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Download the Employee Import Template

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Overview

When I Work provides a downloadable employee import template that helps to streamline your employee import process.

Considerations

  • 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 are required in the import spreadsheet if not using the import template.

Download the template

  1. Hover over Workplace, then select Employees Employees.

  2. Click more More button , then select Import Employees.Import Employees
  3. Click Download our template.Download Template Link
  4. Fill out the fields with your employee information, then complete the employee import process.

Template fields

Import DataFirst name
Required?
Notes The first name of the employee.
Import DataLast name
Required?
Notes The last name of the employee.
Import DataEmail address
Required?
NotesYou can add the email address later if you want to create all of your users before inviting them.
Import DataMobile phone number
Required?
NotesWe recommend setting a mobile number for each employee to streamline the invite process.
Import DataPositions
Required?
Notes
  • Use commas to separate positions. For example:
    Barista, Cashier, Team Lead
  • If you enter positions that don’t exist in When I Work, we’ll add them automatically when you import the spreadsheet.
Import DataSchedules
Required?
Notes
  • Required for paid plans only; if you don’t see Schedules you’re using the Free plan.
  • If you only have one schedule, enter the name of that schedule for every employee. Go to the schedules page to find the schedule name.
  • Use commas to separate schedules. For example:
    Uptown, Downtown, Lakeside
  • If you enter schedules that don’t exist in When I Work, we’ll add them automatically when you import the spreadsheet.
Import DataBase hourly rate
Required?
NotesThe base wage that the employee receives regardless of position. You have the option to customize the employee’s wage by position after import.
Import DataMaximum hours per week
Required?
NotesThe maximum number of hours that the employee should work per week.
This value doesn’t prevent you from scheduling past the limit; it simply serves as a reminder when you’re building the schedule.
Import DataEmployee ID
Required?
NotesThe employee ID can be used for clocking in and for some integrations.
The ID can be up to 50 characters long.
Import Data Required? Notes
First name  The first name of the employee.
Last name  The last name of the employee.
Email address You can add the email address later if you want to create all of your users before inviting them.
Mobile phone number We recommend setting a mobile number for each employee to streamline the invite process.
Positions
  • Use commas to separate positions. For example:
    Barista, Cashier, Team Lead
  • If you enter positions that don’t exist in When I Work, we’ll add them automatically when you import the spreadsheet.
Schedules
  • Required for paid plans only; if you don’t see Schedules you’re using the Free plan.
  • If you only have one schedule, enter the name of that schedule for every employee. Go to the schedules page to find the schedule name.
  • Use commas to separate schedules. For example:
    Uptown, Downtown, Lakeside
  • If you enter schedules that don’t exist in When I Work, we’ll add them automatically when you import the spreadsheet.
Base hourly rate The base wage that the employee receives regardless of position. You have the option to customize the employee’s wage by position after import.
Maximum hours per week The maximum number of hours that the employee should work per week.
This value doesn’t prevent you from scheduling past the limit; it simply serves as a reminder when you’re building the schedule.
Employee ID The employee ID can be used for clocking in and for some integrations.
The ID can be up to 50 characters long.
Required

A first name, last name, and one of the following: email, phone number or employee ID is required for each employee to complete an import.

Updated on May 20, 2020

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