E-Mail Address & Notifications - - - - - - - - - - - - - - - - - - - - - - - - Ways to Communicate with Employees, Managers & Third Parties
There are many ways you can communicate with your Employees and managers using
WhenToWork.
Email Sign in Instructions to Employees
You can email or print sign in instructions that include the user's unique ID and password. More>
Email Sign in Instructions to Managers
You can email or print sign in instructions that include the Manager's unique ID and password. More>
Automatic Email & Text Message (Cell Phone) Notifications
Each Employee and Manager can sign in and add their email 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 email 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 Email Employees When Shifts Open Up
Employees can automatically be emailed 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 email. More>
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Ways to Communicate with Employees & Managers
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>
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Ways to Communicate with Employees & Managers
E-Mail Notifications for Employees - Notifications Grid
If an Employee's e-mail 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 email 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 email notifications from the Employee
Notifications Grid page or the Employee List window.
To review/edit Employee Email 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 Email & 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 email you want to open the Notifications window
• Click the Edit link
• Check off the notices to send to this email and click the Save button
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• Note: Many of these options can result in a high volume of emails 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.
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Add Employee Email or Text Message Address
When you first add an Employee you can enter an email address for them, or you can edit their details and add email
addresses and even set notification options for them if you like.
To add an email for an Employee who has no email in the system: From any page
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Choose EMPLOYEES in the top menu
Click email field for the Employee
Click the Add Email button
Enter their email and set any options for notifications
Click the Save button
To add a mulitple emails for an Employee: Click the Add EMAIL button again and repeat the process for the next email.
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Add Employee Email/Text Message Address
• Note: Many of these options can result in a high volume of emails 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 Email Address".
The Employee will need to know their cell phone carrier's domain for sending these messages - it normally looks like an
email address with the phone number followed by @yourcellphonecarrierdomain.com. Ex. [email protected]. 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 Email Addresses window page
before text messages will be automatically sent out for the notification options chosen.
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Add Employee Email/Text Message Address
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Add Employee Email/Text Message Address
Edit Employee Email
Employees can sign in and change their own email addresses, which is preferred, but any Manager with permission to
edit Employees can also edit an Employee's email address.
To edit an Employee Email: From any page
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Choose EMPLOYEES in the top menu
Click the email field for the employee
Click the Edit button
Type in the email address and check off any notifications you would like to set for that email
Click Save button
You also can edit an Employee email from their Edit Employee page.
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Edit Employee Email
Delete Employee Email
Employees can sign in and change or delete their email addresses, which is preferred, but any Manager with
permission to edit Employees can also delete an Employee's email address.
To Delete an Employee Email: From any page
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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 email
When asked to confirm click OK
You also can delete an Employee email from their Edit Employee page.
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Delete Employee Email
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
digits @ the cell carrier's domain address. Ex. [email protected] 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 email address is to send a text from your phone to your email and then note the "from
address" in that email.
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 Email 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.
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Email Address Marked "Invalid" and Shaded Red
If an Employee's email 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 e-mail problems such as spam filters that causes our emails to be returned.
Periodically you should check your Employee list page and be sure that none of your Employee E-mail addresses have been
changed to start with "Invalid." If this happens it means e-mails sent to that address have been returned to WhenToWork as
undeliverable.
To review your Employees' email 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 e-mails have "Invalid" in front of them
• If the e-mails column is not visible click the "Select Columns" link in the upper left of the page
• To correct any email click on the email to open the Notifications window
• Click the Edit button next to the email to open the Edit Notifications window and correct the
email address
• Click the Save button
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Email Addresses Marked ”Invalid”
Email Addresses Marked "None"
When an Employee email is highlighted yellow and starts with NONE: this means that no notifications have been set up for that
email address. When you first enter an Employee email all notices are defaulted off.
Normally Employees log in and set up their own notifications. You can send an email 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 email and can
log in and set up their notifications.
To set an Individual Employee's email notiifications: From any page
• In the top menu choose EMPLOYEES
• Click the email field for the Employee
• To add notifications - check off the notices for any Employee
• Click the Save button
To review all your Employees' email 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
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Email Addresses Marked "None"
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Email Addresses Marked "None"
User not receiving e-mails. If an Employee or Manager is not receiving e-mails sent from WhenToWork, a spam filter in their e-mail
program is likely stopping the messages. Sometimes the spam filters will allow some e-mails from us but
not others, depending on the content of the email.
Have the user check their e-mail 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 e-mails. 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 emails and the notifications set for each one use the Employee Notifications Grid.
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User not receiving e-mails
Tracking recent shift change notifications sent to Employees
If an Employee's notifications are set to email 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 emailed 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 emailed to them or an envelope with a checkmark
if they
clicked in that email 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
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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
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Track Recent Shift Change Notifications
Employees Are Not Required to Have Email WhenToWork does not require Employees to have an email address.
Employees without email 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 email.
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Employees Not Required to Have E-Mail
Send Schedule Reminders to Employees
You can send reminders to Employees - if you check off all Employees it will send an email 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
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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 emails
Optional - add a comment to be included in the reminder email
Click the Send Reminders button
You will see a confirmation of all the emails sent out. Schedule Reminder automatically omits any Employee
who does not have a shift during that Date Range.
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Send Schedule Reminders to Employees
How To Set Up Your Own "Reply To" Email 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 email address then they will also receive a copy of the message by email.
All Managers and Employees can set up their own "reply to" address so that others can reply to forwarded emails
directly back via email.
If you set up one of your emails as your "reply to" address then the email 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 email in response directly to your
email 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 email
address is or if you prefer not to get emails from them.
To set up or change your "Reply To" email address:
From any page:
• In the top menu hover over SETTINGS and choose My Notifications
• You will see the Emails and the notifications set up for each address
• Click the Edit button for your preferred email
• Check the box under the email "Use as my 'Reply To' address"
• Click the Save button
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How To Set Up Your "Reply To" Email Address
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 digits @ the cell carrier's domain address. The best way to
know your address is to send a text from your phone to your email 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.
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Text Message Notifications Sent to Me