Sign in Instructions to Employees You can or print sign in instructions that include the user's unique ID and password.

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1 Address & Notifications Ways to Communicate with Employees, Managers & Third Parties There are many ways you can communicate with your Employees and managers using WhenToWork. Sign in Instructions to Employees You can or print sign in instructions that include the user's unique ID and password. More> Sign in Instructions to Managers You can or print sign in instructions that include the Manager's unique ID and password. More> Automatic & Text Message (Cell Phone) Notifications Each Employee and Manager can sign in and add their or text message addresses and set which notifications they want to receive at each address. Ex. when a shift they can pick up becomes available etc. More> Send a Message Each user can compose, send, and receive messages through the Messaging section and they can also forward messages to their address. More> Send Schedules When You Publish Employees can choose to be sent their schedule and a list of open shifts on the tradeboard when you publish a schedule week or change one of their shifts. More> Send Schedule Reminders Sometimes you may want to send a message to all Employees working this weekend, or just remind workers of their shifts tomorrow etc. More> Automatically Employees When Shifts Open Up Employees can automatically be ed or sent a text when a shift they can work opens up. More> Send Urgent Text Message Alert You can send a short text message to cell phones of all Employees and Managers who have signed up to receive them. More> Post Notice on Employee Homepage You can post a notice on the homepage for all Employee's and Manager's to see and you can also include links to web sites or online documents etc. More> Post Entry to Bulletin Board You can post a bulletin to your Company Bulletin Board for Employees and Managers, and also give employees permission to post bulletins. More> Print Schedules You can print schedules using any of our 12 different configurable, printer-friendly views, or print an individual Employee's schedule, or a filtered schedule. More> Include Notation with a Shift Each shift can include special instructions or information you want the Employee to know about that shift. More> Include Notation for a Schedule Week You can add schedule notes for each week - either private notes for managers or public notes that employees see when they log in and those notes are also included when Employees receive their schedules via . More> 1 Ways to Communicate with Employees & Managers

2 Share a Google Calendar You can share a Google Calendar that includes all or some of your positions. This can be helpful when you want to communicate schedules to third parties without a login. More> 2 Ways to Communicate with Employees & Managers

3 Notifications for Employees - Notifications Grid If an Employee's has been entered it is defaulted to not have any notifications set up and on the Employee List you will see it preceeded by "NONE" and highlighted. Normally Employees log in and add and text message addresses themselves and check off which events trigger a notification to each address. This is especially true for text messages as the recipient may be charged by their cell phone company per text message recieved. You can send sign in instructions to all Employees so that they can sign in and set these notifications for themselves. Managers (with permission to edit Employees) can also edit the Employee notifications from the Employee Notifications Grid page or the Employee List window. To review/edit Employee notifications: From any page Hover over EMPLOYEES in the top menu and choose Notifications Grid Check off notifications for each employee (you can click the checkbox at the top of a column to set all Employee for that notice or click the checkbox to the left of an Employee to set them to receive all notices) Click Save button Or to review/edit ONE Employee's & Text Message notifications using the Employee List page: From any page Hover over EMPLOYEES in the top menu and choose List Employees which will take you to the Employee List page Click the you want to open the Notifications window Click the Edit link Check off the notices to send to this and click the Save button 3 Notifications for Employees - Notifications Grid

4 Note: Many of these options can result in a high volume of s or text messages. Normally Employees should sign in and set up their own notifications because that can result in them being charged fees by their cell phone carrier for each text message received Notifications for Employees - Notifications Grid

5 5 Notifications for Employees - Notifications Grid

6 Add Employee or Text Message Address When you first add an Employee you can enter an address for them, or you can edit their details and add addresses and even set notification options for them if you like. To add an for an Employee who has no in the system: From any page Choose EMPLOYEES in the top menu Click field for the Employee Click the Add button Enter their and set any options for notifications Click the Save button To add a mulitple s for an Employee: Click the Add button again and repeat the process for the next Add Employee /Text Message Address

