Welcome

Stuck on something? Here are bookmarks for important functionality in our documentation.

Getting Started

Sign Up

From the home page, click on Try It For Free or Sign Up.

Enter your email address and create a password. Confirm your password and respond to the captcha then click Create Account.

At this point, you can create a new organization.

Note: If your organization already has an account, you can join your existing organization using the confirmation number you received in your invitation email.

Log In

From the home page, click on Log In.

When the sign-in page opens, enter your email address then click Next.

Enter your password then click Sign In.

Click on the card for the organization (most users will only have one organization).

Join an Organization (invited)

People who have been invited to join a MyNextWeek organization will get a email like the one below:

Since the person invited likely doesn't already have a MyNextWeek account, they will see something like this:

Click Create Account and you will then be asked to set a password. Note: if Organizations have SSO setup, instead the user will be asked to sign-in using the organizations account (e.g. Active Directory, etc).

Once logged in, you'll see a invitation that you can accept or decline.

Click accept, and your account will become a member of the organization!

Join an Organization (manually)

Once you log in for the first time, you have the option to join an existing organization or create a new organization.

To join an existing organization, create a new account and press Join Existing Organization. Alternatively, you can log in with the link from your invitation email.

Enter the user code provided in your email, then click on the Join Organization button to join the organization.

Create a New Organization

Once you log in for the first time, you have the option to join an existing organization or create a new organization. Click on the Create New Organization button to create an organization.

Enter your first and last names, the name of your organization, and a short URL Name. The URL unique name is the name that designates your organization within MyNextWeek.com.

Note: The URL name must be 16 characters or less. It cannot contain spaces or special characters, however it may contain numbers.

In the Address Search box, start typing the address for your main location. The autocomplete will show locations that match your entry; click on the correct address to automatically fill in the rest of the information. Typically, the time zone will be set automatically based on your entered location. Alternatively, you may manually enter your address information. If you wish, press the Check Location on Map button to display the map location.

Enter the phone number for your main office.

Add positions for your business. If you wish, you can select a pre-defined business template to automatically create typical positions for common business types.

Add your staff. Optionally, you can press Add Demo Staff to generate random staff members for testing after the positions have been created.

Press the + button to add additional items, or press a - button to remove an item. When finished, press the Create Organization button to create your organization.

Help Videos

After creating a new organization, the help video menu will be displayed. These videos will walk you through performing basic and advanced tasks in MyNextWeek. To close the help videos, click the red icon in the upper right corner. These videos can be accessed at any time from the schedule editor using the question mark icon #.

Employee Topics

My Organizations

The Organizations page shows all of the organizations to which you belong. It also shows your two-week look-ahead schedule for each organization. Click on an organization’s card to open that organization. Documentation, support info, and links to phone apps can also be found here.

From this page, you can join an organization using your invitation code, create a new organization (with a 30-day free trial), or create a demo organization (a pre-populated temporary organization so that you can quickly try out the features of MyNextWeek).

Typically, a user will only belong to a single organization. However, it is possible for a user to belong to more than one organization.

In these scenarios, a staff member has the option to enable Schedule Synergy to share their shift data across organizations. Schedule Synergy can be useful when:

• A staff member with two part-time jobs who wants their availability to be shared with both employers automatically.
• A staff member belongs to more than one organization at the same employer (for example, a nurse who works for two different hospital departments with separate organizations in MyNextWeek) and the employer wants to ensure that total maximum weekly hours are not exceeded between both departments.

Set My Initial Availability

Once you log in, you will be prompted to set your availability. The following options can be set on for each time block on the availability screen:

Prefer to work (The algorithm will attempt to assign shifts during these periods.)

No preference

Prefer not to work (The algorithm will try to avoid assigning shifts during these periods.)

Cannot work (The algorithm will never assign shifts during these periods.)

Note: Managers can still create shifts manually during "Cannot work" periods.

Set your work preferences as shown in the demo animation, then press the "Set My Availability!" button to save your changes.

Note: Your availability can be changed later.

Dashboard Overview

The dashboard (Home Tab) shows your schedule, availability, time off requests, and potential open shifts.

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The mobile app dashboard has similar functionality. A typical employee screen is shown below.

The top of the page shows your two-week mini calendar, where:

• a red vertical line indicates the current date and time
• a solid blue rectangle indicates your shift
• a blue outline indicates one of your shifts that is up for bids
• a solid yellow rectangle indicates your approved time off
• a yellow outline indicates a pending time off request
• a grey gavel (!) indicates days with open shifts available
• a blue gavel (!) indicates days with an active bid on a shift

The calendar icon (_) displays up your full calendar.

The staff icon (k) displays staff schedules for this week.

The chat icon (c) displays your chat channels.

A red number beside the notification bell () indicates that you have new activity. Click on the bell to view the notifications.

Click on the settings icon () to change the lead times for your shift notifications.

A typical manager screen is shown below (left). In addition to the items shown on the employee screen, you can also approve pending time off requests, approve bids on shifts, or clock out users who forget to clock out. The time off icon (9) displays the time off heat map (center left). The schedule icon (l) displays the mobile version of the schedule editor (center right). On the schedule editor, an action button (+) displays more options to edit the schedule (right), and a filter button () lets you filter the items shown (for example, by location). Finally, the shift heatmap button () shows the relative number of shifts per day, similar to the time off heatmap.

View and Bid on Available Open Shifts

On the mobile application, days with open shifts will be indicated by a grey gavel. Click on the calendar icon (_) to bring up your full calendar.

Click on a day with open shifts, then click on Want more hours? to open the available shifts for that day. Your shifts will be shown in blue and the shift that is up for bid will be shown with a purple outline. Click on Place Bid below the shift. At this point, you may either bid on the whole shift or bid on a portion of the shift.

A blue gavel (!) will be shown on days where you currently have an active bid on an open shift.

To remove your bid, click the delete icon () below the open shift.

On the web application, click on the Home tab then select the Open Shifts submenu tab. This will show all open shifts. If one of your shifts is up for bid, you may click on Cancel Bidding to cancel bidding and keep the shift.

Click on Place Bid (+) to bid on a shift (or part of a shift). From this page, you can bid on the full shift or on a portion of the shift.

