Scheduling a Shift

From your

Applies to , ,

Overview

If you need to schedule a shift on the go, the When I Work Scheduling app for Android has you covered. You can add a custom shift or use a shift template to save time.

You can also create shifts from a computer or iOS device.

Create a shift

  1. From the When I Work Scheduling app, tap  Scheduler on the bottom of the screen.
  2. Tap , in the bottom-right corner.
    • You will see a list of shift templates that can be used to recreate commonly used shift details. If you haven’t added shift templates for shifts that regularly occur, create a shift template.
    • If you do not want to use a template, tap Custom Shift.
  3. Set up or modify the shift details. For more information about modifying shift details, go to shift details.
  4. When you’re finished setting up the shift, then tap  in the top-right corner of the screen to save the shift.
    A confirmation prompt appears.

    • If you want to save the shift without making it visible to the user, tap Save.
    • If you want to make the shift visible and notify the assigned user based on their alert preferences, tap Save & Publish.

Shift details

If you’re creating a custom shift or need to make adjustments to a shift you’ve added using a shift template, you can modify the shift’s details.

After making changes to shift details, tap  in the top-right corner of the screen to save.

Date
(Required) Set the date for the shift.
Time
(Required) Set the start and end time for the shift.
Schedule
(Required) If you have multiple schedules, select the schedule where the shift should be added.
Position
(Optional) Select the position that needs to be filled.
Tags
(Optional) Select tags if the shift requires additional qualifications or certifications.
Unpaid break
(Optional) Add an unpaid break (also called lunch break) in minutes. For example, enter in 30 for 30 minutes or 60 minutes for one hour.

Note: If using Time Clock & Attendance with Automatically Deduct Scheduled Breaks From Timesheets enabled, an unpaid break in the shift details is required for the break to be automatically deducted from timesheets.

Job site
(Optional) If the shift will take place off site from your normal location, select a job site.
Assign to
(Required) Select who will work the shift.

  • If you added a position to the shift, users who can work that position are listed on the Qualified tab. If you need to assign the shift to an unqualified user, tap the All Employees tab.
  • To let any qualified user take this shift, select OpenShift. For more information, see OpenShifts.
  • To assign the shift to a specific user, select that user.
  • A displays next to users with a scheduling conflict. For more information, check out Identifying Scheduling Conflicts.
How many shifts²
(Optional) Select how many instances of an OpenShift you’d like to publish.
Requires pick up approval²
(Optional) Tap the switch to require pick up approval by management. See Require OpenShift Pick Up Approval (Shift Bidding).
Share with other schedules²
(Optional) Offer OpenShifts to qualified users who aren’t assigned to the same schedule as the shift.
Eligible employees¹
(Optional) Tap to offer the shift to specific eligible users.
Shift color
(Optional) Select a color for the shift.
Shift task lists
(Optional) Select task lists for the shift.
Notes
(Optional) Add notes (up to 350 characters).
Name Description
Date (Required) Set the date for the shift.
Time (Required) Set the start and end time for the shift.
Schedule (Required) If you have multiple schedules, select the schedule where the shift should be added.
Position (Optional) Select the position that needs to be filled.
Tags (Optional) Select tags if the shift requires additional qualifications or certifications.
Unpaid break (Optional) Add an unpaid break (also called lunch break) in minutes. For example, enter in 30 for 30 minutes or 60 minutes for one hour.

Note: If using Time Clock & Attendance with Automatically Deduct Scheduled Breaks From Timesheets enabled, an unpaid break in the shift details is required for the break to be automatically deducted from timesheets.

Job site (Optional) If the shift will take place off site from your normal location, select a job site.
Assign to (Required) Select who will work the shift.

  • If you added a position to the shift, users who can work that position are listed on the Qualified tab. If you need to assign the shift to an unqualified user, tap the All Employees tab.
  • To let any qualified user take this shift, select OpenShift. For more information, see OpenShifts.
  • To assign the shift to a specific user, select that user.
  • A displays next to users with a scheduling conflict. For more information, check out Identifying Scheduling Conflicts.
How many shifts² (Optional) Select how many instances of an OpenShift you’d like to publish.
Requires pick up approval² (Optional) Tap the switch to require pick up approval by management. See Require OpenShift Pick Up Approval (Shift Bidding).
Share with other schedules² (Optional) Offer OpenShifts to qualified users who aren’t assigned to the same schedule as the shift.
Eligible employees¹ (Optional) Tap to offer the shift to specific eligible users.
Shift color (Optional) Select a color for the shift.
Shift task lists (Optional) Select task lists for the shift.
Notes (Optional) Add notes (up to 350 characters).

¹Appears only when you’re scheduling an OpenShift and shift criteria has been defined.

²Appears only when you’re scheduling an OpenShift.

Updated on August 30, 2023

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