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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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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Dashboard and Navigation
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Using the Dashboard
The dashboard helps you see your upcoming shifts and requests. 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 on the dashboard may differ based on your access level (employee, supervisor, manager, or admin) and workplace settings. The dashboard appears by default when you first log in. To return to the dashboard, tap Dashboard in the bottom-left corner of the screen. Use the dashboard to manage attendance, tasks, requests, view shifts, and clock in and out. Callout Name Description a Attendance Notices...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 on the dashboard may differ based on your access level (employee, supervisor, manager, or admin) and workplace settings. Your employer has the ability to turn availability preferences on and off. If you don’t see an option to set your availability, it may be disabled for your workplace. The dashboard appears...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 all the actions in the When I Work web app. Callout Name a Notifications b Dashboard c Scheduler d Attendance e Payroll f WorkChat g Reports h Requests i Workplace j Gear¹ k Profile ¹This menu item is not available to the supervisor access level. Notifications The Notification area in the...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 only available to users with supervisor, manager, or admin access. You must have manager or admin level access to view the Worked Labor Cost and Pay Period Forecast sections of the Dashboard. Your users must have hourly rates for the Time Clock & Attendance data to report correctly. Your dashboard can be...From your Computer
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Submitting Absence for Employees
Submitting absences on behalf of employees allows you to record the absence or find coverage for the shift. You can also report an absence from a Computer or iOS device. In order to submit an absence on behalf of another employee: You must have supervisor, manager, or admin access privileges. The setting is enabled for the workplace. The shift has to be published. The shift’s start time must be within the next 24 hours or has already passed. From the When I Work Scheduling app, tap Scheduler at the bottom. Tap the shift that the employee will be absent for. Tap Report...From your Android device
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User Access
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User Access Privileges (User Roles)
Users within the workplace account can be given employee, supervisor, manager, or admin access privileges. Also called “user roles”, these levels of access determine what users can see and do in When I Work. Want more control over what managers and supervisors can do? Check out Advanced Role Permissions. New users are set up as employees by default. Set a user’s role as employee if you would like the user to check the schedule without the ability to edit it. Employee level access allow users to view their personal schedules, create time off requests, swap and drop shifts, communicate with their coworkers and add their...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 email address field in their user profile will turn grey. Invitation links expire 24 hours after being sent. You can send invites to all unregistered users at once without having to send invites one by one. Hover over , then select Users. In the top-right corner, click More button. Click Invite...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 order. If you prefer to view users in the schedule based on their first or last name, you can sort users alphabetically. Click Scheduler. Click in the top-left corner of the scheduler. Select First Name or Last Name to sort users. Click Scheduler. Click in the top-left corner of the Scheduler. Select Custom....From your Computer
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Restore Archived Users
If you have people re-joining your business, you can restore an archived user to restore their previous user profile instead of adding a new profile. When you restore a user: They do not receive a notification that they’ve been restored. After reactivating a user’s profile, their information repopulates in the account and the user can log in again. Only their past shifts from when they were deleted repopulate back in the Scheduler. Their requests repopulate back to the Requests page. You must have admin, manager or supervisor level access to restore users. Supervisors can only restore users with employee level access that...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 , then select Users. Click that corresponds with the user you’d like to edit. The Edit User window appears. Click the Profile tab. Use the under Employment Type and select Hourly (no overtime) for exempt users. Click Save User. Overtime will no longer be calculated for the user. These settings allow users to...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 More More in the bottom right...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 in the bottom-right corner of the screen. Tap Users. Tap in the top-right corner of the screen. Add the user’s details: Profile picture First name Last name Phone number Email address Employee ID Role Max Hours/ Week Timezone Notes Add the user’s assignments: Add the Schedules where the user will be working. Tap to...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. If you are a Payroll user you are prompted to set a termination date during the archive process. 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 can archive any users. If a user is archived, you can still access details about their past shifts and total hours through a schedule export. Check out Exporting Data for more details....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 will need to log in with the existing email address and password and go to their individual Profile and Settings page.From your Computer, iOS device, Android 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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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 profiles who are assigned to their same schedules. If you set up time clock terminals, make sure your users are assigned employee IDs. Employees can view their employee ID on their mobile app. If you need to add multiple users, you can speed up the process by importing users from...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 on exporting other data from When I Work. The user export contains user’s contact information, positions, tags, assigned schedules, employee ID, max hours, and base hourly rate. Availability preferences are not included in the user export. Current users are included in the export. To export archived users, reactivate the profiles...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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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 Degree Geographic location The following is just one example of how tags can work alongside shifts to designate extra requirements. Shift Requirement Position Tags Lifeguard Lifeguard N/A Lifeguard, CPR Lifeguard CPR Lifeguard, CPR, Solo Lifeguard CPR, Solo Qualifications In order for an employee to be qualified for a shift with...From your Android device
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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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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 Computer, iOS device, Android device
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Working With Schedules and Job Sites
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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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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 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. At the most basic level, a schedule is a way to group users. A schedule might represent...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 data from When I Work. The schedule export is split into two tabs. The first tab contains a list view of the schedule within the specified date range. The second tab contains your user’s total scheduled hours and wages. The export includes both published and unpublished shifts. Schedule exports include...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 iOS device. You must have supervisor, manager or admin level access to assign a tag. Tags are not visible to employees. When a shift has tags assigned, an employee must be assigned all tags present in the shift to be eligible to take it. From the When I Work Scheduling app, tap Calendar Scheduler....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 Computer, iOS device, Android 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 118 and later Firefox version 115 and later Safari version 16 and later Edge version 119 and later Make sure to download the scheduling app from the App Store as our web app is not supported by mobile web browsers. Your iPhone or iPad must be running iOS 17 or later. iOS versions 7.1–16.0 can continue to use older versions of the...From your Computer, iOS device, Android device
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How Do I Log In?
After you register with When I Work, you can log in with your email address and password to access your profile. If you used a Google email address to register with When I Work, you can use your Google account to log in. You can also use Sign in with your...From your Computer, iOS device, Android device
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Registering With Your Workplace
Register with your workplace in When I Work to get access to your profile and schedule. If your employer uses When I Work to track time, you can also clock in and out for shifts. You can also join your workplace from an iOS device or Android device. There are...From your Computer
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Registering With Your Workplace
Register with your workplace in When I Work to get access to your profile and schedule. If your employer uses When I Work to track time, you can also clock in and out for shifts. This article describes how to register from your iOS device. You can also join your workplace from your computer or Android phone. Make sure your iOS device meets the minimum requirements to run the When I Work app. There are three ways to join your workplace: Accept an email invite from your manager: If your manager sent you an invite email, accept the email invite...From your iOS device
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Registering With Your Workplace
Register with your workplace in When I Work to get access to your profile and schedule. If your employer uses When I Work to track time, you can also clock in and out for shifts. This article describes how to register from your Android device. You can also join your workplace from your computer or iOS device. There are three ways to join your workplace: Accept an email invite from your manager: If your manager sent you an invite email, accept the email invite to get started. Accept a text message invite from your manager: If your manager sent you...From your Android 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 out, use the same email address for all of your workplaces. When you start a new job, give your manager the same email address you’ve been using for other workplaces. If your manager invites you to join the workplace via text message, make sure to register with the same email...From your iOS device, Computer, 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 iOS device, Computer
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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 Profile & Settings. Hover over your avatar and click . Use the file browser on your computer to select a picture. After you select the photo from the file browser, it appears in your profile. Hover over your name, then select Profile & Settings. Hover over your avatar and click . Use...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 your name and picture. Your employer has the option to enable privacy for all users. If your employer has done so, you cannot change your personal privacy setting. If you are a supervisor, manager, or admin, enabling the privacy setting hides your phone number and email address. Users can still...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 Profile & Settings. Click Change Password, then enter a new password. For more information, see Changing Your Password. Hover over your avatar and click to set a profile picture or to change your profile picture. The image you upload must be bigger than 128×128 pixels and no bigger than 500k in size. For more information, see Add a Profile Picture. Edit your First Name and Last Name. Click Save...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 email address. For security reasons, only the registered user can update their email address. If you’re part of multiple workplaces, updates to your email address take effect for all workplaces. The new email address becomes the email address you use to log into the When I Work app. Hover over...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 verification method 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 the authenticator app path, install an Authenticator App on your mobile device. When I Work recommends Authy, LastPass, or Google Authenticator. Tap More More in the bottom-right corner of the screen. Tap Profile & Settings. Tap the Two-Step Verification field. (Optional) If you haven’t already, tap an Authenticator App to download. If you already...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 about two-step verification, see Two-Step Verification Technical Reference. If you choose to use an authenticator app, When I Work recommends Authy, LastPass, or Google Authenticator. Two-step verification is an opt-in feature. Tap More in the bottom-right corner of the screen. Tap Profile Settings. Tap Edit in the top-right corner of the screen. Tap...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 verification method 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 about two-step verification, see Two-Step Verification Technical Reference. If you choose to use an authenticator app, When I Work recommends Authy, LastPass, or Google Authenticator. Two-step verification is an opt-in feature. From the When I Work Scheduling app, tap More More in the bottom-right corner of the screen. Tap Profile Settings. Tap Enabled...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. From your iOS device, you can request to delete and archive your profile. Archiving a user from a particular workplace removes that person from that workplace’s schedule, deletes their user profile, and revokes access to your workplace. Workplace admins and managers are informed of your request to delete and archive your user profile. This provides admins and managers an opportunity to delete your future shifts or move them to OpenShifts. Profile deletion applies to your user profile on the selected workplace. This...From your iOS device
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Manage Your Pay Information
You can manage your pay information in your user profile. Pay information includes: Bank account information Tax withholding information Recurring benefits & deductions You can also manage your pay information from an iOS device or Android device. First time adding your info? You are prompted to fill out this info when you log into When I Work for the first time. You can also go to your user profile to start filling this out. Have your banking information readily available to speed up the process. Hover over your name, then select Profile & Settings. Click Get Started in the Pay Information...From your Computer
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Manage Your Pay Information
You can manage your pay information in your user profile. Pay information includes: Bank account information Tax withholding information You can also manage your pay information from a computer or iOS device. Have your banking information readily available to speed up the process. From the When I Work Staff Scheduling app, tap More. Tap Profile & Settings, then tap Pay. To manage a bank account, tap Manage Accounts in the Bank Account Section. Follow the prompts to complete. To manage tax withholdings, click Set Withholdings in the Taxes section. Follow the prompts to complete. From the When I Work Staff Scheduling...From your Android device
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Manage Your Pay Information
