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Setting Your Availability Preferences

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Overview

Set your Availability Preferences so your Account Holder, Manager, and Supervisor can see when you prefer to work and when you prefer not to work.

You can also set Availability Preferences from your computer or Android phone.

Things to know before you begin

  • To receive text/SMS alerts, you must set a mobile phone number added your user profile.
  • 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.
  • For some users, email alerts get sent to the spam inbox. Please check your spam inbox and edit your email settings to approve/whitelist all When I Work emails.
  • When logged into the app from your phone, we will send push notifications. When signed out of the app, you will receive notifications by SMS/Text.
  • To edit the “Don’t Notify Me Between” parameter, visit the web app from your computer.
  • Depending on your access levels with When I Work, you may see different Alert Preference options in the app.
  • This article contains images of the When I Work app on an iPhone. Although the app looks slightly different on an iPad, the app works the same on both devices.

Things to do before you begin

Make sure the When I Work Employee Scheduling app is installed on your iPhone or iPad.

Setting availability preferences (basic mode)

Basic availability allows you to set your preferred availability for each day of the week. If you would like to set up multiple availability profiles, consider using advanced mode.

1) Open the When I Work app on your iPhone or iPad.

2) From the Dashboard tab, tap Change My Availability.
If you don’t see Change My Availability, tap More (≡) at the bottom of the screen, then tap Availability.

3) On default, Users are listed as “Available All Day.” To edit your preferences, click the “Clock” icon under the day of the week you want to edit.

4) At the bottom of the screen, toggle between “Preferred” and “Unavailable” to adjust your preferences.

For example, if you prefer to work on Monday mornings, select Preferred and indicate the start/ end of your preference. If you prefer not to work on Saturday nights, select the Unavailable toggle and indicate the start/end of your preference.

Select “All Day” as a shortcut to indicate your availability/ unavailability on a specific day of the week.

If you want to delete your availability for a specific day of the week, click the “Trashcan” icon to start over.

5) Continue adding your Availability Preferences for the entire week. It should look something like this:

6) When you have entered your Availability for the entire week, scroll to the top of the screen and click “Save.” If you do not click Save, your options will not be stored and you will need to start over.

Setting availability preferences (advanced mode)

1) Open the When I Work app on your iPhone or iPad.

2) From the Dashboard tab, tap Change My Availability.
If you don’t see Change My Availability, tap More (≡) at the bottom of the screen, then tap Availability.

3) Tap Advanced Configuration at the bottom of the screen.

4) This will open a form for you to enter a “Title” as well as a brief “Description” of this Availability Preference.

5) Once you have completed entering the “Title” and “Description”, define how long you want this preference to run. Edit the “Effective” start and end date. If there is no end date, click “Ongoing.”

6) How frequent does this Availability Preference run? Edit the “Rotation” to define if this preference is every week, every other week, every 3 weeks, or every 4 weeks.

7) Proceed with adding your Preferred/ Unavailability for each day of the week (Refer to Step 3 in the Basic Availability). Once complete, click “Save” on the top right of the screen.

8) You will be brought to a screen where you can choose to “Create A (New) Preference” at the bottom of the screen, “Edit” your existing Availability Preference at the top right of the screen, or you can click “Done” at the top left of the screen to return to the Dashboard.

NOTE: You can add as many Availability Preferences as you need!

Updated on April 13, 2017

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