WorkSked - Documentation2021-11-22T15:03:33ZWorkSkedinfo@worksked.comhttps://worksked.com/en/docs.xmlAdd a new department2021-11-22T15:03:33Zhttps://worksked.com/en/docs/settings/add-department/<p>A department is a division within a location. For example, a restaurant may have departments such as kitchen, servers, and bartenders. You may divide your business as needed. Each location can have multiple departments.</p>
<p>You must have administrative rights to add a department. Contact your administrator if you do not have sufficient access rights.</p>
<p>Follow these steps to add a department:</p>
<ul>
<li>Go to the <strong><a href="/en/settings">Settings</a></strong> page.</li>
<li>Go to the <strong>Locations, Departments, and Positions</strong> section.</li>
<li>Press the <strong>Manage Locations, Departments, and Positions</strong> button.</li>
<li>Choose a location from the drop-down (if not already selected).</li>
<li>Press the <strong>Add Department</strong> button.</li>
<li>Give your department a name and assign a department manager.</li>
</ul>
<p>You can also configure the following options:</p>
<ul>
<li><strong><a href="/en/docs/settings/schedule-notifications/">Schedule Notifications</a></strong></li>
<li><strong><a href="/en/docs/settings/budget-notifications/">Budget Notifications</a></strong></li>
</ul>
Add a new location2021-11-22T15:03:33Zhttps://worksked.com/en/docs/settings/add-location/<p>A location represents a physical location such as a store, job site, etc. Each account can have multiple locations.</p>
<p>You must have administrative rights to add a location. Contact your administrator if you do not have sufficient access rights.</p>
<p>Follow these steps to add a location:</p>
<ul>
<li>Go to the <strong><a href="/en/settings">Settings</a></strong> page.</li>
<li>Go to the <strong>Locations, Departments, and Positions</strong> section.</li>
<li>Press the <strong>Manage Locations, Departments, and Positions</strong> button.</li>
<li>Press the <strong>Add Location</strong> button in the top-right.</li>
<li>Give your location a name. The address is optional but will display a map for the location.</li>
</ul>
Add a new position2021-11-22T15:03:33Zhttps://worksked.com/en/docs/settings/add-position/<p>A position is a job title within a department. Each position in a department is also assigned a color to differentiate them on schedules.</p>
<p>You must have administrative rights to add a position. Contact your administrator if you do not have sufficient access rights.</p>
<p>Follow these steps to add a position:</p>
<ul>
<li>Go to the <strong><a href="/en/settings">Settings</a></strong> page.</li>
<li>Go to the <strong>Locations, Departments, and Positions</strong> section.</li>
<li>Press the <strong>Manage Locations, Departments, and Positions</strong> button.</li>
<li>Choose a location from the drop-down (if not already selected).</li>
<li>Press the <strong>Edit these positions</strong> link next to the desired department.</li>
<li>Enter a position name in the text box.</li>
<li>Press the colour box to change the colour (keep clicking until you find a colour you like).</li>
<li>Press the <strong>Add Position</strong> button.</li>
</ul>
Add an important date2021-11-22T15:03:33Zhttps://worksked.com/en/docs/settings/add-important-date/<p>Important dates are used as guides when creating a schedule or budget. For example, a holiday that requires extra staffing. Anything that can help a manager adjust staffing requirements can be entered as an important date. Important dates can also span multiple days, e.g. Thanksgiving weekend may modify staffing requirements for several days.</p>
<p>You must have administrative rights to add an important date. Contact your administrator if you do not have sufficient access rights.</p>
<p>Follow these steps to add an important date:</p>
<ul>
<li>Go to the <strong><a href="/en/settings">Settings</a></strong> page.</li>
<li>Go to the <strong>Important Dates</strong> section.</li>
<li>Press the <strong>Manage Important Dates</strong> button.</li>
<li>Press the <strong>Add Date</strong> button in the top-right.</li>
<li>Enter a description, date, and the number of affected days.</li>
</ul>
Add your company or organization logo2021-11-22T15:03:33Zhttps://worksked.com/en/docs/settings/add-company-logo/<p>You must have administrative rights to add a logo. Contact your administrator if you do not have sufficient access rights.</p>
<p>Follow these steps to add your logo:</p>
<ul>
<li>Go to the <strong><a href="/en/settings">Settings</a></strong> page.</li>
<li>Go to the <strong>Logo</strong> section.</li>
<li>Press the <strong>Add Logo</strong> button.</li>
<li>Browse for a compatible image file on your computer.</li>
</ul>
<p>Logos can be PNG, JPG or GIF format. Large images will be resized.</p>
Approve or deny a time off2021-11-22T15:03:33Zhttps://worksked.com/en/docs/time-offs/approve-or-deny-time-off/<p>Administrators and department managers can approve or deny time off requests. There are two locations where these actions can take place:</p>
<ul>
<li><strong><a href="/en/dashboard">Dashboard</a></strong> — only displays pending requests for employees that you can manage; press the <strong>Approve</strong> or <strong>Deny</strong> buttons.</li>
