Setting Up Scheduling for Your Workplace
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Create an Account for Your Business
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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...
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Setup Recommendations for Food Service
When I Work schedules, positions, and job sites are powerful tools that make scheduling fast and easy. Using these tools to their full potential is key to getting the most out of When I Work for your business. In the following sections, we’ll go through our recommendations for a food truck,...From your Android device, Computer, iOS device
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Setup Recommendations for Retail
When I Work schedules, positions, and job sites are powerful tools that make scheduling fast and easy. Using these tools to their full potential is key to getting the most out of When I Work for your business. In the following sections, we’ll go through our recommendations for a small store, large...From your Android device, Computer, iOS device
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Create an Additional Workplace
Multiple When I Work workplaces can be linked to the same email address. To create a new workplace under your already registered email address, follow this guide. This guide shows how to create a new workplace as an employer. If you are looking to join an already existing workplace, check...From your Computer
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Setting Up Scheduling and Time Clock & Attendance for Your Workplace
This article walks through how to set up your account to use Scheduling and Time Clock & Attendance together. If you would like to use Scheduling alone, see Setting Up Scheduling for Your Workplace. This article describes how to set up your account from a computer. While you can also...From your Computer
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Dashboard and Navigation
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Using the Dashboard
The dashboard helps you see your upcoming shifts, see who is scheduled today, process requests, take OpenShifts, and customize your availability preferences. You can also clock in for shifts if mobile clock in is enabled. The dashboard is also available from your computer or Android device. The items that appear...From your iOS device
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Using the Dashboard
The dashboard helps you see your upcoming shifts, see who is scheduled today, process requests, take OpenShifts, or customize your availability preferences. You can also clock in for shifts if mobile clock in is enabled. The Dashboard is also available from your computer or iOS device. The items that appear...From your Android device
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Web App Navigation Reference for Managers
Use this article to help find settings or features in the When I Work web app. This article is intended for users with admin, manager, or supervisor level access. If you are an employee, check out Web App Navigation Reference for Employees. The navigation bar is the starting point for...From your Computer
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Using the Dashboard (Scheduling and Attendance)
The dashboard gives you a quick look at what’s going on in your business. You’re able to monitor shift coverage, labor costs, and attendance notices right from one page. If you don’t use Time Clock & Attendance with Scheduling, check out Using the Dashboard (Scheduling Only Accounts) instead. The dashboard is...From your Computer
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Using the Dashboard (Scheduling Only)
The dashboard gives you a quick look at what’s going on in your business. You’re able to monitor shift coverage and labor costs from one page. If you use Time Clock & Attendance with Scheduling, check out Using the Dashboard (Scheduling and Attendance) instead. The dashboard is only available to users...From your Computer
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User Access
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User Access Privileges
Users within the workplace account can be given employee, supervisor, manager, or admin access privileges. Also called “access levels”, these levels of access determine what users can see and do in When I Work. New users are set up as employees by default. Set a user’s access level as employee...From your Computer
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Allow a Supervisor to View Employees’ Wages
By default, supervisors are unable to view the wages of employee-level users. You may want to give a supervisor access to view employees’ wages so they can: View labor costs while scheduling View employees’ wages in timesheet exports and pay period summaries (Time Clock & Attendance) You must have admin...From your Computer
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Giving Managers Access to Manage Timesheets and Pay Periods
Giving a manager access to manage timesheets and pay periods allows them to edit and close out pay periods. They can also configure pay period settings in the Attendance Settings. You must have admin level access to give a manager access to manage timesheets and pay periods. Supervisors cannot be...From your Computer
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Working With Users
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Reminding a User to Accept an Invite
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). Registered users can log in with their email address and password. Once a user has registered, the...From your Computer
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Assigning Users to Positions and Schedules
Assign users to multiple positions or schedules at once to save time instead of assigning their positions or schedules one by one. Removing a user from a position does not affect their scheduled shifts. If you remove a user from a schedule: Their past shifts are hidden from the schedule....From your Computer
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Sorting Users
Sorting allows you to modify the order that users appear on the scheduler. Sorting your users allows you to modify the order they appear on the scheduler. You can sort users by first or last name, or you can custom sort if you prefer to view employees in a different...From your Computer
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Reactivating Archived Users
If you have people re-joining your business, you can reactivate an archived user to restore their previous user profile instead of adding a new profile. When you reactivate a user: They do not receive a notification that they’ve been reactivated. After reactivating a user’s profile, their information repopulates in the...From your Computer
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Attendance Alerts & Exempt Status
If users do not need to clock in and clock out or do not need overtime calculated, you can disable attendance reminders and prevent overtime from being calculated for them. Enable this setting to make a user exempt from overtime pay calculations. For example, the user is salaried. Hover over...From your Computer
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Add a User
You can use the When I Work app to add a user from anywhere. You can also add a user from your computer or iOS device. You must have supervisor, manager, or admin level access to add a user. From the When I Work Scheduling app, tap Menu button in the top-left corner of...From your Android device
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Archiving a User
Archiving a user removes that person from the schedule and revokes access to your workplace. You can also archive a user from your computer or iOS device. You must have supervisor, manager, or admin level access to archive a user. Supervisors can only archive users with employee level access that are assigned to the same schedules. Admins...From your Android device
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Edit a User’s Information
You can edit a user’s information at any time from the When I Work Scheduling app. You can also edit a user from your computer or iOS device. You must have supervisor, manager, or admin level access to edit a user’s information. A registered user’s email address cannot be changed by an...From your Android device
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Add a User
You can use the When I Work app to add a user from anywhere. You can also add a user from your computer or Android device. You must have supervisor, manager, or admin level access to add a user. From the When I Work Staff Scheduling app, tap More More in the bottom-right corner...From your iOS device
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Archiving a User
Archiving a user removes that person from the schedule and revokes access to your workplace. You can also archive a user from your computer or Android phone. You must have supervisor, manager, or admin level access to archive a user. Supervisors can only archive users with employee level access that are assigned to the same schedules. Admins and managers...From your iOS device
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Edit a User’s Information
