Setting Up Scheduling for Your Workplace
Applies to Admins, Managers, Supervisors
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Create an Account for Your Business
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This article walks through how to start Scheduling with When I Work. If you would like to use the Scheduling and the Time Clock & Attendance services together, see Setting Up Scheduling and Time Clock & Attendance for Your Workplace. This article describes how to set up your account from...
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Setup Recommendations for Food Service
When I Work schedules, positions, and job sites are powerful tools that make scheduling fast and easy. Using these tools to their full potential is key to getting the most out of When I Work for your business. In the following sections, we’ll go through our recommendations for a food truck,... -
Setup Recommendations for Retail
When I Work schedules, positions, and job sites are powerful tools that make scheduling fast and easy. Using these tools to their full potential is key to getting the most out of When I Work for your business. In the following sections, we’ll go through our recommendations for a small store, large... -
Create an Additional Workplace
Multiple When I Work workplaces can be linked to the same email address. To create a new workplace under your already registered email address, follow this guide. This guide shows how to create a new workplace as an employer. If you are looking to join an already existing workplace, check...Applies to Admins, Managers, Supervisors
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Setting Up Scheduling and Time Clock & Attendance for Your Workplace
This article walks through how to set up your account to use Scheduling and Time Clock & Attendance together. If you would like to use Scheduling alone, see Setting Up Scheduling for Your Workplace. This article describes how to set up your account from a computer. While you can also...Applies to Admins
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Dashboard and Navigation
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Web App Navigation Reference for Employees
Use this article to help you find settings or features in the When I Work web app. This article is intended for users with employee level access. The navigation bar is the starting point for all the actions in the When I Work web app. Callout Name a Notifications b My Schedule c Team Schedule¹ d Attendance² e WorkChat f Requests g Coworkers h Documents i Profile ¹This menu is only available if your employer has allowed you to view your coworkers’ schedules. ²This menu is only available if your account has the Attendance feature enabled. Notifications The Notifications area in the...Applies to Employees
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Web App Navigation Reference for Managers
Use this article to help find settings or features in the When I Work web app. This article is intended for users with admin, manager, or supervisor level access. If you are an employee, check out Web App Navigation Reference for Employees. The navigation bar is the starting point for all the actions in the When I Work web app. Callout Name a Notifications b Dashboard c Scheduler d Attendance e Payroll f WorkChat g Reports h Requests i Workplace j Gear¹ k Profile ¹This menu item is not available to the supervisor access level. Notifications The Notification area in the...Applies to Admins, Managers, Supervisors
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Using the Dashboard (Scheduling and Attendance)
The dashboard gives you a quick look at what’s going on in your business. You’re able to monitor shift coverage, labor costs, and attendance notices right from one page. If you don’t use Time Clock & Attendance with Scheduling, check out Using the Dashboard (Scheduling Only Accounts) instead. The dashboard is only available to users with supervisor, manager, or admin access. You must have manager or admin level access to view the Worked Labor Cost and Pay Period Forecast sections of the Dashboard. Your users must have hourly rates for the Time Clock & Attendance data to report correctly. Your dashboard can be...Applies to Admins, Managers, Supervisors
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Using the Dashboard (Scheduling Only)
The dashboard gives you a quick look at what’s going on in your business. You’re able to monitor shift coverage and labor costs from one page. If you use Time Clock & Attendance with Scheduling, check out Using the Dashboard (Scheduling and Attendance) instead. The dashboard is only available to users with supervisor, manager, or admin access. You must have manager or admin level access to view the Scheduled Labor Cost and Labor Trend sections of the Dashboard. Your dashboard can be customized to hide and rearrange cards to highlight the information that is most valuable to you. To configure your dashboard,...Applies to Admins, Managers, Supervisors
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User Access
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User Access Privileges
Users within the workplace account can be given employee, supervisor, manager, or admin access privileges. Also called “access levels”, these levels of access determine what users can see and do in When I Work. New users are set up as employees by default. Set a user’s access level as employee...Applies to Admins, Managers, Supervisors
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Allow a Supervisor to View Employees’ Wages
