Setting Up Scheduling for Your Business
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Getting Started
Setting Up When I Work for Your Business
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This article describes how to make and publish your first schedule from a computer. While you can also use your mobile device (iPhone, iPad, or Android phone) to start scheduling, we recommend using a computer because the extra screen size greatly speeds up the process. If you’re an employee and...
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Glossary of Terms
Access privileges Access privileges determine 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 account settings. See...From your Android phone, Computer, iPhone or iPad
Getting Started
Joining Your Workplace
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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 iPhone or iPad
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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 a computer. You can also join your workplace from your...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 Android phone. You can also join your workplace from...From your Android phone
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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 iPhone or iPad
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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 phone, Computer, iPhone or iPad
Getting Started
Getting the App and Logging In
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Downloading the When I Work App
Our mobile apps for iPhone, iPad, and Android are the best way to get the schedule on the go! All of our mobile apps are free to download and use. From your iPhone or iPad, tap this link or search for “When I Work” in the App Store. Make sure...From your Android phone, Computer, iPhone or iPad
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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’re a supervisor, manager, or account holder and you need to invite employees to register, see Adding, Inviting, and Registering Employees. From your computer, use a supported web browser to sign in to...From your Android phone, Computer, iPhone or iPad
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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 9 and later Internet Explorer version 10* and later *Support...From your Android phone, Computer, iPhone or iPad
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Google Login
Using Google+ to login allows you to use your google account credentials to login. This means that you don’t need to setup a separate email and password to log into your When I Work account. Also, if you use Google+ to login you will have to use to log into...From your Android phone, Computer, iPhone or iPad
Managing Your Account and Billing
Managing Account Settings
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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 our iPhone/iPad or Android mobile apps. Our Customer Care team is available during these hours: Monday through Friday: 7 A.M. to 8 P.M. Central Time (12:00 to 1:00 UTC). Saturday and...From your Computer
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Exporting Data
You can export data about your employees, requests, and schedules to an Excel file to keep for your records. To export your employees’ data, go the Gear icon and select Employees. From the Employees page, click Export Employees from the More Options icon (box with three dots) to download a...From your Computer
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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. Our Customer Care team is available during these hours: Monday through Friday: 7 A.M. to 8 P.M. Central Time (12:00 to 1:00 UTC). Saturday and...From your iPhone or iPad
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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. Our Customer Care team is available during these hours: Monday through Friday: 7 A.M. to 8 P.M. Central Time (12:00 to 1:00 UTC). Saturday and Sunday: 9...From your Android phone
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Language Support
When I Work offers and supports our web and mobile applications in English. Platform Language Web English iOS English, Spanish¹ Android English ¹If you set your iPhone or iPad language to Spanish, the When I Work app translates to Spanish. The Customer Care team at When I Work provides support...From your Android phone, Computer, iPhone or iPad
Scheduling Your Team
Introduction to Scheduling
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Scheduler Reference Guide
Use the Scheduler to create and manage the schedule for your workplace. You can access the Scheduler in the When I Work web app at any time by clicking the Scheduler tab at the top of the page. The schedule displays scheduled shifts, annotations, employees’ availability preferences, and approved time off....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 the shift to move it to a new time or employee. Click and drag a shift to move it to a different employee. As you...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 phone, Computer, iPhone or iPad
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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 phone, Computer, iPhone or iPad
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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. Schedules are also known as locations. At the most basic level, a schedule is a way to group employees. A schedule might represent...From your Android phone, Computer, iPhone or iPad
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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 phone, Computer, iPhone or iPad
Scheduling Your Team
Scheduling Shifts
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Scheduling Shifts by Employee
If you prefer to think about schedule coverage based on who will be working, use employees view to build the schedule. If you prefer to schedule shifts based on which positions need to be filled, you can add shifts from positions view. Before you start adding shifts, we recommend that you...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. To create a repeating shift, click on a cell on the Scheduler. Create a custom shift or choose from one of your shift templates. Select the...From your Computer
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Scheduling Shifts by Position
If you prefer to think about schedule coverage based on which positions need to be filled, use positions view to build the schedule. If you prefer to schedule shifts based on who will be working, you can add shifts from employees view. Positions view is available for non-legacy plans, and does...From your Computer
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Tracking Overtime While Scheduling
