Add, Edit or Remove Jobs

09 Feb, 2011 |

Add, Edit, or Remove Jobs

Start by selecting the Jobs page at the top of your screen.
You will notice two sections on the Jobs page, the List of Jobs on the left and the Job Details on the right.

For now, let’s start on the left with the List of Jobs.

Primary Jobs have their own listing on the Schedule with employees underneath.

Stations are the positions under each Primary Job.Stations can be assigned in the Job Details section to the right.

Additional Jobs are extra jobs or special situations.

To Edit a Job

Click on the name of the Job to display the Details on the right.

Make any needed changes, and then select “Save”

The Remaining Details are Optional

To Remove a JobCheck the checkbox to the left of the Jobs name. Then select the Remove Selected button at the top of the page.

To Add a New Job

Select the Add Job button at the top of the page.
* Complete the Required Information and select “Save”.

The new job will need a.

Job Name
Job Code: To display in the cells. (Limited to 10 characters)
Optional: Job Abbreviation (Allows 3 characters to be sent to cell phones)

View the Other Jobs Display to the Other Jobs		Example: Managers may View the Other Jobs (Yes), but Managers should not be Displayed to the Other Jobs (No).
Show Ending Times		Are the employees aloud to see the Ending Times for this job.
Max Hours Per Day Max Hours Per Week		WTDIW will alert you if an employee exceeds these limits for the particular job. Daily Alert will turn the shift Red. Weekly Alert will turn the entire week of shifts Bold .
Default Schedule Time		If a Job has specific Start & End Times on 1 or more days, then WTDIW will automatically set these times in the scheduling toolbar for you when the Job is chosen. You may still edit these times after they appear.

Job Color		Apply To
Highlight the shifts of this Job on the schedule.		Allow the employees of the other jobs to work this job.

Requests

08 Feb, 2011 |

Requests

The Requests page will keep a log of all employee requests, and which requests have been Accepted,
Declined or are still Pending.

Sort the list by selecting on the titles of each column.“Date Submitted” , “Employee” or “Date Requested”.Check the box to the left of the request, before selecting one of the buttons above the list.Dates Requested that are red, are 1-7 days in the future.

Dates that are Yellow are 8-14 days in the future.

Black Dates are for more than 14 days in the future.

Rows that are Grey are in the past or Declined.

All requests from the log, are already displayed on the weekly schedule.AvailabilitySelect any of the availability bars to see a detailed view of it at the bottom of the page.

Days OffIf you would like to view the details of any request, select the status icon at the right side of the cell and the window below will appear.	Schedule ConflictsIf any shift conflicts with an employees availability or requested days off, What Time Do I Work will notify you by displaying the message below.

Add, Edit, Remove Employees

07 Feb, 2011 |

To Add
an Employee

Start by selecting the EMPLOYEE page at the top of your screen.

Then select the “Add Employee” button.Complete the required information and select “Save” at the bottom of the window.

The required information *
will have a blue star next
to it.The new employee will
need a…

Name
Username & Password
Primary Job.

Everything else is optional.

To Remove an Employee

Check the box to the left of the employees name and then select the “Remove Selected” button.

To Edit an Employee

Double click on any employees name to re-open their information. Make any needed changes, and then select “Save” at the bottom of the window.

You also have access to…

Submit Requests or Update Availability for an Employee!
From the employees information page, select (make request as…) to open this employees request page.

Change the Options for an Employee!
From the employees information page, select (change the options of…) to open this employees options page.

Details about these screens are on the following page.

Employees Request Page

Employees will know the status of their Requests

Will keep track of which requests have been Accepted or Declined, as well as the requests that are still Pending.

Submit the Employees Requests!

Use the Calendar Icons to select the Starting Date & Ending Date of the days you would like to Request Off.

Highlight the 15 minute blocks that you are UNAVAILABLE to work and…

Submit the Employees Availability!

Employees Option Page

Update the Employees Contact Information

Check the box to display a particular number or address to the other employees.
(Only Management can view unchecked information.)