By default, supervisors are unable to view the wages of employee-level users. You may want to give a supervisor access to view employees’ wages so they can: View labor costs while scheduling View employees’ wages in timesheet exports and pay period summaries (Time Clock & Attendance) You must have admin...Applies to Admins
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Giving Managers Access to Manage Timesheets and Pay Periods
Giving a manager access to manage timesheets and pay periods allows them to edit and close out pay periods. They can also configure pay period settings in the Attendance Settings. You must have admin level access to give a manager access to manage timesheets and pay periods. Supervisors cannot be...Applies to Admins
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Working With Users
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Reminding a User to Accept an Invite
If a user hasn’t accepted an invite to join your workplace, you can remind the user by sending another invite. Invites cannot be sent if a user has already registered (accepted an invite). Registered users can log in with their email address and password. Once a user has registered, the...Applies to Admins, Managers, Supervisors
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Assigning Users to Positions and Schedules
Assign users to multiple positions or schedules at once to save time instead of assigning their positions or schedules one by one. Removing a user from a position does not affect their scheduled shifts. If you remove a user from a schedule: Their past shifts are hidden from the schedule....Applies to Admins, Managers, Supervisors
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Sorting Users
Sorting allows you to modify the order that users appear on the scheduler. Sorting your users allows you to modify the order they appear on the scheduler. You can sort users by first or last name, or you can custom sort if you prefer to view employees in a different...Applies to Admins, Managers, Supervisors
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Reactivating Archived Users
If you have people re-joining your business, you can reactivate an archived user to restore their previous user profile instead of adding a new profile. When you reactivate a user: They do not receive a notification that they’ve been reactivated. After reactivating a user’s profile, their information repopulates in the...Applies to Admins, Managers, Supervisors
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Attendance Alerts & Exempt Status
If users do not need to clock in and clock out or do not need overtime calculated, you can disable attendance reminders and prevent overtime from being calculated for them. Enable this setting to make a user exempt from overtime pay calculations. For example, the user is salaried. Hover over...Applies to Admins, Managers, Supervisors
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Archive a User
Archiving a user removes that person from the schedule, deactivates their user profile and revokes access to your workplace. You must have supervisor, manager, or admin level access to archive a user. Supervisors can only archive users with employee level access that are assigned to the same schedules. Admins and managers...Applies to Admins, Managers, Supervisors
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Changing a Registered User’s Email Address
Once a user has logged in to view the schedule, the email address field in their user profile will turn grey, and it can no longer be edited. At that point, their email address can only be changed from their individual account for security. To change their email, your user...Applies to Admins, Managers, Supervisors
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Hiding a User from the Schedule
If you don’t intend to schedule a user for shifts, you can hide the user from the schedule. For example, if the managers at your workplace make the schedule but are not hourly workers themselves, you might want to hide them from the schedule. You must have supervisor, manager, or...Applies to Admins, Managers, Supervisors
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Approve Pending Users
When users register with your workplace without an invite, they must be approved by a manager to join the workplace. You can also approve pending users from your iOS device or Android device. You must have admin or manager level access to approve a request to join. If a user... -
Add and Edit Users
Add users and manage their information to make sure their profiles are configured to fit your needs. In addition to their contact information, your user’s profiles contain their assigned schedules, positions, and wage information. You can also edit a user’s information from your iOS device or Android device. Supervisors can edit user’s...Applies to Admins, Managers, Supervisors
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Exporting Users
Exporting your users provides you with a spreadsheet containing their contact and profile information. Export your users if you want a spreadsheet containing their information outside of When I Work, or if you need to import users into another account. Check out Can I Export My Data? for more information...Applies to Admins, Managers, Supervisors
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Remove Email Address from Blocklist
If a user’s email address is blocklisted, the user does not receive email notifications from When I Work. Remove a user’s email address from the blocklist on the Users page via the web. A blocklist is a list that identifies IP addresses or domains that is used by Internet service...Applies to Admins