Click on Remove Bid (-) to rescind your bid.

Note: You may also bid on shifts using the mobile apps.

Give Away (Trade) Your Shift

On the mobile application, shifts are indicated in blue. Click on the calendar icon (_) to bring up your full calendar.

Click on the day with the shift you want to trade. Click on Give Away Shift to open the shift up for bids, then press Yes to confirm. The shift will then be shown on the schedule with a blue outline.

If you prefer to trade your shift with a specific person, use the shift comments (c) to let your manager know with whom you would like to trade shifts. The shift comments will also show an audit trail of changes made to the shift, as shown in the left screenshot below. If you change your mind and decide to keep your shift, click on Take Back Shift to cancel.

On the web application, click on the Home tab to show your schedule. Click on the shift you would like to trade. This will open the shift card for the selected shift.

At the bottom of the shift card, press Trade Shift to open the shift up for bids. Press Yes to confirm.

Note: To cancel bidding on your shift, open the shift card then press Cancel Bidding. Press Yes to confirm.

Request Time Off

From the mobile dashboard, click on a calendar day then click on Request Time Off. Enter details for your time off request then press Save to submit the time off request. The pending time off request will appear as a yellow outline on the time off card.

From the web dashboard, click on Request Time Off. Your accrued time off balances are shown at the top of the page. Enter details for your time off request then press Save to submit the time off request.

View My Profile

Click on your picture () then click on My Profile to see your profile information. From this page, you can edit your profile details. After changing your details, press the Save button to save your changes.

View My Schedule

Click on your picture () then click on My Schedule to see your schedule. Alternatively, from the main dashboard, you may also click See Your Calendar to access this page.

Forward ()) and Back (() buttons allow you to navigate forwards and backwards in time through the monthly schedules. The schedule also shows:

your scheduled shifts

your shifts (open for bidding)

days with available shifts (click on the gavel to view available shifts)

your approved time off

your pending time off

Note: From this page, you can sync your calendar using the button at the bottom of the page.

Sync My Calendar

To sync your calendar, view your schedule then click on the "Sync My Calendar" button.

Click on the specific calendar type that you want to sync (i.e. Google Calendar, iOS Calendar, macOS Calendar, Outlook) for instructions on how to sync your calendar.

View and Edit My Time Off Requests

From the mobile dashboard, click on the calendar icon (_) to bring up your calendar. Click on a time off request (yellow outline or solid yellow) to view the details for that time off request. Click the edit icon () to bring up the edit screen, then press Save to save any changes. To delete a time off request, click the delete icon ().

The web dashboard will show upcoming time off requests, as well as the status of each request (Approved, Denied, or Pending Approval). To view or edit a pending time off request, click on the edit icon () for the specific time off request. To delete a time off request, click the delete icon ().

Edit the start date, return date, and reason as desired, then press Save to save any changes.

View Weekly Schedule Information for the Organization

Click on the Schedules tab. This section shows information for one schedule (week) at a time for the entire organization. Use the Forward ()) and Back ( () buttons to navigate forwards and backwards in time through the schedules. A vertical red line shows the current date and time on all of the calendars.

The Calendar submenu tab shows the calendar for the current indicated schedule for all of the staff members in the organization, including assigned shifts (theme color) and time off (yellow).

The Time Off submenu tab shows all time off requests for all staff members that overlap the indicated schedule, as well as a heatmap showing the vacation requests for the year. Days with pending time off requests are indicated with a white square.

The Open Shifts submenu tab shows all of the shifts that are up for bid in the current schedule for all of the staff members in the organization.

Chat and Audit History

To view available chat channels and audit history, click on the chat icon.

A list of all available chat channels will be shown above the chat icon. To create a new chat channel, go to the Organization Settings page. To add users to a chat channel, go to the Qualifications page.

Chat Handles: To reference another staff member in a chat channel, use their handle (e.g. @FirstnameLastname); this will notify the staff member that you have referenced them in the chat channel.

Staff Member Audit History: When you view a staff member’s details page, you will also be able to see the staff member’s personal channel. This chat channel only be viewed by the managers and the specified staff member. This channel will also show an audit history of any changes made to the staff member.

Shift Audit History: In the schedule editor, when you click on a specific shift, you can click on the c icon to display the audit history for the shift in the sidebar.

Change My Email Address

Click on the organization name in the upper left corner, then choose My Organizations from the dropdown list.

Select the User Settings submenu tab.

To change your email address, enter your new email address and press Update to save your changes.

Change My Password

Note: the Change Password option is not available to users who are signed in via Single-Sign-On using a corporate user directory (e.g. your Work or School account).

Click on the organization name in the upper left corner, then choose My Organizations from the dropdown list.

To change your password, click on Change Password.

From the Change Password dialog, enter your current password. Then enter your new password and re-enter your new password to confirm. Press Change Password to save your changes.

Switch Organizations or View Organizations

To switch organizations, click on your organization name in the upper left corner. This will bring up a drop menu where you can click on one of your other organizations to select it.

From the organizations page, you can click on an organization's name to switch to that organization. You can also join an existing organization or create a new organization.

From this page, owners can create a demo organization or create a new trial organization. Staff members can join an existing organization using the invitation code sent by their manager.

Enable or Disable Schedule Synergy

If a staff member belongs to multiple organizations in MyNextWeek, the staff member can enable Schedule Synergy for their account. This means that the staff member’s availability due to shifts in other organizations will be synchronized and visible between the two organizations. This setting must be enabled by the staff member, otherwise this data will not be shared for the staff member.

Click on the organization name in the upper left corner, then choose My Organizations from the dropdown list. Select the User Settings submenu tab.

Click the checkbox to enable Schedule Synergy then enter the number of buffer hours and press Update to save your changes.

Note: The Schedule Synergy Buffer Hours is the number of hours that you want in between shifts (e.g. the time required to travel between locations and get ready for work).

On the Organization Settings page, there is an option to apply shift rules to external shifts. When this setting is enabled, Schedule Synergy shifts will be taken into account when determining the maximum hours per day, minimum time between shifts, etc. for the users.

Manager Topics

Creating Schedules

Schedule Editor Overview

The schedule editor is used to rapidly create and fill new schedules. To open the schedule editor, click on the Schedules tab, click on the Editor submenu tab.

