option for you there so you can keep things more organized for yourself you can also include unpaid breaks and that's going to tabulate correctly with your hourly total that your scheduling your employees take it to position or location if you need to and add as many shift bucks that you need to make your scheduling quicker the next section here is our sites feature this is another feature not used by everyone but if you are scheduling your employees at job specific sites this is the most handy feature you can set up some type of businesses using this our catering ballet construction so businesses such as that you can add as many sites as you need to again add your site give it a name give it a color if you want to and then if you input an address it's kind of handy because it will give your employees a Google map that they can click on to get directions to the job site they're going to be working at for their shift so once you have everything set up you can go to the scheduler here now the scheduler is obviously the main feature of when I work this is where you're going to do all of your scheduling for your staff so I have a schedule set up for this week I'm going to go the tools section here and select clear schedule so I can show you what it looks like working on a blank template so this is my schedule for the week I need to create it I have some a green flag and a gray flag I have a lot of time off going on with my employees for the week so I can make sure to schedule accordingly so these flags in the upper right corner represents your employees availability preferences so your employees have the option to input hours they prefer to work and also hours are unavailable to work so if I click on Friday for Dave Johnson it shows he prefers working Levin a.m. to 5:00 p.m. so our system is going to filter out all the shift blocks that I have set up to let me know what shifts are going to work best with his preferred hours so 11 a.m. to 2 p.m. is going to be the best fit for him so I want to schedule him this shift and with the gray flag that means that they are asking for that they're showing that they're unavailable so if I click here for Karen on Wednesday it's going to show she's unavailable from 4 p.m. to 9 p.m. again our system is going to filter out the shift blocks that will work best with this availability so I have a few options I can choose from I wanted to work 11:00 a.m. to 2:00 p.m. that's going to work best with what she has chosen for her times and I have that set up for her you'll notice that adding ships is as easy as clicking on a cell and choosing your shift blocks if you have them set up so I can choose a shift block and then also a handy feature we have is our copy and paste feature so if you want to use this shift over and over again throughout the schedule you can click ctrl or command on a Mac and select the shift so I can quickly copy and paste it for the same employee I can move it to another employee that's going to be working the shift you'll notice as I'm moving it around that there's a thumbs down and thumbs up so that lets you know while you're moving the shift around who's qualified to work this shift and who's not so I want to make sure to have Dan work it because he's got he's tagged to work the front desk position so if I'm adding a shift in using a shift block and I need to change it a little bit that's perfectly fine so maybe I want Karen to work on Friday from 4:30 to 10:00 p.m. I need to change the position she's working so I can click on this edit pencil associated with the shift block so doing this will allow me to edit any of the shift information I have included with this specific shift block I can include an unpaid break maybe she gets a point five or a half hour break I want to change her position so she's going to be a coordinator for that day we also have a repeat shift option so if you want your shifts to repeat daily weekly or bi-weekly or so on you can choose that here by doing repeat so maybe Kristin works for 30 - 10 p.m. as a coordinator every week and that ends we'll say at the end of the year so that's always going to show up on her schedule so you don't have to continue to input the same shift a week after week for her so I'm going to create that and that makes all the changes that I've created you can also create a custom shift so maybe I don't want to use any of my shift locks I can click custom shift here and this is going to take me to the same shift editor pop up so I can include my start and end time I can choose a color I can do anything I need to do and I can create that shift if you want to save this shift as a shift block for later use you can do that as well and so that's a nice handy way to create all of your shifts that you need to set up for your employees so I'm going to move on to my next week you'll notice that at the week I'm looking at all the shifts have these hash lines through them so the hash lines indicate that I'm working on an unpublished schedule what that means is my employees can actually view the schedule right now so myself and my other managers or supervisors we can all work on the schedule approve it make sure everything is set up correctly until we push it to our staff so I have my schedule set up it's exactly how I want it for next week so I'm ready to let my staff know so I can go to the publish and notify widget up here and I can click on the arrow down I can choose a date range so maybe you create schedules two weeks out so I can publish two weeks worth of my schedule out to my employees or a month a month's worth or however many weeks in advance you like your employees to have their schedule then I want to notify all my users I can include a message