Using Annotations

From your

Applies to , ,

Overview

Use annotations to send your staff important information about a particular day. You can send a general announcement, let your staff know that time off isn’t allowed, or let your staff know that your business will be 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 employees. An annotation can have one, two, or all three types.

TypeBusiness Closed
DescriptionPosts a message to the Schedule view that indicates your business is closed on the selected days.
TypeDon’t Allow Time Off
DescriptionPosts a message to the Schedule view1 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.
TypeAnnouncement
DescriptionPosts a message to the Schedule view and dashboard2 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 view1 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 dashboard2 that applies to the selected days.

1 When I Work web app and When I Work Scheduling app for Android only
2 Mobile apps only

Things to know before you begin

  • You must have account holder, manager, or supervisors access privileges to add annotations. If you’re a supervisor, you can add annotations for your locations only.
  • Annotations are available for accounts that have When I Work Scheduling activated on current pricing plans that support more than 10 users. Work with your account holder to upgrade on the Account & Billing page.
  • 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 locations.
  • Employees cannot click URLs that you enter in the annotation message. However, they can manually type the URL into a web browser.

Things to do before you begin

Make sure the When I Work Scheduling app is installed on your Android phone.

Add an annotation

  1. From your Android phone, open the When I Work Scheduling app.
  2. Tap Menu button in the top-left corner of the screen.
  3. Tap Add an Annotation.
  4. Set the annotation details.Set up annotation
    1. (Optional) Select a color.
    2. Set the start and end dates for the annotation.
    3. Add a title that will be displayed to your staff.
    4. (Optional) Add a message to provide further detail.
    5. Select one or more annotation types. Tap the check box next to a type to select it.
    6. If you want the annotation to apply to a subset of locations instead of all locations, remove the All Locations tag, then tap the plus to add a location.
  5.  When you’re finished, tap Checkmark button in the top-right corner of the screen.

Edit an annotation

  1. From your Android phone, open the When I Work Scheduling app.
  2. Tap Menu button in the top-left corner of the screen.
  3. Tap Schedule.
  4. Tap the Schedule tab.
  5. Tap the annotation that you want to change.Annotation on the Schedule tab
  6. Tap Pencil button in the top-right corner of the screen.Edit annotation
  7. Make the changes that are needed.
  8. When you’re finished, tap Checkmark button in the top-right corner of the screen.

Delete an annotation

  1. From your Android phone, open the When I Work Scheduling app.
  2. Tap Menu button in the top-left corner of the screen.
  3. Tap Schedule.
  4. Tap the Schedule tab.
  5. Tap the annotation that you want to change.Annotation on the Schedule tab
  6. Tap Trash button in the top-right corner of the screen.Delete annotation
  7. If you’re sure you want to delete the annotation, tap Delete when you’re prompted to confirm.
Updated on September 18, 2017

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