Under the View submenu, you can group by location, by position, by person, or by tag. By default, the schedule is grouped by position.

Future time ranges show the staff member’s availability (red/orange/green lines), while past time ranges show the actual clock-in and clock-out times (blue lines). If a user forgets to clock out, the manager can click on the shift then fix the times on the Pay tab.

The total hours for each staff member is shown after the staff member's name. If a staff member is under or over their hours for the week, a red warning symbol (W) will appear.

Color-coding is used to give more information in the schedule editor, as follows:

• Unassigned shifts are colored grey.
• Selected shifts have more saturated colors.
• Schedule Synergy shifts from external organizations are colored black. These shifts cannot be edited.
• Approved vacation time is shown as yellow bars.

Shift charms are a compact way of giving information about a shift in the schedule editor. The meanings of some typical charms are explained below:

Schedule Editor Toolbar

Forward ()) and Back (() buttons allow you to navigate forwards and backwards in time through the schedules.

Undo (E) and Redo (G) buttons allow you to undo and redo changes in the schedule editor.

Press the "Select All" () to select all of the shifts on the visible timeline.

Use the Zoom In (“) and Zoom Out (”) buttons to change the scale of the visible timeline. The largest allowable timescale is one week. The smallest allowable timescale is one day.

Press the Conflict (W) button to cycle through the conflicting shift(s) in the schedule editor. Click on a shift with this symbol to see more information about the conflict.

Press the Bid (!) button to cycle through the shift(s) with one or more bids in the schedule editor. Click on a shift with this symbol to see more information about the bids.

Press the Rules (s ) button to create new custom business rules for the organization. This feature is disabled by default and can be enabled via the Settings page for the organization.

Mouse over a staff member’s name and the gear icon (S) will appear next to the staff member’s name. Click on the gear icon to open the position and location details popup for the staff member. From this page, you can edit the staff member’s positions and locations. Press Save to save your changes, or Cancel to discard your changes.

Schedule Editor Action Menus

When a single shift is selected, the action menu shows shift details, including start times and breaks, bids, and pay details. Press c on the action menu to view bring up the chat log which includes the audit history; this will display any changes previously made to the shift in the right-hand panel.

When multiple shifts are selected, the action menu may be toggled between simple mode (below left) and advanced mode (below right). Actions that are not currently possible will be hidden (simple mode) or greyed out (advanced mode).

Create a Schedule / Add Shifts

Before creating a schedule, you must first create positions, create staff members, and set positions for staff members. If you have multiple locations, you must set the locations for your staff members. To create the schedule, add shifts in the schedule editor to create the schedule.

Press Add Shift to bring up the shift panel. Select a position, date, start time, and end time. Total hours for the shift will be automatically calculated. Press Add button to add the shift to the schedule editor.

Alternatively, you can draw a shift directly in the schedule editor using your mouse or stylus.

Note: When you enter a finish time, the end time will automatically recalculate. Conversely, when you enter an end time, the finish time will automatically recalculate. Maximum shift lengths can be changed on the "Settings" tab.

If you make a mistake, you can undo your action with the Undo button E. There are multiple levels of undo and redo.

At this point, you can edit a shift, add breaks, create a split shift, or copy shifts to other days.

Once the schedule is complete, you can assign shifts then publish the schedule.

Optionally, you may also create a template from the current schedule.

Edit a Shift or Add Breaks (Including Split Shifts)

To edit a shift, click on the shift in the schedule editor. This will open an action menu that lets you assign the shift, change the shift start and end times, and add breaks.

Multiple breaks can be added to a single shift. Breaks with a specified start time will show up as a vertical band of the specified duration at the specified time. Breaks with a flexible (undefined) start time will show up as a dash of the specified duration at the end of the shift.

Each break will have a specified type (e.g. paid break, unpaid break, split shift, or other custom break type).

Note: The default break types are paid, unpaid, and split shift, however custom break types may be added via the organization's "Settings" tab.

Copy and Paste Shifts

To copy a set of shifts to a different day (or duplicate the shifts on the same day), click-and-drag to select the shifts you wish to copy. Alternatively, you can click on a day name (e.g. Monday, Tuesday, Wednesday, etc.) at the top of the screen to select all shifts that start on that day.

Once the shifts are selected, select Copy, Copy from the action menu, or use the CTRL-C shortcut. This copies the selected shifts to the clipboard.

Press the clipboard symbol (^) to paste the copied shifts on a given day. The shifts will be pasted with same times as the original set of shifts. Press the Clear Clipboard button to clear the clipboard.

You may also navigate to another week using the Forward ()) and Back (() buttons then paste the shifts on a different week. You can also use the Ç icon to quickly navigate using a date picker control.

Clone Right a Set of Shifts

Cloning shifts is useful when you have an early shift and a late shift in the same day. Select the shifts you wish to clone. Click Copy, Clone Right on the action menu.

This will generate a new identical shift directly to the right of each shift in the original selection (see below).

Create a Schedule Template

Click to select all of the currently displayed shifts, or scroll across the specific shifts that you want to select in the schedule editor. In the action menu, pick Copy, Create Template to save the currently selected shifts to a template (with assigned staff members). Enter the name of the template, then press the OK button.

This template can then be used to automatically create shifts in subsequent weeks.

Enter a name for the template, the click OK.

Use a Schedule Template

In the schedule editor, click on the Templates submenu item and select the template you wish to copy to the clipboard.

Click on the day in the schedule editor where you wish to paste the start of the template. In the example below, the schedule was placed by pressing paste (^) on Thursday. Any additional days from the pasted template will carry over to the next week, even though it is not currently visible on the screen. Press the Clear Clipboard button to clear the template from the clipboard.

Delete a Schedule Template

In the schedule editor, click on the Templates submenu item then click on Delete Templates… at the bottom of the menu.

Select the template(s) which you wish to delete. Press Delete to permanently delete the selected templates(s).

Caution: This action cannot be undone.

Assign Shifts Manually

To assign a shift manually, open the schedule editor. Click on the shift to be assigned; this will open the details menu for the shift. Click the Assigned Staff action and select the person to whom you wish to assign the shift. Only staff members with the correct position and the correct location for the selected shift will appear in the list.