7 Note: Many of these options can result in a high volume of s or text messages. Normally Employees should sign in and set up their own notifications because that can result in them being charged fees by their cell phone carri for each text message received. Text Message Addresses: If the employee has a cell phone that is set up to receive text messages you can choose: "Text Message Address". The Employee will need to know their cell phone carrier's domain for sending these messages - it normally looks like an address with the phone number followed Ex @vtext.com. You can click the link above the Save button in that window to see a list of common cell phone carrier addresses. If you enter a text message address those notifications will be 150 characters or less. When you click save a text message is sent which includes a validation code which must be entered into the Employee's Info>Edit Addresses window page before text messages will be automatically sent out for the notification options chosen. 7 Add Employee /Text Message Address

8 8 Add Employee /Text Message Address

9 Edit Employee Employees can sign in and change their own addresses, which is preferred, but any Manager with permission to edit Employees can also edit an Employee's address. To edit an Employee From any page Choose EMPLOYEES in the top menu Click the field for the employee Click the Edit button Type in the address and check off any notifications you would like to set for that Click Save button You also can edit an Employee from their Edit Employee page. 9 Edit Employee

10 Delete Employee Employees can sign in and change or delete their addresses, which is preferred, but any Manager with permission to edit Employees can also delete an Employee's address. To Delete an Employee From any page Hover over EMPLOYEES in the top menu and choose Notifications Grid Click the pencil icon next to the Employee name in the grid to open the Notifications window Click the "Delete Address" link to for the When asked to confirm click OK You also can delete an Employee from their Edit Employee page Delete Employee

11 Text Messages Sent to Employees If a user has a cell phone and special service that allows receipt of text messages they can sign in at WhenToWork.com and set up when to be notified by text message. Employees log in and set up their own text message address and choice of notifications. Managers can review their notifications options from the Edit Employee page. To send a text message you need to know the person's "text message address" which is usually their cell phone the cell carrier's domain address. Ex @vtext.net You will need to ask each Employee to enter their own text address or have them find out from their carrier what their address would be. The best way to find out your text address is to send a text from your phone to your and then note the "from address" in that . When a text message address is added a special verification PIN is sent to that address. The recipient must then sign into their WhenToWork account and enter the verification code in order to confirm that the address is correct. Once this has been done the notifications will then be sent out automatically from that time forward. Employees can enter their verification PIN on the INFO>Edit My Notifications page. We do not charge to send, but the recipient may be charged to receive text messages - note that some of the notification options could generate a large volume of text messages - so choose carefully and be sure to check the carrier's charges and limitations before setting up Text Messages Sent to Employee Cell Phone or PDA

12 Address Marked "Invalid" and Shaded Red If an Employee's has been marked "Invalid" you will see a notice in the "What's New" section of your manager home page. IMPORTANT: if an address is marked Invalid it means it was entered incorrectly and WhenToWork was notified not to use that address. Please check carefully and be sure the address is correct before entering it again and make sure the employee does not have problems such as spam filters that causes our s to be returned. Periodically you should check your Employee list page and be sure that none of your Employee addresses have been changed to start with "Invalid." If this happens it means s sent to that address have been returned to WhenToWork as undeliverable. To review your Employees' addresses: From any page In the top menu click EMPLOYEES to go to the Employees List page Review the list to be sure none of the s have "Invalid" in front of them If the s column is not visible click the "Select Columns" link in the upper left of the page To correct any click on the to open the Notifications window Click the Edit button next to the to open the Edit Notifications window and correct the address Click the Save button Addresses Marked Invalid

13 Addresses Marked "None" When an Employee is highlighted yellow and starts with NONE: this means that no notifications have been set up for that address. When you first enter an Employee all notices are defaulted off. Normally Employees log in and set up their own notifications. You can send an with sign in instructions to all Employees that have never logged in using that link on the List Employees page. They will receive their ID and password via and can log in and set up their notifications. To set an Individual Employee's notiifications: From any page In the top menu choose EMPLOYEES Click the field for the Employee To add notifications - check off the notices for any Employee Click the Save button To review all your Employees' addresses: From any page In the top menu choose EMPLOYEES>Notifications Grid To add notifications - check off the notices for any Employee in the grid Click the Save button Addresses Marked "None"

14 14 Addresses Marked "None"

