Glossary of Terms

From your , ,

Applies to , ,


Access privileges

Access privileges determine what users can see and do in When I Work. See also employee, supervisor, manager, and account holder.

Account holder

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.

Account ID

A unique ID for the workplace account that employees can use to register for your account without an invite.


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.

Annual billing

An annual billing cycle allows for you to pay for your When I Work plan for the year. 

App Settings

The general, scheduling and attendance settings that determine how your staff uses the account.


People who apply to your job postings in Hire.

Attendance Clock

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.

Attendance notices

Notices on the dashboard of accounts with Scheduling + Attendance. These notices let you know when an employee is late, forgot to clock out, clocked in at the wrong location or forgot to clock in.

Auto-deduct breaks

The setting that automatically deducts scheduled unpaid breaks from timesheets.


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.

Budget tools

View option in the scheduler that allows you to view how much is being spent on labor costs. You can also input projected sales or actual sales to get a labor expenses to projected sales ratio.


Calendar sync

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

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.



An employee is eligible to pick up a shift if they meet the following criteria: They are qualified for the shift based on their tagged positions, they are not already scheduled for a shift, they are not scheduled for approved time off, and they are not hidden in the scheduler. See How Do OpenShifts Work?


A user that gets the schedule in When I Work but does not make the schedule. See also access privileges.

Employee ID

An employee ID is a unique numeric identification code set by your employer. You can use this ID to clock in and out on a time clock terminal.


A way to get data from When I Work for your records. 


Find replacement

A feature that allows you to find a replacement for a shift that an employee is unable to work. The first employee to accept the shift will be automatically assigned the shift to their schedule.


Gear menu Gear menu

Menu in the When I Work web app that provides management access to employees, positions, schedules, shift templates, job sites, forms, and integrations.



The service in When I Work that you use to create and share job postings, track applicants and hire new employees for your workplace.



Tools that allow When I Work to connect with products from other vendors to streamline how you run your business. See Setting Up Payroll Integrations and Getting Access to the When I Work API.


The receipts of payments made on your account.


Job site

A place where shifts take place that is off-site from your workplace schedules.


Lunch break

Also called unpaid break.



A user that can manage the schedule and time sheets for all schedules. See also access privileges.

Max hours

The maximum hours per week that are set for an employee or a schedule that help track hours while scheduling.

Mobile app 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.

Monthly billing

A monthly billing cycle allows for you to pay for your When I Work plan month-to-month.

My schedule

Your My Schedule page allows you to see your schedule, confirm your shifts, and pick up OpenShifts.



An OpenShift feature that allows you to select which eligible employees can pick up a shift.


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).


When I Work calculates weekly, daily and double daily overtime. You can set overtime thresholds to determine when employees earn overtime.



Employees timesheets and hours for an entire pay period. See Review, Finalize, and Export Payroll.

Pay period

Recurring length of time during which employees’ hours are recorded. Employees are paid once for each pay period.  See Editing Pay Periods.

Personal computer time clock

Feature that allows users to clock in and out from shifts from the When I Work web app on a personal computer. See Allow Clocking In From a Personal Computer.


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.

Preferred hours

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.



A term for when an employee is tagged to the same position as a shift. See How Do OpenShifts Work?


Repeating shift Repeat icon

A shift that automatically recurs every 1–6 weeks. See Setting Up Repeating Shifts.



A user that can manage the schedule and timesheets for specific schedules. See also access privileges.


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 template

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.

Scheduler Calendar

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 at your business. See Scheduling Basics.

Shift acknowledgement

Former name for shift confirmation.

Shift confirmation

A verification measure that helps managers and supervisors know whether users have seen their scheduled shifts. See Using Shift Confirmation.

Shift replacement

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 template

Shift templates 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.

Shift requests

A way for employees to swap or drop shifts that they are unable to work. See processing shift requests. 

Split shift

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.



Use tasks to let your employees know what activities they need to complete on a given day and make sure those activities are completed.


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 time clock terminal.

Time clock

How employees clock in and out for their shifts. When I Work allows employees to clock in from a time clock terminal, mobile device, or personal computer.

Time clock terminal

A dedicated computer or mobile device at the workplace that is used solely for clocking in and out. For setup instructions, see Setting Up a Time Clock Terminal. See also time clock.

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.


Record of an employee’s hours for a given pay period. See Reviewing Employees’ Timesheets


Unpaid break

Also called lunch break. Unpaid breaks can be scheduled into shifts so they can be auto-deducted from the timesheets or so users can see how long their break is when using the Take Lunch button.


WorkChat WorkChat icon

Chat feature that allows all users at a workplace to communicate and share photos in real time. See Using WorkChat and Managing WorkChat.


Place of business where shifts are scheduled.

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.

Updated on June 6, 2019

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