like new schedule is out and then I'm going to publish my shifts so when I publish them you'll notice that all my shifts turn solid color the publish will push out a text email and push notifications to your employees letting them know what their shifts are and also letting them know that they can log into the web or mobile apps to view the full schedule from there so now my schedule is ready and set to go I'm going to show you a couple of our other features we have so when you started setting up your account you could choose the color codes that I was describing before so right now this is our color code section up here right now the color are assigned to the shift so my 5 p.m. to 11 p.m. shifts are all in purple my 7 a.m. to 3 p.m. arrow in blue so you can coordinate that however you like I'm going to move them to the position option here and this is going to show me all of my positions based on color so I can get a nice position coverage view I can see all the managers I have scheduled in purple my team leaders are in this fuchsia color and then we also have a position sorting option over to the left so if I select manager that's going to show me all of my my whole manager schedule is going to show me all my employees who can work as managers so I can quickly and easily make sure I have the correct coverage for these positions I can also select more than one position if that's helpful for you so it's just a nice handy tool to view your position coverage to make sure you have the right amount of people scheduled next I'm going to talk about our open shifts section so at the top here is a green bar if this represents our open shifts open ships come in handy if you need extra help you need someone to come in quick to take over a shift so maybe I'm short on Wednesday the 13th I can add a shift I need let's say I need a manager to come in and I didn't schedule enough so I can click on the manager a ship block now if I click on this open shift I can offer you click the opera & sign option here and this is going to give me a list of qualified and available employees to take this open shift you'll notice that rachel has plus 3ot that means that if I allow Rachel to pick up this shift she's going to go three hours over her max time so that might give her overtime hours or so on so you can decide whether or not you wanted to take this shift I don't want her to I don't want her to go over her max hours I also don't want a couple other people to be able to take this ship so I'm going to deselect Nellie and Randy so now I offered it to those specific users I can then notify these users by clicking the notify option here here I can input a message for them and then I can send the notification and that alerts the users I offered and assign the shift to letting them know about the open shift the first one to take it gets it and it automatically moves within the schedule so maybe dave picked up this open shift so that automatically moved for me so just a really quick and efficient way for you to get someone to pick up a shift that you need to have covered up for any day of the week kind of similar to how this feature works is our replacement feature so let's say we had a Karen call in sick on Sunday so we need someone to fill our shift so if I click on Karen shift I can click there and select replace so the replacement feature is going to again give me a list of available and qualified employees to take over Karen's shift so I can select these again it's going to show me other available employees but he would go seven hours overtime but I need to have someone pick it up so I'll take that risk and then I'm going to initiate the shift alert again this is going to send out email texts and push notifications to those employees so first I'm going to take it gets it and it automatically moves within the schedule so you can quickly get replacement for employees shifts and you can quickly get employees to take to take shifts that need to be covered so it's very efficient the last section here I want to go over is hour hours hours and budget section so when you added your employees you can input their max hours those appear under their names in the scheduler so where the schedule is going to compare scheduled hours to the max hours so right now Angela's working 35 out over 40 max hours so if I schedule another shift you're going to see that you would be going over specific times so she'll be going over time it'll turn red so when it turns red it alerts you to let you know you're going over there max our time so maybe actually don't schedule them you also get total hours scheduled here at the bottom per day per week so it's just another handy thing to make sure your scheduling the right amount of hours if you click on those numbers below their names this is going to take you to our weekly projection so you can see the total labor cost here at the bottom for each day and then also for each employee under their name if you're inputting if you need to view projected sales compared to your labor cost you can input projected sales for each day of the week and then that's going to tabulate correctly over here on the side and the weekly projection section so it's just a nice way for you to get a ratio of your labor expenses to projected sales all right so that concludes the demo portion of my webinar I have a couple of questions I've popped up feel free to just keep asking them throw them out here it's going to be the best way for you to ask your questions and get them answered so keep asking them so my first question is from Derrick he says if I begin working on a schedule get away from a computer and gets xed out does it automatically save my work everything you add