15 User not receiving s. If an Employee or Manager is not receiving s sent from WhenToWork, a spam filter in their program is likely stopping the messages. Sometimes the spam filters will allow some s from us but not others, depending on the content of the . Have the user check their program and be sure it is set to always accept messages from When2Work.com and WhenToWork.com HOTMAIL users note that messages from WhentoWork may end up in the Deleted folder - be sure that Hotmail is NOT set to automatically purge the deleted s. Once Hotmail is reset to retain deleted messages in the Deleted folder then messages can be retrieved from the Deleted folder and marked as NOT SPAM so that they go into the Inbox in the future. To review Employee s and the notifications set for each one use the Employee Notifications Grid User not receiving s

16 Tracking recent shift change notifications sent to Employees If an Employee's notifications are set to them when any of their shift assignments change and you have set to send notifications when a published shift is changed then any affected Employee will be ed about his shift changes. When these notices are sent it will change the status icon on the By Employee and Statistics views - you will see an envelope icon indicating the latest schedule was ed to them or an envelope with a checkmark if they clicked in that to confirm receipt. You also can track the recent shift change notifications that were sent to an Employee on their View Employee Details page on the Schedules/Preferences tab. To review an Employee's recent shift change notifications: From any page Click EMPLOYEES in the top menu Click the magnifying glass next to the Employee name Click the Schedules/Preferences tab Click Recent Shift Change Notifications link 16 Track Recent Shift Change Notifications

17 Employees Are Not Required to Have WhenToWork does not require Employees to have an address. Employees without can still sign in at WhenToWork.com to check their schedules, send messages to managers and Employees, request time off etc. You can print sign in instructions for Employees who do not have Employees Not Required to Have

18 Send Schedule Reminders to Employees You can send reminders to Employees - if you check off all Employees it will send an only to those who are scheduled for the date range chosen. It will send them a list of their upcoming shifts along with your optional message. On the List Employees page check off the Employees to include overall (usually all), then choose the date range for the shifts to include. Reminders will be sent out only to the checked off Employees who have shifts during that date range. To Send Schedule Reminders From any page In the top menu choose EMPLOYEES Optional - filter the view to just Display one position or group (A.) Check off the Employees to include, or click the top checkbox to choose all (1.) Click the Schedule Reminder link to open the Send Schedule Reminders window (2.) Choose a predefined date range or the begin and end dates Optional - add a subject line for the s Optional - add a comment to be included in the reminder Click the Send Reminders button You will see a confirmation of all the s sent out. Schedule Reminder automatically omits any Employee who does not have a shift during that Date Range Send Schedule Reminders to Employees

19 How To Set Up Your Own "Reply To" Address When you send a WhenToWork message it will go to the recipients' account messaging section. If that recipient has set up to have their messages forwarded to their address then they will also receive a copy of the message by . All Managers and Employees can set up their own "reply to" address so that others can reply to forwarded s directly back via . If you set up one of your s as your "reply to" address then the recipient can click to reply to forwarded messages (instead of having to log in at WhenToWork, find the message and then reply from there). This means that when someone receives a forwarded message they can click "reply" and send you an in response directly to your address. One reason you might not want to set up a "reply to" address is if you do not want your Employees to know your address is or if you prefer not to get s from them. To set up or change your "Reply To" address: From any page: In the top menu hover over SETTINGS and choose My Notifications You will see the s and the notifications set up for each address Click the Edit button for your preferred Check the box under the "Use as my 'Reply To' address" Click the Save button 19 How To Set Up Your "Reply To" Address

20 Text Message Notifications Sent to Me If a user has a cell phone and special service that allows receipt of text messages they can sign in at WhenToWork.com and set up when to be notified by text message. To send a text message you need to know your "text message address" which is usually the cell phone the cell carrier's domain address. The best way to know your address is to send a text from your phone to your and then note the "from" address. Once the text message address has been added a special PN is sent to that address that must then be entered into our system to verify the address is correct. Managers can set their own notices and choose from the following notifications on the SETTINGS>My Notifications page. Managers can enter their text message verification pin on their SETTINGS>My Notification page. We do not charge to send, but the recipient may be charged to receive text messages - note that some of the notification options could generate a lot of text messages - so choose carefully and be sure to check the carrier's charges and limitations before setting up. It is always best to have each user set up their own text message notifications Text Message Notifications Sent to Me