Setting Up Time Clock & Attendance

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Time Clock & Attendance allows you to easily track employees’ hours by having them clock in and out using When I Work. At the end of each pay period, you can easily send employees’ time sheets to your payroll processor.

This article explains how to set up Time Clock & Attendance for your workplace.


  • Only the account holder can purchase Time Clock & Attendance on the Account & Billing page.
  • 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:

Step 1: Sign in to When I Work

  1. If you don’t already have a When I Work account, go to the Time Clock & Attendance page, then click Start Time Tracking Free to begin.
  2. From your computer, use a supported web browser to sign in to When I Work on the web.

Step 2: Set up Time Clock & Attendance settings

  1. Go to the Attendance page.
    The Attendance Setup wizard appears.
  2. Follow the Attendance Setup steps.

The settings you configure can be changed at any time in the Attendance Settings.


    1. Choose how employees are allowed to clock in by enabling or disabling the following options:
      • Time Clock Terminal: Allows employees to clock in from a dedicated terminal (PC, tablet, or mobile phone) that is set up by you or another manager. The time clock terminal option is always on, and cannot be turned off.
      • Mobile App: Allows employees to clock in from iPhones and Android phones via the When I Work mobile app.
      • Personal Computer: Allows employees to clock in from computers that are connected to your business Internet connection.
    2. If you want to make sure employees are clocking in near the schedule address, select Employees Must Be Near Location to Clock In.
    3. (Optional) Adjust the Payroll settings to meet the needs of your business.
      To change these settings, you must be the account holder or a manager that has access to manage payroll.
    4. Near the top-right corner of the page, click Save.


Step 3: Prepare your schedules

If your business has multiple workplaces, create a schedule in When I Work for each one.

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

Step 4: Add positions

Positions tag employees and shifts to a particular duty or skill. For example, a restaurant might have separate positions for cashier, waiter, and cook. Keeping employees and shifts separated by position helps you ensure that your business has the skill coverage that you need.

Create a position for each type of employee that works in your business.

Step 5: Add employees

Now you’re ready to add your employees. There are several ways to add employees:

Step 6: Set up time clock terminals

If you don’t want to set up a time clock terminal for employees to clock in, skip this step.

Follow our instructions to set up a time clock terminal on a computer, iPhone/iPad, or Android phone/tablet.

Step 7: Instruct your employees to start clocking in and out

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

Now that Time Clock & Attendance is set up, you might want to:

Updated on August 15, 2019

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