You can manage your pay information in your user profile. Pay information includes: Bank account information Tax withholding information You can also manage your pay information from a computer or Android device. Have your banking information readily available to speed up the process. From the When I Work Staff Scheduling app, tap More. Tap Profile & Settings, then tap Pay. To manage a bank account, tap Add Account in the Bank Account Section. Follow the prompts to complete. To manage tax withholdings, click Set Withholdings in the Taxes section. Follow the prompts to complete. From the When I Work Staff Scheduling...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 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 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....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 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....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 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...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 iOS device, Android device
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Widget for iOS
This widget surfaces the “Next Shift” information from inside the When I Work app to the main screen of an iOS device. This can be used as an alternative opening up the mobile application each time you want to see your upcoming shifts! You must have the mobile application installed to use the widget In order for your next shift information to display, you will need to be logged in to the application Minimum iOS version required: 14.0 or higher To locate your current iOS software version, follow this guide Minimum app version required: 13.2 or higher To find app...From your iOS device
Account Settings
Attendance Settings
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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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How Break Reporting (Attestation) Works
The break reporting feature allows users to report that they have taken all of their required paid breaks and their scheduled unpaid breaks during their shift. If the user did not take their breaks, they can leave a note explaining why the breaks were missed for the employer’s records. Timesheet exports will highlight any missed breaks on the Breaks tab of the export. Break reporting can be especially useful for your workplace if, in states like California, laws require people to attest to their breaks. Your account’s plan must include Attendance. When enabled, users are required report on breaks before...From your Android device, Computer, iOS device
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Scheduling Breaks
Scheduling breaks allows you to communicate with your team when they should take their breaks directly within their shift. If you are out and on the go, breaks can also be added from your iOS device or Android device. They can also be saved into any new/existing Shift Templates! Break times cannot overlap with one another Break start times must exist within the time of the scheduled shift Total break duration cannot exceed total length of the scheduled shift Multiple breaks can be added; up to 100 per shift Click the [+ Add a Break] button Add the...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 Scheduler tab at the top of the page. The schedule displays scheduled shifts, annotations, user’s availability preferences, and approved time off. Callout Name Description a Annotation Use annotations to send your staff an announcement, let them know your business is closed, or prevent them from taking time off. Click Annotation button next to a date to add or edit an annotation. b OpenShift Use OpenShifts to offer shifts to a select...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 schedule. Every shift is built with the same building blocks. Building Block Description User (Required) The person that is responsible for working the shift. Start and end time (Required) When the shift begins and ends. Position (Optional) The job the user will be performing, such as barista, cashier, or manager....From your Computer, iOS device, Android 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
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Scheduling a Shift
You can add a custom shift or use a shift template to save time when scheduling. Adding a shift can be done from a Computer browser for the web app and the mobile app available on iOS and Android devices. Click Scheduler. Click to add a shift. If you’re on day view, click in the cell that corresponds to the start time and person that you want to schedule. If you’re on week, two-week, or month view, click [ + Add a shift ] in the date cell. Choose a shift template or create a custom shift:If you want to...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. It is also handy if you have questions about the information a user may have received earlier in the week. To view a shift’s history, click on the shift you want to view. In the Shift Editor, click on the History in the upper right corner. You will be able...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). Ever forget to schedule a position? By loading an existing template, you’ll be able to confidently know that your scheduled shifts cover your most critical positions. To copy a shift, hold the control key (or the command key if on a Mac) and click the shift you want to copy,...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. 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...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. 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...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 create a general announcement, block time off requests, or indicate your business will closed that day. You can also use annotations from your computer, iPhone, or iPad. Types of Annotations Each annotation has one or more...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 the schedule: Click and drag a shift to move it to a different user. The shift is not visible to employees until you publish the schedule. Tip You can also move the shift to a different time by dragging the shift to the left or right. If you’re using week...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 user. As you move the shift around, icons appear to let you know whether users are qualified or have conflicts. Thumbs up icon means the user is qualified to take the shift (based on position). Thumbs down icon means the user is not qualified to take the shift (based on position). Month view does not support drag and drop. If you need to add another shift...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 Visibility enabled. Overtime visibility is currently available on all platforms. On iOS and Android, overtime badges are shown when creating shifts, offering OpenShifts and approving shift requests. Overtime badges in the Scheduler view on iOS and Android is not currently supported. Accounts using Time Clock & Attendance takes actual worked...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 Break a scheduling rule Have approved time off Have indicated they’re unavailable to work When creating or editing a shift, you can select to assign the shift as an OpenShift for users to pick up, or directly to an agent. a. Qualified Users are users that have the correct Position and Tag assignments to be eligible to take the shift. b. All Employees are all users assigned to the Schedule. c. Tap...From your Android device
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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 must have supervisor, manager, or admin access privileges in When I Work to use shift templates. In order to appear on a schedule, a shift template must be assigned to that schedule. Available shift templates are impacted by Filtering the Schedule. There are a few qualifications that need to be met in order...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 all support editing multiple shifts. Only the single occurrence of a repeating shift is edited. The repeating instances are not edited. Check icon signifies that all shifts for a user, day, or position are selected. Dash icon signifies that some shifts for a user, day, or position are selected. Callout...From your Computer
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Copying Shifts
Overview You can copy shifts 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). Ever forget to schedule a position? By loading an existing template, you’ll be able to confidently know that your scheduled shifts cover your most critical positions. You can also copy shifts on your computer and Android device. Copy shifts To copy a shift: Open the When I Work mobile app. Tap...From your iOS device
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Copying Shifts
Overview You can copy shifts 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). Ever forget to schedule a position? By loading an existing template, you’ll be able to confidently know that your scheduled shifts cover your most critical positions. You can also copy shifts on your computer and iOS device. Copy shifts To copy a shift: Open the When I Work mobile app. Tap...From your Android device
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Scheduling Breaks
Scheduling breaks allows you to communicate with your team when they should take their breaks directly within their shift. If you are out and on the go, breaks can also be added from your iOS device or Android device. They can also be saved into any new/existing Shift Templates! Break times cannot overlap with one another Break start times must exist within the time of the scheduled shift Total break duration cannot exceed total length of the scheduled shift Multiple breaks can be added; up to 100 per shift Click the [+ Add a Break] button Add the...From your Computer
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Scheduling a Shift
You can add a custom shift or use a shift template to save time when scheduling. Adding a shift can be done from a Computer browser for the web app and the mobile app available on iOS and Android devices. Click Scheduler. Click to add a shift. If you’re on day view, click in the cell that corresponds to the start time and person that you want to schedule. If you’re on week, two-week, or month view, click [ + Add a shift ] in the date cell. Choose a shift template or create a custom shift:If you want to...From your Android device, Computer, iOS device
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 new one to use as a template. Templates can be made for daily or weekly schedules, but not two week or monthly schedules. Templates do not include repeating shifts by default. You can choose to include them when saving. Click Scheduler. Create a daily or weekly schedule that you’d like...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 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....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 must have supervisor, manager, or admin access privileges in When I Work to use shift templates. In order to appear on a schedule, a shift template must be assigned to that schedule. Available shift templates are impacted by Filtering the Schedule. There are a few qualifications that need to be met in order...From your Computer
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Create Shift Template
Overview 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 can create shift templates on your computer or iOS device. Considerations You must have supervisor, manager, or admin access privileges in When I Work to add shift templates. Supervisors can create shift templates for their schedules only. Open the When I Work mobile app. Tap Scheduler. Tap . Tap Create Custom Shift . Add all the details for the shift, then...From your Android device
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Create Shift Template
Overview 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 can create shift templates on your computer or Android device. Considerations You must have supervisor, manager, or admin access privileges in When I Work to add shift templates. Supervisors can create shift templates for their schedules only. Open the When I Work mobile app. Tap Scheduler. Tap . Tap Create Custom Shift . Add all the details for the shift, then...From your iOS device
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 iPhone or Android phone. Use users view to add an OpenShift if you prefer to think about schedule coverage based on who is scheduled. In users view, the top row of the Scheduler is dedicated to OpenShifts. Click Scheduler. Next to View Shifts By, click . Click Users from the drop-down menu. In...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 letting them pick up shifts themselves saves time for everyone. You can also schedule an OpenShift from your computer or iPhone. From the When I Work Scheduling app, tap Calendar Schedule on the bottom of the screen. Tap More button, then tap Create Shift. You will see a list of shift templates that can...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 If you no longer need an OpenShift or you accidentally scheduled it, you can delete it from the schedule. Hover over the OpenShift you want to delete. Click More button. Select Delete. Alternatively, you can edit the OpenShift, then click Delete. Click Confirm Delete. Clear all OpenShifts for the week from week view....From your Computer
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How Shift Bidding Works (OpenShift Requests)
Shift Bidding, also called OpenShift Requests, is an option within an OpenShift that allows users to express interest in the shift. You can then view who has requested to pick up the OpenShift and select and approve a user to work the shift. The Shift Bidding option helps you moderate...From your iOS device, Android device, Computer
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How OpenShifts Work
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 Computer, iOS device, Android device
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Require OpenShift Pick Up Approval (Shift Bidding)
Shift Bidding, also called OpenShift Requests, is an option within an OpenShift that allows users to express interest in the shift. Require pick up approval on OpenShifts to allow users to bid on the shift. You can also require pick-up approval from your web app or iOS device. Create or edit an OpenShift in the scheduler to require pick up approval. From the When I Work Scheduling app, tap Calendar Scheduler. Tap Add Create Shift. If you see the shift you want to create in the list of Shift Templates, tap it to use that template. If you haven’t made templates for regular shifts,...From your Android device
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Require OpenShift Pick Up Approval (Shift Bidding)
Shift Bidding, also called “OpenShift Requests”, is an option within an OpenShift that allows users to express interest in the shift. Require pick up approval on OpenShifts to allow users to bid on the shift. You can also require pick up approval from your Android device or iOS device. The...From your Computer
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Require OpenShift Pick Up Approval (Shift Bidding)
Shift Bidding, also called OpenShift Requests, is an option within an OpenShift that allows users to express interest in the shift. Require pick up approval on OpenShifts to allow users to bid on the shift. You can also require pick up approval from your web app or Android device. Create or...From your iOS device
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Labor Sharing Reference Guide
Labor Sharing helps increase your shift coverage by looking at eligible and available users on other schedules you currently have set up. Labor Sharing is useful when you need to fill vacant OpenShifts, backfill dropped shifts, or find coverage for user’s planned time off Labor sharing is accomplished by sharing...From your Computer, iOS device, Android device
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How Overlapping OpenShifts Work
The overlapping OpenShift coverage option allows users to pick up OpenShifts that overlap with currently scheduled shifts. This permits users to double up on shifts that have overlapping times if the user can cover enough of the OpenShift. Overlapping OpenShifts can be used without or with shift bidding (OpenShift pick-up...From your Computer, iOS device, Android device
Scheduling
Schedule Views and Filters
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Using Month View
Use month view to view the schedule, add and edit shifts, and print shifts for an entire month. Because month view offers fewer features than day or week view, we recommend using month view to review and fine tune the schedules you’ve made in the other views. Month view is...From your Computer
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Filtering the Schedule
