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Editing a User’s Availability

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Availability preferences let you know when a user prefers to work. You might need to edit a user’s availability yourself if the user communicates preferences to you outside of When I Work.

You can also edit a user’s availability preferences from your computer or iPhone.


  • You must have supervisor, manager, or admin access privileges to set availability preferences on behalf of a user.
  • You can add, edit, or delete availability preferences that take place in the future but not preferences that take place in the past or on the current day.
  • Users can set their their own availability preferences. Encourage them to set their availability preferences from their iPhones, Android phones, or computers.


  1. From the When I Work Scheduling app, tap More on the bottom-right corner of the screen.
  2. Tap Users.
  3. Tap the employee for whom you want to edit availability preferences.
  4. At the bottom of the screen, tap View Availability.
  5. The availability screen appears. Tap an existing preference to edit it. Tap the option next to the date to add a new preference.
    View our instructions to set availability preferences for more details.
Updated on August 30, 2023

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