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Registering With Your Workplace

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Overview

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

This article describes how to register from your iPhone or iPad. You can also join your workplace from your computer or Android phone.

Things to do before you begin

Make sure your iPhone or iPad 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:

Option A: Accept an email invite from your manager

If your manager sent you an email invite, use the email to join your workplace.

  1. From your iPhone or iPad, find the email invite from When I Work.
    Example email:

  2. Tap Accept Your Invite.
    You’re prompted to set your password.
  3. Type a password, then type it again to confirm.
    Your password must be at least 10 characters long, and cannot contain your email address or common phrases like “password.”
  4. Tap Create.
    A success page appears:

    After a few seconds, you’re prompted to open the App Store app:
  5. Tap Open to view the When I Work app in the App Store.
  6. Download the the When I Work app if it isn’t already installed on your iPhone or iPad.

Your account is created! Continue with Next Steps to finish setting up your account.

Option B: Accept a text message invite from your manager

If your manager sent you a text message invite, use the text message to join your workplace.

  1. From your iPhone or iPad, find the invite text message.
    Example text message:
  2. Tap the link in the text message.
    Your web browser opens to the sign up page:

    Your name and mobile phone number are automatically entered for you.
  3. Enter your email address.
  4. Type a password.
    Your password must be at least 10 characters long, and cannot contain your email address or common phrases like “password.”
  5. Read and agree to the Terms of Service and Privacy Policy.
  6. Tap Sign Up.
    A success page appears:

    After a few seconds, you’re prompted to open the App Store app:
  7. Tap Open to view the When I Work app in the App Store.
  8. Download the the When I Work app if it isn’t already installed on your iPhone or iPad.

Your account is created! Continue with Next Steps to finish setting up your account.

Option C: Register without an invite

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

Step 1: 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 iPhone or iPad, download the When I Work app.
  2. Open the When I Work app.
  3. Tap Sign up with email to create your account.
    If you prefer to use your Google account to sign in, tap Sign up with Google instead.
  4. Enter your name, email address, mobile number, and new password.

    • Although your mobile number is optional, we recommend adding it so that you can receive shift notifications via text message.
    • Your password must be at least 10 characters long, and cannot contain your email address or common phrases like “password.”
  5. Tap Sign Up.
    Workplace search appears.

Step 2: Find your workplace

  1. (Existing account only) If you’ve used When I Work before and didn’t create a new account in the previous step:
    1. Open the When I Work app.
    2. If you see “Find Your Workplace,” go to step 2.
    3. If you don’t see “Find Your Workplace,” tap More in the bottom-right corner of the screen, tap Switch Workplaces, then tap Find Workplace.
  2. Search for your workplace by typing its business name, address, or account ID.
    Matching workplaces appear in the list as you type.
  3. In the results, tap your workplace to view its details.
    If you can’t find your workplace, tap My Business Isn’t Listed to create it in When I Work.

  4. If you’ve selected the correct workplace, tap Join 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, open the When I Work app to continue.

Next Steps

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

Set up your profile

Configure your profile settings:

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, tap Schedule near the bottom of the screen to view your schedule.

Check out When I Work from your computer

Want to check your schedule, swap shifts, or request time off from a computer? Just go to https://app.wheniwork.com and log in.

Updated on July 21, 2016

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