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 you...From your Computer
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Schedule Views
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 time views...From your Computer
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Schedule Views
The When I Work Staff Scheduling app allows you to view the full schedule, OpenShifts, and your personal shifts. If you have employee access privileges, check out employee schedule views article. From the When I Work Staff Scheduling app, tap Scheduler at the bottom of the screen. All Shifts view appears by default. All Shifts displays the full schedule one week at a time. Callout Name Description a Filters Tap to filter shifts by schedule, job site, position, or user. The badge indicates the number of filters that are currently active. b Publish & Notify Tap to publish the schedule. This action appears when...From your iOS device
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Schedule Views
The When I Work Scheduling app for Android allows you to view and manage the full schedule, OpenShifts, and your personal schedule. If you have employee access privileges, check out our employee schedule views article. From the When I Work Scheduling app, tap Calendar Scheduler at the bottom of the screen....From your Android device
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Schedule Filtering
You can filter shifts by schedules, job sites, positions, tags, and users. If you like, you can apply multiple filters at once; in this case, only shifts that match all of the applied filters are displayed. You can also filter the schedule from your computer or Android phone. From the...From your iOS device
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Schedule Filtering
You can filter shifts by schedules, job sites, positions, tags and users. If you like, you can apply multiple filters at once; in this case, only shifts that match all of the applied filters are displayed. You can also filter the schedule from your computer or iPhone. From the When I Work Scheduling app, tap Schedule Scheduler on the bottom of the screen. Tap Preferences in the top-right corner to view the filter options. The filters screen appears. Tap Schedule. Tap the schedule that you want to view shifts for. Tap Checkmark to save your selection. (Optional) Apply job sites, positions, tags, or...From your Android device
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Forecast Tools
Get more insight into your budget using the forecast tools. Use forecast tools while scheduling to ensure you have the right coverage and are within your labor budget. Use the forecast data import function to quickly enter forecast information across time. By default, supervisors can view and edit projected sales...From your Computer
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Scheduler Coverage View Reference Guide
Coverage view displays shifts in chronological order based on start time. Coverage view is a great tool to use when you want to make sure you have an entire week’s worth of shifts covered. It also helps you to determine any gaps for priority shift times. Coverage view can be used in the week, two-week, or month time views. Time off requests and availability preferences are not displayed in this view. User’s availability appears when you add or edit a shift. Shifts at other schedules are not displayed in this view. When shifts have the same start time, their order will be determined...From your Computer
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Scheduler User View Reference Guide
User view allows you to view the schedule organized by user. Use user view if you prefer to think about schedule coverage based on who is scheduled. User view can be used in day, week, two-week, and month time views. Time off requests and availability preferences are displayed in this view. If you’d like to adjust the order that users appear, check out Sorting Users. Go to theFrom your Computer
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Scheduler Position View Reference Guide
Position view displays shifts grouped by assigned position. Use position view if you’d like to schedule coverage based on which positions need to be filled. Position view can be used in the week, two-week, or month time views. Time off requests and availability preferences are not displayed in this view. User’s availability appears when you add or edit a shift. Go to theFrom your Computer
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Track Hours and Labor in the Scheduler
When I Work makes keeping track of hours easy as you’re building the schedule. The schedule displays total scheduled hours for the week or day and total scheduled hours per user. All hours are counted based on the workday start time. This is set to 12 AM by default. Contact...From your Computer
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Scheduler Job Site View Reference Guide
Job site view displays shifts grouped by assigned job site. Use job site view if you’d like to schedule coverage based on which job sites need to be covered. Job site view can be used in the week, two-week, or month time views. Time off requests and availability preferences are not displayed in this view. User’s availability appears when you add or edit a shift. Go to theFrom your Computer
Scheduling
Using Availability
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Viewing User Availability
User’s availability preferences let you know when they’re available when assigning shifts so that you can schedule accordingly. Having this visibility can help you avoid scheduling users at a time when they have a conflict or prior engagement. You must have supervisor, manager, or admin access privileges to view employees’ availability....From your iOS device
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Editing a User’s Availability
Availability preferences let you know when a user prefers to work. You might need to edit a user’s availability yourself if the settings of the account have this disabled for employee users. You must have Supervisor, Manager, or Admin access privileges to set availability preferences on behalf of another user. You can add, edit, or delete availability preferences that take place in the future but not preferences that take place in the past or on the current day. If you need to edit another user’s availability, use the Viewing menu in the upper-right corner of the screen to switch between...From your iOS device, Computer, Android device
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Setting Your Availablity
Set your availability preferences to let your employer know when you prefer to work and when you prefer not to work. By default, you’re set to be available all day. Your availability is a preference that your employer can take into account when building the schedule. There is no guarantee you’ll always get shifts that align with your preferences. You can add, edit, or delete availability preferences that take place in the future but not those that take place in the past or on the current day. Your employer has the option to disable the availability feature. If the feature...From your Android device, iOS device, Computer
Scheduling
Using Tasks
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Completing Tasks
Tasks let you know which activities need to be completed at your workplace. You can also complete tasks from your Android phone. If you have Supervisor, Manager, or Admin access privileges, you can schedule and monitor tasks from your computer. You must be scheduled to work to view and complete...From your iOS device
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Completing Tasks
Tasks let you know which activities need to be completed at your workplace. You can also complete tasks from your iPhone. If you have supervisor, manager, or admin access privileges, you can add, schedule, and assign tasks from your computer. You must be scheduled to work to view and complete tasks. If you’re scheduled to work and can’t see the tasks your manager added, make sure you have the latest version of the When I Work Scheduling app. From the When I Work Scheduling app, go to the Dashboard. If the Your Next Shift card references Tasks Tasks, there are tasks to complete...From your Android device
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How Task Lists Work
Use task lists to let your users know what activities they need to complete on a given day or during their shift. Then monitor the task lists to ensure those activities are completed. Task lists can be created, assigned, and monitored from a computer, iOS device or Android device. Tasks...From your Computer
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Setting Up Team Task Lists
Create team task lists to capture tasks that need to be completed by your staff. Any user working that day can complete the tasks or specific tasks can be assigned to a user. Team task lists are for activities or duties that are completed collaboratively by the people working that...From your Computer
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Scheduling Team Tasks
When your team task list is ready, you can add it to the schedule to make its tasks visible to your users. You can set the list to automatically repeat daily or weekly, or you can pick the days it should be active. To schedule shift tasks instead, check out...From your Computer
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Assign Team Tasks
After you schedule a team task list, you have the option to assign specific tasks in the list to a user. When a team task is assigned to someone, it is their responsibility to complete. A team task list must be scheduled before you can assign tasks from the list to...From your Computer
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Monitoring Tasks
You can monitor team and shift task completion and mark tasks complete from your computer. Team tasks can also be monitored from an iOS device or Android device. Monitor daily tasks from the Dashboard or from the Scheduler. Use the Dashboard to monitor tasks and mark them complete. Click Dashboard. In the Today’s Schedule card, click Task Lists.The daily tasks list appears. Select the schedule for the tasks you want to monitor. Click the Team Tasks or Shift Tasks tab depending on the tasks you want to monitor. Click a task list to to see which tasks are completed, who completed...From your Computer
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Setting Up Shift Task Lists
Create shift task lists to capture tasks that need to be completed during a particular shift. Shift task lists can be added on the scheduler to custom shifts and to shift templates. Shift task lists are for duties that are to be completed by a single user during their scheduled...From your Computer
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Scheduling Shift Tasks
When your shift task list is ready, you can add it to shifts to make its tasks visible to your users. You can schedule the list to a single shift or add the list to a shift template to use over and over. To schedule team task lists instead, check...From your Computer
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Monitoring Tasks
You can monitor team task completion and mark tasks complete from your mobile device. Tasks can also be monitored from a Computer or on the Android app. Use the Dashboard Dashboard to monitor daily team tasks. From the When I Work Staff Scheduling app for iPhone and iPad, go to the Dashboard...From your iOS device
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Monitoring Tasks
You can monitor team task completion and mark tasks complete from your mobile device. Tasks can also be monitored from a Computer or on the iOS app. Use the Dashboard Dashboard to monitor daily tasks. From the When I Work Scheduling app, go to the Dashboard Dashboard. You can see if there are tasks assigned to your current shift. Tap the shift to view the details and tap the Tasks Tasks section to view the tasks for the shift or team. The Tasks page shows which tasks are completed, who completed them, and when they were completed. a. View the Shift Tasks assigned...From your Android device
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Setting Up Team Task Lists
Create team task lists to capture tasks that need to be completed by your staff. Any user working that day can complete the tasks or specific tasks can be assigned to a user. Team task lists are for activities or duties that are completed collaboratively by the people working that day. To assign tasks to a shift, see Setting Up Shift Task Lists. You can also set up team tasks from your Computer or iOS device. From the When I Work Scheduling app, tap More More on the bottom-right. Tap Task Lists. Set up a new team task list...From your Android device
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Setting Up Team Task Lists
Create team task lists to capture tasks that need to be completed by your staff. Any user working that day can complete the tasks or specific tasks can be assigned to a user. Team task lists are for activities or duties that are completed collaboratively by the people working that...From your iOS device
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Setting Up Shift Task Lists
Create shift task lists to capture tasks that need to be completed during a particular shift. Shift task lists can be added on the scheduler to custom shifts and to shift templates. Shift task lists are for duties that are to be completed by a single user during their scheduled...From your iOS device
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Setting Up Shift Task Lists
Create shift task lists to capture tasks that need to be completed during a particular shift. Shift task lists can be added on the scheduler to custom shifts and to shift templates. Shift task lists are for duties that are to be completed by a single user during their scheduled shift. For tasks that can be completed by any user working, see Setting Up Team Task Lists. You can also set up shift tasks from a Computer or iOS device. Set up a new shift task list to group tasks that need to be completed during the assigned shifts. From...From your Android device
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Scheduling Shift Tasks
When your shift task list is ready, you can add it to shifts to make its tasks visible to your users. Shift task lists can also be scheduled from a Computer or iOS device. Shift task lists are assigned to shifts on the scheduler or added to a shift template. From the When I Work Scheduling app, tap Calendar Scheduler. Tap Add in the bottom-right corner of the screen. If you want to add a one-off shift, tap Custom Shift. If you want to add a shift you frequently schedule, tap one of your shift templates. If you haven’t added shift templates for shifts...From your Android device
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Scheduling Shift Tasks
When your shift task list is ready, you can add it to shifts to make its tasks visible to your users. Shift task lists can also be scheduled from a Computer or Android device. Shift task lists are assigned to shifts on the scheduler or added to a shift template. From the...From your iOS device
Scheduling
Sending the Schedule to Your Team
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Publishing the Schedule
When you’re done making the schedule, you need to let your staff know. Publishing the schedule alerts your users that they have new shifts, and allows them to see the shifts in the When I Work app. You can also publish the schedule from your iPhone/iPad or Android phone. The Publish & Notify button near the top-left corner of the Scheduler allows you to publish the schedule for the day, week, or month that you’re currently viewing. When you’re finished making the schedule, click Publish & Notify to let your users know about their shifts. Users with new or updated shifts...From your Computer
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Publishing Shifts
When you initially add a shift to the schedule, it is only visible to you and other supervisors and managers; the employee cannot see the shift until you publish it. This allows you to build and tweak the schedule without making it visible to your employees. Unpublished shifts have diagonal lines to let you know they’re not published. You can also publish the schedule from your computer or publish shifts individually from your Android phone. To make sure your employees are aware of their shifts, When I Work notifies your employees when: You publish shifts that are assigned to them using the Publish & Notify button...From your iOS device
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Unpublishing Shifts
You may need to unpublish a shift if you accidentally published it too early, or if you need to modify the shift without making the changes immediately visible to the user. When you unpublish a shift, the assigned user can no longer see it and the user is not notified....From your Android device