is saved automatically you'll notice that there isn't a save option that just means that whenever you input a shift it's just automatically saved so if you if you're are if you are timed out of your session all that information should be will be saved for you if it logs you out automatically um seth has a question he says not all south show up for a swap it the swap can it really depends um it will only show qualified and available employees sometimes you'll think that you don't have enough employees set for that swap or available for it if you have a specific issue with it and then Seth I recommend emailing us at support at when I were calm and giving us the name of specific employees trying to swap a specific shift in who's missing from that swap but many times it's because either they're not take to the same position or they're already working a day that they want to swap so you just have to make sure to look at all those credentials but our system will automatically filter out any of those so you're not having an employee swapping let's say like a manager shift with like a front desk and the front desk persons not qualified to work manager position so you just have you just have to make sure that all the credentials are adding up my next question is for Morgan she has to grid the grid is people in shift focus is it possible as a setup position sites on the x-axis side of the grid unfortunately there's not a way to custom edit how your how the schedule actually works for you so the best way like I showed you before just like do position just to just filter use a position filter here Morgan so if you have managers and you can just create the manager schedule from here or if you have floor you can you can schedule base by position you can also schedule base by site so if I have one site here if I click there this is going to show me employees who can work this site and then I can toggle this to get my whole list of employees and create just that specific site schedule so I hope that is more is helpful for you even though you can't change how they display within the X and y-axis of the grid but this is really handy especially for the site feature I'll show all my shifts so I can quickly add a shift and it will automatically take it c'était if I'm filtered out to just view site a so my next question here again is from Seth he said can we tweak available staff eligible for swap yep so when an employee creates a swap or drop request it first is going to be sent to you the manager to approve it so I'll show you what that looks like here so if I view my requests so I have a pending swap request so this hasn't been approved yet Karyn the employee who created it just sent it to me so then I see the list of the employees that she wants to swap with and shifts so through here Seth I can deselect the specific ones I don't want them to choose but other than that you can't add specific shifts you want them to swap so you can you can choose which ones you don't want them to and and then you can improve it that way and then those employees will only get those the notification about this swap request my next question here is it possible to view the schedule by a month right now we don't have a month view and the main reason for that is we haven't exactly found the perfect way to have it displayed and work functionally especially for our larger accounts it is something that we are continually talking about and might add someday but right now it's not an option if you do want to view your schedule by month the best way is going to be to use our calendar sync option so if you can sync your schedule to either iCal Google or Outlook by using calendar sync up here from this dashboard so if I click that I can copy these URLs or subscription links into the calendar program I'm using and you're going to view you can view your schedule that way as well my next question is can we change the name of positions or sites within the scheduler you you can't change the name of the position or well you can change the name of the site so if you're using sites you can click this pencil here and this is going to allow you to change your site name if you need to do that within the scheduler otherwise um you can do it from the gear menu and going to the specific section where you need to edit and create new sites and positions on the position name you can also edit from here if you need to do as well my next question is what do you offer when you sign up for a membership what do you offer in terms of ongoing support so with any membership you are offered the exact same features we don't take any features out unless you're on the free plan so you get all the features everyone else gets dependent doesn't matter which plan you choose the support we have ongoing support always um the best support we offers through our email we're available every day we're very quick with our responses almost always within an hour with your email with us and we also offer a live chat option that's available to you so that is our ongoing support for you and if you need specific like help or need emergent urgent help from us we do pick up the phone and call you if that's necessary the next question here is can we export payroll timesheets Seth are you I don't know if you're referring to the export and just when I work or if you're referring to the wage base feature that offers specific timesheets but there is within wage base once you close out a schedule sorry everyone this isn't part of when I work within wage base once you close out the time period you'll see an option to export the information so my next question here is we are an event company I would like to change position or site to event the