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Importing Employees

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Overview

If you need to add multiple employees at the same time, you can save time by uploading a spreadsheet that contains your employees’ names and details.

We offer a spreadsheet template that streamlines the import process.

Things to know before you begin

  • If you’ve already got an employee spreadsheet set up, you can import that file into When I Work. However, we recommend using the When I Work spreadsheet template for best results.
  • Your employee spreadsheet cannot contain any special characters. Make sure your spreadsheet contains only:
    • Letters
    • Numbers
    • Punctuation
    • Spaces
  • The following spreadsheet formats are supported:
    • Microsoft Excel (.xlsx, xls)
    • Comma-separated values (.csv)
  • Current employee’s profiles are not updated during a new employee import.
  • Headers are required in the import spreadsheet if not using the import template.

Step 1: Download the employee spreadsheet template

  1. Hover over Workplace, then select Employees Employees.

  2. Click more More button , then select Import Employees.Import Employees
  3. Click Download our template.Download Template Link

Step 2: Add employees to the spreadsheet

  1. Open the template in the spreadsheet application of your choice.
  2. Complete one row for each employee that you want to add. See the following table for instructions.
Import DataFirst name
Required?
Notes The first name of the employee.
Import DataLast name
Required?
Notes The last name of the employee.
Import DataEmail address
Required?
NotesWe recommend setting an email address for each employee to streamline the invite process.
Import DataMobile phone number
Required?
NotesWe recommend setting a mobile number for each employee to streamline the invite process.
Import DataPositions
Required?
Notes
  • Use commas to separate positions. For example:
    Barista, Cashier, Team Lead
  • If you enter positions that don’t exist in When I Work, we’ll add them automatically when you import the spreadsheet.
Import DataSchedules
Required?
Notes
  • Required for paid plans only; if you don’t see Schedules you’re using the Free plan.
  • If you only have one schedule, enter the name of that schedule for every employee. Go to the schedules page to find the schedule name.
  • Use commas to separate schedules. For example:
    Uptown, Downtown, Lakeside
  • If you enter schedules that don’t exist in When I Work, we’ll add them automatically when you import the spreadsheet.
Import DataBase hourly rate
Required?
NotesThe base wage that the employee receives regardless of position. You have the option to customize the employee’s wage by position after import.
Import DataMaximum hours per week
Required?
NotesThe maximum number of hours that the employee should work per week.
This value doesn’t prevent you from scheduling past the limit; it simply serves as a reminder when you’re building the schedule.
Import DataEmployee ID
Required?
NotesThe employee ID can be used for clocking in and for some integrations.
The ID can be up to 50 characters long.
Import Data Required? Notes
First name  The first name of the employee.
Last name  The last name of the employee.
Email address We recommend setting an email address for each employee to streamline the invite process.
Mobile phone number We recommend setting a mobile number for each employee to streamline the invite process.
Positions
  • Use commas to separate positions. For example:
    Barista, Cashier, Team Lead
  • If you enter positions that don’t exist in When I Work, we’ll add them automatically when you import the spreadsheet.
Schedules
  • Required for paid plans only; if you don’t see Schedules you’re using the Free plan.
  • If you only have one schedule, enter the name of that schedule for every employee. Go to the schedules page to find the schedule name.
  • Use commas to separate schedules. For example:
    Uptown, Downtown, Lakeside
  • If you enter schedules that don’t exist in When I Work, we’ll add them automatically when you import the spreadsheet.
Base hourly rate The base wage that the employee receives regardless of position. You have the option to customize the employee’s wage by position after import.
Maximum hours per week The maximum number of hours that the employee should work per week.
This value doesn’t prevent you from scheduling past the limit; it simply serves as a reminder when you’re building the schedule.
Employee ID The employee ID can be used for clocking in and for some integrations.
The ID can be up to 50 characters long.
Required

An email, phone number or employee ID is required for each employee to complete an import.

Step 3: Import the employee spreadsheet

  1. Hover over Workplace, then select Employees Employees.

  2. Click more More button , then select Import Employees.Import Employees
  3. Click Import A File.Upload file modal
  4. Select and upload your spreadsheet file.
  5. After your file has been uploaded, match the fields that contain employee data.
    Match import fields
  6. Click Continue when your fields are matched.
  7. Review your employee import:
    • If you want to invite employees immediately, check Send Employees and Invite to When I Work.
    • If you need to add seats to your plan to invite more, select Upgrade Before Importing.
    • Correct any issues with your spreadsheet.

    Review employee import

  8. Click Import Employees.
  9. Click Close after the import completes.Employee import complete
Updated on June 3, 2019
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