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

Distribute job postings

After you create your first job posting in Hire, you are prompted to publish your postings on Facebook Jobs or Indeed. Choose the distribution method you would like and enter the relevant information for each. When you’re finished, click Save.

Posting distribution settings

You can manage posting distribution settings at any time.

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. 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.

  • 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.

Indeed Jobs Considerations

Indeed analyzes and approves job postings over a 4-5 hour time period. Due to this, your job posting distribution to Indeed may be delayed. In addition, when you remove a job posting from Hire there may be a delay before it is removed from Indeed.

View public postings page

After you’ve created a posting, you can view the public When I Work hosted page for the posting. On the Job Postings page, click View.

Job postings view callout

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

View archived applicants

Applicants that you do not move forward with for a position are saved in an archive. Each posting board has its own archive for applicants. The archive can be accessed on the posting board. Click the more options button, then select View Archived Applicants.

From the archive, you can view the details of an applicant you chose to archive, including any notes that were added for the applicant. You can also select one or multiple applicants to restore them to the job posting board.

Updated on November 8, 2018

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