Add a User

From your

Applies to , ,

Overview

You can use the When I Work app to add a user from anywhere.

You can also add a user from your computer or Android device.

Considerations

You must have supervisor, manager, or admin level access to add a user.

Add a user

  1. From the When I Work Staff Scheduling app, tap  More in the bottom-right corner of the screen.
  2. Tap Employees.
  3. Tap in the top-right corner of the screen.
  4. Add the user’s details:
    1. Profile picture
    2. First name
    3. Last name
    4. Phone number
    5. Email address
    6. Employee ID
    7. Role
    8. Max Hours/ Week
    9. Timezone
    10. Notes
  5. Add the user’s assignments:
    1. Add the Schedules where the user will be working. Tap to add schedules.
    2. Add the Positions the user is qualified to work. Tap to add positions.
    3. Add the Tags the user is qualified to work. Tap to add tags.
  6.  When you’re finished, tap Save in the top-right corner of the screen. Tap Save again to confirm.

User details

Picture
(Optional) Profile picture.
First Name
(Required) The user’s first name.
Last Name
(Required) The user’s last name.
Phone
(Recommended) Include the user’s phone number to send an invite.
Email

(Recommended) Include the user’s email address to send an invite.

Only the user can edit their email address once they’ve registered their profile.

Max Hours/Week
(Optional) The maximum number of hours that the user prefers to work per week.
Timezone
(Optional) Set a custom time zone to translate the user’s shift times to their time zone
Role
(Required) Access privileges given to the user.
Employee ID
(Optional) If you’re using the Time Clock & Attendance, the user can use an employee ID or email addresses to clock in.
Notes
(Optional) Descriptive information about the user.
Schedules
(Required) Schedules where the user works.
Positions
(Recommended) Positions the user is qualified to work.
Tags
(Optional) Tags the user is qualified to work.
Name Description
Picture (Optional) Profile picture.
First Name (Required) The user’s first name.
Last Name (Required) The user’s last name.
Phone (Recommended) Include the user’s phone number to send an invite.
Email

(Recommended) Include the user’s email address to send an invite.

Only the user can edit their email address once they’ve registered their profile.

Max Hours/Week (Optional) The maximum number of hours that the user prefers to work per week.
Timezone (Optional) Set a custom time zone to translate the user’s shift times to their time zone
Role (Required) Access privileges given to the user.
Employee ID (Optional) If you’re using the Time Clock & Attendance, the user can use an employee ID or email addresses to clock in.
Notes (Optional) Descriptive information about the user.
Schedules (Required) Schedules where the user works.
Positions (Recommended) Positions the user is qualified to work.
Tags (Optional) Tags the user is qualified to work.

Updated on February 9, 2023

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