Scheduler Reference Guide

From your

Applies to , ,

Overview

Use the Scheduler to create and manage the schedule for your workplace.

You can access the Scheduler in the When I Work web app at any time by clicking the Scheduler Scheduler tab at the top of the page.

Scheduler tab

The schedule

The schedule displays scheduled shifts, annotations, employees’ availability preferences, and approved time off.

Schedule with annotations

Callouta
NameAnnotation
Description

Use annotations to send your staff an announcement, let them know your business is closed, or prevent them from taking time off.

Click Annotation button next to a date to add or edit an annotation.

Calloutb
NameOpenShift
Description

Use OpenShifts to offer shifts to a select group of qualified employees (based on position). Eligible employees can pick up OpenShifts that haven’t already been claimed.

To schedule an OpenShift, click in the OpenShifts row or drag an existing shift into the OpenShifts row.

Calloutc
NameUnpublished shift
DescriptionUnpublished shifts are not visible to employees. You can identify unpublished shifts by their diagonal stripes.
Calloutd
NamePublished shift
DescriptionPublished shifts are visible to employees. All published shifts have solid colors.
Calloute
NameTime off
DescriptionThe employee has time off.
Calloutf
NameAvailability preference (preferred)
DescriptionThe employee prefers to work on this day. Hover your pointer over the triangle to view the employee’s preferred hours.
Calloutg
NameAvailability preference (unavailable)
DescriptionThe employee is unavailable for some or all of the day.  Hover your pointer over the triangle to view the employee’s unavailable hours.
Callout Name Description
a Annotation

Use annotations to send your staff an announcement, let them know your business is closed, or prevent them from taking time off.

Click Annotation button next to a date to add or edit an annotation.

b OpenShift

Use OpenShifts to offer shifts to a select group of qualified employees (based on position). Eligible employees can pick up OpenShifts that haven’t already been claimed.

To schedule an OpenShift, click in the OpenShifts row or drag an existing shift into the OpenShifts row.

c Unpublished shift Unpublished shifts are not visible to employees. You can identify unpublished shifts by their diagonal stripes.
d Published shift Published shifts are visible to employees. All published shifts have solid colors.
e Time off The employee has time off.
f Availability preference (preferred) The employee prefers to work on this day. Hover your pointer over the triangle to view the employee’s preferred hours.
g Availability preference (unavailable) The employee is unavailable for some or all of the day.  Hover your pointer over the triangle to view the employee’s unavailable hours.

Adding shifts

To add a shift, simply click the appropriate cell in the schedule and fill out the shift details.

When you click a cell, you’re presented with the option to use a shift template or create a custom shift.

  • If you’ve added shift templates, select a shift template to save time.
  • If you need to create a one-off shift or haven’t created any shift templates, click Create Custom Shift.

Shift details

Every shift is made up of the same building blocks.

Assign Shift modal

Callouta
NameTime
Description(Required) When the shift begins and ends.
Calloutb
NamePosition
Description(Optional) The position the employee will be working, such as barista, cashier, or manager.
Calloutc
NameUnpaid Break
Description(Optional) The length of the unpaid break that the employee should take during the shift, in hours.
Calloutd
NameColor
Description(Optional) The color for the shift.
Calloute
NameJob Site
Description(Optional) If the shift will take place off-site from your normal workplace, add a job site to let the employee know where to go.
Calloutf
NameShift Notes
Description(Optional) Instructions or notes for the assigned employee.
Calloutg
NameRepeat Shift
Description(Optional) Click to set up a repeating shift.
Callouth
NameSave As Shift Template
Description(Optional) Click to create a shift template based on this shift.
Callout Name Description
a Time (Required) When the shift begins and ends.
b Position (Optional) The position the employee will be working, such as barista, cashier, or manager.
c Unpaid Break (Optional) The length of the unpaid break that the employee should take during the shift, in hours.
d Color (Optional) The color for the shift.
e Job Site (Optional) If the shift will take place off-site from your normal workplace, add a job site to let the employee know where to go.
f Shift Notes (Optional) Instructions or notes for the assigned employee.
g Repeat Shift (Optional) Click to set up a repeating shift.
h Save As Shift Template (Optional) Click to create a shift template based on this shift.

Copying shifts

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.

Reassigning shifts

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.

Publishing

Shifts are not visible to your employees until you publish the schedule. When the schedule is finished, click Publish & Notify in the top-left corner of the Scheduler.

Publish & Notify button

For more details, see Publishing and Notifying Staff About the Schedule.

Views

Scheduler views allow you to build the schedule a day, week, or month at a time for each schedule. You can also switch to positions view if you prefer to build the schedule based on which positions need to be filled.

Scheduler views

Callouta
NameSchedule
DescriptionSwitch between the separate schedules.
Calloutb
NameEmployees / Positions
Description Switch between employees view and positions view.

  • Use employees view if you prefer to build the schedule based on who will be working.
  • Use positions view if you prefer to build the schedule based on which positions need to be filled.
    Positions view is available for non-legacy plans, and does not support month view or printing.
Calloutc
NameDate picker
DescriptionChange the time period you’re viewing:

  • Click Left arrow button to go back to the previous day, week, or month (depending on your current view).
  • Click Right arrow button to go to the next day, week, or month (depending on your current view).
  • Click Calendar button to choose a specific date.
Calloutd
NameToday
DescriptionClick to return to today’s schedule.
Calloute
NameTime period
DescriptionClick to switch between day, week, and month view.
Calloutf
NameFull screen
DescriptionClick to make the Scheduler full screen.
Callout Name Description
a Schedule Switch between the separate schedules.
b Employees / Positions  Switch between employees view and positions view.

