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Syncing Your Schedule to the iOS Calendar App

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Overview

Sync your work schedule from When I Work to the Calendar app on your iPhone or iPad to see the work schedule side-by-side with your personal schedule.

You can also sync the work schedule with your calendar on your computer.

How does calendar sync work?

When I Work calendar sync uses an open standard called iCalendar to sync the work schedule.

Syncing your calendar from the When I Work Staff Scheduling app adds your work schedule to the Calendar app on your device only. If you want to sync your work schedule directly to an online calendar like Google Calendar or Outlook, set up calendar sync from your computer.

You have the option to sync several subsets of the work schedule:

  • Your Schedule: Shifts that are assigned to you.
  • OpenShifts: OpenShifts that you are both qualified and available to take.
  • Entire Schedule: All shifts for all locations.
    Not available if you have employee access privileges.
  • Location-Specific Schedule: All shifts scheduled at a specific location.
    Not available if you have employee access privileges.

How often does the calendar update?

Depending on your device settings, the Calendar app can update your work calendar on a regular schedule or only when you manually check for updates. To change the sync schedule, change the Fetch New Data setting in Settings app > Calendar > Accounts or Settings app > Account & Passwords (depending on iOS version).

Calendar Sync Is Not Instantaneous

When a new schedule is published, it may take some time to appear because the Calendar app does not retrieve schedule updates immediately. For the most current schedule, we recommend viewing your upcoming shifts through the When I Work web app or mobile apps.

How do I get help with calendar sync?

If you need help troubleshooting calendar sync, contact Apple for assistance. Our Customer Care team cannot provide support for third-party software.

Things to do before you begin

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

Set up calendar sync

  1. From the When I Work Staff Scheduling app for iPhone and iPad, tap More icon More in the bottom-right corner of the screen.
  2. Tap Calendar Sync.
  3. Tap the schedule that you want to sync to your Calendar app.
    • Your Schedule: Shifts that are assigned to you.
    • OpenShifts: OpenShifts that you are both qualified and available to take.
    • Entire Schedule: All shifts for all locations.
      Not available if you have employee access privileges.
    • Location-Specific Schedule: All shifts scheduled at a specific location.
      Not available if you have employee access privileges.
  4. Tap Subscribe to add the schedule to your Calendar app.
  5. Tap View Events to go to the Calendar app or Done to finish.

Refresh the work schedule

  1. Open the Calendar app.
  2. Tap Calendars at the bottom of the screen.
  3. Swipe down on the list to refresh your calendars.

Updated on September 18, 2017

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