Print Schedules. To print one individual Employee's weekly or monthly schedules use that Employee's details page (Schedules/Preferences tab):

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1 Print Schedules You can print a schedule from any of the 12 schedule views using the "Print" button. Use the "Change Layout" link before printing to set up how your printout will look on each schedule view. Note that you can control the page margins, landscape printing, header/footer and many other functions under your browser menu File>Page Setup. Set your browser options and your Change Layout options first, then click the Print button. The By Employee schedule view also allows you to print individual weekly schedules for all Employees on separate pages by choosing that option in the Change Layout window: To print one individual Employee's weekly or monthly schedules use that Employee's details page (Schedules/Preferences tab): Print Schedules

2 Custom Reports - Specific Date Ranges You can create custom reports based on date ranges and what you want to include and then either print the report or export it so that it can be saved or used in other programs. To Create and Print a Custom Report From any page In the top menu hover over REPORTS and choose Custom Reports Choose a predefined range or choose a begin and end date (1.) Choose the Position & Category to include and indicate if you want Pay Rate and Approximate Cost to be included (2.) Click the Print link next to the report you want (3.) The report page will be opened along with a print dialog window. To view the page you can cancel the print dialog. To send to printer after canceling the print dialog you can Right Click in the window and choose Print. Custom Reports - Specific Date Ranges

3 Print a Daily Sign In Sheet You can print a sheet with Employee names and the times they are scheduled to work that day with space for them to put their signatures to sign in and out. To Print a Sign In Sheet From any page In the top menu choose REPORTS Choose a begin date Optional - choose a specific Position & Category to include Click the Print link next to "Daily Sign In Sheet" or the "Daily Sign in Sheet with Categories" which will show the shift category in the right column of the sheet. The generated sign in page will be opened along with a print dialog window. To view the page you can cancel the print dialog. To send to printer after canceling the print dialog you can Right Click in the window and choose Print. Print a Daily Sign In Sheet

4 Printing Problems - Page Breaks - Print Background Colors Print Margins and Page Orientation: Portrait - Landscape Setting To set how your printer controls printouts you can change your browser options under your browser's File menu and choosing Page Setup. Page Breaks If your want better control over how your browser and printer handle the printouts (page breaks etc.) you can try the following: Try a compact schedule view such as Category Chart or In-Out Times Chart. If you are using the By Employee schedule view try unchecking the "Show the date header once on each page" option in the "Change Layout" window. This may result in your printout be slightly longer but it will prevent pages from breaking within an Employee's row. Try changing the schedule "Change Layout" Print options (such as making the font size smaller etc.) Try printing a filtered schedule. Ex. filter your schedule first to show one position, position group or category at a time. Then print and repeat for each Position or Position Group. Or try adjusting the margins in your browser under File/Page Setup. You can save the "printer friendly" page and use a word processing program to make whatever changes you like to the page and then print from that program. To save a page and print it using another program: From any page you want to save Click Print When your printer dialog window comes up click Cancel In the top menu of your browser Choose File>Save As Save the file to your computer and then open it with your word processing or other program. Background colors not printing If your color printouts are not including the blocks of color it is probably because your browser is not set to "Print Background Colors." To Turn on background color Printing - Internet Explorer 1. On your Internet Explorer browser tool bar choose "Tools" 2. Choose "Internet Options" to bring up a small popup options screen 3. Click on the "Advanced" tab (may be the last tab option) and you will see a long list of checkbox choices. 4. Scroll down to the Printing section and there should be an option called "Print background colors and images" which you should check to yes Printing Problems - Page Breaks - Print Background C...

5 then save by clicking "Ok" To Turn on background color Printing - FIREFOX 1. On your Firefox browser tool bar choose "File" 2. Choose "Page Options" to bring up a small popup options screen 3. On the Format & Options Tab check the box next to "Print Background (colors and images)" 4. Click the Okay button Printing Problems - Page Breaks - Print Background C...