You can see a mini calendar for each staff member, and you will see how many hours they already have, other shifts they are assigned, and can see how giving them this shift will impact their schedule.

Assign Shifts Automatically (Optimize Schedule)

Click and drag inside the schedule editor window to select one or more shifts. The action menu will appear for the selected shifts. Click on Optimize to automatically assign the selected, unassigned shifts based on MyNextWeek.com's optimization algorithm.

When using the advanced mode action menu, you can choose to assign all of the selected unpublished shifts (including reassigning shifts that have already been assigned) or choose to assign only the selected unassigned shifts.

Note: If selected shifts remain unassigned after optimized, it indicates that there are no staff members who can fill the shift according to their positions, availability, and maximum working hours per week.

When viewing the schedule by person (as shown below), the reasoning behind the automated assignments will become clear. Staff availability (thin red/orange/green lines), vacations (thick yellow bar), and maximum/minimum hours requirements are shown in this view. This view will visually show why a staff member is not available for shifts at a given time.

Unassign Shifts

Click and drag inside the schedule editor window to select one or more shifts.

The action menu will appear for the selected shifts. Click on Unassign to automatically unassign the selected shifts.

When using the advanced mode action menu, you can choose to unassign all of the selected shifts or choose to unassign only the selected published shifts.

Publish / Unpublish Shifts

Notes:

• Once shifts are published, they are automatically locked (x) and they become visible to the staff. The staff are notified of their new schedules and their calendars will be updated (if they have previously synched their calendars using iCalendar).
• Any changes to a published schedule will cause notifications to be sent to the affected staff members.
• To edit locked shifts, you must unlock the shifts clicking on the lock icon in the toolbar (w).
• We recommend that you make most of your schedule changes before publishing shifts.

Click and drag inside the schedule editor window to select one or more shifts (or use CTRL-A or press to select all shifts for the current week).

The action menu will appear for the selected shifts. Click one of the "Publish" options to publish the selected shifts of the specified type (e.g., all unpublished, assigned, or unassigned).

Edit Shift Pay (Special Rate Multiplier, Shift Bonus)

Click on any shift inside the editor to bring up the action menu. Click on the Pay tab.

On the Pay tab, you can set a flat bonus rates and special rates.

For instance, a holiday shift could be increased to pay time and a half (1.5 times the regular rate in the example below).

A shift could also have a flat bonus ($12 in the example below). A bonus or commission is useful for staff that perform specific tasks on a shift. For example, each shift could be a time slot for a product delivery, specific service, or product installation. Bonuses can also be used to compensate staff for less desirable shifts (for instance, night shifts).

Special rate multipliers and bonuses are displayed as charms on the affected shift(s) in the schedule editor.

Special rate multipliers do not affect the shift bonus. The shift bonus is added after the special rate multiplier is applied.

Edit Shift Clock In or Clock Out Times

Sometimes, a staff member might forget to clock in or clock out for a shift, or clock in at the wrong time. In these cases, the manager can manually edit the shift clock in and clock out times.

To change a clock in or clock out time, first select the shift in the schedule editor. Click on the Pay tab, then enter new values for the clock in and/or clock out times. Click on the displayed default time (blue text) to use the default shift start or end time.

When a staff member checks in to a shift, a clock (P) will appear on the shift. When a staff member clocks out of the shift, a checkmark (.) will appear on the shift. If a staff member forgets to check out, a caution symbol (W) will appear on the shift and the blue line will extend past the end of the shift.

Note: Click c on the action menu to view any changes previously made to the shift, including any changes to the clock in and clock out times.

Apply a Tag to Shifts

Tags are a way to group shifts for display and reporting purposes. To apply a shift tag, select one or more editable shifts in the schedule editor. Click on Modify, then Set Tag then enter a tag name for the selected shifts.

Note: Each shift can only have one tag at a time. To clear the tag, clear the text box when setting the tag.

Tags can be used to sort shifts in the schedule editor. To sort by tag, click on the View dropdown menu then group by Tag.

Open a Shift for Bids

When a shift is open for bids, any qualified staff member can bid on a shift or a portion of the shift. When bids are received, a manager can select one or more bids as the "winner".

• A shift must be published before it can be opened for bidding.
• A staff member can put any of their own assigned shifts up for bid via the web app or the phone app by opening the shift and selecting "Give Away Shift". 
• A manager can put an unassigned or an assigned shift up for bid.
• An open shift with no bids is indicated by a grey, outlined, hollow shift.
• An open shift with one or more bids will also have a gavel.

On the mobile application, a manager can put a shift up for bids. To do so, first open the organization schedule. Next, click on the shift you wish to put up for bids. Move the "Open for Bid" toggle to open the shift for bids. The shift will change to a purple outline on the mini calendar and on the main schedule.

On the mobile application, a user can put a shift up for bid by selecting a shift then clicking Give Away Shift. 

To open a single shift for bids on the web application, select the shift to open the properties window. Click the "Open for bid until ..." checkbox and (optionally) modify the deadline by clicking it, and picking a new deadline.

Managers may also select multiple published shifts and Invite Bids to open all of these shifts for bidding at once. This will apply the default bid deadline to each affected shift (where possible). The default bid deadline can be configured as part of the Organization Settings with the Open Shift Life Time and Open Shift Lead Time settings.

Select Successful Bidder(s) for a Shift

In the web app, press the Bid (!) button to cycle through the open shift(s) with one or more bids in the schedule editor. Alternatively, you may click directly on a shift to open the action menu.

You can click the ! icon on the shift's properties card, and that will pull up a list of bidders. On each bid, you can see a mini-calendar to see how that shift will fit in each bidder's schedule, and you are alerted to any issues.

Click the Assign or the Decline buttons to select the winner(s) of the shift. If more than one winner is selected, new shifts will be created to accommodate the 2nd (and up) winner. Once you've made your choice(s), click the Save button at the bottom of the dialog box.

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In the mobile app, the manager can click to view open shifts with bids. Click on any of the open shifts to assign the shift. Select a staff member and tap Assign to assign the shift. Alternatively, Assign New will create a new copy of the shift and assign that shift to the staff member.

