Setting Up Scheduling for Your Business
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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 Business. This article describes how to set up your account from...
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Create an Additional Workplace
Multiple 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 to schedule employees. If you are looking to join an already existing workplace, check out our article...From your Computer
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Dashboard and Navigation
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Using the Dashboard
The Dashboard helps you see your upcoming shifts, see who is scheduled today, process requests, take OpenShifts, 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 Android phone. The items that appear...From your iOS device
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Using the Dashboard (Scheduling and Attendance)
The Dashboard gives you a snapshot of what’s going on in your business. You must have manager or account holder access privileges to view the Labor Forecast, Wage Forecast, Pay Period Complete, Pay Period Forecast, and Labor Cost sections of the Dashboard. Your employees must have wages set for the Time...From your Computer
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Using the Dashboard (Scheduling Only Accounts)
The Dashboard gives you a snapshot of what’s going on in your business. If you use Time Clock & Attendance with Scheduling, see the this Dashboard article instead. Today’s Schedule shows who’s working now and who will be working in the next seventeen hours. To view shift details or find a replacement,...From your Computer
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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 iPhone. The items that appear on...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 Account Holder, Manager, or Supervisor level access. If you are an Employee, check out Web App Navigation Reference for Employees. The navigation bar is the starting point for...From your Computer
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User Access
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User Access Privileges
Each user within the account can be given employee, supervisor, or manager access privileges. Also called “access levels”, these levels of access determine what users can see and do in When I Work. New users are set up as employees by default. Set a user’s access level as employee if you would like...From your Computer
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Working With Employees
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Reminding an Employee to Accept an Invite
If an employee hasn’t accepted an invite to join your workplace, you can remind the employee by sending another invite. Invites cannot be sent if an employee has already registered (accepted an invite). Green dots show to the right of employees’ names who have accepted invites. Registered employees can log...From your Computer
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Tagging Employees to Positions and Schedules
Tag employees to multiple positions or schedules at once to save time instead of tagging their positions or schedules one by one. Removing an employee from a position does not affect their scheduled shifts. If you remove an employee from a schedule: Their past shifts are hidden from the schedule....From your Computer
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Sorting Employees, Positions, and Schedules
Sorting allows you to modify the order that employees, positions, and schedules appear in When I Work. Sorting your employees allows you to modify they order they appear on the scheduler. You can sort employees by first or last name, or you can custom sort if you prefer to view...From your Computer
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Reactivating Archived Employees
If you have an employee re-joining your business, you can reactivate an archived employee to restore their previous employee profile instead of adding a new profile. When you reactivate an employee: They do not receive a notification that they’ve been reactivated. After reactivating an employee’s profile, their information repopulates in...From your Computer
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Attendance Alerts & Exempt Status
If employees 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 an employee exempt from overtime pay calculations. For example, the user is a salaried employee. Hover...From your Computer
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Add an Employee
You can use the When I Work app to add an employee from anywhere. You can also add an employee from your computer or iOS device. You must have supervisor, manager, or account holder access privileges to add an employee. From the When I Work Scheduling app, tap Menu button in the top-left corner of the...From your Android device
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Deleting an Employee
Deleting an employee removes that person from the schedule and revokes access to your workplace. You can also delete an employee from your computer or iPhone/iPad. You must have supervisor, manager, or account holder access privileges to delete an employee. Supervisors can only delete users with employee level access. Account holders and managers can delete...From your Android device
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Edit an Employee’s Information
You can edit an employee’s information at any time from the When I Work Scheduling app. You can also edit an employee from your computer or iPhone/iPad. You must have supervisor, manager, or account holder access privileges to edit an employee’s information. A registered employee’s email address cannot be changed by an account holder, manager, or supervisor...From your Android device
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Add an Employee
You can use the When I Work app to add an employee from anywhere. You can also add an employee from your computer or Android device. You must have supervisor, manager, or account holder access privileges to add an employee. From the When I Work Staff Scheduling app, tap More icon More in the bottom-right...From your iOS device
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Deleting an Employee
Deleting an employee removes that person from the schedule and revokes access to your workplace. You can also delete an employee from your computer or Android phone. You must have supervisor, manager, or account holder access privileges to delete an employee. Supervisors can only delete users with employee level access. Account holders and managers can...From your iOS device
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Edit an Employee’s Information
You can edit an employee’s details at any time from the When I Work Staff Scheduling app. You can also edit an employee from your computer or Android phone. You must have supervisor, manager, or account holder access privileges to edit an employee’s information. A registered employee’s email address cannot be changed by an...From your iOS device
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Archive an Employee
Archiving an employee removes that person from the schedule, deactivates their employee profile and revokes access to your workplace. You must have supervisor, manager, or account holder access privileges to archive an employee. Supervisors can only archive users with employee level access that are tagged to the same schedules. Account holders and managers...From your Computer
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Changing a Registered Employee’s Email Address
Once an employee has logged in to view the schedule, the email address field in their employee 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 employee will...From your Android device, Computer, iOS device
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Hiding an Employee from the Schedule
If you don’t intend to schedule an employee for shifts, you can hide the employee 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 be a supervisor, manager,...From your Computer
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Add and Edit Employees
Add your employees and manage their information to make sure their profiles are configured to fit your needs. In addition to their contact information, your employees’ profiles contains their assigned schedules, positions, and wage information. You can also edit an employee’s information from your iOS device or Android device. Supervisors can edit employees’ profiles...From your Computer
