WhenToWork^SM  Features List

All options and features are included in our membership pricing.
No setup charges or hidden fees.

Free Trial - Use it free for 30 days

• no personal information or credit card required to use it free for 30 days
• unlimited access to program for all managers and employees
• very easy to learn and use
• free customer support

Unique Features

• Advanced notifications system allows each user to set up any number of emails and text message addresses and set when each one is notified
•  "Who's On Now" quickly see who is scheduled now and later today
• Phone/PDA sign in address allows web enabled phones to view schedules and messages
• Remain anonymous while testing our system
• Know who has seen/confirmed their schedule at a glance
• Know who would like to work when filling an open shift
• Send schedule reminders to all or some working tomorrow, next week etc.
• 12 different schedule view formats - list, calendar, graphical etc.
• Strict control of what employees can see and do when they sign in
• Tradeboard & Bulletin Board (employee use is optional)
• Employee can set work time preferences (set to 15 minute intervals) which can be used by AutoFill to optimize the schedule and make it the best possible for all employees
• All features, options & updates are included, nothing to install or upgrade
• Prompt, knowledgeable support staff can make recommendations and assist you

Customer Service

• Prompt & free customer service by e-mail
• System can automatically email lost ID or password
• We encourage all user feedback and suggestions

Access

• securely access WhenToWork from any computer with an Internet connection
• id/password protection for all users
• sign-in instructions can be e-mailed to employees & managers
• employee access is not required
• upgrades included - nothing to install

Setup

• ID & password are immediately e-mailed to you upon sign up
• immediate access to set up your schedules
• setup wizard for quick & easy startup
• very little information is required to start scheduling
• unlimited number of positions (jobs), employees, managers, locations & shifts
• quickly add shifts across days & for multiple workers
• no complicated restrictions when entering times
• set the day of week your schedules begin on

Permissions

• unlimited number of managers, all with unique ID/passwords & permissions
• set employee permissions for trading, dropping, picking-up shifts, posting bulletins

Multiple Locations or Departments

• create positions (jobs) for each location or department
• display/print department or location schedules
• each location may be added to one account or create separate WhenToWork accounts for the same price as all in one account

Employees' Preferred Work Times

• unique, fast interface to enter work time preferences down to 15 minute intervals
• work time preferences templates (ex. minors' time restrictions)
• each employee's work time preferences can be used by the AutoFill feature
• preferences are also viewable when manually assigning shifts (ex. see who prefers that time if you are looking for a replacement)

Time Off

• employees can sign-in and request time off
• full or partial days off
• approving time off automatically adjusts the schedules
• option to allow employees to set their own "cannot work" times or add their own already approved "time offs"

Design & Layout

• all pages & printouts are configurable
• 12 different ways to view the schedule: daily, weekly, monthly, list, by employee, stats views
• filter to display just one group, department, location,  or category
• upload your company logo to appear on printouts and employee pages

Messaging / E-Mailing / Notifications

• send & receive messages even without an e-mail address
• or e-mail using your own program (Outlook etc.)
• receive messages and alerts by cell phone text message
• enter e-mail addresses for automatic forwarding
• choose to have notifications sent to unlimited number of email and text message addresses

Scheduling

• instantly create/delete shifts for multiple workers/multiple days
• assign some or all employees to shifts manually
• drag/drop interface to quickly move, copy or swap shifts
• import all or only certain positions (jobs) into another day or week
• create scheduling templates
• use AutoFill to assign the optimum schedule for everyone
• advanced AutoFill scheduling algorithms developed by our team of math PhD's

Publishing Schedules

• publish schedules to automatically notify employees
• employees can click link in the email to confirm receipt of that schedule
• employees can view published schedules online
• changes after publishing send automatic notifications
• open shifts can appear on the employee tradeboard for them to pick up

Statistics & Reports

• know which employees have viewed and confirmed receipt of their schedule
• extensive schedule statistic available
• create custom reports

Data Export & Security

• export data in a variety of formats & choose fields
• all information is ssl encrypted, confidential & never revealed to other parties
• data is stored at secure, 24/7 monitored site
• daily database backups
• multiple power source backup & OC3 connections

Pricing/Payment

• low pricing based on number of employees & time period
• all features, options & updates included
• accept all major credit cards and checks