<li><strong><a href="/en/timeoffs">Time Offs</a></strong> — filter by employee and/or pending status if desired; press the <strong>Approve</strong> or <strong>Deny</strong> buttons.</li>
</ul>
Assign a department manager2021-11-22T15:03:33Zhttps://worksked.com/en/docs/settings/assign-department-manager/<p>You must have administrative rights to assign an employee as a department manager. Contact your administrator if you do not have sufficient access rights.</p>
<p>Follow these steps to assign an employee as a department manager:</p>
<ul>
<li>Go to the <strong><a href="/en/settings">Settings</a></strong> page.</li>
<li>Go to the <strong>Locations, Departments, and Positions</strong> section.</li>
<li>Press the <strong>Manage Locations, Departments, and Positions</strong> button.</li>
<li>Choose a location from the drop-down (if not already selected).</li>
<li>Press the <strong>Edit this department</strong> link for the desired department.</li>
<li>Change the <strong>Manager</strong> using the provided drop-down list.</li>
</ul>
Assign administrative rights to an employee2021-11-22T15:03:33Zhttps://worksked.com/en/docs/employees/assign-administrative-rights/<p>Assigning <a href="/en/docs/faq/security-levels/">administrative rights</a> requires you to be an an account owner or administrator. To assign an employee as administrator:</p>
<ul>
<li>Go to the <strong><a href="/en/employees">Employees</a></strong> page.</li>
<li>Select any employee.</li>
<li>Go to the <strong>Security Settings</strong> section.</li>
<li>Press the <strong>Edit Security Settings</strong> button.</li>
<li>Enable the employee to <strong>Sign In</strong> (if not already done).</li>
<li>Upgrade their security level to <strong>Administrator</strong>.</li>
</ul>
Assign permission to sign in2021-11-22T15:03:33Zhttps://worksked.com/en/docs/employees/assign-permission-to-signin/<p>Employees can be assigned permission to access WorkSked. Regular employees (not administrators or department managers) may not require access permissions as they can use the <strong><a href="/en/docs/faq/public-pages/">public pages</a></strong>. To assign permissions:</p>
<ul>
<li>Go to the <strong><a href="/en/employees">Employees</a></strong> page.</li>
<li>Select any employee.</li>
<li>Go to the <strong>Security Settings</strong> section.</li>
<li>Press the <strong>Edit Security Settings</strong> button.</li>
<li>Enable the employee to <strong>Sign In</strong> (a verified email address is required).</li>
</ul>
Budget notifications2021-11-22T15:03:33Zhttps://worksked.com/en/docs/settings/budget-notifications/<p>Administrators can receive notifications via email when a published schedule is <em>over budget</em>. You must have administrative rights to assign employees to receive budget notifications.</p>
<p>Follow these steps to assign administrators to receive budget notifications:</p>
<ul>
<li>Go to the <strong><a href="/en/settings">Settings</a></strong> page.</li>
<li>Go to the <strong>Locations, Departments, and Positions</strong> section.</li>
<li>Press the <strong>Manage Locations, Departments, and Positions</strong> button.</li>
<li>Choose a location from the drop-down (if not already selected).</li>
<li>Press the <strong>Edit this department</strong> link for the desired department.</li>
<li>Update the <strong>Budget Notifications</strong> list using the provided drop-down. Each selected administrator will receive a notification when a schedule is published that is <em>over budget</em>.</li>
</ul>
Change an employee token2021-11-22T15:03:33Zhttps://worksked.com/en/docs/employees/change-employee-token/<p>Employee tokens are used on public pages for calendars and requesting time off without the requirement of signing in to WorkSked. Tokens create obfuscated URLs that prevent others from seeing your data. The benefit of using tokens for <strong><a href="/en/docs/faq/public-pages/">public pages</a></strong> is that regular employees do not have to sign in to interact with WorkSked.</p>
<p>Follow these steps to change an employee token:</p>
<ul>
<li>Go to the <strong><a href="/en/employees">Employees</a></strong> page.</li>
<li>Select any employee.</li>
<li>Go to the <strong>Token</strong> section.</li>
<li>Press the <strong>Regenerate Token</strong> button.</li>
</ul>
<p><strong>Warning:</strong> Regenerating an employee token will invalidate the employee’s links to public pages. Only regenerate the employee token if necessary.</p>
Change the account owner2021-11-22T15:03:33Zhttps://worksked.com/en/docs/settings/change-account-owner/<p>The account owner has full administrative rights plus a few extra privileges:</p>
<ul>
<li>Access to the <strong>Billing</strong> section.</li>
<li>Ability to change the <strong>Account Owner</strong>. Only the account owner can change the account owner.</li>
<li>Ability to regenerate the account <strong>Token</strong>.</li>
<li>Ability to change any employee password directly.</li>
</ul>
<p>Follow these steps to change the account owner:</p>
<ul>
<li>Go to the <strong><a href="/en/settings">Settings</a></strong> page.</li>
<li>Go to the <strong>Account Owner</strong> section.</li>
<li>Press the <strong>Change Account Owner</strong> button.</li>
