Using WorkChat

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Applies to , , ,

Overview

Use WorkChat to communicate with your coworkers in real time without exchanging personal contact information. For example, you might want to start a discussion, share an image, send an announcement, or just let your coworkers know you’re running late.

WorkChat on iOS, Android, and computer

You can also use WorkChat from your computer or the Android app. If you have manager or account holder access privileges, you can manage WorkChat settings for your workplace.

Things to do before you begin

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

Conversations

A WorkChat conversation is like a virtual room; everyone in the conversation can send and receive messages. When you have unread messages, a red dot appears on the conversation and on the WorkChat WorkChat icon icon at the bottom of the screen.Conversations with unread messages

Workplace conversation

The workplace conversation includes everyone that belongs to the account. Use this conversation when you need to send a broadcast message to all of your coworkers, including management. The workplace conversation cannot be deleted.

In the conversations list, the workplace conversation shows the account logo and name set by your employer.Workplace conversation

Group conversations

Use group conversations to chat with multiple coworkers. For example, you might create a group conversation for employees that work together on a project or work a specific position. Anyone can create a group conversation, and there is no limit on the number of participants.

In the conversations list, group conversations show the profile pictures of the first two people added to the conversation.Group conversation

1-on-1 conversations

Start a 1-on-1 conversation when you need to chat with a specific person.

In the conversations list, 1-on-1 conversations show the profile picture of the person you’re chatting with.One-on-one conversation

Using WorkChat to communicate

To access WorkChat, tap WorkChat WorkChat icon near the bottom-right corner of the screen. The app displays your WorkChat conversations.

Starting a conversation

  1. From the WorkChat conversation list, tap New conversation in the top-right corner of the screen.
  2. If you want to give the conversation a custom name, tap Name this chat (optional) and enter a name.New Conversation screen
  3. Select the people you want to include in the conversation.
    • To start a 1-on-1 conversation, select a single person.
    • To start a group conversation, select multiple people.
    • To filter the list of people by location or position, tap Filter button.
    • To search for a person, tap the To line and begin typing a first or last name.
  4. Tap Next in the top-right corner of the screen.
  5. Send a message to start the conversation.

Sending a message

  1. From the WorkChat conversation list, tap an existing conversation or create a new one.
  2. Type a message in the box, then tap Send.Sending a message

Your message is delivered to everyone that belongs to the conversation.

Sending a photo

All WorkChat conversations allow you to send photos. PNG, JPEG, and GIF image formats are supported.

  1. From the WorkChat conversation list, tap an existing conversation or create a new one.
  2. Tap Camera icon near the message box.
  3. Select a photo from your library or take a new photo.
    You may need to grant access to your photo library or camera.
    When you select a photo, a thumbnail is added to your message.
  4. If you want to send a message with the photo, type the message in the box.
  5. Tap Send.

Your image is sent to everyone that belongs to the conversation.

Saving a photo

If you want to keep a photo sent by someone else, you can save it to your iPhone or iPad.

  1. Long press on the photo until the menu appears.
  2. Tap Save Image.

The photo is saved to the photo library on your iPhone or iPad.

Renaming a conversation

You can rename any group or 1-on-1 conversation.

  1. From the WorkChat conversation list, tap the conversation.
  2. In the top-right corner of the screen, tap Information icon.
  3. Tap the conversation name to edit it.
  4. Enter a new name.
  5. Tap Save.
  6. Tap Back button to return to the conversation.

Adding coworkers to a conversation

  1. From the WorkChat conversation list, tap the conversation.
  2. In the top-right corner of the screen, tap Information icon.
  3. Tap Add Coworkers.
  4. Tap each coworker that you want to add.
    To search for a person, tap the To line and begin typing a first or last name.
  5. When you’re finished, tap Next in the top-right corner of the screen.
  6. Tap Back button to return to the conversation.

Leaving a conversation

If you leave a conversation, you cannot rejoin it yourself. However, you can ask someone in the conversation to add you. You cannot leave the workplace conversation.

  1. From the WorkChat conversation list, tap the conversation.
  2. In the top-right corner of the screen, tap Information icon.
  3. Tap Leave Conversation.
  4. Tap Leave to confirm.

Viewing notifications

WorkChat notifications let you know that you’ve received messages. Notifications can appear as alerts, app icon badges, or in-app notifications.

Alerts

An alert appears if you receive a WorkChat message when you are not using the When I Work app. An alert can appear as a banner (default) or a popup message:

Banner alerts appear as a banner across the top of the screen, regardless of which app you are using when a new message arrives. Tap the banner to jump to the new message.Banner alert

Popup alerts appear in the center of the screen, regardless of which app you are using when a new message arrives. Dismiss the alert by tapping Close or jump to the message by tapping Open.

By default, alerts use the banner style. You can configure alerts to use the popup style in the Settings app under When I Work > Notifications:


Note: These settings affect all notifications from the When I Work app, including WorkChat message notifications.

App icon badges

App icon badges appear on the When I Work icon on your home screen. The badge displays the total number of unread WorkChat messages:

In-app notifications

If you receive a WorkChat message while you’re using the When I Work app, an in-app notification appears as a banner at the top of the screen.In-app banner notification

To jump to the message, tap the banner before it disappears.

Changing your notification preferences

You can configure notification preferences for WorkChat without changing your notification settings for scheduling or attendance.

  1. In the bottom-right corner of the screen, tap More More icon.
  2. Tap WorkChat Preferences.
  3. Tap the switch next to a notification type to turn it on or off.

Can’t see WorkChat?

If you don’t see WorkChat in the When I Work Staff Scheduling app:

  • WorkChat may be disabled. Your employer has the option to turn WorkChat on and off.
  • You might be using an old version of the app. Make sure you’re using the latest version.
Updated on September 18, 2017

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