Custom Business Rules

Custom business rules can be enabled via the Organization Settings page. This setting allows you to run custom business rules against the scheduled shifts before the shifts are published. Custom business rules are written in standard JavaScript.

To add a custom business rule, click on the rules icon () on the schedule editor toolbar to open the rules editor.

Note: The rules icon will only appear on the schedule editor when business rules are enabled via the organization settings page.

Mandatory rules will prevent a manager from publishing a shift if the rule is not met. Non-mandatory shifts never prevent a manager from publishing a shift. Owners can publish a shift even if the mandatory rules are not met.

When custom rules are enabled and you press the Publish button, the custom rules interface comes up. Next, press Run All to run all the rules against the current schedule, or press Run on a specific rule to run the rule on the schedule. A checkmark icon () indicates that the schedule meets the rule requirements. A cross icon () indicates that the schedule fails the rule requirements. If the rules pass, then the Publish button will be enabled, and you can press it to publish all unpublished shifts.

Note: Rules are run against all shifts in the schedule, but only the selected unpublished shifts will be published.

Use the + New button to create a new rule.  Press the down arrow to open an existing rule; once the rule is open you can edit, save, delete, or run the rule.

Help Videos and Shortcut Keys

To view the help videos for the schedule editor, click on the symbol inside the schedule editor.

The shortcut keys include:

• Ctrl-X Cut
• Ctrl-C Copy
• Ctrl-V Paste
• Ctrl-Z Undo
• Ctrl-Y Redo
• Ctrl-A Select All
• Del  Delete

Tip: To select all shifts in the currently displayed week, press CTRL-A or click the icon.

Manage Positions

Create a New Position

Click on the Settings tab then select the Positions submenu tab.  Click on the Add Position link.

Enter the position name and (optionally) a description of the position.

Press the Create button and the position details page will open for the newly created position will open.

Edit Position Details

Click on the Settings tab then select the Positions submenu tab. Find the position you wish to edit, then click on the position's name to bring up the Details tab for the position.

To add required competencies for the position, click in the Competencies box and start to type the name of the competency. Existing competencies that match your text string will appear, or press Enter to create a new competency with the entered text string.

After changing the position details, press the Save button to save your changes.

To designate staff that are assigned to each position, save your changes then click on the (edit) link to open the qualifications page.

When the qualifications page opens, the current position will be highlighted in green by default. Click on the checkboxes to edit the staff for the position then press the Save # Changes button to save your changes.

Note: You can click on row and column titles to highlight the rows and columns; this makes editing easier. A red flag () on the cell indicates that the staff member does not have the required competencies for the assigned position. A green () flag indicates that the staff member does have the required competencies for the unassigned position.

When you are finished editing, click on the Save # Changes button to save your changes.

Edit Position Competencies

Click on the Settings tab then select the Positions submenu tab. Find the position you wish to edit, then click on the position to bring up the Details tab for the selected position. Click on the Competency tab to show competencies for the position.

The dropdown box contains the competencies required for this position. Select a competency from the dropdown box to show status of the competency for all staff members with the selected position.

When a staff member has obtained a competency, check the box to the left of the staff member. Enter the competency expiry date, or leave the expiry blank if the competency never expires. Expired competencies are indicated by a red warning symbol (W).

Delete a Position

Click on the Settings tab then select the Positions submenu tab. Find the position you wish to delete, then click on the position's name to open the Details tab for that position.

Press the Delete button to delete the position. When prompted, press the Delete button to confirm.

Caution: Deleting a position will also delete any current or historical shift data associated with this position. This action cannot be undone.

Manage Locations

Create a New Location

Note: An organization has a main location (configured when the organization account is created), but it can also have additional locations. Each shift will be associated with a single location. By default, this is the main location. Once additional locations are added, the location can be specified when a new shift is created in the shift editor.

Click on the Settings tab then select the Locations submenu tab. Click on the Add Location link.

Enter the location name and (optionally) a description of the location.

Press the Create button and the location details page for the newly created location will open.

Edit Location Details

Click on the Settings tab then select the Locations submenu tab. Find the position you wish to edit, then click on the position's name to bring up the Details tab for the location.

After changing the location details, press the Save button to save your changes.

After entering the address, click on Pin Address Location to pin the location on the map. Choose Include StreetView Picture to include the picture for the location (if available). Pin Map Center places the pin in the center of the currently displayed map. Re-center changes the view so that the map is centered on the pin. Clear removes the pin from the map.

Note: If the pin doesn't show up in the correct location, you can manually move it to the correct spot on the map. If the StreetView picture doesn't show the right building, move the pin around on the building until the picture displays the desired view. StreetView is not available in all areas.

Delete a Location

Click on the Settings tab then select the Locations submenu tab. Find the location you wish to delete, then click on the location's name to open the Details tab for that location.

Press the Delete button to delete the location. When prompted, press the Delete button to confirm.

Caution: Deleting a location will also delete any current or historical shift data associated with this location. This action cannot be undone.

Configure Your Organization

Edit Organization Settings

Click on the Settings tab, then click on the General submenu tab. From this page, you may edit various organization-wide settings, such as chat channels, shift and break requirements, break types, break rules, shift bid settings, and time off categories. You may also set the default working preferences for new staff.

Note: Minimum Time Between Shifts and Preferred Time Between Shifts will be overridden by the values on the staff member’s rate card, if applicable.

To add a new item, press the "add" (+) button. To remove an item, press the corresponding "remove" (-) button.

Note: For the time off categories, the approval deadline is the minimum lead time

Press the Save button to save your changes.

Customize the Theme and Logo

Click on the Settings tab, then click on the Theme submenu tab. To add a logo, click on the Upload a file button to upload your logos. Mobile logos should be square.

Note: Portable Network Graphics (.png) format is recommended for logos.

When the Background Image is displayed, the image is cropped to fit the aspect ratio of the display area, which is a 2:1 (width:height) aspect ratio. When the Logo Image is displayed, it is never cropped, and is centered on top of the background image.

Both the Background Image and Logo Image are optional.

Choose a color theme that is compatible with your logo from the drop down Theme menu. In addition to the solid-color menu backgrounds, there are several color combinations that pair a white menu background with an accent color. In the example below, the white color theme is shown with a graphic as the logo.

Click Save to save and apply your changes.