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Exporting Employees
Exporting your employees provides you with a spreadsheet containing their contact and profile information. Export your employees if you want a spreadsheet containing their information outside of When I Work, or if you need to import employees into another account. Check out Can I Export My Data? for more information...From your Computer
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View Archived Employees
If you have previously archived (deleted) an employee, you can view a list of users whose profiles are inactive along with the date they were archived. If you wish to reactivate employee profiles, see Reactivating Archived Employees. You must have account holder, manager or supervisor access privileges to view archived users. Supervisors...From your Computer
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Working With Positions
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How to Assign Different Wages For Different Positions
If an employee is paid differently based upon the position they are working, set up their hourly rate settings to make the position-based wages automatic. If you haven’t already done so, add positions and tag your employees with positions. Hover over Workplace, then select Employees Employees. Click the name of the...From your Computer
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How Favorite Positions Work
The Favorite Positions list allows you to select the positions that display in the scheduler’s positions filter. Favorite Positions are used by individual account holders, managers or supervisors to filter the positions and/or employees that you do not schedule from the scheduler for a simplified view. You must have account holder,...From your Computer
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Working With Schedules and Job Sites
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Creating and Managing Job Sites
Job sites are used if you schedule employees for shifts that are outside of the office or store. A job site might also reflect additional detail that you want to tag to a group of shifts. For example, if you operate a catering company, you might use job sites to...From your Android device
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Creating and Managing Job Sites
Job sites are used if you schedule employees for shifts that are outside of the office or store. A job site might also reflect additional detail that you want to tag to a group of shifts. For example, if you operate a catering company, you might use job sites to...From your iOS device
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Scheduling Shifts at Job Sites
Job sites help indicate a specific place or location where your employees are working away from your regular place of business. Hover over Workplace, then select Job Site Job Sites. In the top-right corner, click Add Site. Set up the job site details. Name: (Required) Enter a name for the job site. Schedule: (Required)...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 employees. 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 employees. You add shifts to a schedule. A job site is an optional way to identify a...From your Android device, Computer, iOS device
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Exporting Schedules
Exporting schedules from When I Work 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...From your Computer
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Getting the App and Logging In
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Logging In with Your Google Account
Using Google to log in to When I Work allows you to access your account with your Google account instead of logging in with an email address and password. If you don’t already have a When I Work account, register with your workplace. If your When I Work account does...From your Android device, Computer, iOS device
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Downloading the When I Work App
The When I Work apps for iPhone 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 account holder who needs to set up a time clock terminal on an iPad...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, iPhone, iPad, or Android phone. The When I Work web app supports the following internet browsers running on Windows or macOS: Google Chrome version 50 and later Firefox version 46 and later Safari version 11 and later Internet Explorer version 11 and later...From your Android device, Computer, iOS 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 view your schedule. If you used a Google email address to register with When I Work, you can use your Google account to log in. From your computer, use a supported web browser to sign...From your Android device, Computer, iOS device
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Registering With Your Workplace
Register with your workplace in When I Work to get access to your 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 your iPhone/iPad or Android phone. There are two ways to...From your Computer
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Registering With Your Workplace
Register with your workplace in When I Work to get access to your 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 iPhone or iPad. You can also join your workplace...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 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 phone. You can also join your workplace from...From your Android device
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Switching Between Accounts
Save time and switch between all associated When I Work accounts/workplaces without having to log into them individually. All Accounts must have the same email address associated between the multiple User Profiles. This article contains images of the When I Work app on an iPhone. Although the app looks slightly...From your iOS device
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Using When I Work with Multiple Workplaces
If you have multiple employers that use When I Work, you can switch between workplaces without having to log out. As an added benefit, email notifications are sent to one email address. Your email address associates you to your workplace. If you want to quickly switch between workplaces without logging...From your Android device, Computer, iOS 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. Go to the When I Work log in page. Click Third-Party Connect. Click SAML. Enter the Account ID....From your Computer
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Signing in with Your Apple ID
Using Apple to sign in to When I Work allows you to access your account with your Apple ID instead of logging in with an email address and password. If you don’t already have a When I Work account, register with your workplace. If your When I Work account does...From your Computer, iOS device
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Your Personal Profile
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Change Your Email Address
If you have a new email address, updating your email address in your When I Work profile ensures that email notifications and other messages are sent to the correct email address. You can also update your email address from your computer or iPhone. Supervisors, managers, and account holders 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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Changing 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. Type your current password in the Current Password field. Type 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. Once an image has been uploaded to the app, it cannot be removed, only replaced with a new picture. The image you upload must be...From your Computer
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Changing Your Privacy Preference
Each employee can turn their privacy settings on or off from the web app or iPhone/iPad. When privacy is turned off, your fellow coworkers can view your contact information from the Coworkers tab on the web app and mobile apps. When privacy is turned on, your coworkers can only see...From your Computer
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Updating Your Profile Settings