<li>Change the account owner using the provided drop-down list — only administrators are listed.</li>
</ul>
<p><strong>Warning:</strong> If you assign another administrator as the account owner, you will be unable to change it back yourself since only the account owner can change this setting.</p>
Change the account token2021-11-22T15:03:33Zhttps://worksked.com/en/docs/settings/change-account-token/<p>Tokens are used on <strong><a href="/en/docs/faq/public-pages/">public pages</a></strong> for schedules, calendars, and requesting time off without the requirement of signing in to WorkSked. Tokens create obfuscated URLs that prevent others from seeing your data. The benefit of using tokens for public pages is that regular employees do not have to sign in to interact with WorkSked.</p>
<p>Only the account owner can change the account token. Contact the account owner if you do not have sufficient access rights.</p>
<p>Follow these steps to change the account token:</p>
<ul>
<li>Go to the <strong><a href="/en/settings">Settings</a></strong> page.</li>
<li>Go to the <strong>Token</strong> section.</li>
<li>Press the <strong>Regenerate Token</strong> button.</li>
</ul>
<p><strong>Warning:</strong> Regenerating the account token will invalidate all links to the public pages. Only regenerate the account token if absolutely necessary.</p>
Change the locale settings2021-11-22T15:03:33Zhttps://worksked.com/en/docs/settings/change-locale-settings/<p>WorkSked is a multilingual application, therefore it’s important that each account be able to localize dates and times. You can change various localization settings such as:</p>
<ul>
<li>First day of the week — for schedules and budgets</li>
<li>Short date format, e.g. 2013-01-06</li>
<li>Medium date format, e.g. 6 January 2013</li>
<li>Long date format, e.g. Sunday, 6 January, 2014</li>
<li>Time format, e.g. 17:00 or 5:00pm</li>
</ul>
<p>You must have administrative rights to change the locale settings. Contact your administrator if you do not have sufficient access rights.</p>
<p>Follow these steps to change the locale settings:</p>
<ul>
<li>Go to the <strong><a href="/en/settings">Settings</a></strong> page.</li>
<li>Go to the <strong>Locale Settings</strong> section.</li>
<li>Press the <strong>Modify Locale Settings</strong> button.</li>
<li>Change each parameter using the provided drop-down lists.</li>
</ul>
Change your company or organization name2021-11-22T15:03:33Zhttps://worksked.com/en/docs/settings/change-company-name/<p>You must have administrative rights to change the company or organization name. Contact your administrator if you do not have sufficient access rights.</p>
<p>Follow these steps to change the company or organization name:</p>
<ul>
<li>Go to the <strong><a href="/en/settings">Settings</a></strong> page.</li>
<li>Go to the <strong>Company / Organization</strong> section.</li>
<li>Press the <strong>Update Name</strong> button.</li>
<li>Enter a new name.</li>
</ul>
Check recent activity2021-11-22T15:03:33Zhttps://worksked.com/en/docs/faq/check-recent-activity/<p>Most actions taken within your WorkSked account are logged.</p>
<p>Administrators can review the actions taken within their account in the <strong><a href="/en/history">History</a></strong> section.</p>
<p>Department managers and regular employees can also review history of individual entries for <em>employees</em>, <em>shifts</em>, and <em>time offs</em> given the appropriate permissions. Look for the associated <strong>History</strong> links.</p>
Create and manage schedules2021-11-22T15:03:33Zhttps://worksked.com/en/docs/schedules/create-and-manage-schedules/<p>A schedule in WorkSked is always a week, starting on your day of choice. Both shifts and time offs can appear on a schedule.</p>
<p>There are a few requirements to create schedules:</p>
<ul>
<li><strong>Employees</strong> — you need some employees to schedule.</li>
<li><strong>Locations, Departments, and Positions</strong> — you need to define your location(s), the department(s) within each location, and the position(s) within each department.</li>
</ul>
<p>Once your account is properly set up, creating a schedule is very easy. Your first steps are to select a department and a week on the <strong><a href="/en/schedules">Schedules</a></strong> page. You now have an empty canvas to create a schedule. All you have to do is add shifts and then <strong><a href="/en/docs/schedules/publish-schedule/">publish</a></strong> it. Each employee on the schedule will receive an email with their shifts listed. That’s it!</p>
<p>Adding shifts to a schedule can be done using various methods:</p>
<ul>
<li><strong>Adding shifts individually</strong> — add each shift using the <strong>Add Shift</strong> button.</li>
<li><strong>Duplicating a schedule</strong> — duplicate an entire week using the <strong>Duplicate Last Week</strong> command (located in the <em>More</em> sub-menu — represented by the <img src="more.svg" alt="more"> button).</li>
<li><strong>Dragging and dropping</strong> — move and copy shifts on the <strong>Schedules</strong> page by <strong><a href="/en/docs/schedules/drag-and-drop-shifts/">dragging and dropping</a></strong> shifts.</li>
</ul>
