Glossary of Terms
Applies to Admins, Managers, Supervisors
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From your computer
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Absence Tracking This feature of When I Work allows employees to report when they will not be at work. Also gives supervisors, managers, and admins the option find coverage for the shift. Access Privileges A user’s Access privilege, also called ‘role,’ determines what they can see and do in When I Work. See also employee, supervisor, manager, and admin. Account ID A unique ID for the workplace account set in the General Settings that employees can use to register for your account without an invite. Admin This user is the owner of the account and in charge of billing. The admin...
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Manager Resources
Use this guide to get started managing a When I Work workplace. This guide assumes that you have received an email or text message invite to perform this setup. Resources linked in this guide lead to articles related to use of When I Work on a computer via the web... -
Supervisor Resources
Use this guide to set up your profile and get started with When I Work. This guide assumes that you have received an email or text message invite from your manager to perform this setup. Resources linked in this guide lead to articles related to use of When I Work...Applies to Supervisors
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Employee Resources
Use this guide to set up your profile and get started with When I Work. This guide assumes that you have received an email or text message invite from your manager to perform this setup. Resources linked in this guide lead to articles related to use of When I Work...Applies to Employees
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Language Support
When I Work offers and supports our web and mobile applications in English. Set the device language on iOS or Android to translate the app. Platform Language Web English iOS English, Spanish, French, Italian, German Android English, Spanish, French, Italian, German The Customer Care team at When I Work provides support...Applies to Admins, Employees, Managers, Supervisors
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Supported File Formats for Uploads
When I Work supports uploading files to Document Storage. Document Storage is a central repository in When I Work for documents you want to share company-wide. Uploaded files can be no larger than 1 GB. The total storage capacity for Document Storage is 50 GB. All uploaded files are scanned... -
Transport Layer Security (TLS) v1.2 Reference
When I Work strives to comply with industry standard best practices that ensure your data stays private and secure. A TLS v1.2 compliant version of your web browser or mobile app is required to connect to When I Work. If your web browser or mobile app is not compliant, you...Applies to Admins, Employees, Managers, Supervisors
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Enable TLS v1.2 on Your Web Browser
Access to When I Work requires a TLS v1.2 compliant web browser. If you’re unsure of your web browser’s compatibility, run this tool to check, and also check out the TLS v1.2 Reference article. Mac OS X version 10.9 and later is already compatible with TLS v1.2. No browser updates are required...Applies to Admins, Employees, Managers, Supervisors
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Ramp Up for the Season – Account Reactivation Guide
This guide includes recommendations for seasonal business that need to ramp up their account for the upcoming busy season. If your account is currently hibernated, reactivate it. You must have admin access privileges in order to reactivate a hibernated account. See Reactivate Your Account. As you ramp up, Users can...Applies to Admins, Managers, Supervisors
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Wage Calculation Reference
When I Work enables you to enter wage information for each user and position you have added to your account. Wage information is useful to help forecast your labor costs while scheduling. Wage information is also available in timesheet exports and pay period summary exports. All wage calculations in When... -
Photo Clock In Reference Guide
Photo Clock In enables increased accountability by using the iOS Time Clock Terminal camera to capture the face of each user that clocks in and clocks out. Photo Clock In is only available in the iOS Time Clock Terminal app. Make sure your app is up to date and your...Applies to Admins, Managers, Supervisors
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Shift Coverage Reference Guide
Shift coverage provides flexible scheduling options to increase employee accountability for their schedule and help ensure all of the shifts you need covered are filled. The shift coverage options include: Overlapping OpenShift pick-up – users can pick-up available OpenShifts that overlap their assigned shifts Shift release – reassigns a user’s...Applies to Admins, Employees, Managers, Supervisors
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Security Reference Guide
When I Work strives to comply with industry standard best practices that ensure your data stays private and secure. Use the following article as a guide to learn more about the security measures that When I Work has implemented for the web app and mobile apps. Check out our Trust Center to dive deeper into the measures When I Work has taken to build a secure platform. When I Work uses token-based authentication for the web app and mobile apps. Token-based authentication is a secure verification method that enables users to log in once to the When I Work app and... -