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Publishing Shifts
If you need to publish an existing shift on the go, the When I Work Scheduling app for Android has you covered. Publishing shifts allows users to see their shifts when they log in and sends them notifications based on their alert preferences. The When I Work Scheduling app for...From your Android device
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Publishing a Single Shift
When you initially add a shift to the schedule, it is only visible to you and other supervisors and managers; the employee cannot see the shift until you publish it. This allows you to build and tweak the schedule without making it visible to your employees. Unpublished shifts have diagonal lines to let you know they’re not published. If you’re making a small tweak to the schedule, you might want to publish one shift at a time. However, if you’ve got many shifts to publish we recommend publishing the entire schedule at once. You can also publish from your iPhone/iPad...From your Computer
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Minimizing Publish Notifications
If you want to avoid sending your users too many notifications when you’re building the schedule, don’t publish shifts one at a time. Instead, publish the schedule for longer time periods and we’ll do our best to minimize notifications. To make sure your employees are aware of their shifts, When I Work notifies your employees when: You publish shifts that are assigned to them using the Publish & Notify button or by publishing the shift individually. You save changes to a shift that is already published. You publish OpenShifts that they’re eligible to take. You offer OpenShifts to them. You delete a...From your Computer
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Unpublishing Shifts
You may need to unpublish a shift if you accidentally published it too early, or if you need to modify the shift without making the changes immediately visible to the user. When you unpublish a shift, the assigned user can no longer see it and the user is not notified. However, the shift is still visible to supervisors, managers, and the admin. You can also unpublish shifts from your iPhone/iPad or Android phone. On the shift that you want to unpublish, click Edit or Pencil button. Click Save & Unpublish. Go to the day, week, or month that you want to...From your Computer
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Unpublishing Shifts
You may need to unpublish a shift if you accidentally published it too early, or if you need to modify the shift without making the changes immediately visible to the user. When you unpublish a shift, the assigned user can no longer see it and the user is not notified. However, the shift is still visible to supervisors, managers, and the admin. You can also unpublish shifts from your computer or Android phone. From the When I Work Staff Scheduling app, tap the Schedule tab at the bottom of the screen. Tap the shift that you need to unpublish. In the...From your iOS device
Scheduling
Processing User Requests
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Processing Shift Requests
When users ask to swap or drop a shift, you can use the When I Work Staff Scheduling app to process the requests from your iPhone. You can also process requests from your computer or Android phone. You must have supervisor, manager, or admin access privileges to process employee requests. If you’re...From your iOS device
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Process Shift Requests
When users request to swap and drop shifts, you can use the When I Work web app to process the requests from your computer. You can also process shift requests from your iOS device or Android device. You must have supervisor, manager, or admin access privileges to process employee requests. If you’re...From your Computer
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Processing Shift Requests
When users ask to swap or drop a shift, you can use the When I Work Scheduling app to process the requests from your Android phone. You can also process requests from your computer or iPhone. You must have supervisor, manager, or admin access privileges to process employee requests. If you’re a supervisor, you can only process requests for employees that belong to your schedules. Swap and drop requests do not require approval if Require Manager Review for Swaps and Drops is turned off in the Scheduling Settings. All requests have a status. Learn more about the different Shift Request Statuses. From the When...From your Android device
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Process Time Off Requests
When users request time off, use the When I Work web app to process the requests from your computer. You can also process time off requests from your iOS device or Android device. You must have supervisor, manager, or admin access privileges to process employee requests. If you’re a supervisor, you can...From your Computer
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Processing Time Off Requests
When users request time off you can use the When I Work Staff Scheduling app to process the requests from your iPhone. You can also process requests from your computer or Android phone. You must have supervisor, manager, or admin access privileges to process employee requests. If you’re a supervisor, you can...From your iOS device
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Processing Time Off Requests
When users request time off, you can use the When I Work Scheduling app to process the requests from your Android phone. You can also process requests from your computer or iPhone. You must have supervisor, manager, or admin access privileges to process employee requests. If you’re a supervisor, you can only process requests for employees that belong to your schedules. Time off requests do not require approval if Require Approval for Employees and Require Approval for Supervisors is turned off in the General Settings. If you submit a time off request on an employee’s behalf, the request is automatically approved. All requests have a...From your Android device
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Statuses for Shift Requests
Every shift request made by a manager or an employee will have a status. Learn more about processing shift requests from your computer, iPhone or Android phone. The following are the definitions for the statuses you will find when moderating: Status Description Pending Approval The request is waiting for approval from management.1...From your Computer, iOS device, Android device
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Statuses for Time Off Requests
Every time off request made by a Manager or employee will have a status. Learn more about processing time off requests from your computer, iPhone or Android phone. The following are the definitions for the statuses you will find when moderating: Status Description Pending Approval The request is waiting for approval from...From your Computer, iOS device, Android device
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Process OpenShift Requests
When users bid on OpenShifts, use the When I Work Staff Scheduling app to process OpenShift requests from your iOS device. You can also process OpenShift requests from your computer or Android device. You must have supervisor, manager, or admin access privileges to process employee requests. If you’re a supervisor, you can only...From your iOS device
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Process OpenShift Requests
When users bid on OpenShifts, use the When I Work Employee Scheduling app to process OpenShift requests from your Android device. You can also process OpenShift requests from your computer or iOS device. You must have supervisor, manager, or admin access privileges to process employee requests. If you’re a supervisor, you can only process requests for employees that belong to your schedules. All requests have a status. Learn more about the different OpenShift Request Statuses. You can process OpenShift requests on the Requests screen. From the When I Work Scheduling app, tap the Open Requests dashboard card. Tap the OpenShift request you want to...From your Android device
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Process OpenShift Requests
When users bid on OpenShifts, use the When I Work web app to process OpenShift requests from your computer. You can also process OpenShift requests from your Android device or iOS device. You must have supervisor, manager, or admin access privileges to process employee requests. If you’re a supervisor, you can only process requests...From your Computer
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Statuses for OpenShift Requests
Every shift request made by a manager or an employee will have a status. Learn more about processing shift requests from the web app, an Android device or iOS device. Each request has a status that lets you know its state and who needs to act on it. Status Description...From your Computer
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Processing Absences
Overview When an employee reports an absence, you can view the note for the absence or find coverage for the shift. You can also process absences from your Android or iOS device. Considerations You must have supervisor, manager, or admin access privileges in order to process absences. You can respond to absences in three locations: From the dashboard under Attendance Notices From the Absence Page From the Scheduler On the Dashboard, scroll to Attendance Notices. Click Show Details. Click Get Shift Covered. Click either Move to Open or Find Replacement. If Move to Open is selected, you will see a confirmation...From your Computer
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Filtering Requests
Use the filters on your iOS device to find the requests that need your attention. You can also filter requests on Android. Time Off Requests: Schedule Status Time off type User Shift Requests: Schedule Status Shift request type User OpenShift Requests: Schedule Status User Not seeing a request? If you can’t see a particular request, try resetting the filters. To filter shift requests: From the When I Work Staff Scheduling app, tap a request type under Requests Needing Approval. Tap , then select the relevant filters. Tap Apply Filters to view the filtered results.From your iOS device
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Filtering Requests
Use filtering on your Android device to locate and respond to Time Off Requests, Shift Requests, and Openshift Requests. You can also filter requests on iOS. Time Off Requests: Schedule Status Time off type User Shift Requests: Schedule Status Shift request type User OpenShift Requests: Schedule Status User Not seeing a request? If you can’t see a particular request, try resetting the filters. From the When I Work Scheduling app tap Time Off Requests, Shift Requests or OpenShift requests on the Dashboard. Tap the Filter icon on the top right. Tap the type of Filter you want to edit. Tap...From your Android device
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Submitting Absence for Employees
Submitting absences on behalf of employees allows you to record the absence or find coverage for the shift. You can also report an absence on a computer or Android device. In order to submit an absence on behalf of another employee: You must have supervisor, manager, or admin access privileges. The shift has to be published. The shift’s start time must be within the next 24 hours or has already passed. From the When I Work Staff Scheduling app, tap Scheduler at the bottom. Tap the shift that the employee will be absent for. Tap Report Absence. Add a note and tap...From your iOS device
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Submitting Absence for Employees
Submitting absences on behalf of employees allows you to record the absence or find coverage for the shift. You can also submit absences for an employee from an iOS or Android device. In order to submit an absence on behalf of another employee: You must have admin, manager, or supervisor access privileges. The shift must be published. The shift’s start time must be within the next 24 hours or have already passed. Absence tracking can be used alongside the shift coverage options in the Scheduling settings. See Processing Absences for more information. Start from either the Dashboard or the Scheduler. From the Dashboard,...From your Computer
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Processing Absences
Processing absences allows you to review the absence or find coverage for the shift. You can also process absences from your Computer or iOS device. From the When I Work Scheduling app, tap More at the bottom. Tap Absences. Tap the Absence you want to review or find a replacement for. (Optional) Tap Get Shift Covered (A). If the Absence needs to be deleted, tap the on the top right (B). You can either Create a Drop Request (A) or Move to OpenShift (B). If you tap Move to OpenShift, the shift is instantly moved and will be able to...From your Android device
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Processing Absences
Processing absences allows you to review the absence or find coverage for the shift. You can also process absences from a Computer or Android device. From the When I Work Staff Scheduling app, tap More at the bottom. Tap Absences. Tap the Absence you want to review or find a replacement for. (Optional) Tap Get Shift Covered (A). If the Absence needs to be deleted, tap the on the top right (B). You can either Create a Drop Request (A) or Move to OpenShift (B). If you tap Move to OpenShift, the shift is instantly moved and can be picked...From your iOS device
Scheduling
Checking the Schedule
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Confirming Your Shifts
Confirm your shifts to let your employer know that you’ve seen your shifts and you know they’re your responsibility. You can also confirm shifts from your computer or iPhone. Your employer has the option to require shift confirmation: If shift confirmation is required, you’re automatically prompted to confirm your shifts when you sign in. All users are prompted to confirm shifts regardless of their access privileges in the app. If shift confirmation is not required, you still have the option to confirm your shifts. Shifts that display an icon have already been confirmed. If your employer requires shift confirmation, the app prompts you to confirm new shifts (scheduled...From your Android device
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Viewing Your Schedule
Use the When I Work Scheduling app for Android to get your schedule no matter where you are. You can also get your schedule from your computer or iPhone. From the When I Work Scheduling app, go to the Dashboard. Find the Your Next Shift card, which shows your next upcoming...From your Android device
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Viewing Your Coworkers’ Schedules
If you want to know who you’ll be working with on a given day, you can use the When I Work app to view the full schedule for your workplace. You can also view the full schedule from your computer or iPhone. Your employer has the option to prevent you and your...From your Android device
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Syncing Your Schedule to the iOS Calendar App
Sync your work schedule from When I Work to the Calendar app on your iPhone or iPad to see the work schedule side-by-side with your personal schedule. You can also sync the work schedule with your calendar on your computer. When I Work calendar sync uses an open standard called iCalendar...From your iOS device
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Confirming Your Shifts
Confirm your shifts to let your employer know that you’ve seen your shifts and you know they’re your responsibility. You can also confirm shifts from your computer or Android phone. Your employer has the option to require shift confirmation: If shift confirmation is required, you’re automatically prompted to confirm your shifts when you sign in. All users are prompted to confirm shifts regardless of their access privileges in the app. If shift confirmation is not required, you still have the option to confirm your shifts. Shifts that display an icon have already been confirmed. If your employer requires shift confirmation, the app prompts you to confirm new shifts...From your iOS device
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Receiving Your Schedule By SMS
When your manager invites you to the schedule, you will receive a welcome SMS message if your mobile number was inputted. Reply with YESWIW to get schedule updates via SMS. If you are logged into the When I Work iPhone, iPad, or Android app, you will receive mobile alerts by push notification rather than SMS. If you prefer to receive SMS messages, log out of all When I Work apps. Reply to the number that reached out so you can receive notifications about your work schedule by SMS. Here is a list of keywords that will give you instant updates about your...From your iOS device, Android device
