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Edit an Employee’s Information

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Applies to , ,


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 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.

Edit a user’s information

  1.  From the When I Work Staff Scheduling app, tap the More More icon tab at the bottom of the screen.
  2. Tap Employees from the Toolbox list
  3. Select the employee you need to edit.
  4. Tap Edit.
  5. On this screen, you can edit the employee’s:
    • Profile Picture
    • First Name
    • Last Name
    • Phone Number
    • Max Hours/ Week
    • Employee ID
    • Employee Notes
    • Qualified Positions
    • Schedules
  6. Tap Role, to edit the User’s Access Level.
    NOTE: Supervisors cannot edit to increase the Employee’s access level. Only admins and managers have the ability to increase a User’s access level.Change employee role
  7. Tap  Add next to “Add Position” to add the position(s) they are qualified to work.
    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.
  8. Tap  Close next to the positions they are no longer qualified to work to remove a position from the employee’s Profile.
  9. Tap Close to the right of the Schedules employees are unqualified to work to remove an employee from a schedule. 
  10. Tap Save on the top right of the screen.
    NOTE: If you do not tap Save, your edits to the employee’s Profile are not stored.
  11. You have now completed editing the employee! As the admin/manager/supervisor, you also have the ability to view the User’s Schedule (1), Enter/Edit the User’s Availability (2) , or Contact the User (Place a Phone Call, Send Text Message, Send Email, and/ or Add Contact to Address Book) (3).
Updated on March 26, 2021

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