  • Use employees view if you prefer to build the schedule based on who will be working.
  • Use positions view if you prefer to build the schedule based on which positions need to be filled.
    Positions view is available for non-legacy plans, and does not support month view or printing.
c Date picker Change the time period you’re viewing:

  • Click Left arrow button to go back to the previous day, week, or month (depending on your current view).
  • Click Right arrow button to go to the next day, week, or month (depending on your current view).
  • Click Calendar button to choose a specific date.
d Today Click to return to today’s schedule.
e Time period Click to switch between day, week, and month view.
f Full screen Click to make the Scheduler full screen.

Filters

Use filters to help you focus on the schedule for a particular position or job site.

Schedule filters

Callouta
NameSchedule color
DescriptionColor code the schedule based on shift color, position color, or job site color.
Calloutb
NamePositions
DescriptionShow and hide shifts based on position.

  • To view shifts for a position, click the position name.
  • To hide shifts for a position, click the box next to the position name.
Calloutc
NameJob sites
DescriptionShow and hide shifts based on job site.

  • To view shifts for a job site, click the job site name.
  • To hide shifts for a job site, click the box next to the job site name.
Callout Name Description
a Schedule color Color code the schedule based on shift color, position color, or job site color.
b Positions Show and hide shifts based on position.

  • To view shifts for a position, click the position name.
  • To hide shifts for a position, click the box next to the position name.
c Job sites Show and hide shifts based on job site.

  • To view shifts for a job site, click the job site name.
  • To hide shifts for a job site, click the box next to the job site name.

Tools

The Scheduler tools provide advanced features like budget planning, printing, templates, and export.

Scheduler tools

Callouta
NameBudget
DescriptionClick to display labor costs on the schedule. Enter projected sales for each day to compare daily labor costs with daily revenue.
Calloutb
NamePrint button (Print)
DescriptionClick to print the schedule or save it as a spreadsheet (XLS format).
Calloutc
NameCopy Previous Day / Week
DescriptionClick to copy the schedule from the previous day/week to the schedule you’re currently viewing.
Calloutd
NameClear Schedule
DescriptionClick to remove all shifts from the current view.
Calloute
NameSave Template
DescriptionClick to save this schedule as a template so that you can save time by quickly recreating it again.
Calloutf
NameLoad Template
DescriptionClick to load a previously saved schedule template.
Calloutg
NameShow All Employees / Show Only Filtered Employees
DescriptionClick to toggle between displaying or hiding employees that do not match the applied filters.
Callouth
NameExport Schedule
Description Click to export the schedule to a spreadsheet file.
Callout Name Description
a Budget Click to display labor costs on the schedule. Enter projected sales for each day to compare daily labor costs with daily revenue.
b Print button (Print) Click to print the schedule or save it as a spreadsheet (XLS format).
c Copy Previous Day / Week Click to copy the schedule from the previous day/week to the schedule you’re currently viewing.
d Clear Schedule Click to remove all shifts from the current view.
e Save Template Click to save this schedule as a template so that you can save time by quickly recreating it again.
f Load Template Click to load a previously saved schedule template.
g Show All Employees / Show Only Filtered Employees Click to toggle between displaying or hiding employees that do not match the applied filters.
h Export Schedule  Click to export the schedule to a spreadsheet file.

Employee options

The employee options display information about each employee, allow you to update employee information, and make quick updates to employees’ schedules.

Employee options

Callouta
NameClock N / N / N
DescriptionThe employee’s preferred / scheduled / maximum hours.

  • Preferred hours: The number of hours the employee prefers to work per week. Employees can set their preferred hours in their profiles.
  • Scheduled hours: The number of hours employee is currently scheduled to work.
  • Maximum hours: The maximum number of hours the employee should be scheduled to work in a single week. You can set this limit in the employee’s settings.
Calloutb
Name Checkmark

(All shifts acknowledged)

DescriptionThe employee has acknowledged all assigned shifts.
Calloutc
Name More

(Some shifts acknowledged)

DescriptionThe employee has acknowledged some assigned shifts.
Calloutd
NamePublish [employee]’s Shifts
DescriptionClick to publish the employee’s shifts.
Calloute
NamePrint [employee]’s Schedule
DescriptionClick to print the employee’s shifts.
Calloutf
NameCopy [employee]’s Previous Day / Week
DescriptionClick to copy the employee’s shifts from the previous day/week to the schedule you’re currently viewing.
Calloutg
NameEdit [employee]’s Details
DescriptionClick to update the employee’s positions, access privileges, schedules, wages, and other details.
Callouth
NameDelete [employee]’s Shifts
DescriptionClick to delete employee’s shifts on the current view.
Callout Name Description
a Clock N / N / N The employee’s preferred / scheduled / maximum hours.

  • Preferred hours: The number of hours the employee prefers to work per week. Employees can set their preferred hours in their profiles.
  • Scheduled hours: The number of hours employee is currently scheduled to work.
  • Maximum hours: The maximum number of hours the employee should be scheduled to work in a single week. You can set this limit in the employee’s settings.
b Checkmark

(All shifts acknowledged)

The employee has acknowledged all assigned shifts.
c More

(Some shifts acknowledged)

The employee has acknowledged some assigned shifts.
d Publish [employee]’s Shifts Click to publish the employee’s shifts.
e Print [employee]’s Schedule Click to print the employee’s shifts.
f Copy [employee]’s Previous Day / Week Click to copy the employee’s shifts from the previous day/week to the schedule you’re currently viewing.
g Edit [employee]’s Details Click to update the employee’s positions, access privileges, schedules, wages, and other details.
h Delete [employee]’s Shifts Click to delete employee’s shifts on the current view.

 

Updated on November 15, 2017

Was this article helpful?

Related Articles

Still Need Help?

Open a ticket with our customer care team.

Submit a Ticket