To help track overtime, you can set the Max Hours for each employee within their employee profiles. See Managing Employees for more information on how to set that up. Once you set the Max Hours for an employee, you will see that number appear under your employees’ names on the...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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Adding Unpaid Breaks into the Schedule
For Labor Budget calculations, you can enter in an unpaid break into any shift on the Scheduler. Unpaid beaks are in decimal format, meaning that entering in “0.5” is a half hour break, and “1” is a one hour break. If you are also using Time Clock & Attendance feature, the Unpaid Breaks...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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Creating a Custom Shift
Create a custom shift when you need to add a unique shift that doesn’t match one of your regularly occurring shifts. You can also add custom shifts from a computer or iPhone/iPad. You must have supervisor, manager, or account holder access privileges to add shifts to the schedule. Open the When I...From your Android phone
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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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Create a Custom Shift
Creating Custom Shifts when your schedule contains irregular start/end times to shifts. This provides flexibility when adding shifts to your schedule! You can also add custom shifts from your computer or Android phone. You must have supervisor, manager, or account holder access privileges to add a shift. This article contains images of the...From your iPhone or iPad
Scheduling Your Team
Speeding Up Scheduling With Templates
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Shift Templates Versus Custom Shifts
There are two ways that you can create shifts on your schedule: Shift templates (formerly called shift blocks) Custom shifts Regular shifts on the schedule are what we call shift templates. Shift templates are easily accessible shifts that you use all the time. Adding shift templates gives you the convenience...From your Computer
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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, Modifying, and Deleting Shift Templates
Shift templates (formerly called shift blocks) save you time when you need to schedule shifts that have a consistent start and end time. Instead of manually entering in custom shifts 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...From your Computer
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Creating, Modifying, and Deleting Shift Templates
Shift templates (formerly called shift blocks) save you time when you need to schedule shifts that have a consistent start and end time. Instead of manually entering in custom shifts details one-by-one, shift templates allow you to schedule a shift quickly and easily. You can also add shift templates from your computer...From your Android phone
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Scheduling with Shift Templates
Use shift templates to quickly add standard shifts to the schedule. Shift templates (formerly called shift blocks) save you time when you need to schedule shifts that have a consistent start and end time. Instead of manually entering in custom shifts details one-by-one, shift templates allow you to schedule a shift quickly...From your Android phone
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Scheduling with Shift Templates
Use shift templates to quickly add standard shifts to the schedule. Shift templates (formerly called shift blocks) save you time when you need to schedule shifts that have a consistent start and end time. Instead of manually entering in custom shifts details one-by-one, shift templates allow you to schedule a shift quickly...From your iPhone or iPad
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Creating, Modifying, and Deleting Shift Templates
Shift templates (formerly called shift blocks) save you time when you need to schedule shifts that have a consistent start and end time. Instead of manually entering in custom shifts 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...From your iPhone or iPad
Scheduling Your Team
Empowering Employees With Flexible Scheduling
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Scheduling an OpenShift (Open Scheduling)
Schedule an OpenShift when you’d like a qualified 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...From your Computer
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Interpreting Availability on the Schedule
View your employees’ Availability preferences and Time Off as you create the schedule. In employees view, the scheduler displays employees’ availability in the corner of each cell. In positions view, the scheduler displays employees’ availability only if you schedule a shift that conflicts with an availability preference. A green flag...From your Computer
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Finding a Replacement for a Shift
If your employee can’t make it to their shift, use the Shift Alert feature to quickly find a replacement. The first employee to accept the shift will be automatically assigned the shift to their schedule. You can initiate this from the Dashboard or from the Scheduler. You can also find...From your Computer
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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 iPhone or iPad
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Scheduling an OpenShift (Open Scheduling)
Schedule an OpenShift when you’d like a qualified 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...From your iPhone or iPad
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Scheduling an OpenShift (Open Scheduling)
Schedule an OpenShift when you’d like a qualified 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...From your Android phone
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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 phone
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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. Make sure the When I Work Staff Scheduling...From your iPhone or iPad
Scheduling Your Team
Maximizing Your Productivity With Schedule Views
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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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Schedule Views
Changing your view of the schedule helps you better visualize upcoming shifts. The Scheduler supports 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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Viewing Labor Costs While Scheduling
