Newsflash: Watu system updates

Image of tools from Unsplash to represent Watu's features

We’re constantly working on giving you more, and better, tools within Watu. As a front-end user of Watu, you may sometimes be wondering what we’re working on behind the scenes, so in case this is you, here is a list of recent releases which are visible to to clients*;

*this means you will be able to see the difference. There is plenty that goes on in the background which would only make sense to developers 🙂

Booking Emails are Clearer

This is the latest release and one which many of you have been asking for! Previously, ‘successful booking’ emails listed the shifts with details at the top of the email, followed by exceptions.

This was confusing. For everybody.

Image of booking confirmation email from Watu to temporary staffer

Now, as seen above, it lists each shift with its details, unless all the shifts are exactly the same in which case it lists the detailed information just once.

Introducing Canadian Payroll

For our lovely and loyal Canadian clients, we released a detailed payroll data capture section integrated into Watu, much like we have for the UK, US and Australia. This means that Canadian accounts will now be able to ask staff for their bank account payment details, SIN numbers, and everything else necessary to be able to pay staff.

Image of bank detail capture in Watu for Canada

And when payroll is being exported, all this information will automatically populate the spreadsheet. Hello, simple payday.

Fixing a calendar glitch

When staff were looking at the calendar to pick a date – like their birthday – the white text would show up against a white background. Oops.

Image of Watu's calendar feature

This has happily been corrected!

Easier profile cancellation for staff

Whilst the system previously had many blocks in place for staff cancelling their profiles with an agency, we eased some of the restrictions so that staff can now cancel even if they had been shortlisted for a job – as long as the job is in the past.

This should mean fewer emails to managers asking to be suspended.

Portfolio background image

Previously, the portfolio background had two black sections on either side to contain the image. We realised that this wasn’t ideal for some agency images, so the image now covers the entire background.

It’s ever-so-slightly sleeker and a slight adjustment to a feature we’re excited to be renovating in the future.

Filtering agency emails

Image of mailboxes to represent filtering agency emails Photo by 白士 李: https://flic.kr/p/mMthm6

The excitement of signing up to a new agency and receiving your first job offer provides for a real buzz. A new team of managers, a different range of clients, and the potential for some awesome gigs coming through into your virtual mailbox appeals to your curiosity and inbound post is read with relish.

Until that email turns into hundreds. Then maybe thousands, as you register with more agencies. And not just that, but you’re hectic at the moment with finals and shifts and social events galore. You want to apply to some shifts, but the amount of incoming mail is overwhelming and not to mention, totally drowning your inbox to the point where personal emails get lost in the subject headers and you decide it’s just not even worth checking the mail. This just isn’t working.

Many staff, at this point, get in touch asking to be taken off the books, preferring to not be registered with an agency at all rather than be bombarded by potentially irrelevant job offers. But there’s another option: filtering your agency emails. Here we have a look at the most popular email servers and how to create filters.

Filtering incoming mail for Gmail

  1. Open Gmail.
  2. In the search box at the top, click the Down arrow Down Arrow.
  3. Enter your search criteria. If you want to check that your search worked correctly, see what emails show up by clicking Search Search.
  4. At the bottom of the search window, click Create filter with this search.
  5. Choose what you’d like the filter to do.
  6. Click Create filter.
  7. When you create a filter to forward messages, only new messages will be affected.

Use a particular message to create a filter

  1. Open Gmail.
  2. Check the checkbox next to the email you want.
  3. Click More.
  4. Click Filter messages like these.
  5. Enter your filter criteria.

Filtering incoming mail for Hotmail

  1. Select Options | More options… (or just Options in Windows Live Hotmail classic) from the toolbar.
  2. Follow the Automatically sort e-mail into folders link under Customize your mail.
  3. Click New filter.
  4. Select the desired filtering criterion under Which messages are you looking for?.
  5. Choose the folder to receive all mail matching your criterion under Where do you want to put these messages?.

Filtering incoming mail for Yahoo

  1. Mouse over the Settings icon Image of the Mail Settings icon. | select Settings.
  2. Click Filters
  3. Click Add.
  4. Enter a Filter Name.
  5. Enter the filter criteria.
  6. Select a folder to deliver the affected emails to or select New Folder to create a new one.
  7. Click Save.
  8. Click Save again to return to your emails.

