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Setting Up Scheduling and Time Clock & Attendance for Your Business

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Overview

This article walks through how to set up your account to use Scheduling and Time Clock & Attendance together.

If you would like to use Scheduling alone, see Setting Up Scheduling for Your Business.

Considerations

Before you begin

Set up Scheduling and Attendance

Configure your account to fit your business needs.

Name the schedule

Hover over Workplace, then select Schedules Schedules to edit your default schedule or to add more schedules.

Consider setting up separate schedules. You might want to set up multiple schedules if your business operates out of different physical locations/regions or you want to build separate schedules for different teams/departments.

Add positions

Hover over Workplace, then select Position Positions to create or edit positions.

Create a position for each type of employee that works in your business. Positions tie employees and shifts to a particular duty or skill. Keeping employees and shifts separated by position helps you ensure that your business has the skill coverage that you need.

Add employees

Hover over Workplace, then select Employees Employees to view and manage your employee list.

There are several ways to add employees:

Create shift templates

Hover over Workplace, then select Shift Template Shift Templates to create or edit shift templates.

Create a shift template for each standard shift at your business. Instead of manually entering in custom shift details one-by-one on the scheduler, shift templates let you easily create shifts that are scheduled often, speeding up the schedule building process.

Configure Scheduling settings

Hover over Workplace, then select Scheduler Settings Scheduling Settings to configure.

Determine how employees interact with the schedule by configuring the Scheduling Settings. The Scheduling Settings includes options that allow employees to take accountability for their own schedule.

Configure Attendance settings

Hover over Gear, then select Attendance Settings Attendance Settings. Customize attendance settings to meet the needs of your business.

Time Clocks

Decide which time clock methods will meet the needs of your business. When I Work offers three different methods for clocking in and out. You can allow employees to clock in using any or all of the following options:

  • Clock in with Time Clock Terminal: A time clock terminal is a dedicated computer, tablet, or smartphone located at your place of business.
    NOTE: The time clock terminal option is always enabled. Management can set up and lock a time clock terminal at any time.
  • Clock in with Mobile App: Employees’ iOS devices and Android devices (with the When I Work app).
  • Clock in with Personal Computer: Employees’ personal computers that are connected to your business network.

Prepare your schedules and job sites

Set up your schedules and job sites with addresses to make sure employees are clocking in from the right location. For more information, check out Restricting Where Employees Can Clock In.

If you enabled location-based clock-in restrictions during Attendance setup, make sure you have addresses added to your schedules and job sites.

Schedule shifts

Click Calendar Scheduler on the navigation bar.

Add shifts using the shift templates you set up or create a custom shift. Keep the shifts unpublished while building the schedule. This allows you to make changes to schedule as a whole before notifying your employees about their upcoming shifts.

Prepare your shifts for clocking in

To allow your employees to clock in, their shifts must be tagged with the correct schedule and job site.

Review shifts

Use the Scheduler to confirm that future shifts are tagged to the correct schedule and job site.

If you have multiple schedules, review each schedule one at a time:

  1. On the left side of the page, select a schedule:
  2. Review all future shifts to make sure they are assigned to the correct schedule.
  3. If you use job sites, make sure shifts are assigned to the correct job sites. Use the Job Site filter to show shifts by job site.

Review shift templates

If you’ve created any shift templates, review them to make sure they are assigned to the correct schedule:

  1. Hover over Workplace, then select Shift Template Shift Templates.
  2. Review the list of shift templates to verify that the Schedule column is correct.
  3. If a shift template is set to the wrong schedule, click the shift template to set the correct schedule.

Publish the schedule

When your weekly schedule is complete, publish the schedule to notify your staff about their shifts.

Instruct employees to clock in

Now that your clock in methods are defined, tell your employees how they should clock in to their shifts. We recommend sending a WorkChat message to announce time clock procedures to your employees.

Reference our articles on clocking in and out:

Next Steps

Updated on November 20, 2019

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