Your personal profile in When I Work allows you to change your password, set a profile image, set your personal information, and configure your preferences. Hover over your name, then select My Profile My Profile. Click Change Password, then enter a new password. For more information, see Changing Your Password. Click Upload...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 phone. Supervisors, managers, and account holders cannot update a registered...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 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 Android phone or iPhone/iPad. Supervisors, managers, and account holders cannot update...From your Computer
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Alerts and Notifications
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Setting Alert Preferences
Update your alert preferences to customize how you’re automatically notified by When I Work. You can also set alert preferences from your computer computer or iPhone/iPad. 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...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 phone. For each alert, you can choose how you’d like to be notified: Email: Just like it sounds—we’ll send you an email. Mobile: If you’re logged in...From your iOS device
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Viewing Notifications
The notification area 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 to see your notifications. Notifications are grouped into three sections:...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 iPhone or Android phone. 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...From your Computer
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Remove Phone Number from Blacklist
If you have previously opted out from SMS messages from When I Work, you can remove your number from the SMS blacklist and resume SMS delivery. Your phone number may have been blacklisted if you have replied STOP, UNSUBSCRIBE, CANCEL, END or QUIT to SMS messages from When I Work. Removing...From your Android device, iOS device
Account Settings
Attendance Settings
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Setting Overtime Alerts
Overtime alerts notify you when employees 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 the configured overtime thresholds in the...From your Computer
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How Paid Break Reporting Works
The paid break reporting feature allows employees to report that they have taken all of their required paid breaks during their shift. If the employee did not take their paid breaks, they can leave a note explaining why the breaks were missed for the employer’s records. Timesheet exports will highlight...From your Android device, Computer, iOS device
Scheduling
Introduction to Scheduling
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Scheduler Reference Guide
Use the Scheduler to create and manage the schedule for your workplace. You can access the Scheduler in the When I Work web app at any time by clicking the Calendar Scheduler tab at the top of the page. The schedule displays scheduled shifts, annotations, employees’ availability preferences, and approved time off. Callout...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 employees. At the most basic level, scheduling your team involves adding shifts and publishing the schedule. The When I Work schedule is made up of shifts just like any...From your Android device, Computer, iOS device
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Giving Your Team Schedule Flexibility
Giving your employees 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 employees. The availability feature allows your employees to let you know when they prefer to work and when they prefer...From your Android device, Computer, iOS device
Scheduling
Creating the Schedule
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Using Annotations
Use annotations to send your staff important information about a particular day. You can send a general announcement, let your staff know that time off isn’t allowed, or let your staff know that your business will be closed that day. You can also use annotations from your computer or Android phone....From your iOS device
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Finding a Replacement for a Shift
If your employee can’t make it to their shift, you can find a replacement to quickly find another employee who can work the shift. The first employee to accept the shift will be automatically assigned the shift to their schedule. You can also find a replacement from your iPhone or...From your Computer
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Shift History
Use Shift History to see when a shift was created, who it was assigned to, when it was published, when it was changed, when it was moved, and who completed the actions. This is very helpful when you have multiple users setting the schedule up and need to track changes....From your Computer
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Add Unpaid Breaks to Shifts
Add unpaid breaks to your employees’ 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 employees’ 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 employees, copying shifts and setting them up for specific intervals helps you save time (so you don’t have to recreate each shift individually)....From your Computer
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Setting Up Repeating Shifts
If you have a shift that regularly takes place at the same time, set it up as a repeating shift to save yourself time. A shift can repeat for up to one year. When you’re adding a shift, click Repeat Shift. From the Repeat Every menu, select how often you...From your Computer
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Deleting Shifts
If you no longer need a shift or you accidentally scheduled it, you can delete it from the schedule. If you are a supervisor, you can only delete shifts for the schedules that you belong to. A shift cannot be recovered after it is deleted. Hover over the shift you...From your Computer
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Interpreting Availability and Time Off While Scheduling
Availability preferences and time off requests help you better understand when employees can work so you can schedule them more effectively and avoid scheduling conflicts. Depending on your view of the Scheduler, employees’ 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 employees’ hours easy as you’re building the schedule. In addition to seeing total hours for all employees for a day or week, you can see an individual employee’s: Scheduled hours per day or week Max number of hours they should be scheduled per...From your Computer
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Using Annotations
Use annotations to send your staff important information about a particular day. You can send a general announcement, let your staff know that time off isn’t allowed, or let your staff know that your business will be closed that day. You can also use annotations from your computer, iPhone, or...From your Android device
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Reassigning Shifts
You might need to reassign a shift to a different employee if the originally scheduled employee can’t work the shift. If you’d prefer to offer the shift to other employees so they can volunteer to take it, use the find replacement feature instead. If you’re using day view to build...From your Computer
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Finding a Replacement for a Shift
If an employee is unable to work an assigned shift, you can offer the shift to other qualified employees. The first employee 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 Staff Scheduling app,...From your iOS device
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Finding a Replacement for a Shift
If an employee is unable to work an assigned shift, you can offer the shift to other qualified employees. The first employee 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 Scheduling app, tap...From your Android device
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Viewing Hourly Coverage in the Schedule
Viewing hourly coverage helps you better visualize how many employees you have scheduled for a particular hour throughout the day. The hourly coverage graph is only available in day view. If you prefer to schedule in week view, you can view daily total hours at the bottom of the schedule....From your Computer