Note: Click on the logo for more options (e.g. crop or delete).

The examples below show various themes with the default text.

Find a Rate Card

Click on the Settings tab then select the Rate Cards submenu tab.  Click the search bar and begin to type the name of the rate card. The search bar will filter the information as you type.

Click on the title of a rate card to view additional details.

Create a New Rate Card

Click on the Settings tab then select the Rate Cards submenu tab. Click on the Add Rate Card link.

Enter a name for the new rate card.

Press the Create button and the rate card details page for the newly created rate card will open.

Edit Rate Card Details

Rate cards describe the overtime rates as well as required time gaps. Click on the Settings tab then select the Rate Cards submenu tab. Search to find the rate card you wish to edit, then click on the rate card’s name to bring up the Details tab for the rate card. Different rate cards can be applied to each compensation period for each staff member.

Specific hours and days can have different multipliers. To edit multiple hourly multipliers at the same time, click and drag to highlight multiple values, then enter the new multiplier in the text box. Rates can either stack (e.g. add together) or not stack (e.g. the higher of the two rates is used).

Minimum times between shifts and preferred time between shifts are used by the schedule editor when automatically assigning shifts; these will also appear as warnings in the schedule editor when violated. The minimum continuous free time per schedule will attempt to ensure that staff members have the specified amount of continuous time off each schedule

After changing the rate card details, press the Save button to save your changes. Once the rate card is created, this rate card can be applied to specific staff members.

Delete a Rate Card

Click on the Settings tab then select the Rate Cards submenu tab. Search to find the rate card you wish to delete, then click on the rate card's name to open the Details tab for that rate card.

Press the Delete button to delete the rate card. When prompted, press the Delete button to confirm.

Caution: Deleting a rate card will also delete any current or historical data associated with this rate card. This action cannot be undone.

Reporting

Generate a Payroll Report

Click on the Home tab, then click on the Reports submenu tab.

Enter the range of schedules you wish to include in the report (i.e. first schedule number to last schedule number). Both of the listed schedules and all schedules between will be included in the report. Report data is effective-dated and is based on the specified compensation periods as well as the shift multipliers and bonuses.

Choose any desired settings, such as:

• Specific Location or All Locations
• Include Unpublished Shifts
• Full-Time-Equivalent (FTE) Hours per Day
• Sheets to Include (Staff Hours Summary, Staff Compensation Staff Planned Hours, Staff Actual Hours, Staff Hours Delta, Shift List, Planned FTE per Day, Actual FTE per Day)
• Time Off Requests

Click on the Run button to generate the report. The reports are exported in a Microsoft Excel compatible format (*.xlsx).

A sample payroll report is shown below. Planned hours are shown in grey text. Actual hours are shown in dark blue, bold text.

Note: Many of the payroll report sheets (e.g. spreadsheet tabs) are designed so that they can easily be converted into tables using spreadsheet software.

Staff

Find a Staff Member

Click on the Staff tab. Click the search bar and begin to type a staff member's name. The search bar will filter the staff members as you type.

The staff member cards will show each staff member’s shifts (in the theme’s highlight color) and vacations (in yellow) for the current week.

Badges under a staff member’s name indicate the following:

  The user has signed in to MyNextWeek.

  The user has entered their availability.

  The user has installed the phone app (Android or iOS) on at least one device.

Click on the staff member's name to view additional details.

Add or Edit Multiple Staff Members (Grid)

Click on the Staff tab then select the Grid submenu tab. This page allows you to edit the primary attributes of a staff member such as: minimum hours per week, preferred hours per week, maximum hours per week, and daily maximum hours, email address, etc.

Click on a cell to edit staff member details. Edited fields will be shown highlighted with pale yellow. Time entries will be rounded to the nearest quarter hour (i.e. 15 minute increments are used). Drag the blue box in the lower right corner of the selection to Fill Down data to the cells below.

To delete a staff member click on the "remove" (-) button. Pink highlighting indicates a staff member who is flagged for deletion. If you click on the "remove" (-) button a second time, the pink highlighting will disappear and the staff member will no longer be flagged for deletion.

To add a new staff member, type the user information into the last row (a new row will be created).

When you have finished making changes, press the Save button to save your changes.  If you navigate away from the page before pressing the Save button your changes will be discarded. Once you save, the "Qualifications" page will appear with the new staff members highlighted; from this page you can assign their positions, locations, and chat channels.

Caution: Once you press Save, these changes cannot be undone. If you delete a user, any shifts, time off requests, or payroll data associated with that user will be permanently deleted. Adding a email address to a staff record will cause a invite email to immediately be sent.

Add a Single New Staff Member

Click on the Staff tab. Click on the Add Staff Member link.

Enter the first name, last name, and start date for the new staff member.

Click Create and the staff member will be created. At this point, the form will reload and you may add another new staff member.

Alternatively, you may click on the green notification link to open the staff member details page, where you can add additional details for the newly created staff member.

Edit Staff Member Details

Click on the Staff tab. Search to find the staff member you wish to edit, then click on the staff member's name to bring up the Details tab for the staff member.

Modify the staff member details as desired. Upload a picture by pressing the Upload Picture button and selecting a picture file. When finished, click the Save button to save your changes.

A user who is set as a Trusted Timekeeper will be able modify the clock times on their own shifts. Any changes will be recorded in the audit trail for the shift. This is particularly useful for workers who set their own hours.

To designate the positions and locations for this staff member, save any changes then click on the "(edit)" link to open the Qualifications page. The staff member will be highlighted in blue by default. Edit the locations, positions, and affinities for this staff member then save your changes.

Notes:

• Notification Emails are sent to the staff member when an event occurs (for example, a shift is modified, a bid request is approved, or an open shift becomes available). These will be generated by the same events that generate notifications in the mobile apps; you may wish to turn off notification emails if you are already using the mobile app.
• Access Level is the level of access this staff member has inside the software system (i.e., employee, location manager, manager, or owner).
• Positions are the shift types that the staff member is qualified to fill. Each staff member can have multiple positions.
• Locations are the areas where the staff member will normally work. Each staff member can have multiple locations.

Staff Member Access Levels

Note: If you create an organization, you will automatically be set as an owner. Each organization must have at least one owner.

