When to Use Schedules and Job Sites

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Overview

Schedules and job sites are powerful tools to help you schedule your team. In this article, we’ll examine both features and help you decide when to use them.

  • A schedule is a way to group employees. You add shifts to a schedule.
  • A job site is an optional way to identify a specific location where a shift takes place. When you add a shift to a schedule, you can tag the shift with a job site to let the employee know where to go.

Schedules

At the most basic level, a schedule is a way to group employees. A schedule might represent a physical place of business, a department, a geographic region, or a group of employees that you want to manage independently within When I Work.

By default, each When I Work account has a single schedule. You might want to set up additional schedules if you:

  • Have a business that operates out of different physical locations.
  • Want to build separate schedules for different teams or departments.
  • Want team leads/managers to build the schedules for their teams.

If multiple schedules are right for your business, you can set up schedules from your computer, iPhone, or Android phone.

Job sites

A job site identifies a location where shifts take place. You can use job sites for shifts that take place off-site from your normal place of business, or to designate specific locations inside your place of business. Job sites are optional; shifts without job sites take place at the normal schedule location.

Use job sites if you:

  • Need to schedule shifts off-site from your normal place of business. For example, a catering company might have a job site for each event space where it provides services.
  • Want to let employees know where to go at your place of business. For example, a large restaurant might have job sites for different dining areas (as long as servers don’t require special skills to work those rooms; if different skills are required make positions instead).

You can add job sites from your computer, iPhone, or Android phone.

Examples

This table contains our recommendations for some common scenarios.

I need to…Schedule employees at two different stores.
RecommendationMake a schedule for each store.
I need to…Schedule shifts that take place at clients’ homes.
RecommendationMake a job site for each client and tag shifts with them.
I need to…Let supervisors schedule their teams independently.
RecommendationMake a schedule for each team.
I need to…Let employees know where they’re working in the warehouse (no skill requirements).
RecommendationMake a job site for each area of the warehouse and tag shifts with them.
I need to…Let employees know where they’re working in the warehouse (different skills required).
RecommendationMake a position for each warehouse skill, and tag employees and shifts with them to make sure you’ve scheduled the right employees for the job.
I need to… Recommendation
Schedule employees at two different stores. Make a schedule for each store.
Schedule shifts that take place at clients’ homes. Make a job site for each client and tag shifts with them.
Let supervisors schedule their teams independently. Make a schedule for each team.
Let employees know where they’re working in the warehouse (no skill requirements). Make a job site for each area of the warehouse and tag shifts with them.
Let employees know where they’re working in the warehouse (different skills required). Make a position for each warehouse skill, and tag employees and shifts with them to make sure you’ve scheduled the right employees for the job.

 

Updated on February 12, 2018

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