<p>Editing a schedule is just as easy. Make changes using the aforementioned methods. Once you’ve completed your changes to the schedule, just <strong><a href="/en/docs/schedules/publish-schedule/">publish</a></strong> it again. Any employees whose schedule has changed, will receive an email with their updated schedule.</p>
Delete an employee2021-11-22T15:03:33Zhttps://worksked.com/en/docs/employees/delete-employee/<p>To delete an employee:</p>
<ul>
<li>Go to the <strong><a href="/en/employees">Employees</a></strong> page.</li>
<li>Select any employee.</li>
<li>Press the <strong>Delete</strong> button in the top section.</li>
<li>You will be prompted to either <strong>Delete Employee</strong> or <strong>Archive Employee</strong>. The difference is based on whether the employee has been assigned shifts in the past. You cannot delete an employee that has shifts for historical reasons.</li>
</ul>
Delete your account2021-11-22T15:03:33Zhttps://worksked.com/en/docs/settings/delete-account/<p>If you no longer wish to use WorkSked, you can delete your account. Taking this action will delete all your associated data. Please proceed with caution. The process happens in two steps:</p>
<ol>
<li>Your account is marked for deletion once you confirm and press the <strong>Delete Your Account!</strong> button.</li>
<li>In 14 days, your account and all associated data are permanently deleted from the primary database.</li>
</ol>
<p>To proceed and delete your account:</p>
<ul>
<li>Go to the <strong><a href="/en/settings">Settings</a></strong> page.</li>
<li>Go to the <strong>Delete Account</strong> section.</li>
<li>Press the <strong>Delete Account</strong> button.</li>
<li>Confirm that you want to delete your account and press the <strong>Delete Your Account!</strong> button.</li>
</ul>
Drag & drop shifts on a schedule2021-11-22T15:03:33Zhttps://worksked.com/en/docs/schedules/drag-and-drop-shifts/<p>Dragging and dropping shifts can make creating a schedule extremely easy and quick! This functionality is only available in the main <strong>Schedules</strong> section. Here’s how to do it:</p>
<ul>
<li><strong>Move</strong> — Click a shift capsule with the left mouse button and while holding the mouse button down, drag it to another day and/or employee.</li>
<li><strong>Copy</strong> — Same as above but first hold down the modifier key (<strong>Alt</strong> in Windows, <strong>Option</strong> in macOS) before dragging it to another day and/or employee.</li>
</ul>
<p>Only shifts can be moved or copied. You must have the required permissions otherwise it will not work. Time offs do not have the ability to be dragged and dropped.</p>
<p><strong>Note</strong>: A message will be displayed if the shift cannot be moved or copied if there is a conflict.</p>
Duplicate a schedule2021-11-22T15:03:33Zhttps://worksked.com/en/docs/schedules/duplicate-schedule/<p>To duplicate a schedule:</p>
<ul>
<li>Select the desired schedule (department and week) on the <strong><a href="/en/schedules">Schedules</a></strong> page.</li>
<li>Press the <strong>More</strong> button in the toolbar — represented by the <img src="more.svg" alt="more"> button.</li>
<li>Select the <strong>Duplicate Last Week</strong> command.</li>
</ul>
<p>All shifts from the previous week are copied into the current week. Shifts that have conflicts are simply ignored so it’s important to verify your schedules before publishing.</p>
Edit employee personal info2021-11-22T15:03:33Zhttps://worksked.com/en/docs/employees/edit-employee-info/<p>Editing an employee’s personal info is easy. Follow these steps:</p>
<ul>
<li>Go to the <strong><a href="/en/employees">Employees</a></strong> page.</li>
<li>Select any employee.</li>
<li>Go to the <strong>Personal Info</strong> section.</li>
<li>Press the <strong>Edit Personal Info</strong> button.</li>
</ul>
<p>From this page, you can change their name, title, telephone numbers, preferred language, and birthday.</p>
Enable the budgets module2021-11-22T15:03:33Zhttps://worksked.com/en/docs/budgets/enable-budgets-module/<p>Budgets are disabled by default. An employee must have administrative rights to enable budgets. Follow these steps to enable budgets:</p>
<ul>
<li>Go to the <strong><a href="/en/settings">Settings</a></strong> page.</li>
<li>Press the <strong>Enable Budgets</strong> button (if not already enabled).</li>
</ul>
<p>The budgets module is now enabled. Go to the <strong><a href="/en/budgets">Budgets</a></strong> page in the main navigation. The <strong>Budgets</strong> page is only available to administrators.</p>
First steps2021-11-22T15:03:33Zhttps://worksked.com/en/docs/getting-started/first-steps/<p>Once you’ve created and activated your WorkSked account, you can begin <a href="/en/schedules">creating schedules</a> right away but you will benefit by adding some important details first.</p>
<p><img src="onboarding.png" alt="Onboarding"></p>
<p>Check the onboarding section on the <strong><a href="/en/dashboard">Dashboard</a></strong> page when you first sign in (see above). Everything required to get started is listed in this section.</p>
<p>Be advised that we automatically created your first location, department, and position. You need to properly configure everything in the <strong><a href="/en/locations">Locations, Departments, and Positions</a></strong> section to match your business. Some suggestions/examples for each:</p>