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Saving Time With Scheduling Shortcuts
When I Work offers several tools that help you save time when you build the schedule. If you need to move a shift: Click and drag a shift to move it to a different employee. https://thisclicks.wistia.com/medias/snerhr7gve?embedType=iframe&videoWidth=290&wmode=transparent&volume=0 As you move the shift around, icons appear to let you know whether employees are...From your Computer
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Scheduling a Shift
If you need to schedule a shift on the go, the When I Work Scheduling app for Android has you covered. You can add a custom shift or use a shift template to save time. You can also create shifts from a computer or iPhone/iPad. From the When I Work Scheduling...From your Android device
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Scheduling a Shift
If you need to schedule a shift on the go, the When I Work Staff Scheduling app for iPhone and iPad has you covered. You can add a custom shift or use a shift template to save time. You can also create shifts from a computer or Android device. From the...From your iOS device
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Scheduling a Shift
You can add a custom shift or use a shift template to save time. If you need to schedule a shift on the go, you can create shifts from your iPhone or Android phone. Click Calendar Scheduler. Click Add to add a shift. If you’re on day or week view, click...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 an employee’s potential overtime when assigning a shift. Don’t see this feature? If you don’t see Overtime Visibility information, check your Account & Billing page to see if your account has Overtime...From your Computer
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Identifying Scheduling Conflicts
Schedule your employees more effectively in the Android app by viewing their scheduling conflicts. Conflicts occur if an employee is scheduled when they: Already have a scheduled shift Have approved time off Have indicated they’re unavailable to work When assigning a shift, the list of employees in the Assign To menu displays Alert next...From your Android device
Scheduling
Templates
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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 can also use shift templates from your computer or Android phone. You must have...From your iOS device
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Using Schedule Templates
Schedule templates allow you to create a daily or weekly schedule that is reusable. If your schedules are very similar from day to day or week to week, use a template to save time and avoid creating schedules from scratch. You may use an already existing schedule or create a...From your Computer
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Creating and Managing Shift Templates
Shift templates save you time when you need to schedule shifts that have a consistent start and end time. Instead of manually entering in custom shift details one-by-one, shift templates allow you to schedule a shift quickly and easily. You can also use shift templates from your iPhone/iPad or Android phone. You must have...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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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 can also add shift templates from your computer or iPhone/iPad. You must...From your Android 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 an employee to pick up a shift instead of assigning it to a specific person. OpenShifts are a good fit when: You want to give your employees the flexibility to pick up shifts that work best for them. Your employees’ availability is complicated, and letting...From your iOS device
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Scheduling an OpenShift
Schedule an OpenShift when you’d like an employee 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 employees view or position view on the Scheduler. You can also schedule an OpenShift from your iPhone or...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 an employee to pick up a shift instead of assigning it to a specific person. OpenShifts are a good fit when: You want to give your employees the flexibility to pick up shifts that work best for them. Your employees’ availability is complicated, and letting...From your Android device
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Offer an OpenShift to Specific Employees
When creating or editing an OpenShift, you can view all the employees who are eligible for the shift and offer the shift to specific eligible employees. Employees are eligible to pick up a shift if the employee is: Qualified for the shift based on their tagged positions. Not already scheduled...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 employees to express interest in the shift. You can then view who has requested to pick up the OpenShift and select and approve an employee to work the shift. The Shift Bidding option helps you moderate...From your Android device, Computer, iOS device
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How OpenShifts Work
Schedule an OpenShift when you’d like an employee to pick up a shift instead of assigning it to a specific person. OpenShifts are a good fit when: You want to give your employees the flexibility to pick up shifts that work best for them. Your employees’ availability is complicated, and letting...From your Android device, Computer, iOS 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 employees 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. Shift Bidding...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 employees 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. Shift...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 employees 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. Shift Bidding...From your iOS 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 employee 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...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 whether you’re scheduling shifts based on individual employees or positions. Color views determine whether the schedule is colored based on shift...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 Calendar Scheduler at the bottom of the screen. All Shifts view appears by default. All...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 or employee schedule views article. From the When I Work Scheduling app, tap Menu button in the upper-left corner of the...From your Android device
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Schedule Filtering
You can filter shifts by schedules, job sites, positions, and employees. 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 When...From your iOS device
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Schedule Filtering
You can filter shifts by schedules, job sites, positions, and employees. 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...From your Android device
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Forecast Tools
Get more insight into your budget while scheduling using the forecast tools. Track the sales and hours budget for your schedules to ensure you have the right coverage and are within your labor budget. Use the forecast data import function to quickly enter sales and hours information across time. This...From your Computer
Scheduling
Using Availability
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Editing an Employee’s Availability
Availability preferences let you know when an employee prefers to work. You might need to edit an employee’s availability yourself if the employee communicates preferences to you outside of When I Work. You can also edit an employee’s availability preferences from your computer or Android phone. You must have supervisor, manager, or...From your iOS device
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Viewing Employee Availability
Employees’ 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 employees at a time when they have a conflict or prior engagement. You must have supervisor, manager, or account holder access privileges to view employees’ availability....From your iOS device
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Editing an Employee’s Availability
