Ethan Sullivan – When I Work Help Center

Ready-to-send Templates for Employees on How to View Schedules and Clock-in
- July 28, 2026
- Ethan Sullivan
This page includes templates you can send to your employees about the transition from When I Work to When I Work, a Rippling product. Use these to notify your team about what’s happening and how to get started. Hey team! Just a heads up: When I Work is now on the Rippling platform. You’ll log in through Rippling going forward (with your same login credentials), but your mobile app stays the same. You’ll still clock in and out the same way too. The When I Work team put together a quick video to walk you through the new layout. If it…
Ready-to-send Templates for Employees on How to View Schedules
- Ethan Sullivan
This page includes templates you can send to your employees about the transition from When I Work to When I Work, a Rippling product. Use these to notify your team about what’s happening and how to get started. Hey team! Just a heads up: When I Work is now on the Rippling platform. You’ll log in through Rippling going forward (with your same login credentials), but your mobile app stays the same. The When I Work team put together a quick video to walk you through the new layout. If it asks for a log-in, you can use your When…
Deductible Overtime Hours
- January 12, 2026
- Ethan Sullivan
Deductible overtime hours are the hours that employees can deduct from their overtime pay for tax purposes. The tax deduction only applies to the overtime premium portion of pay required under the Federal Fair Labor Standards Act (FLSA), aka FLSA-qualified overtime compensation (QOC). Example of FLSA Qualified Overtime Compensation(QOC): Employee’s regular rate is $20/hr Overtime rate is $30/hr (20×1.5=30) The QOC would be $10/hr premium, aka, the extra half-time portion (the .5x premium) of the total overtime rate. **Applicable only to businesses paying workers in the United States. The number of deductible hours may differ from the total number of…
All About Breaks
- September 30, 2025
- Ethan Sullivan
Breaks are a great way to ensure your team gets the downtime they deserve and are required in some workplaces. These can be scheduled, tracked, and even logged on timesheets for visibility and compliance help! The Breaks section of the Attendance Settings allows you to control how breaks are reported. The toggle switch on the left enables and disables breaks completely for your account. If the Breaks switch is toggled on but none of the options are checked, breaks can still be added, edited and deleted directly on user timesheets! Callout Name Description A Let users clock in and out of paid rest…
User Invite Statuses
- September 29, 2025
- Ethan Sullivan
You can easily monitor the status of your team members after adding them! This is a great way to see who has completed registration, who needs a reminder, and who hasn’t even received an invite yet! If a user hasn’t accepted an invite to join your workplace, you can remind the user by sending another invite. Invites cannot be sent if a user has already registered (accepted an invite) and the green indicating they are registered will appear. Once a user has registered, the email address field in their user profile will turn grey indicating registration has been completed. Invitation…
Rippling Payroll Integration
- September 23, 2025
- Ethan Sullivan
When I Work integrates with Rippling via API to help streamline employee management and payroll processes. This integration allows you to: Sync user profiles in order to create, update, and archive users in When I Work based on changes in Rippling Sync Positions and Schedules within the account Update the user profile assignments of these objects within a user profile Send worked hours like regular, holiday, and overtime from When I Work to Rippling Send PTO hours from When I Work to Rippling Changes in Rippling should reflect in When I Work in about 10 minutes via the API connection. Automatic…
How-To Video Library
- September 15, 2025
- Ethan Sullivan
This page houses our video library of quick how-to videos. These are bite-sized shorts that can help you with setting up your users, checking timesheets, and even using our advanced features! Check back often for new videos! Activating Attendance Creating Positions Break Settings Time Off Accruals Adding Users Assigning Positions To Users And Shifts Removing Users Reactivating Users How To Get Your Shifts Covered Publishing Shifts
Release Notes April to June 2025
- September 8, 2025
- Ethan Sullivan
This article includes all feature updates that When I Work has released between April and June 2025. Scheduling Breaks is a feature we released in Q1. While this was released on newer plan types, we improved the break experience for all accounts in Q2! Even if your account doesn’t have the full break scheduling experience, you will now see the [+ Add a Break] button which opens up the break option during shift creation. The interface for clocking in and out in the mobile application was updated for better visibility. Now, the clock in button includes information on the…
Setting Your Alert Preferences
- August 6, 2025
- Ethan Sullivan
Update your alert preferences to configure how you are automatically notified by When I Work. For each alert, you can choose how you’d like to be notified: Email: Just like it sounds—we’ll send you an email. Mobile: If you’re logged in to the When I Work app on your iOS device, or Android device, you’ll be notified in the app. If you’re not logged in, we’ll send you a text message. If you have employee or supervisor level access, we’ll only send you alerts for the schedules that you belong to. For managers and admins, you’ll receive alerts for schedules…
Reviewing and Editing Your Own Timesheets
- July 30, 2025
- Ethan Sullivan
If you use When I Work to clock in and out, review your timesheet to see how many hours you’ve worked during a pay period. You can also edit your timesheet if you employer has chosen to allow it. This article reviews how to view and edit your own timesheets. If you are an Admin, Manager, or Supervisor wanting to edit your team members’ timesheets, see Reviewing and Editing User’s Timesheets instead. Your employer controls whether you can edit your timesheet. When editing, you can only make changes to open pay periods. Any closed pay periods can no longer be…

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