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Viewing Your Personal Schedule
Your My Schedule page allows you to see your schedule, confirm your shifts, and pick up OpenShifts. In addition, the My Schedule page provides quick access to other features within the When I Work web app. You can also view your schedule from the iPhone/iPad and Android apps. Depending on how your workplace’s settings are configured some features might not be available, including: Swapping, dropping, and releasing shifts Splitting shifts Taking OpenShifts Seeing who’s working with you Setting your availability Requesting time off To view your schedule: Hover over Schedule, then select My Schedule. Hover over your name, then select My Schedule....From your Computer
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Confirming Your Shifts
Confirm your shifts to let your employer know that you’ve seen your shifts and you know they’re your responsibility. You can also confirm shifts from your iPhone or Android phone. Your employer has the option to require shift confirmation: If shift confirmation is required, you’re automatically prompted to confirm your shifts when you sign in. All users are prompted to confirm shifts regardless of their access privileges in the app. If shift confirmation is not required, you still have the option to confirm your shifts. Shifts that are highlighted in yellow on My Schedule view have not been confirmed. If your employer requires shift confirmation, the...From your Computer
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Using Shift Confirmation
Shift confirmation is a verification measure that lets you know if your users have seen their shifts. Users that confirm their shifts know that they’re responsible to work. Shift confirmation is enabled by default. If you have manager or admin access privileges, you have the option to disable it in the Scheduling Settings. Users cannot confirm shifts that have already taken place. The way users confirm their shifts depends on whether Require Shift Confirmation is turned on or off in the Scheduling Settings. When shift confirmation is required, users are automatically prompted to confirm their newly published shifts for the...From your Computer
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Syncing Your Schedule to a Calendar App
When I Work allows you to sync the work schedule to other calendar applications. Use calendar sync to: Overlay your work schedules on top of you existing personal calendar. Let friends and family see your work schedule, even if they don’t use When I Work. Overlay published shifts from multiple...From your Computer
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Viewing Your Schedule
Use the When I Work Staff Scheduling app for iPhone and iPad to get your schedule no matter where you are. You can also view your schedule from your computer or Android phone. From the When I Work Staff Scheduling app, go to the Dashboard. Find the Your Next Shift card, which shows your next upcoming shift. Tap Your Next Shift to: See who you’ll be working with. Release the shift. Create a drop request for the shift. Create a swap request for the shift. From the When I Work Staff Scheduling app, go to the Dashboard. Tap My Schedule. The My Shifts tab...From your iOS device
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My Hours
The My Hours page in the iOS app and Android app displays your total and average hours weekly. Use the My Hours page to track and monitor your hours as well as find more hours. The My Hours page graphs a five-week period: Two historical weeks One current week and Two future/projected weeks If the account uses When I Work Time Clock & Attendance, past weeks will use timesheet data. The current and future weeks will use scheduled hours. My hours From the When I Work Scheduling app, tap More More in the bottom-right corner. Tap My Hours to see the breakdown of...From your iOS device, Android device
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Identifying Annotations
Your employer can set up annotations to communicate important announcements about your workplace that can be viewed on the When I Work web app. Annotations also display on the Android and iOS apps. Your employer can create three types of annotations. Type Description Announcement General messages and workplace announcements. Time...From your Computer
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Identifying Annotations
Your employer can set up annotations to communicate important announcements about your workplace that can be viewed in the When I Work app. Annotations also display on the web and Android apps. Your employer can create three types of annotations. Type Description Announcement General messages and workplace announcements. Time Off Not Allowed...From your iOS device
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Identifying Annotations
Your employer can set up annotations to communicate important announcements about your workplace that can be viewed in the When I Work app. Annotations also display on the web and iOS apps. Your employer can create three types of annotations. Type Description Announcement General messages and workplace announcements. Time Off Not Allowed Indicates time off requests aren’t allowed on the selected days.* Business Closed Indicates the business is closed. * supervisors and managers can still submit time off requests on behalf of users. Annotations can be viewed several places within your When I Work profile. Type Dashboard Schedule Time Off Request...From your Android device
Scheduling
Time Off and Shift Requests
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Submitting Time Off Requests for Employees
Submitting time off on behalf of users with employee level access allows you to create requests for past dates or submit the same request for multiple employees at once. You can also submit time off on their behalf if you’ve disabled employees’ ability to submit their own time off requests in the General Settings. You must have supervisor, manager, or admin access privileges to submit a time off request on behalf of an employee. Hover over , then select Request Time Off. Set up the time off request: Set the Who you’re submitting time off for. You can enter multiple user names or select...From your Computer
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Get Your Shifts Covered
If you’re unable to work one of your shifts you have a few options to get your shift covered: Shift Release – give your shift up to an OpenShift Shift Drop – give your shift to a coworker Shift Swap – trade shifts with a coworker Each shift coverage option...From your Android device
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Get Your Shifts Covered
If you’re unable to work one of your shifts you have a few options to get your shift covered: Shift Release – give your shift up to an OpenShift Shift Drop – give your shift to a coworker Shift Swap – trade shifts with a coworker Each shift coverage option...From your iOS device
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Viewing Time Off Totals
Paid time off totals allow you to see how much paid time off you’ve taken from January 1st to the current date. The paid time off total includes PTO, sick, and holiday time off. Paid time off totals are only accessible through the When I Work web app. Paid time...From your Computer
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Split Shifts
If your Manager has approved the feature, you can use the Split Shift option to split your shift in two. This allows you to swap or drop a part of your shift. Your employer has the option to disable shift splitting in the Scheduling Settings. Hover over your name, then...From your Computer
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Get Your Shifts Covered
If you’re unable to work one of your shifts you have a few options to get your shift covered: Shift Release – give your shift up to an OpenShift Shift Drop – give your shift to a coworker Shift Swap – trade shifts with a coworker Each shift coverage option can be enabled or disabled by the manager or admin, so if you don’t see all of the options it may have been disabled for your workplace. You can also get your shifts covered from your iPhone/iPad or Android phone. Your employer has the option to disable shift swaps, shift drops, and...From your Computer
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Accept Shift Swap and Drop Requests
If your coworker cannot work an assigned shift, they can invite you to cover their shift. They may ask you to trade shifts (swap) or take a shift (drop). You can accept shift coverage requests from your iOS device. You can also accept shift requests from your computer or Android...From your iOS device
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Accept Shift Swap and Drop Requests
If your coworker cannot work an assigned shift, they can invite you to cover their shift. They may ask you to trade shifts (swap) or take a shift (drop). You can also accept swap and drop requests from your iOS device or Android device. If you are eligible to take or trade...From your Computer
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Accept Shift Swap and Drop Requests
If your coworker cannot work an assigned shift, they can invite you to cover their shift. They may ask you to trade shifts (swap) or take a shift (drop). You can accept shift coverage requests from your Android device. You can also accept swap and drop requests from your computer or iOS...From your Android device
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Time Off Types
Every time off request created must have a time off type. The type of time off communicates why the user is taking time off. The time off request feature in When I Work may not fully align with your employer’s rules for time off. For more information on how your...From your Computer, iOS device, Android device
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Bid on OpenShifts (OpenShift Requests)
Some OpenShifts may require pick up approval by management. Bid on an OpenShift to express interest in a shift. Management then selects a user from the list of interested users to assign the shift. You can also request to work OpenShifts from an Android device or iOS device. From the My Schedule page, scroll down to the Available Open Shifts section and find the OpenShift you’d like to take. Click Show All on the right side of the screen to display more OpenShifts. Hover your pointer over the OpenShift, then click Take Shift. To learn more about the shift before taking it, click Info. A confirmation prompt appears. Click Request...From your Computer
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Bid on OpenShifts (OpenShift Requests)
Some OpenShifts may require pick up approval by management. Bid on an OpenShift to express interest in a shift. Management then selects a user from the list of interested users to assign the shift. You can also request to work OpenShifts from the web app or an Android device. From the When I Work Staff Scheduling app, tap the OpenShifts Available card on the Dashboard. Tap the OpenShift you’d like to take. Tap Take Shift. A confirmation prompt appears. Tap Take. Pending Approval After you submit your OpenShift request, it is sent to your manager for approval. You will be notified if you are approved...From your iOS device
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Bid on OpenShifts (OpenShift Requests)
Some OpenShifts may require pick-up approval by management. Bid on an OpenShift to express interest in a shift. Management then selects a user from the list of interested users to assign the shift. You can also request to work OpenShifts on the web app or an iOS device. From the When I Work Scheduling app, tap the Open Shifts Available card on the Dashboard. Tap the OpenShift that you want to take. Tap Request Shift. A confirmation appears at the bottom. Pending Approval After you submit your OpenShift request, it is sent to your manager for approval. You will be notified if you are...From your Android device
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How Tracking Absences Works
Absence tracking is a feature that allows users to report when they cannot work an assigned shift that takes place within the next 24 hours. When users report an absence, management is notified that the assigned person will not be working and coverage is needed. Absence tracking is available from...From your Computer, iOS device, Android device
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Reporting Absences
Absence tracking allows you to report when you cannot work an assigned shift that takes place within the next 24 hours. When you report an absence, the shift is removed from your schedule and management is notified. You can also report absences from an iOS or Android device. This article walks through self-reporting absences. Users with admin, manager, and supervisor level access can report absences on behalf of a user. See Submitting Absences for a User for more information. You can report absences from your My Schedule page. Hover over your name, then select My Schedule. Click the shift that you’d...From your Computer
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Submitting Absences for a User
Absence tracking allows users to report when they cannot work an assigned shift that takes place within the next 24 hours. Management can report absences on behalf of their employees from the scheduler or the dashboard. You can also report absences for a user from an iOS device or Android device. You must have admin, manager, or supervisor level access to report an absence on behalf of another user. You must have admin, manager, or supervisor level access to report absences for past shifts. Absence tracking can be used alongside the shift coverage options in the Scheduling Settings. See Respond to...From your Computer
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Reporting Absences
Absence tracking allows you to report when you cannot work an assigned shift that takes place within the next 24 hours. When you report an absence, the shift is removed from your schedule and management is notified. You can also report an absence from your computer or iOS device. This article walks through self-reporting absences. Users with admin, manager, and supervisor level access can report absences on behalf of a user. See Submitting Absences for Employees for more information. You can report an absence if: The setting is enabled for your workplace by your employer. The shift has to be...From your Android device
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Reporting Absences
Absence tracking allows you to report when you cannot work an assigned shift that takes place within the next 24 hours. When you report an absence, the shift is removed from your schedule and management is notified. You can also report an absence from your computer or Android device. This article walks through self-reporting absences. Users with admin, manager, and supervisor level access can report absences on behalf of a user. See Submitting Absences for Employees for more information. You can report an absence if: The setting is enabled for your workplace by your employer. The shift has to be...From your iOS device
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Checking Your Time Off Balance
Curious about how much time off you have accrued? This article walks you through checking your time off balance. Check out Edit Time Off Balances for Users if you are an admin or manager and need to make adjustments to a time off balance. You must have attendance to use time off accruals. Your workplace must be set up to with a time off accrual policy. Hover over , then select Request Time Off. Select the time off type you want to check the balance for. Your time off balance loads in the modal. From the When I Work Staff Scheduling app,...From your Computer, iOS device, Android device
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Requesting Time Off
When you need to take time off from work, use When I Work to send the request to your manager for approval. Time off can be submitted as Holiday (paid or unpaid), Personal (paid or unpaid), Sick (paid or unpaid) or any combination of these options as well as custom time off types. If you have employee access privileges, time off may be restricted based on your employer’s policies If your team uses When I Work to track time off balances, you can also check your time off balance when submitting a request. Your employer can: Turn off time off...From your Android device, iOS device, Computer
Scheduling
Printing and Exporting
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Can I Export My Data?
