Add and Edit Employees
Applies to Admins, Managers, Supervisors
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Working With Employees
From your computer
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Add 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 who...
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Approve Pending Employees
When employees register with your workplace without an invite, they must be approved by a Manager to join the workplace. You can also approve pending employees from your iOS device or Android device. You must have Admin or Manager level access to approve a request to join. If an employee... -
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 Admins, Managers, Supervisors
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Archive an Employee
Archiving an employee removes that person from the schedule, deactivates their employee profile and revokes access to your workplace. You must have Supervisor, Manager, or Admin access privileges to archive an employee. Supervisors can only archive users with Employee level access that are assigned to the same schedules. Admins and Managers can archive any...Applies to Admins, Managers, Supervisors
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Assigning Employees to Positions and Schedules
Assign employees to multiple positions or schedules at once to save time instead of assigning 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 Admins, 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 Admins, Managers, Supervisors
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Reactivating Archived Employees
If you have an employee re-joining your business, you can reactivate an archived employee to restore their previous employee profile 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...Applies to Admins, 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 Admins, Managers, Supervisors
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Attendance Alerts & Exempt Status
If employees do not need to clock in and clock out or do not need overtime calculated, you can disable attendance reminders and prevent overtime from being calculated for them. Enable this setting to make an employee exempt from overtime pay calculations. For example, the user is a salaried employee. Hover...Applies to Admins, 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 Admins, Managers, Supervisors
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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 Admins, 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 Admins
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View Archived Employees
If you have previously archived (deleted) an employee, you can view a list of users whose profiles are inactive along with the date they were archived. If you wish to reactivate employee profiles, see Reactivating Archived Employees. You must have Admin, Manager or Supervisor access privileges to view archived users. Supervisors cannot...Applies to Admins, Managers, Supervisors
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Importing Employees
Whether you’re building a brand new account or updating your existing employee roster, the employee import feature has several benefits makes maintaining your employee’s information easy. We offer an employee import template that streamlines the import process. You can: Add all of your users in advance without their email address so... -
Download the Employee Import Template
When I Work provides a downloadable employee import template that helps to streamline your employee import process. If you already have an employee spreadsheet set up, you can import that file into When I Work. However, we recommend using the When I Work employee import template for best results. Headers... -
Creating and Managing Tags
Tags provide a way to define custom shift qualifications that cannot be easily captured by position alone. Think of tags like additional eligibility requirements that you can layer on top of positions. For example, tags can capture requirements like: Certifications Preferred status Tenure/seniority Skill subsets not reflected in the position...Applies to Admins, Managers, Supervisors
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 Admin access privileges to add an employee. From the When I Work Staff Scheduling app, tap More icon More in the bottom-right corner of...Applies to Admins, 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 Admin access privileges to edit an employee’s information. A registered employee’s email address cannot be changed by an Admin, Manager, or Supervisor...Applies to Admins, Managers, Supervisors
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Approve Pending Employees
When employees register with your workplace without an invite, they must be approved by a manager to join the workplace. You can also approve pending employees from your computer or Android device. You must have Admin or Manager level access to approve a request to join. If an employee that already belongs to your... -
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 Admins, Managers, Supervisors
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Archiving an Employee
Archiving an employee removes that person from the schedule and revokes access to your workplace. You can also archive an employee from your computer or Android phone. You must have Supervisor, Manager, or Admin access privileges to archive an employee. Supervisors can only archive users with employee-level access. Admins and managers can archive any users. If...Applies to Admins, 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 Admin access privileges to add an employee. From the When I Work Scheduling app, tap Menu button in the top-left corner of the screen. Scroll...Applies to Admins, 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 Admin access privileges to edit an employee’s information. A registered employee’s email address cannot be changed by an Admin, Manager, or Supervisor if the...Applies to Admins, Managers, Supervisors
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Approve Pending Employees
When employees register with your workplace without an invite, they must be approved by a Manager to join the workplace. You can also approve pending employees from your computer or iOS device. You must have Admin or Manager level access to approve a request to join. Pending employees cannot be merged with employee... -
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 Admins, Managers, Supervisors
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Archiving an Employee
Archiving an employee removes that person from the schedule and revokes access to your workplace. You can also archive an employee from your computer or iPhone/iPad. You must have Supervisor, Manager, or Admin access privileges to archive an employee. Supervisors can only archive users with employee-level access. Admins and managers can archive any users. If an...Applies to Admins, Managers, Supervisors