<ul>
<li><strong>Location</strong> — Initially named <em>My Location</em>, we suggest using the store or street name.</li>
<li><strong>Department</strong> — Initially named <em>My Department</em>, we suggest using something appropriate for your business, e.g. cashiers, floor personnel, etc. This is also a good time to assign a department manager. You most likely have multiple departments per location, go ahead and define them as well.</li>
<li><strong>Positions</strong> — Initially named <em>My Position</em>, we suggest using something appropriate for your department, e.g. cashier, clerk, receiver, etc. You most likely have multiple positions per department, go ahead and define those as well.</li>
</ul>
<p>That’s it! Go forth and create schedules.</p>
Global history2021-11-22T15:03:33Zhttps://worksked.com/en/docs/settings/history/<p>Most actions taken within your WorkSked account are logged. You must have administrative rights to view your account history. Contact your administrator if you do not have sufficient access rights.</p>
<p>Follow these steps to view your history:</p>
<ul>
<li>Go to the <strong><a href="/en/settings">Settings</a></strong> page.</li>
<li>Go to the <strong>History</strong> section.</li>
<li>Press the <strong>View History</strong> button.</li>
<li>Filter by type using the provided drop-down.</li>
</ul>
<p>History is available for:</p>
<ul>
<li>Account settings</li>
<li>Billing</li>
<li>Employees</li>
<li>Important dates</li>
<li>Locations, departments, and positions</li>
<li>Schedules</li>
<li>Shifts</li>
<li>Time offs</li>
</ul>
How does the free trial work?2021-11-22T15:03:33Zhttps://worksked.com/en/docs/getting-started/free-trial/<p>You are provided with a free 30 day trial when you create your WorkSked account. However, if your account has 5 employees or less, you can continue to use it for free after the 30 days have expired.</p>
<p>If after your 30 day trial, you have more than 5 employees, you are required to upgrade to a pay account. Until you upgrade, you will not be able to publish schedules. You will always have access to your account but its use will be limited.</p>
Print a schedule or calendar2021-11-22T15:03:33Zhttps://worksked.com/en/docs/faq/print-schedule-or-calendar/<p><img src="dropdown.png" alt="Generate PDF drop-down" width="192"></p>
<p>The recommended way to print a schedule or calendar is to generate a <strong>PDF</strong>. These can be generated by selecting the <strong>More</strong> button in the toolbar — represented by the <img src="more.svg" alt="more"> button — on either the Schedules or Employee/Calendar pages. You can also generate PDFs on the <strong><a href="/en/docs/faq/public-pages/">public pages</a></strong>.</p>
Public pages2021-11-22T15:03:33Zhttps://worksked.com/en/docs/faq/public-pages/<p><img src="public.png" alt="Sample schedule"></p>
<p>Public pages allow your employees to access schedules, calendars, and request time off when not authenticated. This means regular employees do not need to sign into WorkSked to perform most tasks.</p>
<p>This is accomplished using obfuscated URLs (difficult to guess webpage addresses). Webpage addresses are created using tokens that are unique to each account and employee. See <strong><a href="/en/docs/faq/what-are-tokens/">What are tokens?</a></strong> for more information.</p>
<p><img src="email-links.png" alt="Email links for public pages" width="600"></p>
<p>Your account and personal public pages are listed at the bottom of most emails you receive from WorkSked (see above) — like when your schedule is emailed to you.</p>
Publish a schedule2021-11-22T15:03:33Zhttps://worksked.com/en/docs/schedules/publish-schedule/<p>Publishing a schedule is easy. Once you have a schedule that has at least one draft shift, just click the <strong>Publish</strong> button on the <strong><a href="/en/schedules">Schedules</a></strong> page.</p>
<p>You are presented with a page displaying all shifts that will be published. Only employees with changes are listed. Similarly, only employees with changes will receive the updated schedule by email (if they have a verified email address).</p>
Request time off2021-11-22T15:03:33Zhttps://worksked.com/en/docs/time-offs/request-time-off/<p>There are two methods to request time off:</p>
<ul>
<li><strong>Signed into WorkSked</strong> — if you have authorization to access WorkSked, go to the <strong><a href="/en/timeoffs">Time Offs</a></strong> page, press the <strong>Add Time Off</strong> button.</li>
<li><strong>Public pages</strong> — you can always use your personalized public page to request time off; the link is available in most emails that you receive, e.g. your schedule notifications.</li>
</ul>
<p>All time off requests are pending until an administrator or a department manager <strong><a href="/en/docs/time-offs/approve-or-deny-time-off/">approves or denies</a></strong> your request. Time offs do not appear on schedules or calendars until they have been approved. Contact your administrator for further information pertaining to your request.</p>