Filtering incoming mail for Outlook

  1. Click the File tab.
  2. Click Manage Rules & Alerts.
  3. In the Rules and Alerts dialog box, on the E-mail Rules tab, click New Rule.
  4. Under Start from a blank rule, click either Check messages when they arrive or Check messages after sending.
  5. Click Next.
  6. Under Step 1: Select condition(s), select the conditions that you want the messages to meet for the rule to apply.
  7. Under Step 2: Edit the rule description, click an underlined value for any condition that you added, and then specify the value.
  8. Click Next.
  9. Under Step 1: Select action(s), select the action that you want the rule to take when the specified conditions are met.
  10. Under Step 2: Edit the rule description, click an underlined value for any action that you added, and then specify the value.
  11. Click Next.
  12. Under Step 1: Select exception(s), select any exceptions to the rule, and then click Next.
  13. Under Step 2: Edit the rule description, click an underlined value for any exception that you added, and then specify the value.
  14. Click Next.
  15. Under Step 1: Specify a name for this rule, enter a name.
  16. Under Step 2: Setup rule options, select the check boxes for the options that you want.
  17. If you want to run this rule on messages that already are in the Inbox, select the Run this rule now on messages already in “Inbox” check box.
  18. By default, the new rule is turned on. To turn off the rule, clear the Turn on this rule check box.
  19. To apply this rule to all email accounts set up in Outlook, select the Create this rule on all accounts check box.
  20. Click Finish.
  21. What filters should you create?

Filtering your inbox by subject

Perhaps you’d like to separate job invites from being shortlisted to a shift, and confirmation requests from decline messages. If so, there are some key words that most agencies using Watu will use.

How to create a Gmail filter in your inbox
Creating a Gmail filter

When a box like the above Gmail option pops up offering you various filters, here’s what to enter:

Job Invites: (Subject) “Would you be interested in”
Being shortlisted to a job: (Subject) “Status: SHORTLISTED”
Confirming a job you’ve been booked to: (Subject) “Status: SUCCESSFUL”
Your application to a job was declined: (Subject) “Status: UNSUCCESSFUL”

Extra: From: This is a bit trickier, as each manager has an individual email address. If you opt to use this filter, note that it will be from an email address with ‘watu’ in it, and not the manager’s direct email address. (hint: also add this inbound email address to your contacts, to avoid spam!)

So rather than choosing between leaving the agency for good or having to deal with 452 new job offers every day (which technically sounds good but, in practice, stinks), have a go at setting up filters. That way when you decide you’re ready to read through what’s available and get stuck into some work admin, you can opt to dive in.

 

Photo by 白士 李

Mass message your staff

If you click on “active” you’ll notice something different in Watu today. The Message action is enabled even though no staffer is selected. This is new.

This is the number one requested feature for Watu and today it’s finally available to all users: mass mailing staffers.

If you click on Message without selecting any staffers you’ll get a slightly different message window:

In this example, message all 183 active staffers.

In effect, you are now able to message all of your ‘active’ staffers (staff that are approved and live in your database).  Mass mailing works for any search you run in Watu. For example, let’s search for staffers that like the color green:

Simply click on the Message link and you get a messaging popup showing you that you are about to send a message to staffers who have stated their favourite colour as green:

Since we don’t know whether you want to message everybody who likes green, regardless of state, we give you the option to pick staffers that are pending, rejected, suspended, etc.

Messaging is the only mass-action we have for now, but in the future there will be many more as we look to streamline the job of booking staff. Mass actions enable you to easily affect a lot of people making them a powerful action.  With this in mind, remember uncle Ben’s wise words:

with great power, comes greats responsibilities

Messaging staffers when changing their state

We recently introduced a new state for staffers called “suspended” as well as a button to reset the state back to pending if necessary. Today way are bringing you two new improvements to the handling of staffers’ states. The first one is a more complete menu when looking at staffers:

That’s all the different states we have, and since we have exporting capabilities in those pages, you can download those lists and do any processing you want with any tool.

The second improvement we just released is much more important. Every time you now accept, reject or suspend a user, instead of Watu just sending them an automatic email, you’ll get the usual messaging window that allows you to send an email, an sms, both or neither:

It also allows you to edit the message before it goes out, so you can tailor it to a specific individual if you want. If you find yourself changing the messages over and over again in the same way, remember that you can edit the template by going to the Template section in Watu.

New messaging system

We have a new messaging system, but since a picture is worth a thousand words, we’ll let the pictures speak for themselves: