Scheduling a Shift

From your

Applies to , ,

Overview

If you need to schedule a shift on the go, the When I Work Staff Scheduling app for iPhone and iPad 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 Android device.

Create a shift

  1. From the When I Work Staff Scheduling app, tap When I Work Logo Schedule at the bottom of the screen.
  2. Tap Add in the top-right corner of the screen.
    • 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.
  3. Set up or modify the shift details. For more information about modifying shift details, go to shift details.Create shift menu
  4. 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.

NameColor
Description(Optional) Select a color for the shift in the top-right corner of the screen.
NameDate
Description(Required) Set the date for the shift.
NameTime
Description(Required) Set the 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.
NameJob Site
Description(Optional) If the shift will take place off site from your normal location, select a job site.
NamePosition
Description(Optional) Select the position that needs to be filled.
NameWho
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 at the bottom of the screen.
  • To let any qualified employee take this shift, select OpenShift. For more information, see OpenShifts.
  • To assign the shift to a specific employee, select that employee.
NameHow Many
Description(Optional) Select how many instances of an OpenShift you’d like to publish.
Only appears when you select OpenShift in the Who field.
NameUnpaid break
Description(Optional) Add an unpaid break in hours. For example, enter in .5 for 30 minutes.
NameNotes
Description(Optional) Add notes (up to 350 characters).
Name Description
Color (Optional) Select a color for the shift in the top-right corner of the screen.
Date (Required) Set the date for the shift.
Time (Required) Set the the start and end time for the shift.
Schedule (Required) If you have multiple schedules, select the schedule where the shift should be added.
Job Site (Optional) If the shift will take place off site from your normal location, select a job site.
Position (Optional) Select the position that needs to be filled.
Who (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 at the bottom of the screen.
  • To let any qualified employee take this shift, select OpenShift. For more information, see OpenShifts.
  • To assign the shift to a specific employee, select that employee.
How Many (Optional) Select how many instances of an OpenShift you’d like to publish.
Only appears when you select OpenShift in the Who field.
Unpaid break (Optional) Add an unpaid break in hours. For example, enter in .5 for 30 minutes.
Notes (Optional) Add notes (up to 350 characters).

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

Updated on October 18, 2017

Was this article helpful?

Related Articles

Still Need Help?

Open a ticket with our customer care team.

Submit a Ticket