When I Work makes keeping track of hours easy as you’re building the schedule. In addition to seeing total hours for all users for a day or week, you can see an individual user’s: Scheduled hours per day or week Max number of hours they should be scheduled per week…
This article walks through how to start Scheduling with When I Work. If you would like to use the Scheduling and the Time Clock & Attendance services together, see Setting Up Scheduling and Time Clock & Attendance for Your Workplace. This article describes how to set up your account from…
Changing your view of the schedule helps you better visualize upcoming shifts. The Scheduler offers three types of views: Time views determine the time period that you’re viewing. Staff views determine the formatting of the schedule. Color views determine whether the schedule is colored-coded based on shift colors, position colors, or job site colors. You can also change schedule views from your Android device or iOS device. Looking to manage hours in the schedule? Check out Track Hours and Labor in the Scheduler. Time views The Scheduler allows you to view the schedule by week (default), day, 2 weeks, or month. Switch between…
Availability preferences and time off requests help you better understand when users can work so you can schedule them more effectively and avoid scheduling conflicts. Depending on your view of the Scheduler, user’s availability and time off is displayed differently. See Schedule Views for more information on the ways you can view the Scheduler. A user’s availability preferences show when a user is able to work. On an user’s availability calendar, two types of preferences can be set: Preferred: times that the user prefers to work. Unavailable: times that the user is not able to work. Users can still be…
There are two ways that you can create shifts on your schedule: Shift templates Custom shifts Check out Scheduling a Shift for more information on how to add shifts to the schedule. If you have shifts that you frequently schedule, we recommend creating shift templates so you don’t have to set up shift…
You may need to print schedules for people that do not have access to a computer or mobile phone. Two types of printing are available: Multiple people (day, week, or month) Single person (week) We strongly recommend that users with computers or smartphones use the When I Work web app or mobile apps to view their schedules. Printed schedules do not stay current, and do not allow users to easily take OpenShifts, swap shifts, or drop shifts. Users can also print their own schedules from their computers. Click Scheduler. Select ‘User’ in the as section under the dates of the…
If you no longer need a shift or you accidentally scheduled it, you can delete it from the schedule. Note: Once deleted, shifts can not be recovered and must be manually recreated. If you are a supervisor, you can only delete shifts for the schedules that you belong to. A shift cannot be recovered after it is deleted. Hover over the shift you want to delete. Click More button, then select Delete.Alternatively, you can edit the shift, then click Delete. (Optional) If you want to let the assigned user know you’re deleting the shift, click Notify <user> and include message on…
Shift templates save you time when you need to schedule shifts that have a consistent start and end time. Instead of manually entering in custom shift details one-by-one, shift templates allow you to schedule a shift quickly and easily. You must have supervisor, manager, or admin access privileges in When I Work to add, modify, import, or delete shift templates. Supervisors can manage shift templates for their schedules only. When you edit a shift template, existing shifts that were created using that template are not updated. Future shifts scheduled with the shift template reflect the updates you make. Hover over , then select Shift Templates….
Whether you prefer to schedule in user view, positions view, or coverage view, you can filter your schedule to quickly view coverage for particular positions or job sites. Instead of viewing your entire schedule, filtering helps you narrow your schedule down to the shifts you want to see. Filters can be collapsed and you can scroll independently from the schedule. If you have filtered the schedule, you can see what is filtered by looking for a red dot next to the filter heading. If the filters menu is collapsed, the red dot appears next to the expand button to notify…
If you have a shift that regularly takes place at the same time, set it up as a repeating shift to save yourself time. Using repeat shifts you can: Select the days of the week a shift repeats on. Select the repeat frequency from every week, up to every 4 weeks, or a custom frequency. Select when the shift repeat sequence ends: In 1 year (maximum) In 6 months In 1 month On date A shift can repeat for up to one year. When you’re adding a shift, click the Repeat Shifts toggle. From the Repeats menu, select how often…