You can edit a user’s details at any time from the When I Work Staff Scheduling app. You can also edit a users from your computer or Android device. You must have supervisor, manager, or admin level access to edit a user’s information. A registered user’s email address cannot be changed by an...From your iOS device
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Archive a User
Archiving a user removes that person from the schedule, deactivates their user profile and revokes access to your workplace. You must have supervisor, manager, or admin level access to archive a user. Supervisors can only archive users with employee level access that are assigned to the same schedules. Admins and managers...From your Computer
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Changing a Registered User’s Email Address
Once a user has logged in to view the schedule, the email address field in their user profile will turn grey, and it can no longer be edited. At that point, their email address can only be changed from their individual account for security. To change their email, your user...From your Android device, Computer, iOS device
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Hiding a User from the Schedule
If you don’t intend to schedule a user for shifts, you can hide the user from the schedule. For example, if the managers at your workplace make the schedule but are not hourly workers themselves, you might want to hide them from the schedule. You must have supervisor, manager, or...From your Computer
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Approve Pending Users
When users register with your workplace without an invite, they must be approved by a manager to join the workplace. You can also approve pending users from your iOS device or Android device. You must have admin or manager level access to approve a request to join. If a user...From your Computer
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Add and Edit Users
Add users and manage their information to make sure their profiles are configured to fit your needs. In addition to their contact information, your user’s profiles contain their assigned schedules, positions, and wage information. You can also edit a user’s information from your iOS device or Android device. Supervisors can edit user’s...From your Computer
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Exporting Users
Exporting your users provides you with a spreadsheet containing their contact and profile information. Export your users if you want a spreadsheet containing their information outside of When I Work, or if you need to import users into another account. Check out Can I Export My Data? for more information...From your Computer
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Approve Pending Users
When users register with your workplace without an invite, they must be approved by a manager to join the workplace. You can also approve pending users from your computer or iOS device. You must have admin or manager level access to approve a request to join. Pending users cannot be merged with...From your Android device
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Approve Pending Users
When users register with your workplace without an invite, they must be approved by a manager to join the workplace. You can also approve pending users from your computer or Android device. You must have admin or manager level access to approve a request to join. If a user that already belongs to...From your iOS device
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Remove Email Address from Blocklist
If a user’s email address is blocklisted, the user does not receive email notifications from When I Work. Remove a user’s email address from the blocklist on the Users page via the web. A blocklist is a list that identifies IP addresses or domains that is used by Internet service...From your Computer
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View Archived Users
If you have previously archived a user, you can view a list of users whose profiles are inactive along with the date they were archived. If you wish to reactivate user profiles, see Reactivating Archived Users. You must have admin, manager or supervisor level access to view archived users. supervisors cannot...From your Computer
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Download the User Import Template
When I Work provides a downloadable user import template that helps to streamline your user import process. If you already have a user spreadsheet set up, you can import that file into When I Work. However, we recommend using the When I Work user import template for best results. Headers...From your Computer
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Importing Users
Whether you’re building a brand new account or updating your existing roster, the user import feature has several benefits and makes maintaining your team’s information easy. We offer a user import template that streamlines the import process. With the user import feature, you can: Add all of your users in...From your Computer
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Creating and Managing Tags
Tags provide a way to define custom shift qualifications that cannot be easily captured by position alone. Think of tags like additional eligibility requirements that you can layer on top of positions. For example, tags can capture requirements like: Certifications Preferred status Tenure/seniority Skill subsets not reflected in the position...From your Computer
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Import Users From Contacts
Importing your staff from contacts on your iOS device is useful if you already have their information stored in the contacts on your device. You can import one or many to help simplify your user creation process. When I Work does not share your contact’s information. Your contacts are only...From your iOS device
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Creating and Managing Tags
Tags provide a way to define custom shift qualifications that cannot be easily captured by position alone. Think of tags like additional eligibility requirements that you can layer on top of positions. For example, tags can capture requirements like: Certifications Preferred status Tenure/seniority Skill subsets not reflected in the position...From your iOS device
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Creating and Managing Tags
Tags provide a way to define custom shift qualifications that cannot be easily captured by position alone. Think of tags like additional eligibility requirements that you can layer on top of positions. For example, tags can capture requirements like: Certifications Preferred status Tenure/seniority Skill subsets not reflected in the position...From your Android device
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Exporting Archived Users
If you need to gather information about users you have archived, you can export the archived user’s information. You must have Admin or Manager role permissions to export an archived user The export file contains same fields as the user export with 2 additional columns: Archived Date: The date the...From your Computer
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Working With Positions
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How to Assign Different Rates For Different Positions
If a user is paid differently based upon the position they are working, set up their hourly rate settings to make the position-based rate assignments automatic. If you haven’t already done so, add positions and assign positions to your users. Hover over Workplace, then select Employee Users. Click Edit that...From your Computer
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Creating and Managing Positions
Positions are used to assign users and shifts to a particular duty or skill. You can also add positions from your iOS device and Android device. You must have manager or admin level access to create a position. When you add or modify a position, the schedule and timesheets are immediately updated....From your Computer
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Creating and Managing Positions
Positions are used to assign users and shifts to a particular duty or skill. You can also create positions from your computer or iOS device. You must have manager or admin level access to create a position. When you modify a position, the schedule and timesheets are immediately updated. From the When I Work Scheduling app,...From your Android device
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Creating and Managing Positions
Positions are used to assign users and shifts to a particular duty or skill. You can also create and manage positions from your computer or Android device. You must have manager or admin level access to create a position. When you modify a position, the schedule and timesheets are immediately updated. From the When...From your iOS device
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When to Use Positions and Tags
Both positions and tags define a user’s qualifications. In this article, we’ll examine both objects and help you decide when to use them. Positions assign users and shifts to a particular duty or skill. Tags provide an additional eligibility requirement that you can layer on top of positions. Positions can be...From your Android device, Computer, iOS device
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Working With Schedules and Job Sites
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Creating and Managing Schedules