View how much is being spent on labor costs as you schedule and also input projected sales to get a labor expenses to projected sales ratio. By default, supervisors can view and edit projected sales but cannot view daily labor cost. To let a supervisor to see labor costs, allow...From your Computer
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Schedule Views
The When I Work Staff Scheduling app allows you to view the schedule by date, assigned employee, position, location, and job site. Use these options to verify that you have full schedule coverage. If you have employee access privileges, check out our employee schedule views article. Make sure the When I...From your iPhone or iPad
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Schedule Filtering
Whether you prefer to schedule in employee view or positions view, you can filter your schedule to quickly view coverage for particular positions or job sites. Instead of viewing your entire schedule, filtering allows you to narrow your schedule down to the shifts you want to see. Use the Positions menu...From your Computer
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Schedule Views
The When I Work Scheduling app for Android allows you to view your personal schedule and manage the full 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 top-left corner of the screen, then tap...From your Android phone
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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
Scheduling Your Team
Sending the Schedule to Your Team
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Shift Acknowledgment
Shift acknowledgement is a verification measure that helps managers and supervisors ensure that users have seen their scheduled shifts. Use shift acknowledgement to better communicate shifts with your employees and ensure accountability. When an user acknowledges a shift, it means that he or she knows about the shift. It does...From your Computer
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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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Deleting Shifts
If you no longer need a shift or you accidentally scheduled it, you can delete it from the schedule. To delete a shift, you must be a supervisor, manager, or account holder. If you are a supervisor, you can only delete shifts for the locations that you belong to. A...From your Computer
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Publishing the Schedule
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 iPhone or iPad
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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 phone
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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 phone
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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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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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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 iPhone or iPad
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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
Scheduling Your Team
Responding to Employee Requests
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Processing Requests
When employees request time off or ask to swap/drop a shift, you can use the When I Work web app to process the requests from your computer. You can also process requests from your iPhone or Android phone. You must have supervisor, manager, or account holder access privileges to process employee...From your Computer
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Viewing Time Off Totals
Year-to-date time off totals allow you to see how much paid time off you’ve taken from January 1st to the current date. The year-to-date total includes PTO, sick, and holiday time off. Year-to-date totals are only accessible through the When I Work web app. Year-to-date totals include past and present...From your Computer
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Statuses for Employee Requests
Every request made by a manager or an employee, whether the request is for Time off, a Shift Swap/Drop, or a Shift Alert, will have a status. Here are the definitions of the statuses you may find when moderating: Status Description Pending/New The request is waiting for approval from management. Waiting...From your Android phone, Computer, iPhone or iPad
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Processing Requests
When employees request time off or ask to swap/drop a shift, you can use the When I Work Staff Scheduling app to process the requests from your iPhone. You must have supervisor, manager, or account holder access privileges to process employee requests. If you’re a supervisor, you can only process requests...From your iPhone or iPad
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Processing Requests
When employees request time off or ask to swap/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...From your Android phone
Tracking Employee Time
Setting Up Time Clocks
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Setting Up a Fixed Time Clock Terminal
Setting up a fixed time clock terminal on a computer or mobile device allows it to become a clock in station for all of your employees. You must have supervisor, manager, or account holder access privileges to set up a fixed time clock terminal. If you have supervisor privileges, you are allowed to...From your Android phone, Computer, iPhone or iPad
Tracking Employee Time
Working With Timesheets and Pay Periods
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How Time Sheet Hours Are Calculated
To ensure employee time sheets 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....From your Android phone, Computer, iPhone or iPad
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Reviewing Employees’ Time Sheets
If you use When I Work Time Clock & Attendance to track employee time, you can review pay periods and time sheets to monitor employees’ hours and make any needed adjustments. If you notice a discrepancy in a time sheet, you can edit the time sheet to make corrections. From your computer,...From your Computer
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How Overtime is Calculated
When I Work automatically calculates overtime based on weekly and daily thresholds configured by your employer. 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 the position you’re working during the overtime hours. Overtime...From your Android phone, Computer, iPhone or iPad
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Exporting Time Sheets
Exporting time sheets allows you to download a spreadsheet containing time sheet information. You can export time sheets for a pay period, or for a custom date range outside of your pay periods. Time sheet exports contain raw time entries and totals. If you need to export employee, request, or...From your Computer
