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WhenToHelp.com Web Site Status
Before You Begin Scheduling
Trial Tips - Help & How To's
Add Your Positions (Jobs)
Add Your Helpers
W2H "Must See" Features
Your First Schedule
Enter Previously Scheduled Week
"Navigate" to a New Schedule Week
Automatic Scheduling - Week to Week
Create New Schedules
IMPORT - Week or Template
- Results Summary Import
AUTOFILL - Automatic Assignments
- Results Summary Auto Assign
Make Quick Schedule Changes
Add Notes to the Schedule
ANALYZE Shifts for Conflicts
PUBLISH Your Schedule
Make Changes (after Publishing)
Email Schedules to Helpers
Send Schedule Reminders
Can W2H Create the Shifts?
Showing Schedule to Third Parties
Enter Availability for the Staff
Viewing / Editing Schedules
The 12 Schedule Views
By Helper View - DRAG/DROP
SHIFTS - Click to Edit/Delete/Clone
- Replacements - Who's Available
- Add Shifts
- Delete Shifts
- Edit Multiple Shifts
- Delete / Unassign Multiple Shifts
- Change Position
- Add Lunch or Breaks
- Begin & End Time of Shift
- Set Duration of Shift
- Doublebook - Overlapping Shifts
- Repeat Multiple Weeks
- Clear Assignments
- Manually Assign Helper
- Shifts missing?
- Split Shifts - Multiple Shifts Per Day
- Search for Shifts
- History - Track Changes
SCHEDULES - Add Daily Notes
- Automatic Notifications Sent
- Track Who's Seen Schedules
- Delete a Schedule Week
- Show to Third Party
- Who's On Now / Later
- Log In Via Phone/Tablet*
- History - Track Changes Schedule
Helpers Signing In
HELPERS - Let Them Sign In?
Everyone has a Username
Send or Print Sign In Instructions
Help Time Preferences
Control What Helpers Can Do
What do Helpers see?
Let Helpers Add/Edit Shifts
Not seeing schedules?
View Helper Help Pages
AutoFill - Automatic Scheduling
AUTOFILL - How it Works
- No Helpers Assigned?
- Autofill by "Priority Group"
- Autofill by "Seniority" (Begin Date)
- Autofill Certain Positions Separately
- Assign Helper Before AutoFill
- Prevent Helper from Being Autofilled
- Evenly Distribute "Special Shifts"
- Ignore Helper Preferences
- Minimum Time Off Between Shifts
- Minimum Hours Per Week
**How far in advance can I schedule?
**How far back are my schedules saved?
**How do I save my data?
**Create Same Shifts every week?
**Split Shifts - Multiple Shifts Per Day
**What are Priority Groups?
**How do I schedule monthly?
**How can I see open shifts?
**Repeat shifts for # weeks?
Publishing - Making Schedules Public
PUBLISH - Why Publish?
- Publish Open Schedule
- Unpublish - Retract Schedule
- Changes (after Publishing)
- Preventing or Missing Messages
**Publish Only Certain Helpers?
Importing Schedules (Templates)
SCHEDULES - Edit/Copy
- Create Week Template
- Create Day Template
- Import Into Week or Day
- Change Template
- Import One Position/Category
- Clear Workers - Unassign Shifts*
- Delete a Template
Schedule Views & Layouts
SCHEDULE VIEWS - Overview*
- Chart of Functions for Each
- By Employee - Drag/Drop*
- Calendar Daily View
- Calendar Weekly View
- Calendar Monthly View
- By Position Daily & Weekly View
- Sortable List Daily & Weekly View
- Category Chart View
- In-Out Schedule View
- Graphical Daily & Weekly View
- Multi-Shift Edit Daily & Weekly View
- Availability / Coverage Daily View
- Statistics WEEKLY View
- Statistics DAILY View
- Statistics MONTHLY View
SCHEDULE OPTIONS - Locations
- Change Layout - Font, etc.
- Change Start Date
- Filter the View/Printout
- Filter to Show Pinned Helpers
- Show Holidays - Days Closed
- Send Individuals Schedules
- Overtime Hours
**Mobile App & Login
Positions - Jobs, Groups & Locations
POSITIONS - defined
- Add New Positions
- Edit Positions
- Delete Positions
- Restore Deleted Positions
- Set Each Helper's Positions (Jobs)
- Location-Specific Positions
POSITION GROUP - Create
- Edit Position Groups
- Delete Position Groups
- How Position Groups Can Be Used
Position Preferences - Skills
Printouts - Reports - Exporting
**- Daily/Monthly Schedules
- Custom Reports
- Daily Sign In Sheet
- Printing Problems - Page Breaks, Colors
EXPORT - Helper Details
- Export Schedules & Shift Information Data
- Shift Data to Other Programs
- Export to Google Calendar
- Export to Outlook
-Export to Outlook (VCAL)
Track Late, Tardy Called Out, etc.
