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
- From your computer, use a supported web browser to sign in to When I Work on the web.
- Near the top-right corner of the page, click Gear menu and select Employees.
- Click the more options button, then select Import Employees.
- Click Download our template.
Step 2: Add employees to the spreadsheet
- Open the template in the spreadsheet application of your choice.
- Complete one row for each employee that you want to add. See the following table for instructions.
| Import Data | First name |
| Required? | |
| Notes | |
| Import Data | Last name |
| Required? | |
| Notes | |
| Import Data | Email address |
| Required? | |
| Notes | We recommend setting an email address for each employee to streamline the invite process. |
| Import Data | Mobile phone number |
| Required? | |
| Notes | We recommend setting a mobile number for each employee to streamline the invite process. |
| Import Data | Positions |
| Required? | |
| Notes |
|
| Import Data | Schedules |
| Required? | |
| Notes |
|
| Import Data | Base hourly rate |
| Required? | |
| Notes | The base wage that the employee receives regardless of position. You have the option to customize the employee’s wage by position after import. |
| Import Data | Maximum hours per week |
| Required? | |
| Notes | 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. |
| Import Data | Employee ID |
| Required? | |
| Notes | The 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 |
|
|
| Schedules |
|
|
| 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
- Click the gear icon, then select Employees.
- Click the more options button, then select Import Employees.
- Click Import A File.
- Select and upload your spreadsheet file.
- After your file has been uploaded, choose the columns that contain employee data.
- 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. - Click Complete Upload.