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)

Step 1: Download the employee spreadsheet template

  1. From your computer, use a supported web browser to sign in to When I Work on the web.
  2. Near the top-right corner of the page, click Gear menu and select Employees.
  3. Click the more options button, then select Import Employees.Import Employees
  4. 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
Import DataLast name
Required?
Notes
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
Last name
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.

Step 3: Import the employee spreadsheet

  1. Click the gear icon, then select Employees.
  2. Click the more options button, then select Import Employees.Import Employees
  3. Click Import A File.Import A File button
  4. Select and upload your spreadsheet file.
  5. After your file has been uploaded, choose the columns that contain employee data.
  6. If you want to invite employees immediately, make sure Invite Employees is checked.
    Employees must have an email address, mobile number, or both to be invited.
  7. Click Complete Upload.
Updated on November 15, 2017

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