Scheduling a Shift

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Overview

If you need to schedule a shift on the go, the When I Work Scheduling app for Android has you covered. You can add a custom shift or use a shift template to save time.

You can also create shifts from a computer or iPhone/iPad.

Create a shift

  1. From the When I Work Scheduling app, tap Menu button in the top-left corner of the screen.
  2. Tap Calendar Schedule.
  3. Tap More button, then tap Create Shift.
    • If you want to add a one-off shift, tap Custom Shift.
    • If you want to add a shift you frequently schedule, tap one of your shift templates. If you haven’t added shift templates for shifts that regularly occur, create a shift template.
  4. Set up or modify the shift details. For more information about modifying shift details, go to shift details.
  5. When you’re finished setting up the shift, then tap Checkmark in the top-right corner of the screen to save the shift.
    A confirmation prompt appears.

    • If you want to save the shift without making it visible to the employee, tap Save (unpublish).
    • If you want to make the shift visible and notify the assigned employee based on their alert preferences, tap Save & Publish.

Shift details

If you’re creating a custom shift or need to make adjustments to a shift you’ve added using a shift template, you can modify the shift’s details.

After making changes to shift details, tap Checkmark in the top-right corner of the screen to save.

NameDate
Description(Required) Set the date for the shift.
NameTime
Description(Required) Set the start and end time for the shift.
NameSchedule
Description(Required) If you have multiple schedules, select the schedule where the shift should be added.
NamePosition
Description(Optional) Select the position that needs to be filled.
NameUnpaid break
Description(Optional) Add an unpaid break (also called lunch break) in minutes. For example, enter in 30 for 30 minutes or 60 minutes for one hour.

Note: If using Time Clock & Attendance with Automatically Deduct Scheduled Breaks From Timesheets enabled, an unpaid break in the shift details is required for the break to be automatically deducted from timesheets.

NameJob Site
Description(Optional) If the shift will take place off site from your normal location, select a job site.
NameAssign to
Description(Required) Select who will work the shift.

  • If you added a position to the shift, employees who can work that position are listed on the Qualified tab. If you need to assign the shift to an unqualified employee, tap the All Employees tab.
  • To let any qualified employee take this shift, select Open Shift. For more information, see OpenShifts.
  • To assign the shift to a specific employee, select that employee.
NameEligible employees¹
Description(Optional) Tap to offer the shift to specific eligible employees.
NameHow many shifts²
Description(Optional) Select how many instances of an OpenShift you’d like to publish.
NameShift color
Description(Optional) Select a color for the shift.
NameNotes
Description(Optional) Add notes (up to 350 characters).
Name Description
Date (Required) Set the date for the shift.
Time (Required) Set the start and end time for the shift.
Schedule (Required) If you have multiple schedules, select the schedule where the shift should be added.
Position (Optional) Select the position that needs to be filled.
Unpaid break (Optional) Add an unpaid break (also called lunch break) in minutes. For example, enter in 30 for 30 minutes or 60 minutes for one hour.

Note: If using Time Clock & Attendance with Automatically Deduct Scheduled Breaks From Timesheets enabled, an unpaid break in the shift details is required for the break to be automatically deducted from timesheets.

Job Site (Optional) If the shift will take place off site from your normal location, select a job site.
Assign to (Required) Select who will work the shift.

  • If you added a position to the shift, employees who can work that position are listed on the Qualified tab. If you need to assign the shift to an unqualified employee, tap the All Employees tab.
  • To let any qualified employee take this shift, select Open Shift. For more information, see OpenShifts.
  • To assign the shift to a specific employee, select that employee.
Eligible employees¹ (Optional) Tap to offer the shift to specific eligible employees.
How many shifts² (Optional) Select how many instances of an OpenShift you’d like to publish.
Shift color (Optional) Select a color for the shift.
Notes (Optional) Add notes (up to 350 characters).

¹Appears only when you’re scheduling an OpenShift and shift criteria has been defined.

²Appears only when you’re scheduling an OpenShift.

Updated on March 26, 2019

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