Reset your password2021-11-22T15:03:33Zhttps://worksked.com/en/docs/employees/reset-your-password/<p>Go to the <strong><a href="/en/reset-password">Reset Your Password</a></strong> page and enter your email address. A message will be sent to your email address with instructions on resetting your password. The email will include a link where you can set your new password.</p>
Restore an employee2021-11-22T15:03:33Zhttps://worksked.com/en/docs/employees/restore-employee/<p>To restore an employee:</p>
<ul>
<li>Go to the <strong><a href="/en/employees">Employees</a></strong> page.</li>
<li>Press the <strong>Archived Employees</strong> button in the top section.</li>
<li>Press the <strong>Reactivate</strong> button for the employee you would like to restore. You will have to re-set any permissions or primary department as they are removed when an employee is archived.</li>
</ul>
Reuse email addresses in different accounts2021-11-22T15:03:33Zhttps://worksked.com/en/docs/faq/reuse-email-addresses/<p>Do you have an employee that already has a profile in another account? Is their email address being rejected because it is already used? Unfortunately, email addresses must be unique across the WorkSked platform because they are used for sign ins and password resets. There is however a simple solution in many cases.</p>
<p>Many email providers allow <a href="https://en.wikipedia.org/wiki/Email_address#Address_tags">address tags or subaddressing</a> and these can be used to create unique usernames with the same email address. For example, your employee’s email address is <code>username@example.com</code> and is being used in account A. In account B they could use an address tag like <code>username+label@example.com</code> where the <em>label</em> text can be anything. All emails from WorkSked would be delivered to <code>username@example.com</code>.</p>
<p>Here’s a more advanced example for a <strong>Gmail</strong> user. The employee is using address tags on both email addresses. This has the added benefit of being able to label and filter emails coming from WorkSked within the Gmail application.</p>
<blockquote>
<p>Store A : <code>username+a@gmail.com</code><br>
Store B : <code>username+b@gmail.com</code></p>
</blockquote>
<p>Again, both of these email addresses will deliver to <code>username@gmail.com</code>.</p>
<p>Webmail providers <a href="https://en.wikipedia.org/wiki/Gmail">Gmail</a>, <a href="https://en.wikipedia.org/wiki/ICloud">iCloud</a>, <a href="https://en.wikipedia.org/wiki/Outlook.com">Outlook.com</a>, and <a href="https://en.wikipedia.org/wiki/Yahoo!_Mail">Yahoo Mail</a> all support address tags. Please check with each provider as the separator character (<em>plus</em> sign for Gmail) can be different. Other email providers and server software might also support address tags, check with your email provider.</p>
Revert a schedule2021-11-22T15:03:33Zhttps://worksked.com/en/docs/schedules/revert-schedule/<p>Any schedule that has draft changes can be reverted to its previous state. To revert a schedule:</p>
<ul>
<li>Select the desired schedule (department and week) on the <strong><a href="/en/schedules">Schedules</a></strong> page.</li>
<li>Press the <strong>More</strong> button in the toolbar — represented by the <img src="more.svg" alt="more"> button.</li>
<li>Select the <strong>Revert Unpublished</strong> command.</li>
</ul>
Schedule notifications2021-11-22T15:03:33Zhttps://worksked.com/en/docs/settings/schedule-notifications/<p>Administrators can receive full department schedules via email when they are published. You must have administrative rights to assign employees to receive schedule notifications.</p>
<p>Follow these steps to assign administrators to receive schedule notifications:</p>
<ul>
<li>Go to the <strong><a href="/en/settings">Settings</a></strong> page.</li>
<li>Go to the <strong>Locations, Departments, and Positions</strong> section.</li>
<li>Press the <strong>Manage Locations, Departments, and Positions</strong> button.</li>
<li>Choose a location from the drop-down (if not already selected).</li>
<li>Press the <strong>Edit this department</strong> link for the desired department.</li>
<li>Update the <strong>Schedule Notifications</strong> list using the provided drop-down. Each selected administrator will receive all schedules for the department when published.</li>
</ul>
Set a primary department2021-11-22T15:03:33Zhttps://worksked.com/en/docs/employees/set-primary-department/<p>Employees can be assigned a primary department. Once assigned to a department, they will appear in schedules even if they are not scheduled any shifts and they will appear at the top of certain drop-down lists. To select an employee’s department:</p>
<ul>
<li>Go to the <strong><a href="/en/employees">Employees</a></strong> page.</li>
<li>Select any employee.</li>
<li>Go to the <strong>Department</strong> section.</li>
<li>Press the <strong>Select Department</strong> button.</li>
<li>Choose the desired department.</li>
</ul>
<p>Certain employees may not need to be assigned a department such as owners, bookkeepers, etc. If this is the case, choose <strong>Department not assigned</strong> from the drop-down list.</p>
Set your password2021-11-22T15:03:33Zhttps://worksked.com/en/docs/employees/set-your-password/<p>Each employee sets their own password. Only the account owner can set passwords directly from within the application. When you are <strong><a href="/en/docs/employees/assign-permission-to-signin/">granted permission</a></strong> to sign in to WorkSked, a notification email is sent to you so you can set your password. Follow the instructions in the email to set your password.</p>
