Setting Alert Preferences

From your

Applies to , , ,

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.

Things to know before you begin

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

Types of alerts

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

Alert NameTime-Off Requests
Sent When
  • A manager makes a decision about your time off request.
  • An employee requests time off.1
Alert NameSwap/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 NameSchedule Updates
Sent When
  • You are assigned new shifts.
  • An employee takes an OpenShift.1
    A mobile notification is sent only if the shift occurs in the next two days.
Alert NameNew Employee
Sent WhenA new employee registers with your workplace.
Alert NameAvailability Change
Sent When An employee edits availability preferences.1
Alert NameClock 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 NameShift Reminders
Sent WhenOne 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 NameOvertime Alerts
Sent WhenAn employee is scheduled for overtime or nearing overtime.2

  • This setting is not available in the When I Work mobile apps.
  • This setting may not be visible in the When I Work web app if overtime alerts are disabled in the Attendance Settings.
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.1
    A 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
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.
Overtime Alerts An employee is scheduled for overtime or nearing overtime.2

  • This setting is not available in the When I Work mobile apps.
  • This setting may not be visible in the When I Work web app if overtime alerts are disabled in the Attendance Settings.

1 Users with supervisor, manager, or account holder access privileges only.
2 Users with manager or account holder access privileges only.

Set your alert preferences

  1. From the When I Work Staff Scheduling app, tap the More icon More icon at the bottom-right corner of the screen.
  2. Tap Alert Preferences.
  3. Set your alert preferences.Alert preferences
    • 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.
  4. (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.
  5. When you’re finished, tap Save.

 

Updated on September 19, 2017

Was this article helpful?

Related Articles

Still Need Help?

Open a ticket with our customer care team.

Submit a Ticket