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View Archived Users
If you have previously archived a user, you can view a list of users whose profiles are inactive along with the date they were archived. If you wish to reactivate user profiles, see Reactivating Archived Users. You must have admin, manager or supervisor level access to view archived users. supervisors cannot...Applies to Admins, Managers, Supervisors
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Download the User Import Template
When I Work provides a downloadable user import template that helps to streamline your user import process. If you already have a user spreadsheet set up, you can import that file into When I Work. However, we recommend using the When I Work user import template for best results. Headers... -
Importing Users
Whether you’re building a brand new account or updating your existing roster, the user import feature has several benefits and makes maintaining your team’s information easy. We offer a user import template that streamlines the import process. With the user import feature, you can: Add all of your users in... -
Creating and Managing Tags
Tags provide a way to define custom shift qualifications that cannot be easily captured by position alone. Think of tags like additional eligibility requirements that you can layer on top of positions. For example, tags can capture requirements like: Certifications Preferred status Tenure/seniority Skill subsets not reflected in the position...Applies to Admins, Managers, Supervisors
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Exporting Archived Users
If you need to gather information about users you have archived, you can export the archived user’s information. You must have Admin or Manager role permissions to export an archived user The export file contains same fields as the user export with 2 additional columns: Archived Date: The date the...
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Working With Positions
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How to Assign Different Rates For Different Positions
If a user is paid differently based upon the position they are working, set up their hourly rate settings to make the position-based rate assignments automatic. If you haven’t already done so, add positions and assign positions to your users. Hover over Workplace, then select Employee Users. Click Edit that...Applies to Admins, Managers, Supervisors
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Creating and Managing Positions
Positions are used to assign users and shifts to a particular duty or skill. You can also add positions from your iOS device and Android device. You must have manager or admin level access to create a position. When you add or modify a position, the schedule and timesheets are immediately updated.... -
When to Use Positions and Tags
Both positions and tags define a user’s qualifications. In this article, we’ll examine both objects and help you decide when to use them. Positions assign users and shifts to a particular duty or skill. Tags provide an additional eligibility requirement that you can layer on top of positions. Positions can be...Applies to Admins, Managers, Supervisors
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Working With Schedules and Job Sites
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Creating and Managing Schedules
Schedules allow you to group users together when you’re scheduling shifts. A schedule might represent a physical place of business, a department, a geographical region, or a group of users you want to schedule independently within When I Work. You can also create and manage schedules from your iOS device or Android device. You... -
Importing Job Sites
You can import job sites using our import tool and pre-formatted spreadsheet. This feature is useful when you have a lot of job sites you want to add at once. We recommend using our job site import template: Job Site Import Template If you don’t use our template, make sure... -
Scheduling Shifts at Job Sites
Job sites help indicate a specific place or location where your users are working away from your regular place of business. For more information, see Creating and Managing Job Sites. Hover over Workplace, then select Job Site Job Sites. In the top-right corner, click Add Job Site. Enter the job site details....Applies to Admins, Managers, Supervisors
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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...Applies to Admins, Managers, Supervisors
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Making Separate Schedules
You might want to set up multiple schedules if your business operates out of different physical locations/regions or you want to build separate schedules for different teams/departments. At the most basic level, a schedule is a way to group users. A schedule might represent a physical place of business, a...Applies to Admins, Managers, Supervisors
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When to Use Schedules and Job Sites
Schedules and job sites are powerful tools to help you schedule your team. In this article, we’ll examine both features and help you decide when to use them. A schedule is a way to group users. You add shifts to a schedule. A job site is an optional way to...Applies to Admins, Managers, Supervisors
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Exporting Schedules
