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Edit an Employee’s Information

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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 user has already registered. The employee can edit their email by logging into When I Work on a computer, the Android app or the iOS app.
  • To edit the employee’s profile picture, access level, availability preferences, max hours per week, or employee ID, visit the When I Work web app from your computer.

Edit a user’s information

  1.  From the When I Work Scheduling app, tap Menu button on the top left of the screen.
  2. Tap Employees in the Toolbox list. 
  3. Select the employee you need to edit.
  4. Tap Edit to edit the employee’s profile.
  5. On this screen, you can edit the employee’s:
    • First name
    • Last name
    • Phone number
    • Email address
    • Employee notes
    • Qualified positions
    • Schedules
  6. Tap Add next to “Tag Position…” to tag positions to the employee’s profile.
    NOTE: When I Work allows you to tag an employee to Multiple Positions. Tagging an employee to multiple positions means that the employee is qualified to work the position.
  7. Tap  next to the positions they are no longer qualified to work to remove a position from the employee’s Profile.
  8.  Tap  to the right of the Schedules employees are unqualified to work to remove an employee from a schedule. 
  9. Tap Checkmark on the top right of the screen to save the employee’s information.
    NOTE: If you do not tap Checkmark, your employee’s information are not stored.
  10. A message appears in the bottom of your app confirming the save.
Updated on March 26, 2021

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