Schedules allow you to group users together when you’re scheduling shifts. A schedule might represent a physical place of business, a department, a geographical region, or a group of users you want to schedule independently within When I Work. You can also create and manage schedules from your iOS device or Android device. You...From your Computer
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Importing Job Sites
You can import job sites using our import tool and pre-formatted spreadsheet. This feature is useful when you have a lot of job sites you want to add at once. We recommend using our job site import template: Job Site Import Template If you don’t use our template, make sure...From your Computer
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Creating and Managing Schedules
Schedules allow you to group users together when you’re scheduling shifts. A schedule might represent a physical place of business, a department, a geographical region, or a group of users you want to schedule independently within When I Work. You can also create and manage schedules from your computer or iOS device. You...From your Android device
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Creating and Managing Job Sites
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 assign a job site to the shift to let the user know where to go. You can use job sites for shifts that...From your Android device
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Creating and Managing Job Sites
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 assign a job site to the shift to let the user know where to go. You can use job sites for shifts that...From your iOS device
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Scheduling Shifts at Job Sites
Job sites help indicate a specific place or location where your users are working away from your regular place of business. For more information, see Creating and Managing Job Sites. Hover over Workplace, then select Job Site Job Sites. In the top-right corner, click Add Job Site. Enter the job site details....From your Computer
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Add Latitude/Longitude for Geolocation
When adding a physical address to a job site or schedule, look at the Google Maps visualization and verify that the pin best reflects your physical address. If the Google Maps visualization does not match the physical address where you want users to clock in, you may want to assign...From your Computer
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Creating and Managing Schedules
Schedules allow you to group users together when you’re scheduling shifts. A schedule might represent a physical place of business, a department, a geographical region, or a group of users you want to schedule independently within When I Work. You can also create and manage schedules from your computer or Android device. You must...From your iOS device
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Making Separate Schedules
You might want to set up multiple schedules if your business operates out of different physical locations/regions or you want to build separate schedules for different teams/departments. At the most basic level, a schedule is a way to group users. A schedule might represent a physical place of business, a...From your Android device, Computer, iOS device
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When to Use Schedules and Job Sites
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 users. You add shifts to a schedule. A job site is an optional way to...From your Android device, Computer, iOS device
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Exporting Schedules
Exporting schedules allows you to download a spreadsheet with your schedule information. Export schedules if you’d like to keep a record of them outside of When I Work. Schedule exports can be customized to fit your needs. Check out Can I Export My Data? for more information on exporting other...From your Computer
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Assigning Tags
Assign tags to users, shifts, and shift templates in any combination to ensure that shifts are matched to the correct users. If you have not created any tags and want to learn more about tags, check out Creating and Managing Tags. You can also assign tags from your iOS device...From your Computer
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Assigning Tags
Assign tags to users, shifts, and shift templates in any combination to ensure that shifts are matched to the correct users. If you have not created any tags and want to learn more about tags, check out Creating and Managing Tags. You can also assign tags on your Computer and...From your Android device
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Assigning Tags
Assign tags to users, shifts, and shift templates in any combination to ensure that shifts are matched to the correct users. If you have not created any tags and want to learn more about tags, check out Creating and Managing Tags. You can also assign tags on your Computer and...From your iOS device
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Creating and Managing Job Sites
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 assign a job site to the shift to let the user know where to go. You can use job sites for shifts that...From your Computer
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Getting the App and Logging In
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Logging In with Your Google Account
Using Google to log in to When I Work allows you to access your account with your Google account instead of logging in with an email address and password. If you don’t already have a When I Work account, register with your workplace. If your When I Work account does...From your Android device, Computer, iOS device
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Downloading the When I Work App
The When I Work apps for iOS and Android let you easily access information in your When I Work account no matter where you are. Need the Time Clock Terminal app? If you’re a supervisor, manager, or admin who needs to set up a time clock terminal on an iOS...From your Android device, Computer, iOS device
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Minimum Requirements
This article lists the minimum requirements to use When I Work on your computer, iOS device, or Android device. The When I Work web app supports the following internet browsers running on Windows or macOS: Google Chrome version 99 and later Firefox version 100 and later Safari version 14 and...From your Android device, Computer, iOS device
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Switching Between Accounts
Save time and switch between all associated When I Work workplaces without having to log into them individually. All accounts must have the same email address associated between the multiple user profiles. From the When I Work Staff Scheduling app, tap the More More at the bottom of the screen....From your iOS device
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Using When I Work with Multiple Workplaces
If you have multiple employers that use When I Work, you can switch between workplaces without having to log out. As an added benefit, email notifications are sent to one email address. Your email address associates you to your workplace. If you want to quickly switch between workplaces without logging...From your Computer, iOS device, Android device
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Log in with Third-Party Connect (Single Sign On)
The Single Sign On (SSO) integration allows you to use your existing corporate authentication to access When I Work. Use the When I Work log in page to access your account using a third-party connect. From your computer, use a supported web browser to sign in to When I Work on the web....From your Computer
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Signing in with Your Apple ID
Using Apple to sign in to When I Work allows you to access your account with your Apple ID instead of logging in with an email address and password. If you don’t already have a When I Work account, register with your workplace. If your When I Work account does...From your Computer, iOS device
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Your Personal Profile
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Change Your Email Address
If you have a new email address, updating your email address in your When I Work profile ensures that email notifications and other messages are sent to the correct email address. You can also update your email address from your computer or iOS device. Supervisors, managers, and admins cannot update a registered...From your Android device
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Setting Your Custom Time Zone
If your manager creates the schedule in a different time zone, setting a custom time zone for your profile translates your schedule to your time zone. You can also set a custom time zone from a computer. Your time zone displays after your shift times when you have a custom time...From your iOS device
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Add a Profile Picture
Adding a profile picture helps your coworkers recognize you in the app. You can also add a profile picture from your computer or Android device. Once an image has been uploaded to the app, it cannot be removed, only replaced with a new picture. The image must be larger than 128...From your iOS device