Exporting schedules allows you to download a spreadsheet with your schedule information. Export schedules if you’d like to keep a record of them outside of When I Work. Schedule exports can be customized to fit your needs. Check out Can I Export My Data? for more information on exporting other...Applies to Admins, Managers, Supervisors
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Assigning Tags
Assign tags to users, shifts, and shift templates in any combination to ensure that shifts are matched to the correct users. If you have not created any tags and want to learn more about tags, check out Creating and Managing Tags. You can also assign tags from your iOS device...Applies to Admins, Managers, Supervisors
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Creating and Managing Job Sites
A job site is an optional way to identify a specific location where a shift takes place. When you add a shift to a schedule, you can assign a job site to the shift to let the user know where to go. You can use job sites for shifts that...Applies to Admins, Managers, Supervisors
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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...Applies to Admins, Employees, Managers, Supervisors
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Downloading the When I Work App
The When I Work apps for iOS and Android let you easily access information in your When I Work account no matter where you are. Need the Time Clock Terminal app? If you’re a supervisor, manager, or admin who needs to set up a time clock terminal on an iOS...Applies to Admins, Employees, Managers, Supervisors
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Minimum Requirements
This article lists the minimum requirements to use When I Work on your computer, iOS device, or Android device. The When I Work web app supports the following internet browsers running on Windows or macOS: Google Chrome version 118 and later Firefox version 115 and later Safari version 16 and later Edge version 119 and later Make sure to download the scheduling app from the App Store as our web app is not supported by mobile web browsers. Your iPhone or iPad must be running iOS 16 or later. iOS versions 7.1–15.0 can continue to use older versions of the...Applies to Admins, Employees, Managers, Supervisors
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How Do I Log In?
After you register with When I Work, you can log in with your email address and password to access your profile. If you used a Google email address to register with When I Work, you can use your Google account to log in. You can also use Sign in with your...Applies to Employees, Managers, Supervisors
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Registering With Your Workplace
Register with your workplace in When I Work to get access to your profile and schedule. If your employer uses When I Work to track time, you can also clock in and out for shifts. You can also join your workplace from an iOS device or Android device. There are...Applies to Employees, Managers, Supervisors
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Using When I Work with Multiple Workplaces
If you have multiple employers that use When I Work, you can switch between workplaces without having to log out. As an added benefit, email notifications are sent to one email address. Your email address associates you to your workplace. If you want to quickly switch between workplaces without logging out, use the same email address for all of your workplaces. When you start a new job, give your manager the same email address you’ve been using for other workplaces. If your manager invites you to join the workplace via text message, make sure to register with the same email...Applies to Admins, Employees, Managers, Supervisors
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Log in with Third-Party Connect (Single Sign On)
The Single Sign On (SSO) integration allows you to use your existing corporate authentication to access When I Work. Use the When I Work log in page to access your account using a third-party connect. From your computer, use a supported web browser to sign in to When I Work on the web....Applies to Admins, Employees, Managers, Supervisors
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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...Applies to Admins, Employees, Managers, Supervisors
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Your Personal Profile
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Change Your Password
Follow these instructions if you know your current password and want to change it. If you’ve forgotten your password, you can reset your password. Hover over your name, then select My Profile My Profile. Click Change Password at the top right. Enter your current password in the Current Password field. Enter a...Applies to Admins, Employees, Managers, Supervisors
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Add a Profile Picture
Adding a profile picture will help your managers and coworkers recognize you in the app. You can also add a profile picture from your Android device or iOS device. The image you upload must be bigger than 128×128 pixels and no bigger than 500k in size. Hover over your name, then select My Profile My Profile....Applies to Admins, Employees, Managers, Supervisors
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Change Your Privacy Preference
Each user can turn their privacy settings on or off from a computer or iOS device. When privacy is turned off, your fellow coworkers can view your contact information from the Coworkers tab on the web app and mobile apps. When privacy is turned on, your coworkers can only see...Applies to Admins, Employees, Managers, Supervisors