There are four access levels in MyNextWeek, including Employee, Location Manager, Manager, and Owner. The permissions for each access level are shown in the chart below. To set the access level for a user, go to the staff member details page.

Send Invitation Email

Ensure an email address has been entered for the Staff Member, then press Save to save your changes. Click on Send Invitation Email to send an email to the specified email address.

Note: The invitation button will not be available after the staff member has accepted the invitation.

Change an Staff Member's Email Address / Revoke Access

Removing a staff member’s email address will block the staff member from logging into their account in the organization.

To change a staff member’s email address, you must first disconnect the email by clicking on the link below the email address, then enter a new email address and send a new invitation email.

After clicking the link to disconnect the email, click the Disconnect button to confirm the disconnection.

Crop a Staff Member's Picture

Note: Cropping only affects how the picture is displayed; the original picture is not modified. The aspect ratio for the image crop box is locked to maintain layout consistency.

Click on the Details tab for the staff member. Click on the picture to crop or delete it.

On the opened photo, click and drag to draw a crop box. Resize the box by dragging the box endpoints in or out. Adjust the box position by dragging the box to the desired location on the photo. Click outside of the crop box to remove the cropping. When finished, click the Ok button to save.

Picture File Requirements

Pictures files must be in JPEG format. The maximum allowed size for each file is 8 MB. Uploaded images are scaled down to a maximum dimension size of 2048px.

Delete a Staff Member's Picture

Click on the Details tab for the staff member. Click on the picture to open the edit page.

Press the Delete button in the lower left hand corner.

Edit Staff Member Qualifications (Locations, Positions, and Chat Channels)

Click on the Staff tab then select the Qualifications submenu tab. Click on the boxes to toggle the checkmarks and edit staff member locations and positions.

Note: You can click on row and column titles to highlight the rows and columns; this makes editing easier. A red flag () on the cell indicates that the staff member does not have the required competencies for the assigned position. A green () flag indicates that the staff member does have the required competencies for the unassigned position.

When you are finished editing, click on the Save # Changes button to save your changes.

Edit Staff Member Qualifications (Location Affinity, Position Affinity)

Click on the Staff tab then select the Qualifications submenu tab.

Use the Edit dropdown list to select Affinity. This lets you set each staff member’s affinity for locations and positions. Affinity is used to weight positions or locations when automatically assigning shifts. For example, if a manager has an affinity of 9 for her "Manager" position but only 2 for her "Busser" position (e.g., she can bus tables, but only if nobody else is available), the algorithm will show a strong preference for the manager position. Users can be qualified for many positions with a different affinity for each position.

When you are finished editing, click on the Save # Changes button to save your changes.

Note: Leave the position affinity at neutral (i.e. 5) if there is no preference for one position over another. Similarly, leave the location affinity at neutral (i.e. 5) if there is no preference for one location over another. Affinity can also be used to designate seniority (for example, more senior staff can be given a higher affinity for a position, while less senior staff can be given a lower affinity for a position); this will cause the algorithm to prioritize more senior staff for shifts.

Approve a Time Off Request / View Time Off Heat Map

On the web application, click on the Staff tab then click on the Time Off submenu. At the top of the page, a heat map shows the distribution of time off requests for the year. Days with pending time off requests are indicated by a white inner square. Click on a specific day on the heat map to see time off requests for that day. "Forward" ()) and "Back" (() buttons allow you to navigate forwards and backwards in time.

Below, the Time Off Cards show time off requests in the selected time range (by default, the current year). A green banner indicates an approved time off request. A red banner indicates a denied time off request. Click on the pen icon () to edit, approve, or deny a time off request. Click on the chat icon () to comment on a time off request or see the audit history.

Edit the time off request if needed (e.g. category, start date, return date) and change the approval status from Pending to Approved or Denied.

Note: If an entry is an adjustment entry (for example, to manually add extra vacation days), check the Adjustment Entry Only box.

Press the Save button to save your changes. This will send a notification to the staff member.

Click on the chat icon to view the comments or the change history for the time off request.

Note: Time off categories may be customized via the organization settings.

Delete a Staff Member

Click on the Staff tab. Search to find the staff member you wish to delete, then click on the staff member's name to open the Details tab for that staff member.

Press the Delete button at the bottom right side of the page to delete the staff member. When prompted, press the Delete button to confirm.

Caution: Deleting a staff member will also delete any current or historical shift data associated with this position. This action cannot be undone.

View the Schedule for a Staff Member

Click on the Staff tab. Search to find the staff member you wish to edit, then click on the staff member's name to bring up the Details tab for the staff member. Click on the Schedule submenu tab to show the schedule for the selected staff member.

The schedule shows:

scheduled shifts

shifts (open for bidding)

pending time off request

approved time off

Click on a shift or a time off request to view more information.

View the Time Off Requests for a Staff Member

Click on the Staff tab. Search to find the staff member you wish to edit, then click on the staff member's name to bring up the Details tab for the staff member. Click on the Time Off submenu tab to show the time off requests for the selected staff member. The status (approved or denied) is indicated by a colored banner in the upper right corner of the time off request.

To edit (or delete) a time off request, click on the edit icon (). To comment on a time off request or see the audit history, click on the comment icon ().

View the Accruals for a Staff Member

Click on the Staff tab. Search to find the staff member you wish to edit, then click on the staff member's name to bring up the Details tab for the staff member. Click on the Accruals submenu tab to show the competencies for the selected staff member.

From this page, select the time off category to display on the chart. Custom time off categories can be created on the Organization Settings page. Adjustments, time off, and gradual accruals (hourly or annual) are shown on the chart. The status of time off requests is also shown on this page.

Press the "remove" (-) button to remove a time off entry. To enter a new time off entry, enter the information in the bottom row. Select the time off dates (or the effective date in the case of an adjustment). When you are finished making changes, click the Save button to save your changes.

Adjustments allow accounting adjustments to the time off bank. This can be a positive adjustment (e.g. crediting pre-existing vacation from a previous timekeeping system) or a negative adjustment (e.g. paying out vacation time in lieu of time off). Check the "Adjustment" box to indicate that an entry is an adjustment.

Note: Time off can be set to automatically be accrue on an hourly or yearly basis. This is set on the staff member’s Compensation page.