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Change Your Password
Follow these instructions if you know your current password and want to change it. If you’ve forgotten your password, you can reset your password. Hover over your name, then select My Profile My Profile. Click Change Password at the top right. Enter your current password in the Current Password field. Enter a...From your Computer
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Add a Profile Picture
Adding a profile picture will help your managers and coworkers recognize you in the app. You can also add a profile picture from your Android device or iOS device. The image you upload must be bigger than 128×128 pixels and no bigger than 500k in size. Hover over your name, then select My Profile My Profile....From your Computer
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Change Your Privacy Preference
Each user can turn their privacy settings on or off from a computer or iOS device. When privacy is turned off, your fellow coworkers can view your contact information from the Coworkers tab on the web app and mobile apps. When privacy is turned on, your coworkers can only see...From your Computer
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Updating Your Profile Settings
Your personal profile in When I Work allows you to change your password, set a profile image, set your personal information, and configure your preferences. Hover over your name, then select My Profile My Profile. Click Change Password, then enter a new password. For more information, see Changing Your Password. Hover over...From your Computer
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Change Your Email Address
If you have a new email address, updating your email address in your When I Work profile ensures that email notifications and other messages are sent to the correct email address. You can also update your email address from your computer or Android device. Supervisors, managers, and admins cannot update a registered user’s...From your iOS device
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Add a Profile Picture
Adding a profile picture helps your coworkers recognize you in the app. You can also add a profile picture from your computer or iOS device. Once an image has been uploaded to the app, it cannot be removed, only replaced with a new picture. The image must be larger than 128...From your Android device
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Change Your Email Address
If you have a new email address, updating your email address in your profile ensures that email notifications and other messages are sent to the correct email address. You can also update your email address from your iOS device or Android device. Supervisors, managers, and admins cannot update a registered user’s...From your Computer
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Enable Log In with Two-Step Verification
Two-step verification adds a second layer of security to your account by requiring another method of verification beyond your initial password. This article covers enabling two-step verification on your iOS device. You can also enable and log in with two-step verification on your computer or Android device. If you choose...From your iOS device
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Enable Log In with Two-Step Verification
Two-step verification adds a second layer of security to your account by requiring another method of verification beyond your initial password. This article covers enabling two-step verification on your computer. You can also enable and log in with two-step verification on your Android device or iOS device. If you have...From your Computer
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Enable Log In with Two-Step Verification
Two-step verification adds a second layer of security to your account by requiring another method of verification beyond your initial password. This article covers enabling two-step verification on your Android device. You can also enable and log in with two-step verification on your computer or iOS device. If you choose...From your Android device
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Configure Two-Step Verification
Two-step verification adds a second layer of security to your account by requiring another method of verification beyond your initial password. This article covers configuring two-step verification on your iOS device. You can also configure two-step verification on your computer or Android device. Two-Step Verification Technical Reference For more information...From your iOS device
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Configure Two-Step Verification
Two-step verification adds a second layer of security to your account by requiring another method of verification beyond your initial password. This article covers configuring two-step verification on your Android device. You can also configure two-step verification on your computer or iOS device. Two-Step Verification Technical Reference For more information...From your Android device
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Configure Two-Step Verification
Two-step verification adds a second layer of security to your account by requiring another method of verification beyond your initial password. This article covers configuring two-step verification on your computer. You can also configure two-step verification on your iOS device or Android device. Two-Step Verification Technical Reference For more information...From your Computer
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Request Profile Deletion
When I Work fully supports an individual’s right to manage their data as a user of our platform. You can request the deletion of your profile and anonymization of user data from your iOS device. Workplace admins and managers are informed of your profile deletion request. Profile deletion applies to...From your iOS device
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Alerts and Notifications
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Setting Alert Preferences
Update your alert preferences to customize how you’re automatically notified by When I Work. You can also set alert preferences from your computer computer or iOS device. 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...From your Android device
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Setting Alert Preferences
Update your alert preferences to customize how you’re automatically notified by When I Work. You can also set your alert preferences from your computer or Android device. 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...From your iOS device
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Viewing Notifications
The notification area Notification in the top-left corner of the screen allows you to see what’s happened in your account while you were away. When you have unread notifications, the Notification displays the number of updates that you haven’t seen. Click Notification to see your notifications. Notifications are grouped into...From your Computer
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Setting Alert Preferences
Update your alert preferences to configure how you are automatically notified by When I Work. You can also set your alert preferences from your iOS device or Android device. 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...From your Computer
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Remove Phone Number from Blocklist
If you have previously opted out from SMS messages from When I Work, you can remove your number from the SMS blocklist and resume SMS delivery. Your phone number may have been blocklisted if you have replied STOP, UNSUBSCRIBE, CANCEL, END or QUIT to SMS messages from When I Work....From your Android device, iOS device
Account Plan & Billing
Upgrading and Downgrading Your Plan
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Upgrading to a Paid Plan
Upgrading to a paid plan allows you to access When I Work features beyond your free trial. When I Work offers different plans that allow you to configure your account to best suit your needs. 2022 Plan Content This article covers the process to upgrade a free trial to a...From your Computer
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Switching to a Different Plan
When I Work offers different plans that allow you to configure your account to best suit your business needs. You can change plans from the Account & Billing page. You must have admin access privileges to access the Account & Billing page. We accept payments via credit card only. Hover...From your Computer
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Add Seats to a Plan
More seats can be added to the account’s plan without changing your plan type. Adding more seats allows you to add more users on the Users page. If you need to update your plan to include more features, see Switching to a Different Plan. You must have admin access privileges in...From your Computer
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Add Time Clock & Attendance to Your Plan
Once you’ve mastered scheduling, take your account to the next level and add Time Clock & Attendance to your plan. 2022 Plan Content The content described in this article is for 2022 plans. If you have a legacy plan and want to add Time Clock & Attendance, you will need...From your Computer
Account Plan & Billing
Handling Billing and Invoices
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How Do I Cancel My Account?