Customer Data Privacy Reference
When I Work takes your data privacy seriously. We limit the amount of data that is used and we operate and enforce privacy policies and data protection policies. The following is the limited set of data per user profile: Full name Email address Login name Position (job) Telephone number¹ Hourly...Applies to Admins, Employees, Managers, Supervisors
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Max Hours Enforcement Reference
Max hours Enforcement enables you to enforce the maximum amount of hours each user can work per week when picking up OpenShifts. You can use this feature to: Prevent users from taking too many OpenShifts or shift requests. Control your workforce labor costs. Max hours enforcement uses the Max Hours/Week... -
Two-Step Verification Technical Reference
Two-step verification adds a second layer of security to your account by requiring another method of verification beyond your initial password. Two-step verification is a way to ensure secure access to When I Work for everyone in your organization. Any malicious access attempts to When I Work accounts require a password and an authentication code in order to succeed. When I Work offers two-step verification as a way to confirm appropriate users are performing sensitive actions in your profile or as an optional feature for your account. Once enabled, two-step verification is required at each login to When I Work....Applies to Admins, Employees, Managers, Supervisors
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Advanced Role Permissions
Role Permissions provide admins more centralized control over the permissions and access allowed for managers and supervisors. This article covers specifics surrounding each Role Permissions setting in the General Settings. To adjust the Role or “access level” of a specific user, see User Access Privileges. Callout Description a Check to allow Managers access to the Gear menu and make changes to Settings (General, Scheduling, Attendance, Integrations). b Check to allow Managers to view and make changes to the following Workplace objects: Schedules Positions Job Sites Shift Templates Tags Callout Description a Check to allow Supervisors to view and make changes...Applies to Admins
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Webhooks Reference
Webhooks send event data from When I Work to an endpoint that you set up letting you know about certain changes that happen in near real-time within your account. Webhooks also allow for a push model where you are notified about changes made on the backend. The Endpoint is the...Applies to Admins
From your iPhone or iPad
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Glossary of Terms
Absence Tracking This feature of When I Work allows employees to report when they will not be at work. Also gives supervisors, managers, and admins the option find coverage for the shift. Access Privileges A user’s Access privilege, also called ‘role,’ determines what they can see and do in When I Work. See also employee, supervisor, manager, and admin. Account ID A unique ID for the workplace account set in the General Settings that employees can use to register for your account without an invite. Admin This user is the owner of the account and in charge of billing. The admin...Applies to Admins, Managers, Supervisors
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Supervisor Resources
Use this guide to set up your profile and get started with When I Work. This guide assumes that you have received an email or text message invite from your manager to perform this setup. Resources linked in this guide lead to articles related to use of When I Work...Applies to Supervisors
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Employee Resources
Use this guide to set up your profile and get started with When I Work. This guide assumes that you have received an email or text message invite from your manager to perform this setup. Resources linked in this guide lead to articles related to use of When I Work...Applies to Employees
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Language Support
When I Work offers and supports our web and mobile applications in English. Set the device language on iOS or Android to translate the app. Platform Language Web English iOS English, Spanish, French, Italian, German Android English, Spanish, French, Italian, German The Customer Care team at When I Work provides support...Applies to Admins, Employees, Managers, Supervisors
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Transport Layer Security (TLS) v1.2 Reference
When I Work strives to comply with industry standard best practices that ensure your data stays private and secure. A TLS v1.2 compliant version of your web browser or mobile app is required to connect to When I Work. If your web browser or mobile app is not compliant, you...Applies to Admins, Employees, Managers, Supervisors
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Photo Clock In Reference Guide
Photo Clock In enables increased accountability by using the iOS Time Clock Terminal camera to capture the face of each user that clocks in and clocks out. Photo Clock In is only available in the iOS Time Clock Terminal app. Make sure your app is up to date and your...Applies to Admins, Managers, Supervisors
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Shift Coverage Reference Guide
Shift coverage provides flexible scheduling options to increase employee accountability for their schedule and help ensure all of the shifts you need covered are filled. The shift coverage options include: Overlapping OpenShift pick-up – users can pick-up available OpenShifts that overlap their assigned shifts Shift release – reassigns a user’s...Applies to Admins, Employees, Managers, Supervisors