6 Export Employee Details You can export the details you have entered for your Employees using the Employee List page. NOTE to Mac users: you may need to Export to a CSV file to open in Excel. If you have trouble opening an exported file try saving it to your computer first and then opening it with your other program. To Export Employee Information: From any page: On the top menu click EMPLOYEES Optional - filter the view to only include Employees for certain positions, groups or locations Click the Export button Type the Filename you want to create Choose the format you want to export Excel Spreadsheet (.XLS) XML Comma Separated Values (text.csv) DIf-file (Data Interchange Format) LOTUS (WKS-file) Quattro Pro (WQ1-file) Click the Create Export File button When prompted specify where on your computer to save the file. Export Employee Details

7 Export Schedules & Shift Information You can export weekly shift information from each weekly schedule view. Most weekly schedule view exports (Calendar Weekly, Sortable List, Graphical) include the Employee, position, shift begin and end times, and paid hours per shift. NOTE to Mac users: you may need to Export and save to a CSV file to open in Excel The By Employee schedule view Export will include Employee daily hours totals: The Availability/Coverage schedule view Export includes hourly or quarter hour totals of how many are scheduled. The Statistics schedule view Export includes the Employee name and total hours worked for the week. The Reports section includes "custom reports" and creates exports based on date ranges and what you want to include so that it can be used in other programs. Export Schedules & Shift Information

8 You also can Export your Employee data from the Employee List page. If you have trouble opening an exported file try saving it to your computer first and then opening it with your other program. To Export Shift Information from a Weekly Schedule: From any weekly Schedule View: On the top menu choose SCHEDULES to go to the Schedules section Navigate to the week you want to export Click the Export button Type the Filename you want to create Choose the format you want to export Excel Spreadsheet (.XLS) XXML Comma Separated Values (text.csv) DIf-file (Data Interchange Format) LOTUS (WKS-file) /LI> Quattro Pro (WQ1-file) Click the Create Export button When prompted specify where on your computer to save the file. Export Schedules & Shift Information

9 Export to Google Calendar If you would like to see your schedule in your Google calendar or if you would like to share part or all of your schedules with a third party who does not have a WhenToWork login you can export read only calendars to Google Calendar. The calendar can then be shared or you can create a public or private link. Shift changes made in WhenToWork are then automatically updated in your Google Calendar. Troubleshooting Tips View Employee Export to Google Calendar Help Page Note: This is an EXPORT only, changes made to shifts in WhenToWork are automatically updated in Google, but all shift changes must be made from within your WhenToWork account. Changing shift information in Google Calendar DOES NOT affect your WhenToWork shifts in any way. To Create a Google Calendar export: Be sure you are logged into your account In the WhenToWork top menu choose: SETTINGS>Info Click the Connect or Remove Google Calendar button: Choose All Positions or a Position or for multiple positions choose a Position Group to include Check the boxes for the information you want display in the shift title (*see example of Google shift title inset to right), which Positions to include and whether to include unassigned shifts in that calendar Click the Create Calendar button In your Google Accounts window, click the Grant Access button Export to Google Calendar

10 When you log into your Google Calendar account you will see your new WhenToWork calendar(s) listed on the left under "My Calendars" It can initially take up to one hour for the actual shifts to appear. The calendar will only include shifts for Published weeks starting 4 weeks before the date you created the calendar and will be updated when any changes are made in your WhenToWork account. When viewing your Google calendar reload the page to see any updated shifts (updated shifts can take anywhere from five to twenty minutes to change in Google). Shifts include the time, date, assigned worker and any shift description. If your Global Employee Settings are set to allow Employees to see categories then your manager and employee Export to Google will include shift category information. In Google calendar you can click the calendar to make changes to it - ex. the name, color, time zone etc. and this will reflect how it displays and you can choose to share or stop sharing the calendar with other users. Google allows you to edit or delete shifts but CHANGES MADE IN GOOGLE ARE NOT SENT TO WHENTOWORK. All changes to shifts must be made from within your WhenToWork account. To Delete a Google calendar export: This will delete all shifts that were previously sent for this Calendar to your Google account, and delete the calendar from your list of exported calendars and it will no longer be listed in Google under "My Calendars". Export to Google Calendar

11 Before beginning, be sure you are logged into your Google account, then from any page In the top menu choose: SETTINGS>Info Click the button: Click the DELETE link next to the calendar listed that you want to remove Click to confirm removal of that calendar, which will remove it from your Google calendar and anyone else's calendar that you may have shared it with. To Unlink a Google Calendar export: This will leave any shifts already exported in your Google Calendar but will prevent any updates or new shifts from being sent and that calendar export will no longer be listed in your calendar exports list. Before beginning, be sure you are logged into your Google account, then from any page In the top menu choose: SETTINGS>Info Click the button: Click the Unlink link next to the calendar Click to confirm To Resend Shifts to a Google calendar export: If for some reason you accidentally made shift changes in your Google calendar, or would like to just be sure no shifts were changed in Google you can click to Resend Shifts. This will resend all previously sent past and future shifts to your account. Before beginning, be sure you are logged into your google account, then from any page In the top menu choose: SETTINGS>Info Click the button: Click the Resend link for that calendar Click to confirm resending shifts Updates can take up to 20 minutes to appear, refresh your Google Calendar page to see the shifts Export to Google Calendar

12 Export to Outlook - using Google Calendar Export To view shifts in Outlook the recommended method is to set up an Export to Google Calendar, then follow the steps below to link up your Google Calendar and Outlook. This can be done by managers and Employees and ensures that the shifts are updated in Outlook when schedules change or new shifts are published. After creating your Export to Google Calendar: Log in to your Google Account and open your Google Calendar. 1 Click the down arrow next to "My calendars" (A below) and choose "Settings" (B) 2 Click the name of your WhenToWork Google Calendar. (C) 3 Scroll down to "Private Address" and click the green ICAL button (D) 4 Right-click the URL and choose "Copy link address" (E) Launch Outlook and click Calendar 5 In Outlook In the top menu under "Tools" choose "Account Settings" (A below) and click to the "Internet Calendars" tab (B) and click "New" (C) In Outlook In the Home menu ribbon, in the Manage Calendars pane click "Open Calendar" and choose "From Internet" 6 Click in the input field and Paste the url - (hold down CTRL and press V) and click Add (D) 7 Under Update Limit, UNCHECK the box (E) and click OK (F) Export to Outlook - using Google Calendar Export (pre...

13 You can now view your Google Calendar from Outlook Note: to view your WhenToWork calendar overlaid or merged with your other Outlook calendar: Check off all calendars listed in left column that you want to merge so they are side by side Click the little left arrow button in the top tab of the calendar next to the calendar name to overlay it. Export to Outlook - using Google Calendar Export (pre...

14 Export to Outlook - VCAL for Employees To view shifts in Outlook the recommended method is to set up an Export to Google Calendar, then sync Google with your Outlook. This can be done by managers and Employees and ensures that the shifts are updated when schedules change or new shifts are published. Another option for Employees is for them to manually download their own schedule for one week at a time using the "VCAL - Export to Outlook" link on their "My Schedule" page. After creating a file that contains all their shifts for the week, they can use their Outlook program and choose "Import" and then designate the filename of the file they created. Each Employee must create the export file from their account for each week manually. There are step by step instructions for employees on how to download a vcal export file on the Employee's Help file at: Using this method their shifts are NOT updated if they change and they need to download every week. We recommend always viewing the schedule data online through your account, either via the regular or mobile sign in, to be sure that you are viewing the most up-to-date schedule information. Export to Outlook - VCAL

15 Export Data to Other Programs You can export your shift information to be used by other programs. Exporting can be done from any Schedule View or use the Reports section where you can set your desired date range and have a selection of export report formats. To Export Shift or Time Off Information: From any page: On the top menu choose REPORTS to go to the Reports section Choose or enter the date range for the export file Click the Export link next to your desired export You do NOT need to check or uncheck any Include Columns Type the Filename you want to create Click the Create Export File button When prompted specify where on your computer to save the file. Various file formats can be chosen in the export window: Export Data to Other Programs

16 Export Data to Other Programs

17 Export to QuickBooks Payroll (Intuit Quickbooks Payroll is an independent company not affiliated with WhenToWork) WhenToWork provides an export format that can be imported into Quickbooks using the Reports section, but we recommend that you test this export to be certain it works for your specific Quickbooks version and format. The employee names in your WhenToWork account will need to exactly match how you have the employee names entered in your QuickBooks software. To Configure (one time setup) Quickbooks Export: From any page: In the top menu under REPORTS choose Custom Reports Click Configure next to QuickBooks pictured below In the configure window enter the information QuickBooks requires: The first four values are set in your QuickBooks software they can be found if you run a "Timer Activity" export in your QuickBooks software and then view the output file. Optional - you can enter the QuickBooks values for "Job" and "Service Item" fields for each Position you have entered into your WhenToWork accounts or if you leave them blank then the QuickBooks export file will just leave those fields blank for you. These fields can be a maximum of 25 characters only. Click Save button and that information will then be included in any QuickBooks export files you make in the future Exporting to QuickBooks Payroll Program

18 To Export a Quickbooks File: On the Reports page: Choose or enter the date range (and the positions and categories to include) for the export file (1.) Click the "Export" link to right of the the QuickBooks label (2.) Type in your filename Click the Create Export File button (3.) You will be prompted for where on your computer to save the file, make a notation of the location for when you need to Import the file into QuickBooks. Note: WhenToWork only has 'scheduled' shift information and is NOT a time clock where the actual in and out times are recorded, so the schedule data you export is just that information you have entered into the "Schedules" section. Most software you import schedule data into requires unique Employee ID numbers that must match exactly their software, so be sure your WhenToWork account has the Employee information included. Since this QuickBooks export feature is new, just let us know if you have any trouble with format. Exporting to QuickBooks Payroll Program

19 Troubleshooting: Configure page does not save - "Job" and "Service Item" fields can be a maximum of 25 characters only. No data in export file. If no data in export file be sure to confirm you have added an Employee number to each employee record in your account. You can quickly review this on the Employees List Grid when that column is selected to view. Also it may be that there are no shifts which match the Position and Category you have chosen in the "Include" drop down menus for the date range given. Exporting to QuickBooks Payroll Program

20 Export to CompuPay Payroll (CompuPay Payroll is an independent company not affiliated with WhenToWork) WhenToWork provides an export format that can be imported into CompuPay using the Reports section, but we recommend that you test this export to be certain it works for your specific CompuPay version and format. Your employee names in your WhenToWork account will need to exactly match how you have the employee names entered in your CompuPay software. While we normally do NOT recommend entering Employee Social Security Numbers, in this case each Employee must have their Social Security Number (with no dashes or spaces) listed as their "Employee Number" To Configure (one time setup) CompuPay Export: From any page: In the top menu under REPORTS choose Custom Reports Click Configure to the right of CompuPay (1.) pictured below In the window enter the information that CompuPay requires for each position: Earnings Type, Unit Worked, Department Worked Click Save (2.) and that information will then be included in any CompuPay export files you make in the future To Export a CompuPay File: On the Reports page: Exporting to CompuPay Payroll Program

21 Choose or enter the date range (and the positions and categories to include) for the export file (1.) Click the "Export" link to right of CompuPay (2.) Type a filename Click the Create Export File button (3.) You will be prompted for where on your computer to save the file, make a notation of the location for when you need to Import the file into QuickBooks. Note: WhenToWork only has 'scheduled' shift information and is NOT a time clock where the actual in and out times are recorded, so the schedule data you export is just that information you have entered into the "Schedules" section. Troubleshooting: No data in export file. If no data in export file be sure to confirm you have added an Employee number to each Employee record in your account. Also it may be there are no shifts which match the Position and Category you have chosen in the "Include" drop down menus for the date range given. Exporting to CompuPay Payroll Program