If you want to cancel your workplace account, you may do so at any time from the When I Work web app. You must be the admin to cancel the account. Per our Terms of Service, you may cancel your When I Work account at any time; however, there are no refunds...From your Computer
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Invoices (Legacy)
When you are billed, When I Work sends an email invoice to the email address entered in the Update Billing Info section. Every invoice is added to your Invoice History and can be printed for your records. Account & Billing page look different? Your Account & Billing page may look different...From your Computer
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Hibernating Your Account (Legacy)
Hibernating a When I Work account allows you to temporarily deactivate it, suspending payments and removing user access to the account until it is reactivated. You might want to hibernate your account if your business is seasonal or you’d like to put your account on hold temporarily. Account & Billing...From your Computer
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Updating Billing Information
You can update your billing information at any time to change which card you use to pay for When I Work. You must be the admin to update your billing information. If you’re upgrading to a paid plan for the first time, check out Upgrading to a Paid Plan. We...From your Computer
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Nonprofit 501(c)(3) Organizations
When I Work is happy to work with 501(c)(3) and 501(c)(19) organizations to discuss pricing options for organizations planning to have less than 100 users. We require documentation to verify your status as a tax-exempt charitable organization: If you’re located in the United States, we require documentation to verify your official...From your Android device, Computer, iOS device
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Invoices
When you are billed, When I Work sends an email invoice to the email address listed in the Update Billing Info section. Every invoice is added to the Invoice History and can be downloaded and saved for your records. Account & Billing page look different? Your Account & Billing page may...From your Computer
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Hibernating Your Account
Hibernating a When I Work account allows you to temporarily deactivate it, suspending payments and removing user access to the account until it is reactivated. You might want to hibernate your account if your business is seasonal or you’d like to put your account on hold temporarily. Account & Billing...From your Computer
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Renew Your Annual Plan
An annual billing cycle allows you to pay for your When I Work plan for the year. You must have admin access privileges to access the Account & Billing page. Your plan’s renewal date is displayed on the Account & Billing page. When I Work sends an email reminder to...From your Computer
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Reactivate Your Account
You might want to reactivate your account if your business is seasonal or you’d like to bring your account out of hibernation. From your computer, use a supported web browser to sign in to When I Work on the web. Click Reactivate Account. Now you can begin reconfiguring your account.From your Computer
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Changing the Primary Contact
Each When I Work has three slots available for admins who control payments and the life of the account. The admin is the only user role with access to the Account & Billing page. The Primary Contact can only be assigned to a user with admin level access. Hover over Gear, then...From your Computer
Account Settings
General Settings
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Enabling Privacy for All Employees
If you want to prevent users with employee level access from viewing all other users with employee level access, you can enable global user privacy in the Settings General Settings. This will prevent users from seeing the Coworkers tab, the full schedule, and limit shift coverage options like swaps and...From your Computer
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Setting Time Zones
When I Work’s time zone settings determine how schedules and time entries are viewed and created. If you have users across different time zones, setting time zones allows users to view shift times and timesheet entires in their local time. You must have admin level access to adjust the workplace...From your Computer
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Currency Settings
The default currency setting in When I Work is set to USD ($). If you’re an admin or manager, you can select a different currency in the Settings General Settings. Hover over Gear, then select Settings General Settings. In the App Settings section, click the down arrow next to the Currency Symbol...From your Computer
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General Settings
Input your workplace information and determine how your staff uses When I Work by configuring your General Settings. This article is an overview of all available general settings. The settings in your account are dependent upon your plan. See your account’s Plans page or When I Work Pricing for more...From your Computer
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Change the Start Day of the Work Week
By default, When I Work sets the start day in the schedule to Sunday. You can change the first day of the work week in the General Settings. You must have admin or manager level access to change the start day of the work week. The start day of the work...From your Computer
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Setting Overtime Thresholds
Set up overtime thresholds so users are paid extra depending on how many hours they work within a certain time frame. You can adjust the thresholds to calculate weekly, daily, and daily double overtime. For example, if the weekly overtime threshold is set to 40 hours and a user works...From your Computer
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Change the Weekly Overtime Boundary
Accounts that calculate weekly overtime from the start of the pay period have the option to switch their overtime calculation to the start of the work week. The advantages of switching your account’s overtime boundary to the start day of the week include: Keeping things simple: Switching allows for overtime...From your Computer
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Manage Additional Time Off Types
You can create additional time off types to align with your workplace’s time off policies. There is no limit to the amount of additional types you create and they can be set as unpaid, paid, or both. This is useful when you want to add types like Jury Duty, Bereavement,...From your Computer
Account Settings
Scheduling Settings
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Scheduling Settings
Determine how your staff use schedules by configuring your Scheduling Settings. This article is an overview of all available scheduling settings. The settings in your account are dependent upon your plan. See your account’s Plans page or When I Work Pricing for more information and a full feature list. You...From your Computer
Account Settings
Attendance Settings
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Attendance Settings
Configure your Attendance Settings to determine how your users use Time Clock & Attendance. This article is an overview of all available attendance settings. The settings in your account are dependent upon your plan. See your account’s Plans page or When I Work Pricing for more information and a full...From your Computer
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Setting Pay Period Length