Would you like your Schedule sent to your Email or Cell Phone?

Start by entering the employees email above.

For the Cell Phone, first select the employees wireless carrier, and then enter the phone number or other required information.

A message will be sent to confirm that the address has been set up.The messages will be sent immediately, however they are dependent upon cell phone traffic at the moment and can sometimes take a few minutes to reach a particular phone.

Now just select which devices to send the different messages to.

Update the Employees Username & Password
Complete the required fields and select Save to update their Username and/or Password .

Helpful Hints

06 Feb, 2011 |

Helpful Hints
On the SCHEDULE page

Select VIEW to limit the
Jobs & Shifts that you see.

Select COPY TO and you can copy any week to any future week.

Select the Jobs & Shifts to copy.
Select the week to COPY FROM & the week to COPY TO .
Select the COPY button at the bottom of the window.
* Would you like to Copy the Notes with the schedule?
* Would you like to copy this same schedule to multiple weeks in the future?
Copy to the Following ## of Weeks after the COPY TO week.

Right click on any cell to open your mouse menu.

This menu will provide quick access to some helpful functionsUse Cut, Copy & Paste to make your scheduling easier.

Add Daily or Weekly Notes to each Primary Job ListAn open eye means that employees can see these notes

Type directly into the cells, or double click to open the Details.Hover your mouse where you see a red triangle to display the Details

Find a Replacement for a shift by selecting the cell & then select Find Replacement .* All possible replacements will be selected.

The employees selected are not already working, are available, have not requested the day off and are allowed to work this job.

Send an Instant Message
to the Employees!

Now that these employees are checked, select the EMAIL SELECTED button to send an instant message to their cell phones & emails.

Getting Started

05 Feb, 2011 |

The Basics of Scheduling

Set:
Set some shifts.

Save:
Save your changes.

Post:
Post the schedule for the employees to see.

Print:
Print your schedule.

This screen
will appear after you have logged in, and are viewing the SCHEDULE page…

Set:
Set some shifts.

Use the cursor to select a cell or group of cells on the schedule. This will turn the cell(s) PURPLE.You can also hold the CONTROL button on your keyboard while doing this to select many different groups of cells.

A Cell is the square on the schedule that corresponds to an employee & a day of the week.

Now that you have selected the desired cells and they appear purple, it is time to select the times/shifts to enter into the cell(s).At the bottom of your screen is a TOOLBAR, and on the left side you will see pull down menus for times of the day.

Select the start time, end time & additional job
description of the desired shift.

To remove a shift, select the desired cell(s), then select the CLEAR button.

Once you have chosen the desired shift and job from the toolbar, select the SET button to the right. You should notice that the shift is now appearing in all chosen cells. Repeat this process to create all the shifts of the week.

The CLEAR button only affects the cells that appear purple.

To add multiple shifts within a single day for an employee, double-click on the desired cell to open the multiple shifts window.

Post:
Post the schedule for the employees to see.

Save:
Save your changes.

Once you have created all the desired shifts, select the SAVE button to save your changes to the schedule. The system will take a few moments to reload the screen.

Once the schedule has reloaded, you will notice that the cell(s) you have changed now appear pink.

These are all changes to the schedule that have not been posted yet.You can continue to work on any schedule, until you are ready to post your changes for the employees to see.

When you are ready to allow the employees to see the new schedule, select the POST SCHEDULE button at the top left of the screen.This will update the employee’s side of the system while sending messages to their cell phones & emails.

Print:
Print your schedule.

At the top of the SCHEDULE screen in the grey bar, select PRINT. This will open the print window to allow you to customize your print.
Start by selecting the jobs that you would like to print. For a Weekly View proceed to the bottom of the window and select the PRINT button.The system will display a printer friendly version of the Weekly View, and the system will open your printer’s window.
Now just select PRINT from your printer’s window.For a Daily View, about half way down you will see “Which Schedule would you like to Print?”.
Select the DAILY CHECKLIST and the desired day.Now proceed to the bottom of the window and select PRINT.