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Setting Alert Preferences

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Overview

Update your alert preferences to configure how you are automatically notified by When I Work.

You can also set your alert preferences from your iOS device or Android device.

How alerts are delivered

For each alert, you can choose how you’d like to be notified:

  • Email: Just like it sounds—we’ll send you an email.
  • Mobile: If you’re logged in to the When I Work app on your iOS device, or Android device, you’ll be notified in the app. If you’re not logged in, we’ll send you a text message.

If you have employee or supervisor level access, we’ll only send you alerts for the schedules that you belong to. For managers and admins, you’ll receive alerts for schedules that you belong to, and any schedules without a supervisor, manager, or admin assigned to them.

Email alert delivery

To receive email alerts, you must have a valid email address added to your user profile.

  • When I Work sends email alerts immediately, but emails may be delayed by your email provider.
  • In some cases, email providers mark When I Work emails as spam. If you’re not receiving email alerts, check your spam inbox and edit your email settings to approve/whitelist all When I Work emails.

Mobile alert delivery

  • While you’re logged into the app, we’ll send push notifications to the app.
  • While you’re logged out of the app, we’ll send notifications by SMS/text message. To receive text/SMS alerts, you must have a mobile phone number added your user profile.
  • There is a limit of 20 SMS messages per user per day.

Changing your alert preferences

  1. Hover over your name, then select  My Alert Preferences.

  2. Set your alert preferences. See types of alerts for more information about each alert.
    NOTE: Alert preferences available are based on the account’s plan set by the admin. 

    • Check Email next to an alert to turn email alerts on or off.
    • Check Mobile next to an alert to turn mobile alerts on or off.
  3. When you’re finished, click Save.

Types of alerts

Time-Off Requests
  • A manager makes a decision about your time off request.
  • An employee requests time off.1
Swap/Drop Requests
  • A coworker sends you a shift via a swap or drop request.
  • A user requests a swap or a drop that you need to approve.1
  • A user picks up a shift from drop/swap request.1
OpenShift Requests
  • You are approved for an OpenShift you bid on.
  • A user bids on an OpenShift that requires pick up approval.1
Absences

A user reports their own absence using the “I can’t make it” option.1

Schedule Updates
  • You are assigned new shifts.
  • Your shifts are edited.
  • New OpenShifts that you are eligible to take are published.
  • A user takes an OpenShift.1
    A mobile notification is sent only if the shift occurs in the next two days.
New User Registrations
A new user registers with your workplace.
Availability Change
A user edits availability preferences.1
Clock In/Out Reminders
  • You have forgotten to clock in or out for a shift.
  • One of your employees has forgotten to clock in or out.1
Overtime Alerts
An employee is scheduled for overtime or nearing overtime based upon clock in and out times.2

A user accepts an OpenShift or Shift Request that adds overtime hours.¹

Payroll Reminders
Payroll needs to be finalized.2

  • This setting is not available in the When I Work Staff Scheduling app for iPhone and iPad or the When I Work Scheduling app for Android.
Reports
A Labor Breakdown Report or Attendance Notices Report is available.2
Workplace Alerts
Emails or SMS messages (TeamTxt) from your employer.

Shift Reminders
One of your shifts is coming up. You can edit how many hours before your shift to be notified. Shift reminders can be sent as early as 24 hours before the shift starts.
Alert Name Sent When
Time-Off Requests
  • A manager makes a decision about your time off request.
  • An employee requests time off.1
Swap/Drop Requests
  • A coworker sends you a shift via a swap or drop request.
  • A user requests a swap or a drop that you need to approve.1
  • A user picks up a shift from drop/swap request.1
OpenShift Requests
  • You are approved for an OpenShift you bid on.
  • A user bids on an OpenShift that requires pick up approval.1
Absences

A user reports their own absence using the “I can’t make it” option.1
Schedule Updates
  • You are assigned new shifts.
  • Your shifts are edited.
  • New OpenShifts that you are eligible to take are published.
  • A user takes an OpenShift.1
    A mobile notification is sent only if the shift occurs in the next two days.
New User Registrations A new user registers with your workplace.
Availability Change A user edits availability preferences.1
Clock In/Out Reminders
  • You have forgotten to clock in or out for a shift.
  • One of your employees has forgotten to clock in or out.1
Overtime Alerts An employee is scheduled for overtime or nearing overtime based upon clock in and out times.2

A user accepts an OpenShift or Shift Request that adds overtime hours.¹
Payroll Reminders Payroll needs to be finalized.2

  • This setting is not available in the When I Work Staff Scheduling app for iPhone and iPad or the When I Work Scheduling app for Android.
Reports A Labor Breakdown Report or Attendance Notices Report is available.2
Workplace Alerts Emails or SMS messages (TeamTxt) from your employer.
Shift Reminders One of your shifts is coming up. You can edit how many hours before your shift to be notified. Shift reminders can be sent as early as 24 hours before the shift starts.

1 Users with supervisor, manager, or admin level access only.
2 Users with manager or admin level access only.

Frequently asked questions

Can I disable attendance alerts for users who don’t clock in or out?

Yes, alerts for missed shifts can be disabled from within a user’s profile. Check out Add and Edit Users for steps on how to manage this setting.

Updated on February 16, 2023
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