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Editing Employees’ Time Sheets
If you notice a discrepancy in an employee’s time sheet, 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 time sheet if your employer has chosen to allow it. For information about how to read...From your Computer
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Reviewing and Editing Time Sheets (Scheduling App)
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’ time sheets. You can also edit employee time sheets from your computer or iPhone/iPad. You must have manager or account holder access privileges to edit employee...From your Android phone
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Reviewing and Editing Time Sheets
Review employees’ time sheets to make sure their hours are recorded properly. If you notice a discrepancy, you can edit the time sheet to correct the issue. You can also review and edit employee time sheets from your computer or Android phone. You must have manager or account holder access...From your iPhone or iPad
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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 your mouse over the Scheduler tab at the top...From your Computer
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Printing Time Sheets
You can print an employee’s individual time sheet for a specific pay period. Click the Attendance tab at the top. Then choose the specific pay period you’d like to print from at the top left corner. Do this by clicking on the arrow button. Then click on an employee’s name...From your Computer
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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
Tracking Employee Time
Troubleshooting Time Clocks
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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 phone, Computer, iPhone or iPad
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Troubleshooting a Fixed Terminal on a Tablet or Phone
If your employees are having trouble clocking in from a fixed time clock terminal on an iPad, iPhone, Android phone, or Android tablet, 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...From your Android phone, Computer, iPhone or iPad
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Troubleshooting a Fixed Terminal on a Computer
If your employees are having trouble clocking in from a fixed time clock terminal on a desktop or laptop computer, 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 Computer
Communicating With Your Team
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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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Sending Group Emails and Text Messages
When I Work allows you to communicate with your employees by sending emails and TeamTxt messages (custom text messages). Our TeamTxt service allows 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...From your Computer
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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
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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 phone
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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 iPhone or iPad
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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
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 iPhone or iPad
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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. http://thisclicks.wistia.com/medias/sz1b5zgohq?embedType=iframe&videoWidth=290 You can also use annotations from your computer or Android...From your iPhone or iPad
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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 phone
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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 phone
Working With Employees and Positions
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User Access Privileges
Each user within the account can be given employee, supervisor, or manager access privileges. Access privileges determine what users can see and do in When I Work. New users are set up as employees by default. Employee access privileges allow users to view their personal schedules, create time off requests, and swap and drop...From your Computer
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Adding an Employee
Add employees to invite them to your workplace. You must be a supervisor, manager, or account holder to add employees. If you need to add multiple employees, you can speed up the process by importing employees from a spreadsheet. If you would like to add a previously deleted employee, check...From your Computer
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Editing an Employee’s Availability Preferences
Edit a User’s Availability Preferences to ensure Account Holder, Managers, and Supervisors have accurate information when Scheduling a User’s shifts. You can also edit an employee’s availability preferences from your computer. Employees’ availability preference lets you know when they prefer to work. Account holders, managers, and supervisors have the right to schedule...From your Computer
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Reactivating Deleted Employees
You can quickly reactivate employees that were deleted from your account. By doing this, their profile and all of their information will return and be restored to their previous state. To reactivate an employee, you’ll want to go to the Employees page by going to the Gear icon at the...From your Computer
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Re-Inviting Employees to the Schedule
If you have already added your employees to the schedule with their email addresses and/or phone numbers, they should have already been invited to join the schedule. If they have not yet joined the schedule, you will want to re-invite your employees that have not yet registered. If you haven’t...From your Computer
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Setting Time Off For Employees
If an employee is unable to submit a time off request, you can submit a time off request on their behalf. You must be a supervisor, manager, or account holder to submit a time off question on behalf of an employee. To set time off for your employees, go to...From your Computer
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Sorting Employees, Positions, and Locations
You can sort the order that your employees, positions, and locations appear on the Scheduler by grabbing and dragging the names to where you want them to be. The way employee sorting works can vary, depending if you have one or multiple locations. To sort your employees, go the Employee...From your Computer
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Tagging Employees to Multiple Positions/Locations
