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 or Android phone.

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; iOS displays annotations that occur in the next eight days (including today), Android displays annotations that occur in the next seven days (including today)

Things to know before you begin

  • You must have account holder, manager, or supervisor access privileges to add annotations. If you’re a supervisor, you can add annotations for your schedules 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 schedules.
  • Employees cannot click URLs that you enter in the annotation message. However, they can manually type the URL into a web browser.

Add an annotation

  1. From the When I Work Staff Scheduling app, tap More icon More in the bottom-right corner of the screen.
  2. Scroll down to Manager Tools.
  3. Tap Add an Annotation.
  4. Set the annotation details.Add annotation
    1. Use Date and To Date to select when the annotation will be active.
    2. Add a Title that will be displayed to your staff.
    3. (Optional) Add a Message to provide further detail.
    4. Turn on one or more annotation types. Tap the switch next to a type to enable it.
    5. By default, the annotation applies to all schedules. If you want the annotation to apply to specific schedules only, tap Add Schedule to select a schedule. Repeat this step to select additional schedules.
  5. When you’re finished, tap Save in the top-right corner of the screen. Tap Save again to confirm.

Edit an annotation

  1. From the When I Work Staff Scheduling app, tap Scheduler Scheduler at the bottom of the screen.
  2. Find the annotation on the schedule.Annotation on the schedule
  3. Tap the annotation.
  4. From the annotation details, tap Edit in the top-right corner of the screen.
  5. Make the changes that are needed.
  6. When you’re finished, tap Save in the top-right corner of the screen. Tap Save again to confirm.

Delete an annotation

  1. From the When I Work Staff Scheduling app, tap Scheduler Scheduler at the bottom of the screen.
  2. Find the annotation on the schedule.Annotation on the schedule
  3. Tap the annotation.
  4. From the annotation details, tap Edit in the top-right corner of the screen.
  5. Tap Delete at the bottom of the screen. Tap Delete again to confirm.
Updated on November 17, 2017

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