Sending Group Emails

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Applies to , ,


Using Group Emails from When I Work allows you to quickly communicate with all users, specific positions, or specific users about changes on the schedule or at the business.

You can also send group emails from your computer or iPhone/iPad.


  • You must have supervisor, manager, or admin access privileges to send a group email.
  • Email messages sent through When I Work go to users’ email inboxes. If you’d like a copy of the message sent through When I Work, be sure to include your name in the email recipient list.
  • To email messages, users must have a valid email address entered into their User Profile. Adding an email address can be done by the User directly or with the assistance of the admin, manager, or supervisor.
  • When I Work sends out emails immediately but depending on your email provider, your email may have a delayed arrival into your inbox.
  • For some users, emails get sent to the spam inbox. Please check your spam inbox and edit your email settings to approve/whitelist all When I Work emails.

Sending a custom group email

  1. From the When I Work Scheduling app, click on the More menu on the bottom-right of the screen.Android Dashboard More Menu
  2. Select Send Message.
  3. This will bring up a new screen where you can enter the Recipients of this email, subject line, and message body.Blank Send Email Form
  4.  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. Send Email by Schedule
  5. Fill out the email Subject Line and Message Body.
  6. When you are ready, click Send button on the top right of the screen.
  7. A confirmation message will appear at the bottom of the screen with Message Sent.Sent Email Confirmation
Updated on August 14, 2023

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