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Setting Up Scheduling for Your Workplace

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This article walks through how to start Scheduling with When I Work. 

If you would like to use the Scheduling and the Time Clock & Attendance services together, see Setting Up Scheduling and Time Clock & Attendance for Your Workplace.


  • This article describes how to set up your account from a computer. While you can also use your iOS or Android device to start scheduling, we recommend using a computer. The extra screen size and advanced tools greatly speed up the process.
  • New accounts start on a free trial. The user with admin level access can upgrade the account’s plan.

Before you begin

Set up Scheduling

Configure your account to fit your workplace needs.

Name the schedule

Hover over , then select  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 workplace operates out of different physical locations/regions or you want to build separate schedules for different teams/departments.

Add positions

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

Create a position for each role in your workplace. Positions tie people and shifts to a particular duty or skill. Keeping users and shifts separated by position helps you ensure that your workplace has the skilled coverage that you need.

Add users

Hover over , then select  Users to view and manage your user list.

There are several ways to add users:

Create shift templates

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

Create a shift template for each standard shift at your workplace. 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 , then select  Scheduling Settings to configure.

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

Schedule shifts for a week

Use the scheduler to add shifts to your first weekly schedule.

Create the schedule

Click  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 Keep the shifts unpublished while building the schedule.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 the schedule as a whole before notifying your users about their upcoming shifts.

Publish the schedule

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

Next steps

Updated on February 16, 2023

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