It is your responsibility to maintain appropriate alternate backups of your When I Work data. When I Work makes it easy to export your data by offering the following exports. Use the following instructions to export the data you need from your When I Work account: Users Job Sites Pay Period Hours Schedules Shift requests Shift templates Timesheets Time off requests AbsencesFrom your Computer
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Printing the Schedule
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...From your Computer
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Exporting Shift Requests
Exporting shift requests from your When I Work account allows you to download a spreadsheet containing your user’s swap and drop requests. Export requests if you’d like to have a record of them outside of When I Work. Check out Can I Export My Data? for more information on exporting other data from When I Work. The export contains the dates of the shift being swapped or dropped, the date the request was created, the status of the request, approval details, and acceptance details. Based on the date the request was created, When I Work keeps shift requests for one year. Hover...From your Computer
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Exporting Time Off Requests
Exporting time off requests from your When I Work account allows you to download a spreadsheet containing your user’s unpaid, paid, sick or holiday requests. Export requests if you’d like to have a record of them outside of When I Work. Check out Can I Export My Data? for more information...From your Computer
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Exporting Job Sites
Exporting job sites from your When I Work account allows you to download a spreadsheet containing each job site address, description, and assigned schedules. Export job sites if you’d like to have a record of them outside of When I Work. Check out Can I Export My Data? for more information on exporting other data from When I Work. Hover over , then select Job Sites. In the upper right corner, click Select Export Job Sites.The file downloads to your computer.From your Computer
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Exporting Absences
Exporting absences allows you to download a spreadsheet containing reported absence information. Check out Can I Export My Data? for more information on exporting other data from When I Work. As an Admin or Manager user, you can export any absence reported within the account As a Supervisor, you can only export absences for users assigned to the Schedules you manage As an Employee, you can only export your own absences As an Admin or Manager, you have access to the Reports section of the account. Head to User Access Privileges for more information on user roles. Click on the Reports button...From your Computer
Time Clock & Attendance
Introduction to Attendance
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Using the Time Tracker
If you are using both When I Work Scheduling and Attendance, the Time Tracker tool allows you to quickly compare scheduled shifts with actual clocked in hours. You can also clock your users in to their shifts from this page. Hover over Attendance, then select Time Tracker. If you have multiple schedules, Down icon select the schedule that you want to view. The Time Tracker shows shifts that are coming up and scheduled in light gray, similar to the day view within the Scheduler. However, the Time Tracker also shows actual clocked in hours, so you can see visually if...From your Computer
Time Clock & Attendance
Tracking Tips
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Reporting Your Tips
With tips tracking enabled, you are prompted to enter your tips and any relevant notes upon clocking out of your shift. You can also report your tips on an iOS device or Android device. Clock out of your shift. Enter the amount of tips you earned and any notes that would be helpful. Click Clock Out.From your Computer
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Reporting Your Tips
With tips tracking enabled, you are prompted to enter your tips and any relevant notes upon clocking out of your shift. You can also report your tips on a computer or Android device. Clock out of your shift. Enter the amount of tips you earned and any notes that would be helpful. Tap Clock Out.From your iOS device
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Reporting Your Tips
With tips tracking enabled, you are prompted to enter your tips and any relevant notes upon clocking out of your shift. You can also report your tips on a computer or iOS device. Clock out of your shift. Enter the amount of tips you earned and any notes that would be helpful. Tap Clock Out.From your Android device
Time Clock & Attendance
Clocking In and Out
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Clocking an Employee In or Out (Scheduling App)
If you’re a supervisor, manager, or admin, you can clock in or out on behalf of your employees from your Android device. You can also clock in on behalf of your employees from your computer or iOS device. If you need to clock in or out for your own shift, see Clocking In and Out from Android. If you’re a supervisor, you can only clock in or out on behalf of employees that belong to your schedule. From the When I Work Scheduling app, tap Employee Activity At the bottom of the screen, tap Clock others in or out? Tap...From your Android device
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Attendance Notices
If you are using Scheduling and Time Clock & Attendance you will have attendance notices that appear in the dashboard. These notices are there to let you know when users clock in late, forget to clock out, clock in at the wrong location, or forgot to clock in. The last seven days of attendance notices display on the dashboard. Attendance notices are generated based off of the ‘How early can employees and supervisors clock in for a shift?’ and ‘Notify users when they miss a clock in/out’ menus in the Attendance Settings. The Attendance Notices card show alerts related to...From your Computer
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Setting Up a Time Clock Terminal
A time clock terminal is a dedicated computer or mobile device at your workplace that is used solely for clocking in and out. You might set up a time clock terminal at an entrance, break room, or central location at your workplace. Users clock in and out from the terminal...From your Android device, Computer, iOS device
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Clocking an Employee In or Out (Scheduling App)
If you’re a supervisor, manager, or admin, you can clock in or out on behalf of your employees from your iOS device. You can also clock in on behalf of your employees from your computer or Android device. If you’re a supervisor, you can only clock in or out on behalf of employees that belong to your schedule. From the When I Work Staff Scheduling app, go to the dashboard. Tap User Activity. At the bottom of the screen, tap Clock others in our out. Tap beside the name of the employee that needs to be clocked in or out...From your iOS device
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Clocking an Employee In or Out
If you’re a supervisor, manager, or admin, you can clock in or out on behalf of your employees by editing their timesheets from your computer. You can also clock in on behalf of your employees from your iOS device or Android device. If you’re a supervisor, you can only clock in...From your Computer
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Enable Photo Clock In
This article covers how to enable Photo Clock In. First, you’ll need to enable it in your attendance settings, then enable it on each iOS Time Clock Terminal you want to use Photo Clock In for. Check out the Photo Clock In Reference Guide for more information about Photo Clock...From your Computer, iOS device
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Review Photo Clock In Photos
You can review all clock in and clock out photos on each iOS time clock terminal you have enabled to use Photo Clock In. Check out the Photo Clock In Reference Guide for more information about Photo Clock In. Photos are only stored in the app on the iOS device...From your iOS device
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Clocking In and Out
Clocking in and out is essential to tracking your worked hours in When I Work. There are several ways you could clock in and out, but it depends on what Management has enabled in the account settings as to what you will see. If a Time Clock Terminal has been set up by management, it will only be accessible at the location for clocking in and out. Your employer can require that you clock in at the assigned shift start time or within 5, 15, or 30 minutes of your shift. If you’re too early, you may be unable to...From your Android device, iOS device, Computer
Time Clock & Attendance
Breaks
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Take a Lunch Break
You can track your lunch breaks while you’re clocked in. These breaks are also called unpaid breaks. Check with your manager to find out if you should record your breaks in When I Work. You can also track your lunch breaks on a computer or iOS device. You must be clocked in to start a lunch break. From the When I Work Scheduling app, tap Take Lunch on the Dashboard. Tap Start Lunch to confirm. If your shift has an unpaid break entered, the length of your scheduled break appears. If you have a break entered in your scheduled shift, you will...From your Android device
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Take a Lunch Break
You can track your lunch breaks while you’re clocked in. These are also called unpaid breaks. Check with your manager to find out if you should record your breaks in When I Work. You can also track your lunch breaks on a computer or Android device. You must be clocked in to start a lunch break. From the When I Work Staff Scheduling app, tap Take Lunch on the Dashboard. Tap Start Lunch Break to confirm. If your shift has an unpaid break entered, the length of your scheduled break appears. If you have a break entered in your scheduled shift, you...From your iOS device
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Take a Lunch Break
You can track your lunch breaks while you’re clocked in. These breaks are also called unpaid breaks. Check with your manager to find out if you should record your breaks in When I Work. You can also track your lunch on an Android or iOS device. You must be clocked in to start a lunch break. Click Take Lunch. If you’re an employee, hover over Attendance, then select Take Lunch. If you’re a supervisor, manager or admin, hover over Attendance, then select Take Lunch. Click Start Break. If your shift has an unpaid break entered, the length of your scheduled break appears. A message appears to let...From your Computer
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Take a Lunch Break on a Time Clock Terminal
You can track your lunch breaks while you’re clocked in. These breaks are also called unpaid breaks. Check with your manager to find out if you should record your breaks in When I Work. You can also track your lunch breaks on a computer or Android terminal. You must be clocked in to start a lunch break. Enter your Employee ID or email address. Tap Start a Lunch Break. Tap Start Break. Enter your Employee ID or email address. Tap End Break. The length of your break appears.From your iOS device
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Take a Lunch Break on a Time Clock Terminal
You can track your lunch breaks while you’re clocked in. These breaks are also called unpaid breaks. Check with your manager to find out if you should record your breaks in When I Work. You can also track your lunch breaks on an Android or iOS terminal. You must be clocked in to start a lunch break. Enter your employee ID or email address. Click Start a Lunch Break. Click Start Break. Enter your employee ID or email address. Tap End Break. The length of your break appears.From your Computer
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Take a Lunch Break on a Time Clock Terminal
You can track your lunch breaks while you’re clocked in. These breaks are also called unpaid breaks. Check with your manager to find out if you should record your breaks in When I Work. You can also track your lunch breaks on a computer or iOS terminal. You must be clocked in to start a lunch break. Near the bottom of the screen, enter your employee ID or email address. Tap Tap Start a Lunch Break. Near the bottom of the screen, enter your employee ID or email address. Tap Tap End Break. The length of your break appears.From your Android device
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Reporting Breaks on a Time Clock Terminal
You can report on your paid breaks upon clock out. Your manager has the option to turn off paid break reporting in the account’s settings. You can also report your paid breaks on an Android or iOS terminal when set up. You will only be prompted to report on paid breaks if you have worked a minimum of 3.5 hours and unpaid breaks if you have worked a minimum of 5.5 hours. Paid breaks are recorded upon clock out. Enter your employee ID or email address. Click . Tap Yes or No to answer the prompt. If Yes, select Yes and then click Clock Out. If...From your Computer
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Reporting Breaks on a Time Clock Terminal
You can report on your breaks upon clock out. Your manager has the option to turn off break reporting in the account’s settings. You can also report your breaks on a computer or iOS terminal when set up. You will only be prompted to report on paid breaks if you have worked a minimum of 3.5 hours and unpaid breaks if you have worked a minimum of 5.5 hours. Paid breaks are recorded upon clock out. Near the bottom of the screen, enter your employee ID or email address. Tap . Tap Clock Out. Tap Yes or No to answer the prompt. If Yes, select yes and the tap Clock...From your Android device
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Reporting Breaks on a Time Clock Terminal
You can report on your paid breaks upon clock out. Your manager has the option to turn off paid break reporting in the account’s settings. You can also report your paid breaks on a computer or Android terminal when set up. You will only be prompted to report on paid breaks if you have worked a minimum of 3.5 hours and unpaid breaks if you have worked a minimum of 5.5 hours. Paid breaks are recorded upon clock out. Enter your employee ID or email address. Tap . Tap Yes or No to answer the prompt. If Yes, select Yes and tap on Clock Out. If No, select No...From your iOS device
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Reporting Breaks
You can report on your breaks upon clock out. Your manager has the option to turn off break reporting in the account’s settings. Breaks are recorded upon clock out. You will only be prompted to report on paid breaks if you have worked a minimum of 3.5 hours and unpaid breaks if you have worked a minimum of 5.5 hours Tap Clock Out on the Dashboard. Tap Yes or No to answer the prompt. If Yes, select Yes and then tap Confirm. If No, select No, fill in the required How many weren’t taken and why? field and then Confirm. You are clocked out for your shift and any missed...From your Android device
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Reporting Breaks
