Saving Time With Scheduling Shortcuts

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Overview

When I Work offers several tools that help you save time when you build the schedule.

Moving shifts

If you need to move a shift, click and drag the shift to move it to a new time or employee.

Click and drag a shift to move it to a different employee.Drag a shift on week view As you move the shift around, icons appear to let you know whether employees are qualified or have conflicts.

  • Thumbs up icon means the employee is qualified to take the shift (based on position).
  • Thumbs down icon means the employee is not qualified to take the shift (based on position).
  • Ban icon means the employee is already scheduled to work.

Month view does not support drag and drop.

Copying shifts

If you need to add another shift just like one that’s already on the schedule, there’s no need to start over—just make a copy.

To copy a shift, hold the control key (or the command key if on a Mac) and click the shift you want to copy. Then drag it to any cell.Copy shift

As you move the shift around, icons appear to let you know whether employees are qualified or have conflicts.

  • Thumbs up icon means the employee is qualified to take the shift (based on position).
  • Thumbs down icon means the employee is not qualified to take the shift (based on position).
  • Ban icon means the employee is already scheduled to work.

Month view does not support drag and drop.

Copying schedules

Is the schedule for this week very similar to the previous week? Just copy the previous week’s schedule to get a head start.

To copy the schedule from the previous week on week view, click Wrench button, then select Copy Previous Week.

You can also copy the schedule from the previous day on day view.

Repeating shifts

Have shifts that always occur at the same time on a weekly basis? Don’t manually schedule those shifts every time—set up repeating shifts instead.

To make a shift repeat, click Repeat under Time, then select how frequently the shift should repeat and when the repeat should end.

Shift templates

Scheduling shifts that have a similar start time, end time, and position over and over? Instead of setting up each of these shifts manually, use a shift template.

Adding a shift based on a shift template is quick and easy—just add the shift and then make any adjustments that are needed.

Mobile Apps

You can also use shift templates from your iPhone or Android phone.

Schedule templates

Is the schedule for your workplace very similar from week to week? If so, there’s no need to build the schedule from scratch every week. Simply save the schedule for a particular week as a schedule template. You can use that schedule template to populate the schedule for any week. Then make any adjustments that are needed.

  • To save a schedule as a template, click Wrench button, then select Save Template.
  • To load a schedule template, click Wrench button, then select Load Template.

Updated on August 1, 2017

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