You can tag one, multiple, or all employees to multiple locations and/or positions at one time. To do this, you will want to go to the Gear icon at the top and select Employees. From there, select one employee at a time by clicking the box to the left of...From your Computer
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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 iPhone 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 Computer
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Editing an Employee’s Information
Edit an employee if you need to change his or her name, picture, positions, locations, and so on. You can also edit an employee from your iPhone/iPad or Android phone. To do this, go to the Gear menu and select Employees. Click on the name of the employee you’d like to edit. You can...From your Computer
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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 payroll settings to make the position-based wages automatic. If you haven’t already done so, add positions and tag your employees with positions. Click on the gear icon at the top of the screen, then...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...From your Android phone, Computer, iPhone or iPad
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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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Attendance Alerts & Exempt Status
If you have employees that do not need to clock in or do not need overtime calculated, you can disable attendance alerts and prevent overtime from being calculated for them. Go to the Employees section via the Gear icon. From there, select the employee that you want to edit these settings...From your Computer
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Editing an Employee’s Availability Preferences
Edit a User’s Availability Preferences to ensure Account Holder, Managers, and Supervisors have accurate information when Scheduling a User’s shifts. You can also edit an employee’s availability preferences from your computer. Employees’ availability preference lets you know when they prefer to work. Account holders, managers, and supervisors have the right to schedule...From your iPhone or iPad
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Add an Employee
Adding New Users into When I Work allows the New User to see scheduled shifts, available OpenShifts, clock in/ out, set Availability Preferences and much more! In addition, it also allows Account Holder/ Managers/ Supervisors the ability to communicate to the entire staff quickly. You can also add an employee...From your iPhone or iPad
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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 phone
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Add an Employee
Adding New Users into When I Work allows the New User to see scheduled shifts, available OpenShifts, set Availability Preferences and much more! In addition, it also allows Account Holder/ Managers/ Supervisors the ability to communicate to the entire staff quickly. You can also add an employee from your computer or iPhone/iPad. You must...From your Android phone
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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 iPhone or iPad
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Edit an Employee’s Information
Editing User Profiles in When I Work ensures Users have the most up-to-date information about their qualified Positions/ Locations as well as edit/ update their Availability. 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...From your iPhone or iPad
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Edit an Employee’s Information
Editing User Profiles in When I Work ensures Users have the most up-to-date information about their qualified Positions/ Locations. 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 user’s email address cannot be changed by...From your Android phone
Adding Multiple Locations and Job Sites
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Scheduling Shifts at Job Sites
Create Job Sites to assign to shifts. Job Sites help indicate a specific place, area, or even a client name for your employees to work. This can come in handy for any business that dispatches employees or designates what area of a business an employee will be working. If you’re looking...From your Computer
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Using Locations Versus Job Sites
There are two ways to indicate where a shift takes place: locations and job sites. A location (also known as a schedule) represents a physical location or department. Each location has its own, separate schedule. A job site is a place where shifts take place that is off-site from your workplace locations. Job sites...From your Android phone, Computer, iPhone or iPad
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Adding Latitude/Longitude for Geolocation
When you are adding an physical address to a Job Site or Location (also known as a schedule), take a 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...From your Computer
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Editing or Deleting a Job Site
Job Sites are more flexible than Locations and 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,...From your iPhone or iPad
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Creating Job Sites
Use a job site 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 iPhone or iPad
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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 phone
Getting Your Schedule
Checking the Schedule
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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 Personal Schedule
Your My Schedule page allows you to see your schedule, acknowledge 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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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 iPhone or iPad
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Acknowledge Shifts
You can acknowledge your shifts to let your scheduling managers know you have seen your shifts. You can also acknowledge shifts from your iPhone/iPad or Android phone. Your employer can require you to acknowledge your shifts when you log in to the When I Work app. If your employer has enabled this...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 (day or week) We strongly recommend that employees with computers or smartphones use the When I Work...From your Computer
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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 phone, iPhone or iPad
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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. The app displays up to 100 shifts for the next 12 weeks. You can also view your coworkers’ schedules from your Android phone. From the When I Work Scheduling app, the Next Shift...From your Android phone