22 Export to ADS Payroll Services Provider (ADS Payroll is an independent company not affiliated with WhenToWork) ADS requires an Employee ID number be added for each Employee. To Configure ADS (one time setup): From any page: A message from ADS Advanced Data Source In the top menu under REPORTS choose Custom Reports Click Configure next to ADS pictured below Enter the Earning Code to match what you have entered into ADS for each Position Click Save button and that information will then be included in any ADS export files you make in the future To Export an ADS File: On the Reports page: Choose or enter the date range (and the positions and categories to include) for the export file Click the "Export" link to right of the the ADS label Type in your filename Click the Create Export File button Are you satisfied with WhenToWork and trying to avoid costly fees of a professional time/labor management system? ADS is a leading Payroll Services Provider with a focus to serve industry specifics, every business comes with its own unique set of industry challenges. Our sophisticated software offers an incomparable level of flexibility, allowing our specialists to configure and manipulate data with seamless integration based 100% on your business rules and personal preferences, unlike the others which force your information into a pre-conformed box. The ADS objective is to provide a tailored offering of services to ensure centralized management and the decrease of manual labor for your specific industry. Please see adspays.com or call Ext 2233 to learn more how to optimize your business. You will be prompted for where on your computer to save the file, make a notation of the location for when you need to Import the file into ADS. Exporting to ADS Payroll

23 Note: WhenToWork only has 'scheduled' shift information and is NOT a time clock where the actual in and out times are recorded, so the schedule data you export is just that information you have entered into the "Schedules" section.. Exporting to ADS Payroll

24 Export to NETtime Solutions (NETtime Solutions is an independent company not affiliated with WhenToWork) Note that NETtime requires that each employee has an Employee number added into WhenToWork that matches the employee number given in NETtime. To Configure NETtime (one time setup): From any page: In the top menu under REPORTS choose Custom Reports Click Configure next to NETtime pictured below Enter the LL1 and LL2 fields to match A message from NETtime Solutions NETtime Solutions is the nimble and responsive pioneer of available anywhere, anytime SaaS time and attendance. NETtime helps companies manage their workforce with real-time time and labor management data while helping them maintain compliance with local, state and federal labor laws. Visit NETtimeSolutions.com what you have entered into NETtime for each Position and if you use Categories you can enter LL3 and LL4 to correspond with those in NETtime (you can leave fields blank) Click Save button and that information will then be included in any NETtime export files you make in the future To Export a NETtime File: On the Reports page: Choose or enter the date range (and the positions and categories to include) for the export file Click the "Export" link to right of the the NETtime label Type in your filename Click the Create Export File button You will be prompted for where on your computer to save the file, make a notation of the location for when you need to Import the file into NETtime. Export to NETtime Solutions

25 Note: WhenToWork only has 'scheduled' shift information and is NOT a time clock where the actual in and out times are recorded, so the schedule data you export is just that information you have entered into the "Schedules" section.. Export to NETtime Solutions

26 Export to PayChex (PayChex is an independent company not affiliated with WhenToWork) To Configure PayChex (one time setup): From any page: In the top menu under REPORTS choose Custom Reports Click Configure next to PayChex pictured below (1.) Enter the Earning Code to match what you have entered into PayChex for each Position Click Save button and that information will then be included in any PayChex export files you make in the future To Export a Paychex File: On the Reports page: Choose or enter the date range (and the positions and categories to include) for the export file Click the "Export" link to right of the the PayChex label (2.) Type in your filename Click the Create Export File button You will be prompted for where on your computer to save the file, make a notation of the location for when you need to Import the file into PayChex. Note: WhenToWork only has 'scheduled' shift information and is NOT a time clock where the actual in and out times are recorded, so the schedule data you export is just that information you have entered into the "Schedules" section.. Exporting to Paychex

