Hiring Employees

From your

Applies to ,


Hire by When I Work makes hiring new employees easy by streamlining the process from start to finish. You can create and share job postings, track applicants, and hire employees all in one place.

Hire is currently in closed beta

Our Hire feature is currently in closed beta and available to select US customers only.

Create and share a job posting

To access the Job Postings page, click Hire Hire at the top of your screen. From the Job Postings page, you can create and share new postings and view current postings.Job Postings page

Click Create Posting in the upper-right corner of the screen, then enter the posting details. When you’re finished creating your posting, share it so candidates can start applying. Click Copy Link to share your posting online, or click Share on Facebook or Tweet It to share the posting on social media.Completed job posting

Sharing Your Job Postings

When I Work does not share or promote your postings. You must share the links to your postings to make them visible to others.

Track applicants

After you’ve created a posting, you can see who has applied from the Job Postings page. When I Work also sends you an email when there is a new applicant. To view applicants for a posting, click the number under Applicants.View applicants

There are four columns in the posting board for different stages of the hiring process.Posting board

DescriptionNew candidates who have applied to your job posting.
DescriptionApplicants you may want to interview.
DescriptionApplicants you are interviewing.
DescriptionApplicants you have chosen to hire.
Name Description
Applied New candidates who have applied to your job posting.
Considering Applicants you may want to interview.
Interviewing Applicants you are interviewing.
Hired Applicants you have chosen to hire.

Click on an applicant to view their application and contact information. Managers and the account holder can add notes and move the applicant along to the next stage of the hiring process. If you choose to interview an applicant, make sure you correspond with them to set up the interview. When I Work does not send any notifications to the applicant.View applicant

Hire employees

Once an applicant is in the Interviewing column, you have the option to hire them and add them to your When I Work account. Click on the applicant in the Interviewing column, then click Hire <name> in the bottom-right corner of the window.Hire employee

Enter the employee’s Start DateHourly Base Rate, and the Positions they will work. If you’d like to send an invite to the new employee, leave the Send a When I Work Invite box checked. If you’d prefer to invite them later, uncheck the box.Hire employeeWhen you’re finished, click Submit and the employee is added to your schedule.New employee

Updated on June 6, 2018

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