Overview

Update your alert preferences to customize how you’re automatically notified by When I Work.

You can also set your alert preferences from your computer or Android phone.

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 iPhone, iPad, or Android phone, 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 access privileges, we’ll only send you alerts for the schedules that you belong to.

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.

While you’re logged into the app from your phone, 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.

From the When I Work Staff Scheduling app, tap the More icon More icon at the bottom-right corner of the screen.
Tap Alert Preferences.
Set your alert preferences. See types of alerts for more information about each alert.
- Tap Mobile alert next to an alert to turn mobile alerts on or off.
- Tap Email alert next to an alert to turn email alerts on or off.
(Optional) When I Work does not send mobile notifications during the times set under Don’t Notify Me Between. Tap the time range to update it.
When you’re finished, tap Save.

When I Work allows you to choose which alerts you want to receive.

Alert Name	Time-Off Requests
Sent When	A manager makes a decision about your time off request. An employee requests time off.¹
Alert Name	Swap/Drop Requests
Sent When	A coworker sends you a shift via a swap or drop request. An employee requests a swap or a drop that you need to approve.¹
Alert Name	Schedule Updates
Sent When	You are assigned new shifts. An employee takes an OpenShift.¹A mobile notification is sent only if the shift occurs in the next two days.
Alert Name	New Employee
Sent When	A new employee registers with your workplace.
Alert Name	Availability Change
Sent When	An employee edits availability preferences.¹
Alert Name	Clock In/Out Reminders
Sent When	You have forgotten to clock in or out for a shift. One of your employees has forgotten to clock in or out.¹
Alert Name	Overtime Alerts
Sent When	An employee is scheduled for overtime or nearing overtime.² This setting is not available in the When I Work Staff Scheduling app for iPhone and iPad. This setting may not be visible in the When I Work web app if overtime alerts are disabled in the Attendance Settings.
Alert Name	Shift Reminders
Sent When	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. An employee requests a swap or a drop that you need to approve.¹
Schedule Updates	You are assigned new shifts. An employee takes an OpenShift.¹A mobile notification is sent only if the shift occurs in the next two days.
New Employee	A new employee registers with your workplace.
Availability Change	An employee 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.² This setting is not available in the When I Work Staff Scheduling app for iPhone and iPad. This setting may not be visible in the When I Work web app if overtime alerts are disabled in the Attendance Settings.
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 account holder access privileges only.
² Users with manager or account holder access privileges only.

Updated on December 4, 2017