Add and Edit Employees
Applies to Account Holders, Managers, Supervisors
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Working With Employees
From your computer
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Add your employees and manage their information to make sure their profiles are configured to fit your needs. In addition to their contact information, your employees’ profiles contains their assigned schedules, positions, and wage information. You can also edit an employee’s information from your iOS device or Android device. Supervisors can edit employees’ profiles...
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Approving Pending Employees
When employees register with your workplace without an invite, they must be approved by a manager to join the workplace. If an employee that already belongs to your workplace registers with a different email address (instead of logging in), you can merge the pending employee with the existing employee. Employees...Applies to Account Holders, Managers
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Reminding an Employee to Accept an Invite
If an employee hasn’t accepted an invite to join your workplace, you can remind the employee by sending another invite. Invites cannot be sent if an employee has already registered (accepted an invite). Green dots show to the right of employees’ names who have accepted invites. Registered employees can log...Applies to Account Holders, Managers, Supervisors
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Delete an Employee
Deleting an employee removes that person from the schedule and revokes access to your workplace. You can also delete an employee from your iPhone or Android phone. You must have supervisor, manager, or account holder access privileges to delete an employee. Supervisors can only delete users with employee level access. Account holders and managers can...Applies to Account Holders, Managers, Supervisors
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Tagging Employees to Positions and Schedules
Tag employees to multiple positions or schedules at once to save time instead of tagging their positions or schedules one by one. Removing an employee from a position does not affect their scheduled shifts. If you remove an employee from a schedule: Their past shifts are hidden from the schedule....Applies to Account Holders, Managers, Supervisors
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Sorting Employees, Positions, and Schedules
Sorting allows you to modify the order that employees, positions, and schedules appear in When I Work. Sorting your employees allows you to modify they order they appear on the scheduler. You can sort employees by first or last name, or you can custom sort if you prefer to view...Applies to Account Holders, Managers, Supervisors
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Reactivating Deleted Employees
If you have an employee re-joining your business, you can reactivate a deleted employee to restore their previous information instead of adding a new profile. When you reactivate an employee: They do not receive a notification that they’ve been reactivated. After reactivating an employee’s profile, their information repopulates in the...Applies to Account Holders, Managers, Supervisors
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Changing a Registered Employee’s Email Address
Once an employee has logged in to view the schedule, the email address field in their employee profile will turn grey, and it can no longer be edited. At that point, their email address can only be changed from their individual account for security. To change their email, your employee will...Applies to Account Holders, Managers, Supervisors
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Attendance Alerts & Exempt Status
If you have employees that do not need to clock in or do not need overtime calculated, you can disable attendance reminders and prevent overtime from being calculated for them. Hover over Workplace, then select Employees Employees. From there, select the employee that you want to edit these settings for then go...Applies to Account Holders, Managers, Supervisors
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Hiding an Employee from the Schedule
If you don’t intend to schedule an employee for shifts, you can hide the employee from the schedule. For example, if the managers at your workplace make the schedule but are not hourly workers themselves, you might want to hide them from the schedule. You must be a supervisor, manager,...Applies to Account Holders, Managers, Supervisors
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Importing Employees
If you need to add multiple employees at the same time, you can save time by uploading a spreadsheet that contains your employees’ names and details. We offer a spreadsheet template that streamlines the import process. If you’ve already got an employee spreadsheet set up, you can import that file...Applies to Account Holders, Managers
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Exporting Employees
Exporting your employees provides you with a spreadsheet containing their contact and profile information. Export your employees if you want a spreadsheet containing their information outside of When I Work, or if you need to import employees into another account. Check out Can I Export My Data? for more information...Applies to Account Holders, Managers, Supervisors
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Remove Email Address from Blacklist
If a user’s email address is blacklisted, the user does not receive email notifications from When I Work. Remove a user’s email address from the blacklist on the Employees page via the web. A blacklist is a list that identifies IP addresses or domains that is used by Internet service...Applies to Account Holders
From your iPhone or iPad
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Add an Employee
You can use the When I Work app to add an employee from anywhere. You can also add an employee from your computer or Android device. You must have supervisor, manager, or account holder access privileges to add an employee. From the When I Work Staff Scheduling app, tap More icon More in the bottom-right...Applies to Account Holders, Managers, Supervisors
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Edit an Employee’s Information
You can edit an employee’s details at any time from the When I Work Staff Scheduling app. You can also edit an employee from your computer or Android phone. You must have supervisor, manager, or account holder access privileges to edit an employee’s information. A registered employee’s email address cannot be changed by an...Applies to Account Holders, Managers, Supervisors
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Approving Pending Employees
When employees register with your workplace without an invite, they must be approved by a manager to join the workplace. You must have account holder or manager level access to approve a request to join. If an employee that already belongs to your workplace registers with a different email address...Applies to Account Holders, Managers
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Changing a Registered Employee’s Email Address
Once an employee has logged in to view the schedule, the email address field in their employee profile will turn grey, and it can no longer be edited. At that point, their email address can only be changed from their individual account for security. To change their email, your employee will...Applies to Account Holders, Managers, Supervisors
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Deleting an Employee
Deleting an employee removes that person from the schedule and revokes access to your workplace. You can also delete an employee from your computer or Android phone. You must have supervisor, manager, or account holder access privileges to delete an employee. Supervisors can only delete users with employee level access. Account holders and managers can...Applies to Account Holders, Managers, Supervisors
From your Android phone
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Add an Employee
You can use the When I Work app to add an employee from anywhere. You can also add an employee from your computer or iOS device. You must have supervisor, manager, or account holder access privileges to add an employee. From the When I Work Scheduling app, tap Menu button in the top-left corner of the...Applies to Account Holders, Managers, Supervisors
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Edit an Employee’s Information
You can edit an employee’s information at any time from the When I Work Scheduling app. You can also edit an employee from your computer or iPhone/iPad. You must have supervisor, manager, or account holder access privileges to edit an employee’s information. A registered employee’s email address cannot be changed by an account holder, manager, or supervisor...Applies to Account Holders, Managers, Supervisors
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Approving Pending Employees
When employees register with your workplace without an invite, they must be approved by a manager to join the workplace. You must have account holder or manager level access to approve a request to join. Pending employees cannot be merged with employee profiles on the Android app. Pending employees can...Applies to Account Holders, Managers
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Changing a Registered Employee’s Email Address
Once an employee has logged in to view the schedule, the email address field in their employee profile will turn grey, and it can no longer be edited. At that point, their email address can only be changed from their individual account for security. To change their email, your employee will...Applies to Account Holders, Managers, Supervisors
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Deleting an Employee
Deleting an employee removes that person from the schedule and revokes access to your workplace. You can also delete an employee from your computer or iPhone/iPad. You must have supervisor, manager, or account holder access privileges to delete an employee. Supervisors can only delete users with employee level access. Account holders and managers can delete...Applies to Account Holders, Managers, Supervisors