Availability preferences let you know when an employee prefers to work. You might need to edit an employee’s availability yourself if the employee communicates preferences to you outside of When I Work. You can also edit an employee’s availability preferences from your iPhone or Android phone. You must have supervisor, manager, or...From your Computer
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Setting Your Availability
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. You can also set your availability preferences from your computer or Android phone. Your availability is a preference that your employer...From your iOS device
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Setting Your Availability
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. You can also set your availability preferences from your computer or iPhone. Your availability is a preference that your employer can take...From your Android device
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Setting Your Availability
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. You can also set your availability preferences from your iPhone or Android phone. Your availability is a preference that your employer can...From your Computer
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Editing an Employee’s Availability
Availability preferences let you know when an employee prefers to work. You might need to edit an employee’s availability yourself if the employee communicates preferences to you outside of When I Work. You can also edit an employee’s availability preferences from your computer or iPhone. You must have supervisor, manager, or account holder access...From your Android device
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 account holder access privileges, you can schedule and monitor tasks from your computer. You must be scheduled to work to view and...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 account holder access privileges, you can add, schedule, and assign tasks from your computer. You must be scheduled to work to view and...From your Android device
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How Task Lists Work
Use Task Lists to let your employees 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. Your account must be on the Scheduling Pro plan to use Task Lists. See Switching to a...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 employee working that day can complete the tasks or specific tasks can be assigned to an employee. Team task lists are for activities or duties that are completed collaboratively by the employees working that day. To...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 employees. 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 an employee. When a team task is assigned to someone, it is their responsibility to complete. Before you begin, review How Tasks Work to learn about the difference between Shift Tasks and Team Tasks....From your Computer
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Monitoring Tasks
You can monitor employee’s team and shift task completion and mark tasks complete from your computer. Team tasks can also be monitored from your Android or iOS app. Monitor employee’s daily tasks from the Dashboard or from the Scheduler. Use the Dashboard Dashboard to monitor tasks and mark them complete....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 employee 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 employees. 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 employee’s team task completion and mark tasks complete from your mobile device. Tasks can also be monitored from the web app or on the Android app. Only Team Tasks can be tracked from the iOS app. See more about Team Tasks versus Shift Tasks in How Tasks Work...From your iOS device
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Monitoring Tasks
You can monitor employee’s team task completion and mark tasks complete from your mobile device. Tasks can also be monitored from the web app or on the iOS app. Only Team Tasks can be tracked from the Android app. See more about Team Tasks versus Shift Tasks in How Tasks Work or monitor Shift Tasks on...From your Android 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 employees know. Publishing the schedule alerts your employees 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...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...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 employee. When you unpublish a shift, the assigned employee can no longer see it and the employee is not notified. However, the shift is...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 your employees 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...From your Computer
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Minimizing Publish Notifications
If you want to avoid sending your employees 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...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 employee. When you unpublish a shift, the assigned employee can no longer see it and the employee is not notified. However, the shift is...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 employee. When you unpublish a shift, the assigned employee can no longer see it and the employee is not notified. However, the shift is...From your iOS device
Scheduling
Processing Employee Requests
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Processing Shift Requests
When employees 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 account holder access privileges to process employee requests....From your iOS device
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Process Shift Requests
When employees request to swap/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 account holder access privileges to process employee requests. If you’re...From your Computer
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Processing Shift Requests
When employees 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 account holder access privileges to process employee requests. If...From your Android device
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Process Time Off Requests
When employees 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 account holder access privileges to process employee requests. If you’re a supervisor,...From your Computer
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Processing Time Off Requests
When employees 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 account holder access privileges to process employee requests. If you’re a supervisor,...From your iOS device
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Processing Time Off Requests
When employees 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 account holder access privileges to process employee requests. If you’re a supervisor, you...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 Android device, Computer, iOS 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 Android device, Computer, iOS 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 account holder access privileges to process employee requests. If you’re a supervisor, you can...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 account holder access privileges to process employee requests. If you’re a supervisor, you can...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 account holder access privileges to process employee requests. If you’re a supervisor, you can only process...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
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...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...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...From your Android device, iOS 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...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...From your Computer
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Using Shift Confirmation
Shift confirmation is a verification measure that lets you know if your employees have seen their shifts. Employees that confirm their shifts know that they’re responsible to work. Shift confirmation is required by default. If you have manager or account holder access privileges, you have the option to turn it...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,...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...From your Android device, 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 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...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 employees 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....From your Computer
