Hiring Employees

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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.

Create 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

Share job postings on Facebook

You will be prompted to publish your postings on Facebook Jobs when you create your first job posting in Hire. If you’ve already created a job posting without enabling this feature, use the following procedure to publish your job postings to Facebook.

You can share your job postings on Facebook by clicking the more options button, then select Manage posting distribution.

Manage posting distribution

Check Publish My Postings on Facebook Jobs, then enter your Facebook business page to automatically publish  your postings to Facebook Jobs.

Hire Facebook Jobs Share

Once you click Save and the integration is enabled, your job postings get sent to Facebook where it appears in the following locations: your Facebook Business page, the Jobs bookmark, Facebook Jobs marketplace, and your News Feed.

Facebook Jobs Considerations

Facebook analyzes and approves standard job postings over a 2-4 hour time period. You can verify your job has been posted by searching for your job in the Facebook Jobs marketplace.

In order to view your job postings on your Facebook Business page, you will need to connect your Facebook Business page to Hire by When I Work. The administrator of the Facebook Business account is sent a Facebook notification to connect 24-48 hours after enabling the integration. The administrator also receives an email to connect in the same time period.

To connect, have the administrator of your Facebook Business page check their Facebook notifications and check their email for an invitation from Facebook to connect.

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 hired.
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 hired.

You can drag and drop applicants to the different stages of the hire process.


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 October 5, 2018

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