You can report on your breaks upon clock out. Your manager has the option to turn off break reporting in the account’s settings. Breaks are recorded upon clock out. You will only be prompted to report on paid breaks if you have worked a minimum of 3.5 hours and unpaid breaks if you have worked a minimum of 5.5 hours. Hover over Attendance, then select Clock Out. Click Yes or No to answer the prompt. If Yes, select Yes and then click Confirm. If No, select No, fill in the required How many weren’t taken and why? field and then click Confirm. You are clocked out for...From your Computer
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Reporting Breaks
You can report on your breaks upon clock out. Your manager has the option to turn off paid break reporting in the account’s settings. Breaks are recorded upon clock out. You will only be prompted to report on paid breaks if you have worked a minimum of 3.5 hours and unpaid breaks if you have worked a minimum of 5.5 hours Tap Clock Out on the Dashboard. Tap Yes or No to answer the prompt. If Yes, select Yes and then Clock Out. If No, select No, fill in the required How many weren’t taken and why? field and then Clock Out. You are clocked out for your shift and...From your iOS device
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Scheduling Breaks
Scheduling breaks allows you to communicate with your team when they should take their breaks directly within their shift. If you are out and on the go, breaks can also be added from your iOS device or Android device. They can also be saved into any new/existing Shift Templates! Break times cannot overlap with one another Break start times must exist within the time of the scheduled shift Total break duration cannot exceed total length of the scheduled shift Multiple breaks can be added; up to 100 per shift Click the [+ Add a Break] button Add the...From your Computer
Time Clock & Attendance
Working with Timesheets
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Reviewing User’s Timesheets
If you use When I Work Time Clock & Attendance to track worked hours, you can review pay periods and timesheets to monitor user’s hours and make any needed adjustments. If you notice a discrepancy in a timesheet, you can edit the timesheet to make corrections. Hover over Attendance Attendance,...From your Computer
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Reviewing and Editing Timesheets
Review timesheets to make sure worked hours are recorded properly. If you notice a discrepancy, you can edit the timesheet to correct the issue. You can also review and edit timesheets from your computer or Android phone. You must have manager or admin access privileges to edit employee timesheets for all...From your iOS device
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How Timesheet Hours Are Calculated
To ensure timesheets are consistent, When I Work uses a standard calculation method to record worked hours. When I Work uses the following rules to calculate worked hours: When a user clocks in or out, When I Work records the hour and minute. Seconds are not recorded. For example, a...From your Computer, iOS device, Android device
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Reviewing and Editing Timesheets
If you’re a supervisor, manager, or admin, you can use the When I Work Scheduling app for Android to review and edit timesheets. You can also edit timesheets from your computer or iPhone/iPad. You must have manager or admin access privileges to edit employee timesheets for all schedules. If you...From your Android device
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How Overtime is Calculated
When I Work automatically calculates overtime based on weekly and daily thresholds configured by the admin or manager. In the General Settings, there is an option to change the overtime thresholds. When I Work can calculate weekly, daily, and daily double overtime. Overtime Pay is calculated based on the hourly...From your Computer, iOS device, Android device
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Editing User’s Timesheets
If you notice a discrepancy in a user’s timesheet, you can make the necessary corrections. You can also add time off and unpaid breaks. If you’re an employee, you can edit your own timesheet if your employer has chosen to allow it. For information about how to read time entries,...From your Computer
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Approve User’s Timesheets
Timesheet approval helps keep track of which user’s timesheets have been checked for accuracy before closing out the pay period. Timesheet approval can be particularly useful for workplaces where supervisors are required to review specific timesheets before the pay period is closed out and exported. You must have admin, manager,...From your Computer
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Viewing the Timesheet Edit History
View the edit history of a particular timesheet entry to see when the entry was created, any edits made to the entry and who made the changes. You can also view the map where users clocked in and clocked out. View the edit history when you have multiple users reviewing...From your Computer
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Weighted Average Overtime
If a user works more than one position with different pay rates in the work week, When I Work calculates a user’s overtime using the weighted average wages of the positions worked. Weighted average overtime is currently only supported on weekly or every two week pay periods. Weighted average overtime is only calculated on the pay period exports. Calculate weighted average overtime by following these steps: Calculate the ratio of hours worked across all positions worked. Divide the hours worked in a certain position by the total worked hours. Find the number of overtime hours attributable to each position. Take...From your Computer, iOS device, Android device
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How Timesheet Rounding Works
The timesheet rounding option allows timesheet entries to be rounded to the nearest 5, 6, or 15 minutes to align with your payroll requirements and workplace policies. Both rounded and actual timesheet entries can be exported and rounded entries can be sent to a supported payroll integration. Enabling timesheet rounding...From your Android device, iOS device, Computer
Time Clock & Attendance
Printing and Exporting
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Printing Timesheets
You can print a user’s individual timesheet for a specific pay period. Hover over Attendance Attendance, then select Time Sheet Timesheets. Click the arrow button on the pay period menu in the top left corner to select a specific pay period to print. Click on a user’s name within the Timesheets section...From your Computer
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Exporting Timesheets
Exporting timesheets allows you to download a spreadsheet containing timesheet information. You can export timesheets for a pay period, or for a custom date range outside of your pay periods. Timesheet exports contain raw time entries and totals. Check out Can I Export My Data? for more information on exporting other data...From your Computer
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Reviewing Breaks on Timesheet Exports
Easily review unpaid lunch breaks and paid rest breaks in the timesheet export. After exporting timesheets, use the Breaks tab in the export to see details of your user’s breaks. Make sure the Breaks option is enabled in the account’s Attendance Settings. Checking the box for ‘Let users record unpaid...From your Computer
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Exporting Custom Timesheets
Custom timesheet exports allow you to download customized spreadsheets containing timesheet data. You can create this export for a custom date range outside of your pay periods. Custom timesheet exports also allow you to filter the export based on schedules, job sites, positions, and users. All timesheet exports contain raw...From your Computer
Time Clock & Attendance
Clair On-Demand Pay
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Clair On-Demand Pay Employee Adoption Guide
This article is intended to serve as a guide for how to share and help your team get started with Clair On-Demand Pay. Clair On-Demand Pay is included in the Time & Attendance product and gives users an opportunity to access their earned wages as soon as they clock out. Once On-Demand Pay is turned on in your account, users are given prompts to sign up on the dashboard and clock out screens in the When I Work mobile app. Setup is started in the When I Work web app and completed by setting up Clair. This guide gives you...From your Computer, iOS device, Android device
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Clair On-Demand Pay Manager Reference
When I Work teams up with Clair, an on-demand pay provider to offer U.S.-based users access to a portion of their earnings as soon as they clock out. Clair’s mission is to bring financial confidence to America’s hourly workforce. This integration is included in the When I Work Attendance product...From your Computer, iOS device, Android device
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Clair On-Demand Pay FAQ
On-Demand Pay means users can take wage advances based on the hours they have already completed instead of waiting for payday¹. When I Work teamed up with CLair to provide this at no cost to employers², no impact on payroll, with fee-free³ and instant options for users4. This allows users to take an advance based on their hours worked, available in the When I Work mobile app. No cost to you No changes to payroll Clair in-house support team The Clair On-Demand Pay Reference Guide is a guide for how you turn On-Demand Pay on in your When I Work...From your Computer, iOS device, Android device
Team Communication
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Communicate With Your Team
Good communication is critical for any workplace. When I Work offers several ways to communicate with your team. WorkChat allows everyone at your workplace to communicate in real time, no matter where they are. 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. Users can send WorkChat messages from your computers, iOS device, and Android device. By default, WorkChat is turned on for your workplace. You can manage WorkChat settings from your computer. Send a group email or TeamTxt when you need to send your...From your Computer, iOS device, Android device
Team Communication
Sending Emails and TeamTxt Messages
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Sending Group Emails
Using Group Emails from When I Work allows you to quickly communicate with all users, specific positions, or specific users about changes on the schedule or at the business. You can also send group emails from your computer or iPhone/iPad. You must have supervisor, manager, or admin access privileges to send a group email. Email...From your Android device
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Viewing the Email and Mobile Alert Logs
Use the Outgoing Email and Outgoing Mobile Alert logs to check if an outgoing email or SMS/push notification message was recently sent to a user. You must have manager or admin access privileges to view the log for all users. If you have supervisor privileges, you can view the log for...From your Computer
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Sending Group Emails and Text Messages
When I Work enables you to communicate with your team by sending emails and TeamTxt messages (custom text messages). The TeamTxt service enables you and your managers to send mass custom text messages to employees at any time. Use TeamTxt to send time-sensitive group SMS messages, such as meeting updates,...From your Computer
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Sending Group Emails
Using Group Emails from When I Work allows you to quickly communicate with all users, specific positions, or specific users about changes on the schedule or at the business. When I Work also allows sending group emails on the Web App and on Android. You must have admin, manager, or supervisor...From your iOS device
Team Communication
WorkChat
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Using WorkChat
WorkChat is a secure communication tool that allows you and your staff to send messages and images in real time without exchanging personal contact information. WorkChat can be further customized to fit exactly the type of communication you’d like for your staff to have access to. For example: Use in broadcast-only mode so managers can send out one-way messaging to all staff. Empower employees to start and post in custom channels to communicate with one another. You can also use WorkChat from your computer or the iPhone/iPad app. If you have manager or admin access privileges, you can manage WorkChat settings for...From your Android device
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Using WorkChat
WorkChat is a secure communication tool that allows you and your staff to send messages and images in real time without exchanging personal contact information. WorkChat can be further customized to fit exactly the type of communication you’d like for your staff to have access to. For example: Use in broadcast-only mode so managers can send out one-way messaging to all staff. Empower employees to start and post in custom channels to communicate with one another. You can also use WorkChat from your computer or the Android app. If you have manager or admin access privileges, you can manage WorkChat settings...From your iOS device
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Using WorkChat
WorkChat is a secure communication tool that allows you and your staff to send messages and images in real time without exchanging personal contact information. WorkChat can be further customized to fit exactly the type of communication you’d like for your staff to have access to. For example: Use in broadcast-only mode so managers can send out one-way messaging to all staff. Empower employees to start and post in custom channels to communicate with one another. You can also use WorkChat from the iOS app or the Android app. If you have manager or admin access privileges, you can manage WorkChat settings...From your Computer
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Communicate With Your Team
Good communication is critical for any workplace. When I Work offers several ways to communicate with your team. WorkChat allows everyone at your workplace to communicate in real time, no matter where they are. 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. Users can send WorkChat messages from your computers, iOS device, and Android device. By default, WorkChat is turned on for your workplace. You can manage WorkChat settings from your computer. Send a group email or TeamTxt when you need to send your...From your Computer, iOS device, Android device
Team Communication
Documents
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Viewing and Sharing Documents
You can view and share documents in the When I Work mobile app. You can also view and share documents from your computer or Android device. To view documents: Tap More to open the Toolbox. Tap Documents. Tap the document you want to view. Tap Close to close the document....From your iOS device
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Viewing Documents
You can view documents in the When I Work mobile app. You can also view and share documents from your computer or iPhone/iPad. From the When I Work Scheduling app, tap Menu button More. Tap Documents. Tap the document you want to view. The document opens in your device’s default viewer.From your Android device