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Requesting Time Off
When you need to take time off from work, use the When I Work Scheduling app for Android to send the request to your manager for approval. Time off can be submitted as unpaid, paid (PTO), sick, or holiday. You can also request time off from your computer or iPhone/iPad. If...From your Android device
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Swapping and Dropping Shifts
If you’re unable to work one of your shifts, you can give it to one of your coworkers (drop the shift) or trade shifts with one of your coworkers (swap shifts). You can also drop and swap shifts from your computer or iPhone/iPad. Your employer has the option to...From your Android device
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Swapping and Dropping Shifts
If you’re unable to work one of your shifts, you can give it to one of your coworkers (drop the shift) or trade shifts with one of your coworkers (swap shifts). You can also swap shifts from your computer or Android phone. Your employer has the option to disable shift swaps and...From your iOS device
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Requesting Time Off
When you need to take time off from work, use the When I Work Staff Scheduling app for iPhone and iPad to send the request to your manager for approval. Time off can be submitted as unpaid, paid (PTO), sick, or holiday. You can also request time off from your computer...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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Swapping and Dropping Shifts
If you’re unable to work one of your shifts, you can give it to one of your coworkers (drop the shift) or trade shifts with one of your coworkers (swap shifts). You can also swap shifts from your iPhone/iPad or Android phone. Your employer has the option to disable shift swaps and...From your Computer
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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 unpaid, paid (PTO), sick, or holiday. You can also request time off from your iPhone/iPad or Android phone. If you have employee access privileges, time...From your Computer
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Accept Shift Swap and Drop Requests
If one of your coworkers invites you to trade shifts (swap) or take a shift (drop), accept the request from the When I Work Staff Scheduling app on your iOS device. You can also accept swap and drop requests from your computer or Android device. By default, When I Work sends you...From your iOS device
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Accept Shift Swap and Drop Requests
If one of your coworkers invites you to trade shifts (swap) or take a shift (drop), you can accept the request from your computer. You can also accept swap and drop requests from your iOS device or Android device. If you are eligible to take or trade shifts: We’ll send you an...From your Computer
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Accept Shift Swap and Drop Requests
If one of your coworkers invites you to trade shifts (swap) or take a shift (drop), you can accept the request from the When I Work Scheduling app on your Android device. You can also accept swap and drop requests from your computer or iOS device. By default, When I Work sends you...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 employee 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 Android device, Computer, 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 an employee from the list of interested employees to assign the shift. You can also request to work OpenShifts from an Android device or iOS device. From the Dashboard Dashboard or My...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 an employee from the list of interested employees to assign the shift. You can also request to work OpenShifts from the web app or an Android device. From...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 an employee from the list of interested employees to assign the shift. You can also request to work OpenShifts on the web app or an iOS device. From...From your Android device
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Shift Coverage Reference Guide
If you’re unable to work one of your shifts, you can give it to one of your coworkers (shift drop), trade shifts with one of your coworkers (shift swap), or release the shift and make it an OpenShift (shift release). New Experience We are currently rolling out the new Shift...From your Android device, Computer, iOS device
Scheduling
Printing and Exporting
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Can I Export My Data?
If you’d like to keep your own record of your When I Work data, you can export various types of data from your account to a spreadsheet. Use the following instructions to export the data you need from your When I Work account: Employees Job Sites Pay Period Hours Schedules...From your Computer
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Printing the Schedule
You may need to print schedules for employees that do not have access to a computer or mobile phone. Two types of printing are available: Multiple employees (day, week, or month) Single employee (week) We strongly recommend that employees 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 employees’ 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...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 employees’ unpaid, paid (PTO), 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...From your Computer
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Export Job Sites
Exporting job sites from your When I Work account allows you to download a spreadsheet containing each job site’s address, description, and tagged schedules. Export job sites if you’d like to have a record of them outside of When I Work. Hover over Workplace, then select Job Site Job Sites. In...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 employees in to their shifts from this page. Hover over Attendance Attendance, then select Time Tracker Time Tracker. If...From your Computer
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Tracking Scheduled Employees
If you are using both When I Work Scheduling and Attendance, the Also Working section on your mobile dashboard allows you to quickly view who is scheduled and who is clocked in or clocked out. You can also clock employees in and out from this page on both the Android...From your Android device, iOS device
Time Clock & Attendance
Clocking In and Out
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Clocking In and Out
If your workplace allows mobile clock in, you can clock in and out from the When I Work Staff Scheduling app on your iPhone or iPad. You can also clock in and out from your Android phone. Your employer has the option to require that you clock in no more than...From your iOS device
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Clocking In and Out
If your workplace allows mobile clock in, you can clock in and out from the When I Work Scheduling app on your Android phone. You can also clock in and out from your iPhone. Your employer has the option to require that you clock in no more than 5, 15, or...From your Android device
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Clocking an Employee In or Out (Scheduling App)
If you’re a supervisor, manager, or account holder, you can clock in or out on behalf of your employees from your Android phone. You can also clock in on behalf of your employees from your computer or iPhone/iPad. If you need to clock in or out for your own shift,...From your Android device
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Attendance Notices
If you are using Scheduling + Attendance you will have attendance notices that appear in the dashboard. These notices are there to let you know when employees clock in late, forget to clock out, clock in at the wrong location, or forgot to clock in. Each notice represents different information...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 place of business. Employees clock in and out from the...From your Android device, Computer, iOS device
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Clocking In and Out
If your employer allows, you can clock in and out while you’re logged in to the When I Work web app from a work computer. If you don’t see the option to clock in, your employer may have turned off the work computer time clock feature. Your employer can require that you clock in...From your Computer