best way for event companies is to use a sites feature the positions I suggest leaving them you know specific like if I don't know if you're like a server type event company like servers bartender is setup crew or so on to keep your positions that way if your positions differ for each site or each event you were working then I suggest just adding all the possible positions you could use to schedule at that job site with your sites I don't recommend like changing a site this way I just recommend continual to add all to add the sites that you're going to go through and then when you're done using a site you can delete it but the best way to make sure you get the right information and it flows efficiently it's to add your new event locations through the site's section and add your new positions here just to make sure everything stays how it needs to and changes how you want it to change so my next question is what's the difference between a location and site yeah so locations create separate schedules whereas sites you can work within one schedule if you want to and sites locations are set like you're not going to change that location anytime like the address or the name whereas sites like for what I was describing with this event company he/she has specific sites her team works at each week or each day so I'll show you here how that works quick so I have two locations here so this is going to give me my two separate schedules right now I've been working in the Uptown schedule if I move to downtown this is going to give me a completely new schedule with my list of employees that are take to this I have employees are take to both so I can see that they are already scheduled in different locations so I don't double scheduled them in two different locations oftentimes users who use a location feature use it for their different departments within their company so that they can keep the separate schedules separate for each department with the sites and Morgan this is going to answer your question about viewing the scheduled by site so if I add let me just see here so once I add a site to a shift so I can quickly do that by so here's my shift I need to edit it and then I can add a site so I'm using site a then that site is going to appear on the left side so once that happens I can click on that site similar to how the position filter works I can click on site a and that's going to let me schedule by site view by that specific site so I need more workers for this site so I'm just going to keep scheduling and it's always going to take them to this site as long as your clicked on it so I hope that answers your question for you Morgan um and also for you too Seth so my next question is where do you paste a link to add your when I work calendar to a Google Calendar so when you're in your Google Calendar it's going to you're going to see on the left side like a calendar option you can like right-click it and add calendar subscription um I guess that's the best way I can describe that to you I recommend googling that if you would need more specific details on how to add a subscription to your calendar so my next question here and probably last I have a couple minutes left is does a schedule hold a history so I can refer back from one holiday to the next yeah so right now all the information you input on your schedule is saved up to two years so if you need to keep going back to view that information you can do that we also have an export feature so if you click on the tool section here and export your schedule you can get your own hard copy of an excel document of your schedule you've created in all your past and this is also going to give you an hourly summary for you to view total wage for employees in total hours scheduled so you can use a schedule export as well to view that information my next question here is can we hide date columns if we only run events on Saturday and Sunday we don't need to see the entire week unfortunately that's on option right now you'll have to view the full week you can view in debut Morgan if that's more helpful so if I click on Saturday I'm just going to see Saturday's schedule and all the filters work the same within here as well my next question my last question here is from Andy he asked can you use a 24-hour clock yes so Andy if from your name in the upper right corner you can select app settings and here you'll see an option to change your time format so right now I'm 12 you can change it to 24 make sure to click Save when you're done making those changes but that's the way that you can work in a 24 hour time format for yourself all right so I got through everyone's questions which is great and thanks for all the questions I hope I got them cleared up for you if not you can go this need help option here and this will take you to our customer support page it will bring you to a list of support articles we have created a list of training videos as well and then you can also file a support ticket so if maybe I didn't make it clear for a question I was trying to answer for you feel free to email this within a ticket again we get back within an hour almost always so feel free to send us an email and myself or someone from my team will respond to you right away so if you haven't done so already please sign up for a free trial it's free for 30 days it's the best way to know whether or not when I works going to work for you and your business so sign up test it out I hope it works out for you so thanks for joining me today and have a really great day you

Channel: When I Work

Views: 117,185

Keywords: employee scheduling, training, apps, mobile

Id: qfQslPlwTro

Length: 31min 2sec (1862 seconds)

Published: Sat Dec 14 2013