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.

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

Before you begin

Make sure your iOS 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.

Accept an email invite from your manager

If your manager sent you an email invite, use the email to join your workplace. Invitation links expire 24 hours after being sent.

1. From your iOS device, find the email invite from When I Work.
   
2. Tap Accept Your Invite.
   If the When I Work Staff Scheduling app is already installed on your iOS device, skip to step 6.
3. Tap Open to navigate to the App Store and download the When I Work app.
4. Download When I Work Staff Scheduling app in the App Store.
5. Open the When I Work Staff Scheduling app when the download is complete.
6. Type a password, then type it again to confirm.

   Your new 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

   
7. Tap Set Password.

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

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 iOS device, find the invite text message.
   Example text message:
   
2. Tap the link in the text message.
   If the When I Work Staff Scheduling app is already installed on your iOS device, skip to step 6. **Note: if you see “<link removed>” instead, contact your manager and have them send the invite via email.
3. Tap Open to navigate to the app store and download the When I Work app.
4. Download When I Work Staff Scheduling app in the App Store.
5. Open the When I Work Staff Scheduling app when the download is complete.
   
6. Type a password, then type it again to confirm.

   Your new 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

   
7. Tap Set Password.

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

Search for your invite

If you can’t find the email or text message invite from your manager, download the When I Work Staff Scheduling app to search for your invite.

1. From your iPhone or iPad, download the When I Work app.
2. Open the When I Work app.
3. Tap Sign up.
4. Tap I’m an Employee.
5. Enter your email address or mobile number.
6. Tap Check for Invite to search for your invite from your manager.
7. 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 mobile 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

Configure your profile settings:

• Set your profile picture
• Set the time zone
• Configure your privacy preference

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.