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Clocking an Employee In or Out (Scheduling App)
If you’re a supervisor, manager, or account holder, you can clock in or out on behalf of your employees from your iPhone or iPad. You can also clock in on behalf of your employees from your computer or Android phone. If you’re a supervisor, you can only clock in or...From your iOS device
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Clocking an Employee In or Out
If you’re a supervisor, manager, or account holder, 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 iPhone or Android phone. If you’re a supervisor, you can only clock in...From your Computer
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Clocking In and Out From a Time Clock Terminal
A time clock terminal is a device at your workplace that is used solely for clocking in and out. If your employer has set up a terminal on a computer, perform these steps to clock in and out. If your employer has set up a terminal on a different type of...From your Computer
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Clocking In and Out From a Time Clock Terminal
A time clock terminal is a device at your workplace that is used solely for clocking in and out. If your employer has set up a time clock terminal on an iOS device, perform these steps to clock in and out. If your employer has set up a terminal on a...From your iOS device
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Clocking In and Out From a Time Clock Terminal
A time clock terminal is a device at your workplace that is used solely for clocking in and out. If your employer has set up a terminal on an Android phone or tablet, perform these steps to clock in and out. If your employer has set up a terminal on a...From your Android device
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Photo Clock In Reference Guide (Beta)
Photo Clock In enables increased accountability by using the iOS Time Clock Terminal camera to capture the face of each employee that clocks in and clocks out. Beta Photo Clock In is currently in a closed Beta. Watch Product News for more information about a public release. Photo Clock In...From your Computer
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Enable Photo Clock In on the Time Clock Terminal (Beta)
This article covers how to enable Photo Clock In on an iOS Time Clock Terminal. Check out the Photo Clock In Reference Guide for more information about Photo Clock In. Beta Photo Clock In is currently in a closed Beta. Watch Product News for more information about a public release. Photo...From your iOS device
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Review Photo Clock In Photos (Beta)
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. Beta Photo Clock In is currently in a closed Beta. Watch Product...From your iOS device
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Clocking In and Out With Photo Clock In (Beta)
This article covers how to clock in and clock out using Photo Clock In on the <app>. Check out the Photo Clock In Reference Guide for more information about Photo Clock In. Beta Photo Clock In is currently in a closed Beta. Watch Product News for more information about a...From your iOS device
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 must be clocked in to start a lunch break. From the When I Work Scheduling...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 must be clocked in to start a lunch break. From the When I Work Staff Scheduling...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 must be clocked in to start a lunch break. Click Take Lunch. If you’re an...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 must be clocked in to start a lunch break. Enter your Employee ID or email...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 must be clocked in to start a lunch break. Enter your employee ID or email address....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 must be clocked in to start a lunch break. Enter your Employee ID or email address....From your Android device
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Reporting Paid 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. Paid breaks are recorded upon clock out. Enter your employee ID or email address. Click Right. Tap Yes or No to answer the prompt. If Yes, skip to step 4. Tap How...From your Computer
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Reporting Paid 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. Paid breaks are recorded upon clock out. Enter your employee ID or email address. Tap Right. Tap Yes or No to answer the prompt. If Yes, skip to step 4. Tap How many...From your Android device
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Reporting Paid 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. Paid breaks are recorded upon clock out. Enter your employee ID or email address. Tap Right. Tap Yes or No to answer the prompt. If Yes, skip to step 4. Tap How many...From your iOS device
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Reporting Paid Breaks
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. Paid breaks are recorded upon clock out. Tap Clock Out on the Dashboard. Tap Yes or No to answer the prompt. If Yes, skip to step 4. Tap How many weren’t taken...From your Android device
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Reporting Paid Breaks
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. Paid breaks are recorded upon clock out. Hover over Attendance Attendance, then select Clock In Clock Out. Tap Yes or No to answer the prompt. If Yes, skip to step 4. Tap How...From your Computer
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Reporting Paid Breaks
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. Paid breaks are recorded upon clock out. Tap Clock Out on the Dashboard. Tap Yes or No to answer the prompt. If Yes, skip to step 4. Tap How many weren’t taken...From your iOS device
Time Clock & Attendance
Working with Timesheets
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Reviewing Employees’ Timesheets
If you use When I Work Time Clock & Attendance to track employee time, you can review pay periods and timesheets to monitor employees’ 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, then select...From your Computer
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Reviewing and Editing Timesheets
Review employees’ timesheets to make sure their hours are recorded properly. If you notice a discrepancy, you can edit the timesheet to correct the issue. You can also review and edit employee timesheets from your computer or Android phone. You must have manager or account holder access privileges to edit...From your iOS device
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How Timesheet Hours Are Calculated
To ensure employee timesheets are consistent, When I Work uses a standard calculation method to record employee hours. As of November 9, 2016, When I Work uses the following rules to calculate employees’ hours: When an employee clocks in or out, When I Work records the hour and minute. Seconds...From your Android device, Computer, iOS device
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Reviewing and Editing Timesheets
If you’re a supervisor, manager, or account holder, you can use the When I Work Scheduling app for Android to review and edit your employees’ timesheets. You can also edit employee timesheets from your computer or iPhone/iPad. You must have manager or account holder access privileges to edit employee timesheets for...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 your employer. Your employer has the option to change the overtime thresholds. When I Work has the ability to calculate weekly, daily, and daily double overtime. The overtime pay rate multiplier applies to the hourly wage for...From your Android device, Computer, iOS device
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Editing Employees’ Timesheets
If you notice a discrepancy in an employee’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 Employees’ Timesheets
Timesheet approval helps keep track of which employees’ 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 employee timesheets before the pay period is closed out and exported. The account holder and...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 an employee works more than one position with different pay rates in the work week, When I Work calculates an employee’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...From your Android device, Computer, iOS device