<p>If you misplaced the notification email or the link has expired, just ask your administrator to resend your notification email:</p>
<ul>
<li>Go to the <strong><a href="/en/employees">Employees</a></strong> page.</li>
<li>Select any employee.</li>
<li>Go to the <strong>Security Settings</strong> section.</li>
<li>Press the <strong>Edit Security Settings</strong> button.</li>
<li>Enable the employee to <strong>Sign In</strong> (should already be done).</li>
<li>Press the <strong>Resend Notification Email</strong> button.</li>
</ul>
Set your preferred language2021-11-22T15:03:33Zhttps://worksked.com/en/docs/employees/set-preferred-language/<p>Each employee can use WorkSked in their preferred language. To set your preferred language:</p>
<ul>
<li>Click the avatar in the top-right, press the <strong>Profile</strong> link in the drop-down menu.</li>
<li>Go to the <strong>Personal Info</strong> section.</li>
<li>Press the <strong>Edit Personal Info</strong> button.</li>
<li>Choose your preferred <strong>Language</strong>.</li>
</ul>
Sort employees2021-11-22T15:03:33Zhttps://worksked.com/en/docs/schedules/sort-employees/<p><img src="sort.png" alt="Sort employees" width="201"></p>
<p>Department employees listed on the <strong><a href="/en/schedules">Schedules</a></strong> page can be sorted by grabbing the handle — represented by the <img src="sort.svg" alt="Sort handle"> icon — next to the employee’s name and dragging the row to the desired location. The sort order is saved across sessions and is the same for all employees.</p>
Subscribe to iCalendar apps2021-11-22T15:03:33Zhttps://worksked.com/en/docs/employees/subscribe-to-icalendar-apps/<p>Subscribe to your shifts and time offs in your preferred calendaring app such as Apple Calendar, Microsoft Outlook, Google Calendar, Yahoo! Calendar, etc.</p>
<p>The calendars will contain four months of shifts and time offs and will be refreshed automatically. Set subscription refresh rate to <strong>every day</strong> for best results.</p>
<p>To subscribe to your calendar:</p>
<ul>
<li>Click the avatar in the top-right, press the <strong>Profile</strong> link in the drop-down menu.</li>
<li>Go to the <strong>Calendar Subscription</strong> section.</li>
<li>Press the <strong>Calendar in iCalendar format (.ics)</strong> link.</li>
<li>Follow the on-screen instruction to subscribe in your calendaring app.</li>
</ul>
System requirements2021-11-22T15:03:33Zhttps://worksked.com/en/docs/getting-started/system-requirements/<p>WorkSked is built using features found in modern browsers. Using the latest version of any given browser is best. WorkSked may work properly in other browsers and previous versions of supported browsers but if you experience any problems, please download the latest version of a supported browser.</p>
<h4>Desktop browser support</h4>
<ul>
<li><a href="https://en.wikipedia.org/wiki/Google_Chrome">Chrome</a></li>
<li><a href="https://en.wikipedia.org/wiki/Microsoft_Edge">Edge</a></li>
<li><a href="https://en.wikipedia.org/wiki/Firefox">Firefox</a></li>
<li><a href="https://en.wikipedia.org/wiki/Safari_(web_browser)">Safari</a></li>
</ul>
<h4>Mobile browser support</h4>
<ul>
<li><a href="https://en.wikipedia.org/wiki/Android_(operating_system)">Android</a></li>
<li><a href="https://en.wikipedia.org/wiki/IOS">iOS</a></li>
</ul>
Test an email address2021-11-22T15:03:33Zhttps://worksked.com/en/docs/employees/test-an-email-address/<p>Is an employee having trouble receiving WorkSked emails? You can now send test emails to any employee within your account. Test emails can only be sent to verified email addresses. You can however <strong>Resend a verification email</strong> if the email address is not verified. If an employee is still having problems receiving emails, they should contact their email provider or try a different address.</p>
<p>To send a test email:</p>
<ul>
<li>Click the avatar in the top-right, press the <strong>Profile</strong> link in the drop-down menu.</li>
<li>Go to the <strong>Email Address</strong> section.</li>
<li>Press the <strong>Manage Email Address</strong> button.</li>
<li>Press the <strong>Send Test Email</strong> button.</li>
</ul>
Types of time off requests2021-11-22T15:03:33Zhttps://worksked.com/en/docs/time-offs/types-of-time-offs/<p>There are three types of time off requests:</p>
<ul>
<li><strong>Multiple Days</strong> — request spans multiple days, e.g. a weeklong vacation.</li>
<li><strong>Single Day</strong> — request is a single full day and can repeat on a weekly, monthly or yearly basis, e.g. Christmas.</li>
<li><strong>Partial Day</strong> — request spans multiple hours within a single day and can repeat on a weekly, monthly or yearly basis, e.g. a class every Thursday evening.</li>
</ul>
Using mobile devices2021-11-22T15:03:33Zhttps://worksked.com/en/docs/faq/mobile-devices/<p>WorkSked is accessed the same way on all devices. Just go to <strong><a href="/en/">worksked.com</a></strong> regardless of the device you are using. No mobile web address to remember. Fully functional and easy to use on any device.</p>
