Overview

Register with your workplace in When I Work to get access to your profile and schedule. If your employer uses When I Work to track time, you can also clock in and out for shifts.

Before you begin

Make sure your device meets the minimum requirements to run the When I Work app.

How do I register with my workplace?

There are three ways to join your workplace:

• Accept an email invite from your manager: If your manager sent you an invite email, accept the email invite to get started.
• Accept a text message invite from your manager: If your manager sent you an invite text message, accept the text invite to get started.
• Search for your invite: If you can’t find your invite, you can enter your email address or mobile number and we’ll check to see if you’ve been invited to join your team.

Password Requirements

Your password:

• Must be at least 10 characters long.
• Cannot contain your email address.
• Cannot be a common word like “password”
• Must not be found in the list of 10,000 most common weak passwords
• Must be at least 60% unique, non-repeating letter combinations

Accept an Email invite from your manager

If your manager invited you, use the welcome email or text message to join your workplace. Invitation links expire 24 hours after being sent.

1. Find the welcome email from When I Work.
   
2. Click or tap Accept Your Invite in the email message.

Computer

1. Enter a password.
2. Click Set Password.

Android or iOS Device

1. If not already installed, you will be prompted to download the When I Work app from the Google Play Store or the App Store.
2. Download the When I Work Scheduling app and then open it once the app is installed.
3. Type a password, then type it again to confirm.
4. Tap Set Password once all requirements have been met.

Accept a text invite from your Manager

1. From your Android or iOS device, locate and tap on the link in the invite message.
   1. **Note: If you see “<link removed>” instead of the selectable link, contact your manager and have them send the invite via email instead.
2. If not already installed, you will be prompted to download the When I Work app from the Google Play Store or the App Store.
3. Download the When I Work Scheduling app and then open it once the app is installed.
4. Type a password, then type it again to confirm.
5. Tap Set Password once all requirements have been met.

Register without an invite on a Computer

If your manager hasn’t sent you an invite, you can set up a When I Work account and search for your workplace instead.

**Registering without an invite only works on a Computer.

Register for a When I Work account

If you used When I Work at a previous workplace and already have an account, you can skip this step and find your workplace.

1. From your computer, use a supported web browser to visit https://app.wheniwork.com.
2. Click Sign Up near the bottom of the page.
3. Enter your full name, email address, mobile number, and a password.
4. Read and agree to the Terms of Service and Privacy Policy.
5. Click Sign Up.
   Find Your Workplace appears.

Find your workplace

**This process is for users that have active accounts by completing the steps above or already have an active user account to log in with.

1. (Existing account only) If you’ve used When I Work before and didn’t create a new account in the previous step:
   1. Log in to When I Work.
      1. You may get different screens next depending if you are part of one active workplace, multiple active workplaces, or none at all.
   2. If you log in and are immediately in the When I Work web application, you are logged into an active workplace. To look for another workplace, click on your name in the upper right corner of the app and select Switch Accounts.
   3. If you see My Workplaces with a list of active workplaces, and you see the one you need to access, select it to log in.
   4. If you see My Workplaces and the one you need isn’t listed, click Find My Workplace.
2. Search for your workplace by typing its business name, address, or account ID. You may need to confirm with your manager how the business name or account ID appears to locate the correct workplace.
3. If the search returns the workplace you need, click it to view its details.
   If you can’t find your workplace, clicking Create A New Workplace will create a whole new workplace account for users to join. Do not click this unless you are a business owner wanting to set up a new business account in When I Work. 
4. After reviewing the details, clicking Request to Join This Workplace will send a request to the Admin of the account to approve before you can access the workplace.

After you ask to join, your account is pending until your manager approves your request. We’ll send you an email when your manager approves your request. When you get the email, refresh the web page or go to https://app.wheniwork.com to log in again.

Search for your invite on a mobile device

**Searching for your invite only works on mobile devices.

If you can’t find the invite sent from your manager, download the When I Work application to search for your invite.

1. Once downloaded on your Android or iOS device, open the When I Work app.
2. Tap Sign Up to create your account. Image shown is from the Android app; on iOS devices, Sign Up will be under Log In instead of above it.
3. Tap I’m an employee.
4. Enter your email address or mobile number and then tap Check for Invite.
5. We will search to see if you have been invited to join your team.
   • If your invite is found, we will resend an invite to your email address and/or mboile number. Use the invitation to complete your registration.
   • If your invite is not found, try again with a different email address and/or mobile number or ask your manager to send you an invitation.
   • If you already have a registered profile, log in to access your profile.

Next Steps

Now that you’ve successfully joined your workplace, it’s time to finish setting up your account.

Set up your profile

Set up your profile to confirm your contact information, add a picture, and set the number of hours you prefer to work each week.

Set your alert preferences

When I Work sends you alerts to make sure you stay informed about what’s going on. For example, you can receive an alert when the schedule is updated or you have an upcoming shift. Set your alert preferences to make sure you’re notified in the right place at the right time.

Set your availability preferences

Set your availability preferences so scheduling managers can see when you prefer to work and when you prefer not to work.

• This feature allows you to set a preference that helps your employer make the schedule. However, your employer can schedule shifts that conflict with your preferences when needed.
• Your employer has the option to disable this feature.

Check your schedule

Now that you’re set up, you can view your personal schedule in When I Work.