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Using the Dashboard (Scheduling and Attendance)
The Dashboard gives you a snapshot of what’s going on in your business. If you don’t use Time Clock & Attendance, see the Scheduling only Dashboard article instead. 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...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 iPhone or iPad
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Acknowledge Shifts
Shift acknowledgement lets the account holder, managers, and supervisors know that you have seen your assigned shifts. You can also acknowledge shifts from your computer or iPhone/iPad. Your employer may turn on require shift acknowledgement across the entire account. If require shift acknowledgement is enabled, you are automatically prompted to acknowledge your shifts...From your Android phone
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Acknowledge Shifts
Acknowledging shifts lets your employer know that you have seen your assigned shifts. You can also acknowledge shifts from your computer or Android phone. Your employer may turn on require shift acknowledgement across the entire account. If require shift acknowledgement is enabled, you are automatically prompted to acknowledge your shifts when you sign in. If require shift...From your iPhone or iPad
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Viewing Your Coworkers’ Schedules
If you want to know who you’ll be working with, you can use the When I Work app for Android to see who is working during your next shift. The app also allows you to view the full schedule for your workplace. You can also view your coworkers’ schedules from...From your Android phone
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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 twelve hours. To view shift details or find a replacement,...From your Computer
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Refreshing the Schedule
If your manager updates the schedule regularly, you’ll want to make sure your Android app is synced with the latest information about the schedule. You can refresh on almost every page by pulling down on the screen with your finger (from top of the app screen to the bottom) This...From your Android phone
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View Recent Scheduling Activity
The notification area allows you to see what’s happened while you were away. Click the bell icon at the top left corner to view all activity happening within the schedule. The number indicates how many new things that have occurred since you last viewed the notifications. The most recent activity...From your Computer
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Using the Dashboard
The iPhone/iPad 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...From your iPhone or iPad
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Refreshing the Schedule
If you want to make sure you’ve looking at the current schedule information, you can get got the latest updates by refreshing the schedule. You can refresh on almost every page by pulling down on the screen with your finger. This will refresh your schedule to ensure you always have the most...From your iPhone or iPad
Getting Your Schedule
Swapping, Dropping, and Taking Shifts
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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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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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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 drops...From your iPhone or iPad
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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 disable...From your Android phone
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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 phone
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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 iPhone or iPad
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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 app settings. To split a shift, log...From your Computer
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Accepting 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 phone. You can also accept swap and drop requests from your computer, iPhone, or iPad. By default, When I Work...From your Android phone
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Accepting 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 Staff Scheduling app on your iPhone or iPad. You can also accept swap and drop requests from your computer or Android phone. By default, When I...From your iPhone or iPad
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Accepting 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 iPhone, iPad, or Android phone. By default, When I Work sends you an email notification when you receive...From your Computer
Getting Your Schedule
Requesting Time Off
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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 unpaid, paid (PTO), sick, or holiday. You can also request time off from your iPhone/iPad or Android phone. Your employer has the ability to turn off the...From your Computer
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Requesting Time Off
The When I Work Scheduling app allows you to request time off from wherever you are. You can specify when and what kind of time you want to take off (Unpaid, PTO, Sick, Holiday) and send that request to your manager to get approval. You can also request time off...From your Android phone
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Requesting Time Off
Request time off from wherever you are with your iPhone/iPad. You can specify when and what kind of time you want to take off (Unpaid, PTO, Sick, Holiday) and send that request to your manager to get approval. Users have the ability to Request Time Off on the Web App...From your iPhone or iPad
Clocking In and Out
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Clocking In and Out (Time & Attendance App)
An employee can clock in and out using the Android When I Work Time & Attendance app if a manager enables the feature. We Recommend Using the Scheduling app We recommend using the green When I Work Scheduling app to clock in and out. That way you only need one app!...From your Android phone
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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. Your employer has the option to require that you clock in no more than 5, 15, or 30 minutes early. Your employer has the option...From your iPhone or iPad
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Clocking In and Out from a Fixed Terminal