Set the pay period length to align with how frequently your users are paid. For example, if you pay users every week you might want to set weekly pay periods. You must have admin or manager (with “can manage timesheets and pay periods” enabled) level access to change pay periods settings. Changing...From your Computer
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Allow Clocking In With a Personal Computer
If your user’s use computers at work, allow them clock in and out from their computers when they’re logged in to the When I Work web app. You can also allow users to clock in from the When I Work mobile apps or time clock terminals. You must have manager...From your Computer
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Allow Clocking In from Mobile Devices
Turn on the mobile time clock method to allow your users to clock in and out using the When I Work app on their iOS device and Android devices. You can also allow users to clock in and out from personal computers or time clock terminals. You must have manager...From your Computer
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Restricting When Users Can Clock In
Set up time-based clock-in restrictions if you don’t want users with employee or supervisor level access clocking in too early for their scheduled shifts. If you need to set up location-based clocking restrictions, check out Restricting Where Users Can Clock In Or Clock Out. Time-based restrictions determine when an employee...From your Computer
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Restricting Where Users Can Clock In Or Clock Out
Users with employee or supervisor level access can be allowed to clock in or clock out from anywhere, or you can limit where they are allowed to clock in or clock out based on where they’re physically located. You might want to set up location-based restrictions to increase accountability and...From your Computer
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Preventing Employees from Editing Their Timesheets
By default, users with employee or supervisor level access have the ability to edit their own personal timesheets. If you don’t want employees or supervisors to edit their own timesheets, disable the feature in the Attendance Settings so they can only record their hours by clocking in and out. You...From your Computer
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Adjust When Clock In/Out Reminders Are Sent
Reminders are sent if a user forgets to clock in or clock out for a shift. Adjust how soon after a user forgets to clock in or out for a reminder to send to best fit your needs. For example, you might want to remind users five minutes after they...From your Computer
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Setting Overtime Alerts
Overtime alerts notify you when users with employee level access are nearing overtime, scheduled for overtime or have accepted a shift that adds overtime hours. Managers and supervisors have the option to opt in or out of these alerts by setting their personal alert preferences. Overtime alerts are based on...From your Computer
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Automatically Deduct Scheduled Breaks
You can have unpaid breaks automatically deducted from timesheets if your users don’t punch in or punch out for breaks on their own. When I Work recommends this feature be used when users have regular unpaid breaks entered as a part of their schedule and there is no requirement for...From your Computer
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How Paid Break Reporting Works
The paid break reporting feature allows users to report that they have taken all of their required paid breaks during their shift. If the user did not take their paid breaks, they can leave a note explaining why the breaks were missed for the employer’s records. Timesheet exports will highlight...From your Android device, Computer, iOS device
Account Settings
Integrations
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Getting Access to the When I Work API
When I Work provides an open API (application program interface) to allow your custom applications to interact and exchange data with When I Work. Our API follows standard conventions with logically grouped methods. For more information, check out our API documentation. Considerations You must have admin level access to obtain an...From your Computer
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Gusto Integration
When I Work integrates with Gusto to make managing employees and exporting payroll painless. The integration allows you to: Sync employee names Send timesheets from When I Work to Gusto Send When I Work job positions to Gusto Send PTO and sick time from When I Work to Gusto Your workplace must use...From your Computer
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Integrating With a Payroll Processor
Set up a payroll integration to streamline sending pay period information from When I Work to your payroll processor. Your account’s plan must include Attendance to set up payroll integrations. Follow our instructions to set up a payroll integration with any of these payroll processors: When I Work for RUN...From your Computer
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QuickBooks Online Integration
When I Work integrates with QuickBooks Online to make managing users and exporting pay period hours painless. The integration allows you to sync user names and send worked hours to QuickBooks Online. Prior to exporting this information, you will need to close out your pay period. Your workplace must use...From your Computer
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ADP Workforce Now Timesheet Export
If you use Time Clock & Attendance, you can easily send payroll information to ADP Workforce Now for payroll processing. Your workplace must use Time Clock & Attendance to set up payroll integrations. You must have manager or admin level access to set up the integration. If you have multiple ADP...From your Computer
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Paychex Integration
If you use When I Work Time Clock & Attendance, you can easily export your payroll information to a CSV file and upload it to Paychex. Your workplace must use a paid Time Clock & Attendance plan to set up payroll integrations. You must have admin or manager (with “can manage...From your Computer
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Zapier Integration
Zapier lets you connect When I Work to over 1,000 other web services. Automated connections called Zaps are set up in minutes without coding. These Zaps build workflows between apps like Google Sheets, Excel, and Slack that automate processes in When I Work. Each Zap has one app as the...From your Computer
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Integrations to When I Work
Providers of other employee management systems have created integrations to When I Work to streamline actions and processes between platforms. The integrations listed in this article are created by third party providers. Please contact the provider directly with questions as these integrations are not supported by When I Work’s Customer...From your Computer
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When I Work for RUN Powered by ADP® Integration
The When I Work for RUN Powered by ADP® connector enables you to send pay period hours from When I Work right to ADP before you close the pay period. This article provides details around the requirements to implement the connector as well as setup instructions for matching user and...From your Computer
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Single Sign On (SAML v2)
Overview The Single Sign On (SSO) integration, based on SAML v2, allows your users to use your existing corporate authentication to access When I Work. This can help streamline authentication from internal portals, other applications, or even from your custom subdomain. SSO is available on the web app only. What...From your Computer
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API Services Reference Guide
