Overview

When I Work enables you to communicate with your team by sending emails.

Considerations

• The email message service is included with all plans.
• Email messages will only be sent to users that have completed registration in When I Work.
• Email messages can be sent from the web app, iOS app, and Android app.
• Email messages are one-way messages that cannot be responded to by recipients. Any direct replies to these messages will not be received. If your message needs a reply, check out WorkChat.

Computer

1. Click  WorkChat or  Message Staff on the navigation bar.
   • If WorkChat is enabled in the General Settings, WorkChat appears on the navigation bar.
   • If WorkChat is disabled in the General Settings, Message Staff appears. 
2. Click Send Email
3. Enter the recipients. By default, the field is set to “All/Everyone”. To send an email to specific users, type in a single recipient’s name or begin typing and select the name from the suggestions drop-down.
   Type the name of a Position or Schedule to target all users in a specific group.
   
4. Click Send Message when finished. You will not be able to send a message unless the subject and message fields are filled in.

NOTE: Messages sent through here go straight to the email inboxes of your users. If you’d like to keep a copy of a message that you send through here, you’ll want to make sure to include your name as well so you are sent a copy.

iOS Device

1. From the When I Work Staff Scheduling app, tap the More at the bottom of the screen, scroll down, and then tap Send Message.
2. This will bring up a new screen where you can pick the Recipients of this email.
   1. Tap User to bring up a list of all users in the account and select them one-by-one.
   2. Tap Position to bring up a list of all positions in the account and select position groups to add to the email.
   3. Tap Send to All to add all registered users in the account.
3. Fill in the email subject line and message body. Tap Send in the top right of the screen when you want to send your message.
4. A pop-up will appear at the bottom of the screen. Tap Send to confirm. Tap Cancel if you edit the email and cancel a second time in the top left corner to exit the message. When I Work does not store draft messages.

Android

1. From the When I Work Scheduling app, tap on the More menu on the bottom-right of the screen, scroll down, and then tap Send Email.
2. This will bring up a new screen where you can enter the Recipients of this email, the subject line, and the body of the message.
3. Enter the email audience.
   • Select All if the message should go to all Users in the Account.
   • Type in the To field to search and add specific users.
   • Save time by searching for Positions or Schedules, which will send the message to all users with that assignment.
   • Remember to include yourself if you would like a copy of the email.NOTE: This is a required step. Without selecting email recipients, When I Work will not allow this message to be sent.
4. Tap Send button in the top right of the screen when you are ready to send your message. A confirmation message will appear at the bottom of the screen.