View the Competencies for a Staff Member

Click on the Staff tab. Search to find the staff member you wish to edit, then click on the staff member's name to bring up the Details tab for the staff member. Click on the Competencies submenu tab to show the competencies for the selected staff member.

The top Competencieslist shows the competencies that the selected staff member has completed. Expired competencies have a yellow background. If a competency never expires, leave the expiry date blank. To add a new competency that does not yet exist in the system, click on the top "add" (+) button and type in the name of the competency. Click the "remove" (-) button to remove a competency from the completed competencies list.

The bottom Competency Gaps list shows the competencies that the selected staff member requires but has not yet completed. The right column shows the assigned positions that require this competency. Click the "add" (+) button to add the competency to the completed competencies list.

When you are finished making changes, click the Save button to save your changes.

Set the Staff Member Availability (Work Schedule Preferences)

Click on the Staff tab. Search to find the staff member you wish to edit, then click on the staff member's name to bring up the Details tab for the staff member. Click on the Availability tab to show the availability preferences for the staff member.

The following options can be set on for each time block on the availability screen:

Prefer to work (The algorithm will attempt to assign shifts during these periods.)

No preference

Prefer not to work (The algorithm will try to avoid assigning shifts during these periods.)

Cannot work (The algorithm will never assign shifts during these periods.)

Note: Managers can still create shifts manually during "Cannot work" periods.

To add a new availability period, press the Change Availability button. Enter a start date (i.e. effective date) for the new availability period. Enter a reason for the availability change. Click and drag across a range of days and times to color the staff member's weekly availability.

Enter a reason for the availability change. Press the Save button to save your changes.

Note: Staff members may also edit their own availability up until the start date of the availability period is within the Availability Change Lead Time (days) setting on the Organization Settings page. At that point, Employees cannot edit that availbility change request, and must submit a new request. Manager(s) will be notified when employees change their availability.

Managers can edit any of the different availability periods (current, past, or future), delete periods, or add new periods. All availability periods will appear in chronological order on this page (Future, then Present, then Past).

Managers may edit the minimum hours, maximum hours, and preferred hours per schedule (week) for the selected user. Managers may also edit the maximum hours per day for the selected user.

Set the Staff Member Compensation

Click on the Staff tab. Search to find the staff member you wish to edit, then click on the staff member's name to bring up the Details tab for the staff member. Click on the Compensation tab to show the compensation records for the staff member.

If you're making an effective-dated change (e.g. the employee is being given a raise next week), then click on Add Compensation Record. Then provide start date for the compensation period. The end date will be automatically calculated for each compensation period. The end date for the last period in the sequence will be blank (no end date). Compensation is effective-dated; when you generate historical reports, the past pay will be calculated based on the effective rate(s) for each period. The rate card defines overtime rules.

Pay can be set on an hourly, monthly, weekly, per-diem, and/or per-shift basis. These different categories will aggregate (i.e. stack together). For most companies, only one category will be used at a time. Position-based pay will override the normal hourly rate if the staff member is working in the specified position. For instance, if a cashier works as an assistant manager, they may be paid more for those hours.

To track accrued time off, enter the time off category, the hour accrual rates, and the overdraw limit (i.e. the limit on the number of time off hours that can be used before they are accrued).

To edit a past period, click on the start date for the period on the top bar. To create a new period, click the Add Period button. To delete a period, click on the Delete Period button. Press the "add" (+) button to add an item or the corresponding "remove" (-) button to remove an item. When you are finished making changes, click the Save button to save your changes.

Managing Organization Subscriptions

Subscribe to a Plan

Click on the Settings tab, then click on the Invoices submenu tab. Click on the Subscribe button to open the plan options.

Select a plan based on your maximum number of users. Each plan includes scheduling, communication (chat), mobile apps, time clocking (with facial recognition), and payroll reporting. This plan can be upgraded or downgraded later as the number of users changes.

Note: MyNextWeek.com does not store your credit card information; it is stored in a third-party payment processor.

Select a plan then enter your billing information. Press Save when your changes are complete.

Note: Prices shown are subject to change.

View Your Plan / Update Credit Card / View Your Invoices

To view your invoice history, click on the Settings tab, then choose the Invoices submenu tab.

Your current plan is shown at the top of the page. Click on Change Payment Method to change your credit card details.

Your past invoices are shown at the bottom of the screen. Click on an invoice date to view details for a specific invoice. The total column shows the total payment for the invoice. A checkmark indicates that the invoice has been paid.

Note: Prices shown are subject to change.

Change a Subscription

Note: You must be an organization owner to modify a subscription.

Click on the Settings tab then click on the Invoicessubmenu tab. To change a subscription, click the Change Subscription button.

Select a new plan, then click on Save to confirm the change.

Note: Prices shown are subject to change.

Cancel a Subscription

Note: You must be an organization owner to modify a subscription.

Click on the Settings tab then click on the Invoices submenu tab. To cancel a subscription, click the Cancel Subscription button.

Click on Cancel Subscription to confirm the cancellation.

After cancelling the subscription you will be able to use the service as usual up to the end of the current billing period. Once the current billing period elapses:

• user accounts will be unable to log in
• organization owners will be unable to edit schedules
• organization owners will still be able to see historical data and create reports

Once the subscription elapses, you may schedule your organization for deletion.

Reactivate an Organization

Note: You must be an organization owner to reactivate a subscription after it has been canceled.

Click on the Settings tab then click on the Invoices submenu tab. To reactivate a subscription, click the Reactivate Subscription button.

Permanently Delete an Organization

Note: You must be an organization owner to delete an organization. The organization can only be deleted after the subscription has ended.

Click on the Settings tab then click on the Invoices submenu tab. Click the Delete Organization button.

Caution: The organization and all associated data will be permanently deleted seven days after the delete organization button is clicked. The 7 day waiting period is intended as a safety margin to prevent accidental deletion.

To delete an organization, click on the checkbox next to Schedule Organization for Deletion then press Save. A red banner will appear showing that the organization is scheduled to be deleted.

Note: Prior to the indicated date, you may cancel the deletion of an organization by clicking on the Delete Organization button, unchecking the box, and pressing Save. 

Support

If you need help, you can always contact us on our Support page. We're here to assist you.