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Viewing and Sharing Documents
You can view and share documents on the Documents page of When I Work. This article is intended for users with Supervisor or Employee level access. You can also view documents from your iPhone/iPad or Android device. To view documents: Click Document in the navigation bar. Click a document you want to...From your Computer
Reporting
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Exporting Absences
Exporting absences allows you to download a spreadsheet containing reported absence information. Check out Can I Export My Data? for more information on exporting other data from When I Work. As an Admin or Manager user, you can export any absence reported within the account As a Supervisor, you can only export absences for users assigned to the Schedules you manage As an Employee, you can only export your own absences As an Admin or Manager, you have access to the Reports section of the account. Head to User Access Privileges for more information on user roles. Click on the Reports button...From your Computer
FAQs & Reference
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Data Retention Reference
This page outlines the data retention timelines of When I Work When you have an active account or you Hibernate your account, your data is stored following these timelines We recommend exporting your data often to retain records for your business, especially prior to cancelation of your account as it may become inaccessible after Data Type Timeline* Shift Requests 1 year after submission date Time Off Requests 2 years after request date Shifts 3 years after start date of shift OpenShift Requests 3 years after start date of shift Time Entries 3 years after the start date *Note: Timelines may...From your Computer, iOS device, Android device
FAQs & Reference
FAQs
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Resetting a Forgotten Password
Follow these instructions if you forgot your password and need to create a new one. If you know your current password, you can change your password from your profile. If you’ve forgotten your password, request a password reset email. The password reset email expires after one hour. If you have...From your Computer, iOS device, Android device
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I Can’t Log In
If you’re having trouble logging into your When I Work account, follow the steps in this article to troubleshoot and get back into your account. The app displays an “Incorrect username and/or password” message at the top of the screen when you log in with the wrong email address or password. If you know which email address you used to sign up for When I Work but you’re receiving the “Incorrect username and/or password” message, you might be using the wrong password. Solution: Reset your password, then try logging in again. If you know your password but you’re receiving the...From your Computer, iOS device, Android device
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I Can’t Reset My Password
Resetting your password relies on the email address set in your When I Work profile. If your email address is incorrect in When I Work, or if you enter the wrong email address, you won’t be able to reset your password. If this happens, you need to change your email...From your Computer, iOS device, Android device
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Clear Your Cache and Cookies
Your web browser holds onto information from websites that over time could lead to loading issues. If you encounter slow or unusual performance on When I Work, clear your browser’s cache and cookies to try and resolve the issue. Performance may also be affected if you’re using a browser we...From your Computer
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Time Zone Best Practices
When I Work offers time zone settings that determine how schedules and time entries are viewed and created. This article covers best practices for Admins configuring the time zones for your workplace and users through example scenarios. For information on configuring time zone settings, see Setting Time Zones. Only users...From your Computer
FAQs & Reference
Troubleshooting Guides
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Troubleshooting Mobile Time Clocks
Overview If your users are having trouble clocking in or clocking out from the When I Work app on their iOS and Android devices, follow the steps in this article to troubleshoot and resolve the issue. Considerations You must have manager or admin access privileges to perform some troubleshooting steps in...From your Computer, iOS device, Android device
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Troubleshooting Personal Computer Time Clocks
If your users are having trouble clocking in from the When I Work web app on their personal computers, follow the steps in this article to troubleshoot and resolve the issue. You must have manager or admin access privileges to perform some troubleshooting steps in this article. If you have employee or...From your Computer
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Troubleshooting a Time Clock Terminal on a Tablet or Phone
If your users are having trouble clocking in from a time clock terminal on an iPad, iPhone, Android phone, or Android tablet, follow the steps in this article to troubleshoot and resolve the issue. If your time clock terminal is running on a computer, check out our troubleshooting article on...From your Computer, iOS device, Android device
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Troubleshooting a Time Clock Terminal on a Computer
If your users are having trouble clocking in from a time clock terminal on a desktop or laptop computer, follow the steps in this article to troubleshoot and resolve the issue. If your time clock terminal is running on a tablet or phone, check out our troubleshooting article on the subject. You must have manager or admin access privileges to perform some troubleshooting steps in this article. If you have employee or supervisor level access, you’ll have to ask for help when you get to those steps. If a user sees a “You don’t have a shift scheduled” message at clock in,...From your Computer
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Troubleshoot Users Missing in the Scheduler
If your users are listed on your Users page but do not display in the scheduler, use this guide to find the possible cause and the solution that will get you back to scheduling. You must have admin or manager access privileges to perform some troubleshooting steps in this article....From your Computer
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Troubleshooting WorkChat
Having trouble with WorkChat? Use this article to help find a solution so you can get back to communicating with your team. Your employer has the option to turn WorkChat on and off. Log into your profile via the web and click WorkChat on the toolbar to open WorkChat. A Message Staff button appears rather than a WorkChat button or the WorkChat button is missing. Solutions: If you are an admin or a manager, follow instructions on how to enable WorkChat. Try sending an email through the iOS app or Android app instead. Check out Contacting Your Employer. Clicking the WorkChat button has no response. Solution: Switch...From your Computer, iOS device, Android device
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Troubleshooting Registration
If your users are having trouble registering their profile and joining your workplace, follow the steps in this article to troubleshoot the issue. If a user is already registered, check out I Can’t Log In for log in troubleshooting steps. Users can sign up for a new profile from the...From your Computer, iOS device, Android device
FAQs & Reference
References
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Language Support
When I Work offers and supports our web and mobile applications in English. Set the device language on iOS or Android to translate the app. Platform Language Web English iOS English, Spanish, French, Italian, German Android English, Spanish, French, Italian, German The Customer Care team at When I Work provides support in English. Google Chrome Apple Safari Mozilla Firefox Microsoft EdgeFrom your Computer, iOS device, Android device
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Glossary of Terms
Absence Tracking This feature of When I Work allows employees to report when they will not be at work. Also gives supervisors, managers, and admins the option find coverage for the shift. Access Privileges A user’s Access privilege, also called ‘role,’ determines what they can see and do in When I Work. See also employee, supervisor, manager, and admin. Account ID A unique ID for the workplace account set in the General Settings that employees can use to register for your account without an invite. Admin This user is the owner of the account and in charge of billing. The admin...From your Android device, Computer, iOS device
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Supervisor Resources
Use this guide to set up your profile and get started with When I Work. This guide assumes that you have received an email or text message invite from your manager to perform this setup. Resources linked in this guide lead to articles related to use of When I Work...From your Computer, iOS device, Android device
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Photo Clock In Reference Guide
Photo Clock In enables increased accountability by using the iOS Time Clock Terminal camera to capture the face of each user that clocks in and clocks out. Photo Clock In is only available in the iOS Time Clock Terminal app. Make sure your app is up to date and your...From your Computer, iOS device
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Ramp Up for the Season – Account Reactivation Guide
This guide includes recommendations for seasonal business that need to ramp up their account for the upcoming busy season. If your account is currently hibernated, reactivate it. You must have admin access privileges in order to reactivate a hibernated account. See Reactivate Your Account. As you ramp up, Users can...From your Computer
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Shift Coverage Reference Guide
Shift coverage provides flexible scheduling options to increase employee accountability for their schedule and help ensure all of the shifts you need covered are filled. The shift coverage options include: Overlapping OpenShift pick-up – users can pick-up available OpenShifts that overlap their assigned shifts Shift release – reassigns a user’s...From your Computer, iOS device, Android device
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Customer Data Privacy Reference
When I Work takes your data privacy seriously. We limit the amount of data that is used and we operate and enforce privacy policies and data protection policies. The following is the limited set of data per user profile: Full name Email address Login name Position (job) Telephone number¹ Hourly rate¹ ¹ Optional items Review the When I Work privacy policy. Review the When I Work data protection policy. If you have a General Data Protection Regulation (GDPR) or California Consumer Privacy Act (CCPA) related request, submit a request and our Customer Care team will get it answered promptly. To...From your Computer
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Two-Step Verification Technical Reference
Two-step verification adds a second layer of security to your account by requiring another method of verification beyond your initial password. Two-step verification is a way to ensure secure access to When I Work for everyone in your organization. Any malicious access attempts to When I Work accounts require a password and an authentication code in order to succeed. When I Work offers two-step verification as a way to confirm appropriate users are performing sensitive actions in your profile or as an optional feature for your account. Once enabled, two-step verification is required at each login to When I Work....From your Computer, iOS device, Android device
FAQs & Reference
Get Help
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Contacting Us
If you need help with When I Work, you can contact our Customer Care team for assistance. You can also contact us from your computer or iOS device. When I Work offers support through tickets and live chat rather than phone assistance. Online support allows us to quickly and efficiently deliver the answers you need. We decided to keep our support online for a few reasons: We can instantly view your workplace, account activity, system details, and other information so we can troubleshoot effectively. Managing your account is a visual process. We frequently ask you to send us screenshots, videos, and links to help...From your Android device
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Contacting Us
If you need help with When I Work, you can contact our Customer Care team for assistance. You can also contact us from your computer or Android device. When I Work offers support through tickets and live chat rather than phone assistance. Online support allows us to quickly and efficiently deliver the answers you need. We decided to keep our support online for a few reasons: We can instantly view your workplace, account activity, system details, and other information so we can troubleshoot effectively. Managing your account is a visual process. We frequently ask you to send us screenshots, videos, and links to...From your iOS device
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Contacting Us
If you need help with When I Work, you can contact our Customer Care team for assistance. Our Customer Care team provides support through tickets and live chat. You can also contact us from your iOS device or Android device. When I Work offers support through tickets and live chat rather than phone assistance. Online support allows us to quickly and efficiently deliver the answers you need. We decided to keep our support online for a few reasons: We can instantly view your workplace, account activity, system details, and other information so we can troubleshoot effectively. Managing your account is a visual...From your Computer
FAQs & Reference
Product Updates
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Scheduling Breaks
Scheduling breaks allows you to communicate with your team when they should take their breaks directly within their shift. If you are out and on the go, breaks can also be added from your iOS device or Android device. They can also be saved into any new/existing Shift Templates! Break times cannot overlap with one another Break start times must exist within the time of the scheduled shift Total break duration cannot exceed total length of the scheduled shift Multiple breaks can be added; up to 100 per shift Click the [+ Add a Break] button Add the...From your Computer
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Widget for iOS
This widget surfaces the “Next Shift” information from inside the When I Work app to the main screen of an iOS device. This can be used as an alternative opening up the mobile application each time you want to see your upcoming shifts! You must have the mobile application installed to use the widget In order for your next shift information to display, you will need to be logged in to the application Minimum iOS version required: 14.0 or higher To locate your current iOS software version, follow this guide Minimum app version required: 13.2 or higher To find app...From your iOS device