Time Clock & Attendance
Printing and Exporting
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Printing Timesheets
You can print an employee’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 an employee’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 your employee’s 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 employee’s breaks. Make sure the Breaks option is enabled in the account’s Attendance Settings. Checking the box for ‘Let employees...From your Computer
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 Employees, Specific Positions, or Specific Employees 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 account holder access privileges to send a group 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 account holder access privileges to view the log for all users. If you have supervisor privileges, you can view the log...From your Computer
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Sending Group Emails and Text Messages
When I Work enables you to communicate with your employees 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 Employees, Specific Positions, or Specific Employees 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 Account Holder, Manager, or...From your iOS device
Team Communication
WorkChat
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Using WorkChat
Use WorkChat to communicate with your coworkers in real time without exchanging personal contact information. 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. You can also use WorkChat from your computer or the iPhone/iPad app. If you...From your Android device
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Using WorkChat
Use WorkChat to communicate with your coworkers in real time without exchanging personal contact information. 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. You can also use WorkChat from your computer or the Android app. If...From your iOS device
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Using WorkChat
Use WorkChat to communicate with your coworkers in real time without exchanging personal contact information. 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. You can also use WorkChat from the iPhone/iPad app or the Android app. If...From your Computer
Team Communication
Documents
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Communicating With Your Team
Good communication is critical for any business. When I Work offers several ways to communicate with your team. WorkChat allows everyone at your business 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...From your Android device, Computer, iOS device
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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. To view documents: Tap Menu button to open the Toolbox. 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
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, use one of our apps to request a password reset email. The password reset email expires...From your Android device, Computer, iOS 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...From your Android device, Computer, iOS 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 Android device, Computer, iOS device
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Clearing 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
This article covers best practices for setting the time zone for your workplace, as well as scenarios where custom time zones are needed. Only the Account Holder can change the account time zone. Your workplace is set for a single time zone in account settings. By default, all users are...From your Computer
FAQs & Reference
Troubleshooting Guides
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Troubleshooting Mobile Time Clocks
If your employees are having trouble clocking in from the When I Work app on their iPhones and Android phones, follow the steps in this article to troubleshoot and resolve the issue. You must have manager or account holder access privileges to perform some troubleshooting steps in this article. If you have...From your Android device, Computer, iOS device
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Troubleshooting Personal Computer Time Clocks
If your employees 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 account holder access privileges to perform some troubleshooting steps in this article. If you have employee...From your Computer
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Troubleshooting a Time Clock Terminal on a Tablet or Phone
If your employees 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 Android device, Computer, iOS device
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Troubleshooting a Time Clock Terminal on a Computer
If your employees 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....From your Computer
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Troubleshoot Employees Missing in the Scheduler
If your employees are listed on your Employees 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 account holder or manager access privileges to perform some troubleshooting steps in this...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 WorkChat on the toolbar to open WorkChat. A Message Staff...From your Android device, Computer, iOS 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...From your Android device, Computer, iOS device
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Glossary of Terms
Access privileges Access privileges, also called ‘access levels’ determines what users can see and do in When I Work. See also employee, supervisor, manager, and account holder. Account holder The user that is the owner of the account and in charge of billing. The account holder has complete access to all...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 Android device, Computer, iOS device
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Enable TLS v1.2 on Your Web Browser
Access to When I Work requires a TLS v1.2 compliant web browser. If you’re unsure of your web browser’s compatibility, run this tool to check, and also check out the TLS v1.2 Reference article. Mac OS X version 10.9 and later is already compatible with TLS v1.2. No browser updates are required...From your Computer
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Transport Layer Security (TLS) v1.2 Reference
When I Work strives to comply with industry standard best practices that ensure your data stays private and secure. A TLS v1.2 compliant version of your web browser or mobile app is required to connect to When I Work. If your web browser or mobile app is not compliant, you...From your Android device, 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 account holder access privileges in order to reactivate a hibernated account. See Reactivate Your Account. As you ramp up, Users...From your Computer
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 iPhone/iPad. When I Work offers support through tickets and live chat rather than phone assistance. Online support allows us to quickly and efficiently deliver the...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 phone. When I Work offers support through tickets and live chat rather than phone assistance. Online support allows us to quickly and efficiently...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 our iPhone/iPad or Android apps. When I Work offers support through tickets and live chat rather...From your Computer
FAQs & Reference
Product News
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12 Ways You Can Use Your When I Work Account to Navigate COVID-19
In these uncertain times, When I Work is dedicated to ensuring that you and your team feel supported and are equipped to adapt to rapid changes you may be experiencing. With this in mind, we would like to take a moment to highlight ways in which When I Work can...From your Android device, Computer, iOS device
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Printing Enhancements Release Notes
Browser printing of the Scheduler has been enhanced to provide a better end-user experience. Filters applied to the Scheduler prior to printing are respected on the print out. Additional Print Options have been added. You can now show: Annotations OpenShifts Unscheduled Employees Check out Printing the Schedule for more detailed...From your Computer