A fixed time clock terminal is a device at your workplace that is used solely for clocking in and out. This article describes how to clock in and out from a fixed terminal on an iPhone, iPad, Android phone, Android tablet, or computer. Enter your user ID or email address. Tap Right arrow...From your Android phone, Computer, iPhone or iPad
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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 In and Out (Scheduling App)
If your workplace allows mobile clock in, you can clock in and out from the When I Work Scheduling app for Android. We added the dashboard and time clock functionality to the When I Work Scheduling app in version 3.4.0. If you don’t see the dashboard, download the latest version...From your Android phone
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Clocking an Employee In or Out (Time Clock & Attendance App)
As a Manager or Supervisor, you can clock employees in or out using the Time Clock & Attendance app for iPhone/iPad. We Recommend Using the Scheduling app The When I Work Scheduling app also allows you to clock employees in. This article contains images of the When I Work app on...From your iPhone or iPad
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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 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 iPhone or iPad
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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. If you need to clock in or out for your own shift, see Clocking In and Out from Android. If you’re a supervisor, you can only clock...From your Android phone
Updating Your Profile and Preferences
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Setting Your Availability Preferences
Set your availability preferences so scheduling managers can see when you prefer to work and when you prefer not to work. You can also set your availability preferences from your iPhone/iPad or Android phone. Your availability is a preference that your employer can take into account when building the schedule. There is no guarantee you’ll...From your Computer
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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 phone, Computer, iPhone or iPad
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Setting Your Availability Preferences
Set your Availability Preferences so your Account Holder, Manager, and Supervisor can see when you prefer to work and when you prefer not to work. You can also set Availability Preferences from your computer or Android phone. Your availability is a preference that your employer can take into account when building...From your iPhone or iPad
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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. Alert Name Sent When Time-Off Requests A manager makes a decision about your time off request. An employee requests time off.1 Swap/Drop Requests A coworker...From your Computer
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Setting Availability Preferences
Set your Availability Preferences so your employer can see when you prefer to work and when you prefer not to work. When I Work also allows you the ability to create as many preferences for different periods of time. You can create as many preferences as you need! You can...From your Android phone
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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. From your profile picture, click My Profile. Click Change Password at the top right. Type your current password in the Current Password field. Type a new...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. If you’re not already logged in to When I Work, go to https://app.wheniwork.com and sign in. In the top-right corner of the page, click the...From your Computer
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Add a Profile Picture
Adding a profile picture will help your colleagues recognize you in the app. You can also add a profile picture from your iPhone/iPad or Android phone. To add a profile picture, log in to your When I Work account using a computer. Once logged in, hover over your name at the top right...From your Computer
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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. To receive email alerts, you must have a valid email address added to your user profile. When I Work sends email alerts immediately, but emails may be delayed by your...From your Android phone
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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. To receive email alerts, you must have a valid email address added to your user profile. When I Work sends email alerts immediately, but emails may be delayed by...From your iPhone or iPad
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Editing Your Email Address
Edit your Email Address to ensure all email notifications, shift reminders and team emails are being sent to the correct email address. You can also edit your email address from your computer or Android phone. If you have multiple accounts with When I Work, we will bulk update your email address for you. Account...From your iPhone or iPad
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Set Your Time Zone
Setting up your personal time zone ensures that you are viewing shift start and end times properly. You can also set your time zone from your computer. Managers and account holders can set the time zone for your workplace. The workplace’s timezone can be different than your personal timezone. If you are in a...From your iPhone or iPad
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Add a Profile Picture
Adding a profile picture will help your colleagues recognize you in the app. You can also add a profile picture from your computer or iPhone/iPad. 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 phone
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Add a Profile Picture
Adding a profile picture will help your colleagues recognize you in the app. You can also add a profile picture from your computer or Android phone. 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 iPhone or iPad
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Change Your Email Address
Change your email address to ensure all email notifications, shift reminders and team emails are being sent to the correct email address. You can also change your email address on from your computer or iPhone/iPad. Supervisors, managers, and account holders cannot edit a registered employee’s email address. Only the registered employee can edit their email...From your Android phone
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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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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 phone, Computer, iPhone or iPad