27 Export to ADP ezlabormanager (ADP is an independent company not affiliated with WhenToWork) You can export in a format that can be imported into ADP ezlabormanager. ADP requires that each employee have a unique employee number added into our Employee Number field. To Configure (one time setup): From any page: On the top menu choose REPORTS to go to the Reports section Under Custom Reports click Configure next to ADP ezlabormanager In the configure window enter the "Worked Job" and "Worked Dept" fields for each of your positions as required by ADP Click the SAVE button To Export an ADP ezlabormanager file: From the Reports page: Choose or enter the date range (and the positions and categories to include) for the export file Click the Export link next to ADP ezlabormanager Type the Filename you want to create Click the Create Export File button When prompted specify where on your computer to save the file. Troubleshooting: If no data is found in your export file be sure to confirm you have added an employee number to each employee record in your account. Or it could be there are no shifts that match the Position and Category you have chosen in the "Include" drop down menus for the date range given. Exporting to ADP ezlabormanager

28 Online Employee Scheduling Help & Instructions Video Demos Export to ADP PayForce (ADP is an independent company not affiliated with WhenToWork) You can export in a format that can be imported into ADP PayForce online payroll. ADP requires that each employee have a unique employee number added into our Employee Number field. To Configure (one time setup) and Export an ADP file: From any page: On the top menu choose REPORTS to go to the Reports section Under Custom Reports click Configure next to ADP PayForce In the configure window enter the "Company ID and the Type Code, Type Class and Type Cost Center" for each of your positions as required by ADP Click the SAVE button To Export an ADP PayForce file: From the Reports page: Choose or enter the date range (and the positions and categories to include) for the export file Click the Export link next to ADP PayForce Type the Filename you want to create Click the Create Export File button When prompted specify where on your computer to save the file. Troubleshooting: If no data is found in your export file be sure to confirm you have added an employee number to each employee record in your account. Also it may be there are no shifts which match the Position and Category you have chosen in the "Include" drop down menus for the date range given. Related Topics: Custom Reports - Specific Date Ranges WhenToWork.com Online Scheduling ADP, ezlabormanager, PayForce and TimeSaver are registered trademarks of ADP, Inc. Export to ADP PayForce

29 Export to ADP TimeSaver (ADP is an independent company not affiliated with WhenToWork) You can export in a format that can be imported into ADP TimeSaver ADP requires that each employee have a unique employee number added into our Employee Number field. To Configure (one time setup): From any page: On the top menu choose REPORTS to go to the Reports section Under Custom Reports click Configure next to ADP TimeSaver In the configure window enter the "Worked Job" and "Worked Dept" fields for each of your positions as required by ADP Click the SAVE button To Export an ADP TimeSaver file: From the Reports page: Choose or enter the date range (and the positions and categories to include) for the export file Click the Export link next to ADP TimeSaver Type the Filename you want to create Click the Create Export File button When prompted specify where on your computer to save the file. Troubleshooting: If no data is found in your export file be sure to confirm you have added an employee number to each employee record in your account. Or it could be there are no shifts that match the Position and Category you have chosen in the "Include" drop down menus for the date range given. Exporting to ADP TimeSaver

30 Tracking Late, Tardy, Called Out or Special Shifts You can run Reports to track for instance how many times an Employee was late, tardy, called out etc. for any date range. To designate shifts for one of these types of situations, you can create a new category (Ex. Late, Called Out etc.), then you can click on any shift in the schedule, change the actual times worked or paid hours if appropriate, then choose the category Then you can use the Reports section to choose that category and run a report showing how many of those types of shifts each employee had for any date range. Notes: Tracking Late, Tardy, Called Out or Special Shifts

31 This method might not work well if you already use Categories for all your shifts for other designations, as you can only set a shift to be in one category at a time. If you Import your shifts from the previous week the category information will be imported each week. If you use this method for tracking late shifts we recommend that you save a template of your shifts and import that template each week instead of importing the previous week which might include those temporary category designations. Tracking Late, Tardy, Called Out or Special Shifts

32 We recommend Exporting your schedules to your computer as a backup - either by using the Export button on any schedule view or by using the Reports section where you can specify a date range to include in the export. You also can print your schedule to a pdf file for reference if you like. You also can export to many different file formats for use with other programs. The Reports section also allows you to Export other information such as time off and information for a designated date range. Print Schedules