Overview
Use annotations to send your staff important information about a particular day. You can create a general announcement, block time off requests, or indicate your business will closed that day.
You can also use annotations from your computer, iPhone, or iPad.
Types of Annotations
Each annotation has one or more types that determine how the annotation is displayed to your users. An annotation can have one, two, or all three types.
| Business Closed |
| Posts a message to the Schedule view that indicates your business is closed on the selected days. |
| Don’t Allow Time Off |
| Posts a message to the Schedule view that indicates time time off isn’t allowed on the selected days, and prevents staff from submitting time off requests. Supervisors and managers can still submit time off requests for those days for themselves and on behalf of employees. |
| Announcement |
| Posts a message to the Schedule view and dashboard¹ that applies to the selected days. |
| Type | Description |
| Business Closed | Posts a message to the Schedule view that indicates your business is closed on the selected days. |
| Don’t Allow Time Off | Posts a message to the Schedule view that indicates time time off isn’t allowed on the selected days, and prevents staff from submitting time off requests. Supervisors and managers can still submit time off requests for those days for themselves and on behalf of employees. |
| Announcement | Posts a message to the Schedule view and dashboard¹ that applies to the selected days. |
¹ Mobile apps only; iOS displays annotations that occur in the next eight days (including today), Android displays annotations that occur in the next seven days (including today)
Considerations
- You must have supervisor, manager, or admin access privileges to add annotations. If you’re a supervisor, you can add annotations for your schedules only.
- Only one annotation can appear at a time in the “Important Upcoming Date” section of My Schedule. The exception is if there are annotations on the same day within different schedules.
- Only announcement annotations appear on the Dashboard and schedule in the iOS and Android mobile apps.
- Users cannot click URLs that you enter in the annotation message. However, they can manually type the URL into a web browser.
Add an Annotation
- From the When I Work Scheduling app, tap More in the bottom-right corner of the screen.
- Tap Add an Annotation.
- Set the annotation details.
a. (Optional) Select a color.
b. Set the start and end dates for the annotation.
c. Add a title that will be displayed to your staff
d. (Optional) Add a message to provide further detail.
e. Select one or more annotation types. Tap the check box next to a type to select it.
f. If you want the annotation to apply to a subset of schedules instead of all schedules, remove the All Schedules tag, then tap the plus to add a schedule. - When you’re finished, tap Checkmark button in the top-right corner of the screen.
Edit an Annotation
- From the When I Work Scheduling app, tap Scheduler on the bottom of the screen.
- Scroll down to the annotation.
- Tap the annotation to view.
- Tap Pencil button in the top-right corner of the screen.
- Make the changes that are needed.
- When you’re finished, tap Checkmark button in the top-right corner of the screen.
Delete an Annotation
Please note this action cannot be undone.
- From the When I Work Scheduling app, tap Scheduler on the bottom of the screen.
- Scroll down to the annotation.
- Tap the annotation that you want to change.
- Tap Trash button in the top-right corner of the screen.
- If you’re sure you want to delete the annotation, tap Delete when you’re prompted to confirm.