When I Work has a Primary API service and is continuously building new, smaller service APIs to support each new feature in the product. As new features are developed, new service APIs are created to support easier scalability and better redundancy. The content outlined here details all of the current...From your Computer
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ADP Workforce Now Direct Integration
The ADP Workforce Now direct integration enables you to send your payroll information directly to ADP for payroll processing. With this integration you can: Send worked hours, the pay rates for those hours, and paid time off from When I Work to ADP Workforce Now. Create new users in When...From your Computer
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Square Integration Reference
When I Work integrates with Square Payroll for quick and seamless time tracking and payroll services. The integration allows you to sync employees, schedules, and time entries between the systems. Your workplace must use Time Clock & Attendance to set up payroll integrations. This integration is available for US customers only....From your Computer
Scheduling
Introduction to Scheduling
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Scheduler Reference Guide
Use the Scheduler to create and manage the schedule for your workplace. You can access the Scheduler in the When I Work web app at any time by clicking the Calendar Scheduler tab at the top of the page. The schedule displays scheduled shifts, annotations, user’s availability preferences, and approved time off. ...From your Computer
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Scheduling Basics
When I Work Scheduling is a comprehensive scheduling tool that helps you save time and instantly communicate the schedule to your users. At the most basic level, scheduling your team involves adding shifts and publishing the schedule. The When I Work schedule is made up of shifts just like any...From your Android device, Computer, iOS device
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Giving Your Team Schedule Flexibility
Giving your team schedule flexibility can go a long way to keeping them happy. When I Work offers several features to take the scheduling burden off you and empower your users. The availability feature allows your users to let you know when they prefer to work and when they prefer...From your Android device, Computer, iOS device
Scheduling
Creating the Schedule
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Using Annotations
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....From your iOS device
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Finding a Replacement for a Shift
If your users can’t make it to their shift, you can find a replacement to quickly find another user who can work the shift. The first user to accept the shift will be automatically assigned the shift to their schedule. You can also find a replacement from your iPhone or...From your Computer
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Shift History
Use Shift History to see when a shift was created, who it was assigned to, when it was published, when it was changed, when it was moved, and who completed the actions. This is very helpful when you have multiple users setting the schedule up and need to track changes....From your Computer
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Add Unpaid Breaks to Shifts
Add unpaid breaks to your user’s shifts to calculate total paid hours for a specific day or week in a schedule. If you use When I Work Time Clock & Attendance, unpaid breaks are not automatically deducted from user’s worked hours unless Automatically Deduct Scheduled Breaks from Timesheets is checked...From your Computer
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Using Annotations
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 iPhone, iPad, or Android...From your Computer
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Quick Shift Options
Quick shift options give you easy access to shortcuts for a shift. Hover your mouse pointer over a shift to access the quick shift options. Quick shift options appear when you hover your pointer over a shift. Item Description Edit Pencil button Click to edit the shift. More button Click...From your Computer
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Viewing Labor Costs While Scheduling
Enable forecast tools to view how much is being spent on labor costs as you schedule and also input projected sales (future) or actual sales (past) to get a labor expenses to projected sales ratio. By default, supervisors can view and edit projected sales but cannot view daily labor cost....From your Computer
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Copying Shifts and Schedules
You can copy shifts and schedules to save time and ensure you have the schedule coverage that you need. If your business has regular shifts for select users, copying shifts and setting them up for specific intervals helps you save time (so you don’t have to recreate each shift individually)....From your Computer
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Setting Up Repeating Shifts
If you have a shift that regularly takes place at the same time, set it up as a repeating shift to save yourself time. A shift can repeat for up to one year. When you’re adding a shift, click Repeat Shift. From the Repeat Every menu, select how often you...From your Computer
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Deleting Shifts
If you no longer need a shift or you accidentally scheduled it, you can delete it from the schedule. 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...From your Computer
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Interpreting Availability and Time Off While Scheduling
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...From your Computer
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Tracking Hours in the Scheduler
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...From your Computer
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Using Annotations
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, iPhone, or...From your Android device
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Reassigning Shifts
You might need to reassign a shift to a different user if the originally scheduled user can’t work the shift. If you’d prefer to offer the shift to other users so they can volunteer to take it, use the find replacement feature instead. If you’re using day view to build...From your Computer
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Finding a Replacement for a Shift
If a user is unable to work an assigned shift, you can offer the shift to other qualified users. The first user to accept the offer is automatically assigned to work the shift. You can also find a replacement from your computer or Android phone. From the When I Work...From your iOS device
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Finding a Replacement for a Shift
If a user is unable to work an assigned shift, you can offer the shift to other qualified users. The first user to accept the offer is automatically assigned to work the shift. You can also find a replacement from your computer, iPhone, or iPad. From the When I Work...From your Android device
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Viewing Hourly Coverage in the Schedule
Viewing hourly coverage helps you better visualize how many people you have scheduled for a particular hour throughout the day. The hourly coverage graph is only available in day view. If you prefer to schedule in week view, you can view daily total hours at the bottom of the schedule....From your Computer
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Saving Time With Scheduling Shortcuts
When I Work offers several tools that help you save time when you build the schedule. If you need to move a shift: Click and drag a shift to move it to a different employee. https://thisclicks.wistia.com/medias/snerhr7gve?embedType=iframe&videoWidth=290&wmode=transparent&volume=0 As you move the shift around, icons appear to let you know whether employees are...From your Computer