View an employee’s calendar2021-11-22T15:03:33Zhttps://worksked.com/en/docs/employees/view-employees-calendar/<p>A calendar in WorkSked is a monthly view displaying all shifts and time offs for a single employee. To view an employee’s calendar:</p>
<ul>
<li>Go to the <strong><a href="/en/employees">Employees</a></strong> page.</li>
<li>Select any employee.</li>
<li>Press the <strong>Calendar</strong> button in the top section.</li>
</ul>
What are budgets?2021-11-22T15:03:33Zhttps://worksked.com/en/docs/budgets/what-are-budgets/<p><strong><a href="/en/budgets">Budgets</a></strong> allow administrators to provide guidance to department managers when creating schedules. <strong>Budgets</strong> also help administrators track actual vs. budgeted hours and intervene when too many or too few hours are scheduled.</p>
<p>Each business or organization can calculate their budgets using different methods. Many scheduling applications restrict department hours using hourly wages. We feel this is less than optimal and impossible for certain industries.</p>
<p>You can calculate your budgets using various methods like units sold, revenue, historical staffing, etc. Find what works for your company or organization and then convert your findings to hours. Over time, you will have actual hours from previous periods to help guide you.</p>
<p><strong>Budgets</strong> basically help optimize your staffing needs.</p>
What are the different security levels?2021-11-22T15:03:33Zhttps://worksked.com/en/docs/faq/security-levels/<p>WorkSked allows you to assign different privileges based on the employee’s role within your company or organization.</p>
<p>The application has four security levels:</p>
<ul>
<li><strong>Account Owner</strong> — Full access to WorkSked. There is only one account owner per account.</li>
<li><strong>Administrator</strong> — Almost full access to WorkSked. Administrators cannot access the billing section, change the account owner, generate a new account token, or delete the account. They can perform all other actions.</li>
<li><strong>Department Manager</strong> — Limited access to WorkSked. Department managers can create schedules and manage employees for their assigned department(s) only. They do not have access to the account settings or other departments.</li>
<li><strong>Regular Employee</strong> — Very limited access to WorkSked. Regular employees can only view schedules, modify their profile, and request time off. It is not necessary to provide permission to sign in to WorkSked as most regular employees can interact with the platform using the <strong><a href="/en/docs/faq/public-pages/">public pages</a></strong>.</li>
</ul>
What are tokens?2021-11-22T15:03:33Zhttps://worksked.com/en/docs/faq/what-are-tokens/<p>Tokens are used on <strong><a href="/en/docs/faq/public-pages/">public pages</a></strong> for schedules, calendars, and to request time off without the requirement of signing in to WorkSked. Tokens create obfuscated URLs (see example below) that prevent others from seeing your data. The benefit of using tokens for public pages is that regular employees do not have to sign in to interact with the WorkSked platform.</p>
<p>https://worksked.com/en/ry1hlbun086nj35lhvd0/schedules</p>
<p>A token is a random 20 character string that makes guessing a URL extremely difficult. Be warned of the tradeoff: high level of ease of use vs. a fairly low level of security. If you believe that a person or persons are accessing your public pages without authorization, you can easily regenerate new account and/or employee tokens from within the application.</p>
<p>To generate new tokens:</p>
<ul>
<li><strong>Account</strong> — Navigate to the <strong><a href="/en/settings">Settings</a></strong> page, scroll down to the <strong>Token</strong> section, and click <strong>Regenerate Token</strong> (account owner only).</li>
<li><strong>Employee</strong> — Select an employee, scroll down to the <strong>Token</strong> section, and click <strong>Regenerate Token</strong> (must have sufficient privileges).</li>
</ul>
Where do I enter my availability?2021-11-22T15:03:33Zhttps://worksked.com/en/docs/time-offs/availability/<p>There is no section to enter availability in WorkSked. Instead, WorkSked starts with the assumption that an employee is available to work at all times. When they are not available, they can submit a time off request. For more information about time off requests:</p>
<ul>
<li><strong><a href="/en/docs/time-offs/request-time-off/">Request Time Off</a></strong></li>
<li><strong><a href="/en/docs/time-offs/types-of-time-offs/">Types of Time Off Requests</a></strong></li>
</ul>
Where is the budgets module?2021-11-22T15:03:33Zhttps://worksked.com/en/docs/budgets/where-is-budgets-module/<p>Budgets are disabled by default. Only an administrator can enable budgets. Once enabled, only administrators can see the <strong><a href="/en/budgets">Budgets</a></strong> page in the main navigation. Department managers and regular employees can see budgeted hours on each schedule in read-only mode. Any changes will have to be done by an administrator. For more, <a href="/en/docs/budgets/enable-budgets-module/">enable the budgets module</a>.</p>