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Security Reference Guide
When I Work strives to comply with industry standard best practices that ensure your data stays private and secure. Use the following article as a guide to learn more about the security measures that When I Work has implemented for the web app and mobile apps. Check out our Trust Center to dive deeper into the measures When I Work has taken to build a secure platform. When I Work uses token-based authentication for the web app and mobile apps. Token-based authentication is a secure verification method that enables users to log in once to the When I Work app and... -
Two-Step Verification Technical Reference
Two-step verification adds a second layer of security to your account by requiring another method of verification beyond your initial password. Two-step verification is a way to ensure secure access to When I Work for everyone in your organization. Any malicious access attempts to When I Work accounts require a password and an authentication code in order to succeed. When I Work offers two-step verification as a way to confirm appropriate users are performing sensitive actions in your profile or as an optional feature for your account. Once enabled, two-step verification is required at each login to When I Work....Applies to Admins, Employees, Managers, Supervisors
From your Android phone
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Glossary of Terms
Absence Tracking This feature of When I Work allows employees to report when they will not be at work. Also gives supervisors, managers, and admins the option find coverage for the shift. Access Privileges A user’s Access privilege, also called ‘role,’ determines what they can see and do in When I Work. See also employee, supervisor, manager, and admin. Account ID A unique ID for the workplace account set in the General Settings that employees can use to register for your account without an invite. Admin This user is the owner of the account and in charge of billing. The admin...Applies to Admins, Managers, Supervisors
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Supervisor Resources
Use this guide to set up your profile and get started with When I Work. This guide assumes that you have received an email or text message invite from your manager to perform this setup. Resources linked in this guide lead to articles related to use of When I Work...Applies to Supervisors
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Employee Resources
Use this guide to set up your profile and get started with When I Work. This guide assumes that you have received an email or text message invite from your manager to perform this setup. Resources linked in this guide lead to articles related to use of When I Work...Applies to Employees
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Language Support
When I Work offers and supports our web and mobile applications in English. Set the device language on iOS or Android to translate the app. Platform Language Web English iOS English, Spanish, French, Italian, German Android English, Spanish, French, Italian, German The Customer Care team at When I Work provides support...Applies to Admins, Employees, Managers, Supervisors
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Transport Layer Security (TLS) v1.2 Reference
When I Work strives to comply with industry standard best practices that ensure your data stays private and secure. A TLS v1.2 compliant version of your web browser or mobile app is required to connect to When I Work. If your web browser or mobile app is not compliant, you...Applies to Admins, Employees, Managers, Supervisors
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Shift Coverage Reference Guide
Shift coverage provides flexible scheduling options to increase employee accountability for their schedule and help ensure all of the shifts you need covered are filled. The shift coverage options include: Overlapping OpenShift pick-up – users can pick-up available OpenShifts that overlap their assigned shifts Shift release – reassigns a user’s...Applies to Admins, Employees, Managers, Supervisors
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Security Reference Guide
When I Work strives to comply with industry standard best practices that ensure your data stays private and secure. Use the following article as a guide to learn more about the security measures that When I Work has implemented for the web app and mobile apps. Check out our Trust Center to dive deeper into the measures When I Work has taken to build a secure platform. When I Work uses token-based authentication for the web app and mobile apps. Token-based authentication is a secure verification method that enables users to log in once to the When I Work app and... -
Two-Step Verification Technical Reference
Two-step verification adds a second layer of security to your account by requiring another method of verification beyond your initial password. Two-step verification is a way to ensure secure access to When I Work for everyone in your organization. Any malicious access attempts to When I Work accounts require a password and an authentication code in order to succeed. When I Work offers two-step verification as a way to confirm appropriate users are performing sensitive actions in your profile or as an optional feature for your account. Once enabled, two-step verification is required at each login to When I Work....Applies to Admins, Employees, Managers, Supervisors