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Scheduling a Shift
If you need to schedule a shift on the go, the When I Work Scheduling app for Android has you covered. You can add a custom shift or use a shift template to save time. You can also create shifts from a computer or iOS device. From the When I Work...From your Android device
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Scheduling a Shift
If you need to schedule a shift on the go, the When I Work Staff Scheduling app has you covered. You can add a custom shift or use a shift template to save time. You can also create shifts from a computer or Android device. From the When I Work...From your iOS device
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Scheduling a Shift
You can add a custom shift or use a shift template to save time. If you need to schedule a shift on the go, you can create shifts from your iOS device or Android device. Click Calendar Scheduler. Click Add to add a shift. If you’re on day, week, or 2...From your Computer
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Auto-Assign Shifts
Auto-assign shifts leverages the information already entered in your When I Work account to create a schedule. The feature automatically assigns unpublished OpenShifts to users for you to review and publish. Auto-assign shifts is only available in week view. Only unpublished OpenShifts are automatically assigned. OpenShifts with no position are...From your Computer
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Overtime Visibility
The overtime visibility feature displays the overtime impact when scheduling. Your account’s overtime thresholds are used to calculate a user’s potential overtime when assigning a shift. Don’t see this feature? If you don’t see Overtime Visibility information, check your Account & Billing page to see if your account has Overtime...From your Computer
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Identifying Scheduling Conflicts
Schedule your staff more effectively in the Android app by viewing their scheduling conflicts. Conflicts occur if a user is scheduled when they: Already have a scheduled shift Have approved time off Have indicated they’re unavailable to work When assigning a shift, the list of users in the Assign To menu...From your Android device
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Bulk Edit Shifts
You can make edits to multiple shifts at once in the scheduler. Bulk editing is useful when you need to make changes to positions for multiple shifts, update start or end times for multiple shifts, or move a few different shifts to OpenShifts. User view, position view, and coverage view...From your Computer
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Bulk Edit Shifts
You can make edits to multiple shifts at once in the scheduler. Bulk editing is useful when you need to make changes to positions for multiple shifts, update start or end times for multiple shifts, or move a few different shifts to OpenShifts. User view, position view, and coverage view...From your Computer
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Scheduling Rules Reference
Scheduling rules are available to help promote a more thoughtful schedule that keeps the well-being of the employees at a high focus point. They can also be used to meet local guidelines around scheduling, such as required-time off per week. Scheduling Concerns are shown in the following areas: Create shift...From your Computer
Scheduling
Templates
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Using Schedule Templates
Schedule templates allow you to create a daily or weekly schedule that is reusable. If your schedules are very similar from day to day or week to week, use a template to save time and avoid creating schedules from scratch. You may use an already existing schedule or create a...From your Computer
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Creating and Managing Shift Templates
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...From your Computer
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Using Shift Templates Versus Custom Shifts
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...From your Computer
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How Shift Templates Work
Shift templates allow you to efficiently 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 pre-created shift quickly and easily. Don’t have any shift templates created yet? Check out Creating and Managing Shift Templates. You...From your Computer
Scheduling
OpenShifts
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Taking OpenShifts
OpenShifts appear when your employer creates shifts that you and your coworkers can pick up yourselves. Taking an OpenShift automatically adds the shift to your schedule. You can also take OpenShifts from your computer or iPhone/iPad. OpenShifts are available on a first come, first serve basis. OpenShifts are available for...From your Android device
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Taking OpenShifts
OpenShifts appear when your employer creates shifts that you and your coworkers can pick up yourselves. Taking an OpenShift automatically adds the shift to your schedule. You can also take OpenShifts from your computer and Android phone. OpenShifts are available on a first come, first serve basis. OpenShifts are available for all qualified...From your iOS device
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Scheduling an OpenShift (Open Scheduling)
Schedule an OpenShift when you’d like a user to pick up a shift instead of assigning it to a specific person. OpenShifts are a good fit when: You want to give your users the flexibility to pick up shifts that work best for them. Your user’s availability is complicated, and...From your iOS device
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Scheduling an OpenShift
Schedule an OpenShift when you’d like a user to pick up a shift instead of assigning it to a specific person. The process to create an OpenShift varies slightly depending on whether you’re using users view or position view on the Scheduler. You can also schedule an OpenShift from your...From your Computer
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Taking OpenShifts
OpenShifts appear when your employer creates shifts that you and your coworkers can pick up yourselves. Taking an OpenShift automatically adds the shift to your schedule. You can also take OpenShifts from iPhone/iPad and Android. OpenShifts are available on a first come, first serve basis. OpenShifts are available for all...From your Computer
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Scheduling an OpenShift (Open Scheduling)
Schedule an OpenShift when you’d like a user to pick up a shift instead of assigning it to a specific person. OpenShifts are a good fit when: You want to give your users the flexibility to pick up shifts that work best for them. Your user’s availability is complicated, and...From your Android device
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Offer an OpenShift to Specific Users
When creating or editing an OpenShift, you can view all the users who are eligible for the shift and offer the shift to specific eligible users. A user is eligible to pick up a shift if they meet the following criteria: They are qualified for the shift based on their...From your Computer
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Publishing OpenShifts
After you add OpenShifts to the schedule, publish them to let your staff know they can pick up more shifts. Use the Publish & Notify button near the top left corner of the Scheduler. This publishes all of the shifts in the day, week or month that you are viewing including...From your Computer
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Deleting OpenShifts
Overview IfFrom your Computer