The user that is the owner of the account and in charge of billing. The account holder has complete access to all account settings. See also access privileges.
Email and mobile alerts let you know when something has changed or needs your attention. If you’d like to customize the alerts you receive, see Setting Alert Preferences.
Use annotations to send your staff important information about a particular day. You can send a general announcement, let your staff know that time off isn’t allowed, or let your staff know that your business will be closed that day. The When I Work apps prominently display annotations to your entire team. For more information, see Using Annotations.
When I Work product that tracks users’ work hours for easy export to a payroll processor. Users clock in and out using one of three time clock methods.
When I Work feature that allows employees to record when they prefer to work and when they prefer not to work. The scheduling manager has the option (not obligation) to take employees’ preferences into account when building the schedule. For more information, see Setting Your Availability Preferences and Interpreting Availability on the Schedule.
Bell (request notifications) Notification Bell
In the When I Work web app, the Notification Bell shows notifications for pending employees and swap, drop, and time off requests that have been updated or need your attention. See Processing Requests.
Feature that allows you to add your When I Work schedule to your personal calendar. See Syncing Your Schedule to a Calendar App.
Dashboard Dashboard icon
Page that shows a snapshot of what’s going on today. The dashboard appears when you first log in to the When I Work app. See Using the Dashboard.
If an employee is unable to work an assigned shift, the employee can initiate a drop request that offers the shift to qualified and available coworkers. If one of the coworkers accepts the request, the shift becomes that person’s responsibility. See Swapping and Dropping Shifts.
A user that gets the schedule in When I Work but does not make the schedule. See also access privileges.
A dedicated computer or mobile device at the workplace that is used solely by employees to clock in and out. See also time clock.
Gear menu Gear menu
Menu in the When I Work web app that provides management access to employees, positions, locations, shift templates, job sites, forms, and integrations.
A place where shifts take place that is off-site from your workplace locations. Job sites do not get separate schedules—you schedule a shift for a location and tag it with the job site.
Also known as schedules. A way to group employees into the same schedule. A location might represent a physical place of business, a department, a geographic region, or a schedule you want to manage independently within When I Work. Each location has its own, separate schedule that you can manage from the Scheduler. For more information, see Making Separate Schedules.
A user that can manage the schedule and time sheets for all locations. See also access privileges.
Mobile time clock
Feature that allows users to clock in and out for shifts from the When I Work app on their mobile devices. See Allow Clocking In from Mobile Devices.
A shift that is published without an assigned employee. OpenShifts can be taken by any employee that is available to work and qualified to work the position. See Scheduling an OpenShift (Open Scheduling).
Employees time sheets and hours for an entire pay period. See Review, Finalize, and Export Payroll.
Recurring length of time during which employees’ hours are recorded. Employees are paid once for each pay period. See Editing Pay Periods.
A particular job, duty, or skill that is performed at your workplace. For example: barista, roaster, and cashier. Tag employees with positions to identify their qualifications, and tag shifts with positions to make sure you have the schedule coverage that you need. See Creating and Managing Positions.
The number of hours that an employee prefers to work per week. See Setting Your Preferred Hours.
Feature that keeps personal contact information private in When I Work. Employees can set their own privacy preferences.
Each user in When I Work has a profile that defines their name, picture, contact information, time zone, preferred hours, and alert preferences. See Updating Your Profile Settings.
Paid time off. See also time off request.
Shifts aren’t visible to employees until they are published by a supervisor, manager, or account holder. See Publishing and Notifying Staff About the Schedule.
Repeating shift Repeat icon
A shift that automatically recurs every 1–6 weeks. See Setting Up Repeating Shifts.
Requests track the progress and approval process for time off, shift swap, and shift drop requests. See Processing Requests.
A user that can manage the schedule and time sheets for specific locations. See also access privileges.
Also known as locations. A feature that allows you to group employees into separate schedules. You might want to set up multiple schedules if your business operates out of different physical locations/regions or you want to build separate schedules for different teams/departments. For instructions, see Creating Multiple Schedules.
Schedule templates allow you to create a daily or weekly schedule that is reusable. If your schedules are very similar from day to day or week to week, use a template to save time and avoid creating schedules from scratch. See Using Schedule Templates.
Page in the When I Work web app where supervisors, managers, and the account holder build the schedule. See Scheduler Reference Guide.
When I Work product that streamlines the schedule building and distribution process. See Setting Up Scheduling for Your Business.
A time period during which an employee works a position at a location or job site. See Scheduling Basics.
A verification measure that helps managers and supervisors know whether users have seen their scheduled shifts. See Shift Acknowledgment.
If an employee is unable to work an assigned shift, a supervisor or manager can offer the shift to other qualified employees. The first employee to accept the offer is automatically assigned to work the shift. See Finding a Replacement for a Shift.
Shift templates (formerly called shift blocks) save you time when you need to schedule shifts that have a consistent start and end time. Instead of manually entering in custom shifts details one-by-one, shift templates allow you to schedule a shift quickly and easily. See Creating, Modifying, and Deleting Shift Templates.
If an employee cannot work a part of an assigned shift, the employee can split the shift and then swap or drop the shorter, conflicting shift. See Split Shifts.
If an employee is unable to work an assigned shift, the employee can trade shifts by initiating a swap request that offers the shift to qualified and available coworkers. If one of the coworkers accepts the request, the employees trade shifts. See Swapping and Dropping Shifts.
Feature that allows supervisors, managers, and account holders to send text messages to their employees. See Sending Group Emails and Text Messages.
Another term for fixed terminal.
Time off request Inbox menu
A way for employees to request time off from work and get approval from a manager. See Requesting Time Off.
WorkChat WorkChat icon
Place of business where shifts are scheduled.
Work computer time clock
Feature that allows users to clock in and out from shifts from the When I Work web app on a work computer. See Allow Clocking In From a Work Computer.
Wrench menu Wrench button
In the When I Work web app Scheduler, the Wrench button menu provides access to scheduling shortcuts that can save you time. See Scheduler tools.