**What do exports look like
Email Addresses & Notifications
Ways to Communicate
HELPER EMAIL - Not Required
- Notifications Grid
- Add Email or Text Message Address
- Edit Helper Email
- Delete Helper Email
- Email Marked "Invalid"
- Email Address Marked "None"
- Not Receiving Emails
- Schedule Reminders*
- Text Messages Sent To Helpers
Track Recent Shift Change Notices
My Email "Reply-to" Option*
Text Messages To Me
**Can I stop notifications?
Helpers - Viewing, Editing, Deleting
HELPERS - List (grid tips)
- Positions Grid
- View Helper Details
- Add New Helper
- Edit Helper
- Custom Helper Fields
- Alert Dates
- Send Alert Date Reminders
- Edit Help Time Preferences
- Delete Availability/Preferences
- Track Preference Changes
- Sort Order
- Print Individual Monthly Schedules*
- Sign Into Helper's View
- Change Helper Username & Password
- Stop Helper From Having Access
- Delete or Deactivate a Helper
- View Deleted Helper
- Restore a Deleted Helper
**- Differentiate groups
**Student class times not available?
**Can Helpers be a certain color?
**All Helpers see Others' Phone?
**Can I track Helpers?
**What Happens If Delete Helper?
Time Off & Cannot Help Times
TIME OFF - Coordinator-Entered
- Partial Day Time Off- Repeating
- & Overnight Shifts Unassigned
- Helper Time Off Requests
- List Page
- Change/Delete a Time Off Request
- Using 'Shifts' for Time Off
- Let Helpers See All Time Off
**Differentiate types of Time Off?
Cannot Help vs Time Off
Set Cannot Help Times
**Why preferences not showing?
Messaging & Text Alerts
MESSAGING - How it Works
- Send Messages to 'Everyone'
- Save Messages
- Delete Messages
- Auto Forward Messages to Email
- Set Up Your "Reply To"
Send an URGENT TEXT ALERT
Let Helpers Message Multiple
**Can I Read Helper Messages?
Tradeboard - (Optional)
TRADEBOARD - How it Works
- Require Coordinator Approval
- "At Will" Trades, Drops, Pickups
- View Helper Tradeboard
- Track & Approve Pending Trades
- Track Trades
- Open Scheduling - Shift Pickups*
- Trades are Cleared When...
**Helpers with Tradeboard trouble?
**Unfilled shifts on Tradeboard?
Notices & (Optional) Bulletin Board
Your Organization Bulletin Board
Helper Home Page Notice
SETTINGS for Coordinators/Helpers
SETTINGS > Organization & User Information
SETTINGS > My Notifications
HELPERS - Set Permissions
COORDINATORS - Add/Edit
- Edit & Set Permissions for Coordinators
- Coordinator Emails & Notices
- Delete a Scheduling Coordinator
- Email Sign In Instructions to Coordinators
- Coordinators Who are Also Helpers
- About the Main Coordinator
- Receiving Email but no Message
Change Your Own Username or Password
**Coordinators can be signed in at once?
**Remove or replace a coordinator
Categories & Shift Colors - (Optional)
CATEGORIES - Why Use?
- Add Categories
- Edit Categories
- Delete Categories
- Set Shifts to Categories
- Add Shifts Using Categories
- Selectively AutoFill with Categories
- Let Helpers View Categories
- Category Chart Schedule View*
- Coloring Shifts
- Category Default Colors
- Create CATEGORY GROUPS
Special Scheduling Situations
One Account, Multiple Locations
**A and B Weekend Schedules
Publishing an Open Schedule*
Troubleshooting - Problems - Tips
**Why Can't I Sign In?
Signing in with mobile device*
Grids Not Appearing in IE
Menus Not Working
Using HTML Code/ Adding Links
After AutoFill - No Assignments*
Nothing Happens When Click...
Popup Windows Blocked - Beeping
No Helpers Listed as Available
Printing Problems - Breaks, Colors*
Buttons Missing (Import, etc.)
Blue Screen - Pages Not Updating
Browser Issues - Spyware/Adware
Not Receiving Emails*
Receiving Emails but not Messages*
Helpers Getting Lots of Changes
Workaround Adding Helper Photo
Dates are Wrong in Excel Export
Shift History - Tracking Changes*
**Links Not Working?
**How To Do Rotations
Privacy - Security
Employees - Email Not Required*
Mobile App & Version
Mobile Version Tips^?
@Sign In From Web Enabled Phone^?
Payment & Support Details
Payments - Linking Accounts
Pricing - Rates - Fees
**Need an Invoice?
Payment by someone without a sign in
Your Total Number of Helpers
Upgrade to Higher Paid Level^?
Upgrade if Exceeding Paid Level^?
SETTINGS > Billing - Create Invoice
SETTINGS > Billing - Pay by Check
**What is a Group Administrator?
Support - Suggestions
Contact Customer Support
Retrieve Username/Password Automatically
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