Scheduling Basics

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Overview

When I Work Scheduling is a comprehensive scheduling tool that helps you save time and instantly communicate the schedule to your employees. At the most basic level, scheduling your team involves adding shifts and publishing the schedule.

Shift building blocks

The When I Work schedule is made up of shifts just like any schedule. Every shift is built with the same building blocks.

Building BlockEmployee
Description(Required) The person that is responsible for working the shift.
Building BlockStart and end time
Description(Required) When the shift begins and ends.
Building BlockPosition
Description(Optional) The job the employee will be performing, such as barista, cashier, or manager. Read more about positions.
Building BlockJob 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. Read more about job sites.
Building BlockUnpaid break
Description(Optional) If the employee should take an unpaid break during the shift, add the length of the break in hours.
Building Block Description
Employee (Required) The person that is responsible for working the shift.
Start and end time (Required) When the shift begins and ends.
Position (Optional) The job the employee will be performing, such as barista, cashier, or manager. Read more about positions.
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. Read more about job sites.
Unpaid break (Optional) If the employee should take an unpaid break during the shift, add the length of the break in hours.

Scheduling shifts

From your computer, use the Scheduler to build the schedule. You can access the Scheduler in the When I Work web app at any time by clicking the Scheduler tab at the top of the page.

Scheduler tab

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.
Mobile Apps

You can also schedule shifts from your iPhone or Android phone.

Sending the schedule to your team (publishing)

When you initially add a shift to the schedule, it is only visible to you and other supervisors and managers; the employee cannot see the shift until you publish it. This allows you to build and tweak the schedule without making it visible to your employees. Unpublished shifts have diagonal lines to let you know they’re not published.

When the schedule is ready, click Publish & Notify to instantly send the schedule to your employees.

When you publish the schedule, employees with new or updated shifts are immediately notified (based on their alert preferences). Employees can easily get their schedules on their phones using the When I Work mobile apps for iOS and Android. Read more about publishing options.

Mobile Apps

You can also publish from your iPhone or Android phone.

Updated on September 18, 2017

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