The user that is the owner of the account and in charge of billing. The admin 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.
An annual billing cycle allows for you to pay for your When I Work plan for the year.
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.
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.
The break option in the Attendance Settings that automatically deducts scheduled unpaid breaks from timesheets.
Auto scheduling leverages the information already entered in your When I Work account to create a schedule. The feature automatically assigns unpublished OpenShifts to employees for you to review and publish. See Auto Scheduling.
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.
Unpaid lunch breaks or paid breaks can be enabled in the Attendance Settings.
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.
Feature that allows you to add your When I Work schedule to your personal calendar. See Syncing Your Schedule to a Calendar App.
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.
A central repository in When I Work for documents you want to share company-wide. This is useful for on-boarding checklists, employee handbooks, or training manuals. You can share links to documents in shift notes, job sites, annotations and WorkChat. See Document Storage Reference for managers.
If an employee is unable to work an assigned shift, the employee can initiate a drop request that offers the shift to eligible 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 assigned 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 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.
The General Settings section contains your app settings (account name, account id, timezone, start of the week, time format and currency), your overtime thresholds, WorkChat, Time Off Request and Employee Privacy settings.
The receipts of payments made on your account.
A user that can manage the schedule and timesheets for all schedules. See also access privileges.
The maximum hours per week that are set for an employee or a schedule that help track hours while scheduling. See Tracking Hours in the Scheduler.
Mobile app time clock
A monthly billing cycle allows for you to pay for your When I Work plan month-to-month.
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.
Recurring length of time during which employees’ hours are recorded. Employees are paid once for each pay period. The length of the pay period can be configured in the Attendance Settings. See Close and Export Pay Period Hours.
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. Assign employees with positions to identify their qualifications, and assign 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.
Shifts aren’t visible to employees until they are published by a supervisor, manager, or admin. See Publishing the Schedule.
A term for when an employee is assigned to the same position as a shift. See How Do OpenShifts Work?
A shift that automatically recurs every 1–6 weeks. See Setting Up Repeating Shifts.
A centralized location for all of the reports available for your account. See Reporting Reference.
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 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 admin 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.
Also called “OpenShift Requests” is an option within an OpenShift that allows employees to express interest in the shift. Management can then view who has requested to pick up the OpenShift and select and approve an employee to work the shift. See Shift Bidding.
A verification measure that helps managers and supervisors know whether users have seen their scheduled shifts. See Using Shift Confirmation.
If an employee is unable to work an assigned shift, a supervisor or manager can offer the shift to other eligible employees. The first employee to accept the offer is automatically assigned to work the shift. See Finding a Replacement for a Shift.
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 and Managing Shift Templates.
A way for employees to swap or drop shifts that they are unable to work. See Processing Shift Requests.
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 eligible coworkers. If one of the coworkers accepts the request, the employees trade shifts. See Swapping and Dropping Shifts.
Feature that allows supervisors, managers, and admins to send text messages to their employees. See Sending Group Emails and Text Messages.
Time clock terminal
Time off request
A way for employees to request time off from work and get approval from a manager. See Requesting Time Off.
Time Clock & Attendance feature that allows management to quickly compare daily scheduled shifts with actual clocked in hours. See Using the Time Tracker.
Menu that provides access to employees, positions, schedules, shift templates, tasks lists and job sites.
In the When I Work web app Scheduler, the Wrench button menu provides access to scheduling shortcuts that can save you time. See Scheduler Reference Guide.