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Updating Your Profile Settings
Your personal profile in When I Work allows you to change your password, set a profile image, set your personal information, and configure your preferences. Hover over your name, then select My Profile My Profile. Click Change Password, then enter a new password. For more information, see Changing Your Password. Hover over...Applies to Admins, Employees, Managers, Supervisors
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Change Your Email Address
If you have a new email address, updating your email address in your profile ensures that email notifications and other messages are sent to the correct email address. You can also update your email address from your iOS device or Android device. Supervisors, managers, and admins cannot update a registered user’s...Applies to Admins, Employees, Managers, Supervisors
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Enable Log In with Two-Step Verification
Two-step verification adds a second layer of security to your account by requiring another method of verification beyond your initial password. This article covers enabling two-step verification on your computer. You can also enable and log in with two-step verification on your Android device or iOS device. If you have...Applies to Admins, Employees, Managers, Supervisors
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Configure Two-Step Verification
Two-step verification adds a second layer of security to your account by requiring another method of verification beyond your initial password. This article covers configuring two-step verification on your computer. You can also configure two-step verification on your iOS device or Android device. Two-Step Verification Technical Reference For more information...Applies to Admins, Employees, Managers, Supervisors
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Alerts and Notifications
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Viewing Notifications
The notification area Notification in the top-left corner of the screen allows you to see what’s happened in your account while you were away. When you have unread notifications, the Notification displays the number of updates that you haven’t seen. Click Notification to see your notifications. Notifications are grouped into...Applies to Admins, Employees, Managers, Supervisors
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Setting Alert Preferences
Update your alert preferences to configure how you are automatically notified by When I Work. You can also set your alert preferences from your iOS device or Android device. For each alert, you can choose how you’d like to be notified: Email: Just like it sounds—we’ll send you an email. Mobile: If you’re...Applies to Admins, Employees, Managers, Supervisors
Payroll
Introduction to Payroll
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How Payroll Works
Payroll is full-service. It’s always ready to run, with no importing or closing pay periods needed. Payroll is part of When I Work, meaning it’s a single, user-friendly system. The following is a high-level summary of how Payroll with When I Work works: Contact the When I Work Customer Care team to get your account enrolled in Payroll. Check out the Payroll Reference Guide for Managers for an overview of the core functions. Add all the relevant details to your users to support running payroll, such as bank account information, tax withholdings, and recurring deductions. Review your payroll and make... -
Payroll Reference Guide for Managers
Payroll provides a seamless way to transition hours worked into payments to your employees. You can manage pay periods, manage employee compensation, adjust employee deductions, and view payroll reporting. Before you get started, the When I Work Customer Care team will initiate an on-boarding process. Contact us for more information. Payroll is configured by adding additional details into each user’s profile. Check out Add Payroll Details to Users for more information. Click Payroll to open the Payroll Overview screen The payroll overview details screen enables you to: Review a current payroll period. View which payroll you need to run. View... -
Previous Payroll Provider Access Link Reference
The previous provider access component (PPAC) guides employers through how to grant access to their payroll history, enabling a more seamless transfer of data. Check out the Payroll Implementation Guide for more information about all the other steps. Considerations Check is When I Work’s embedded payroll partner. In order to migrate data from your previous payroll provider, you may be asked to grant access to Check as an authorized user. This greatly reduces the implementation time as well as minimizes opportunity for error. Using the component If you did not list a previous payroll provider in the Early Enrollment Form,...Applies to Admins
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Payroll Implementation Reference
This article is designed to provide an overview of how to implement When I Work Payroll and all the details you will need to get started. Complete the enrollment form, which asks for the following information: FEIN Legal Name Trade Name or DBA (if applicable) Number of employees Number of contractors Current payroll provider Estimated amount of money that will be paid to employees and contractors per pay period. Get a glimpse of how Payroll works with Scheduling and Attendance and see the value of a real-time, all-in-one solution. Ensure that your workplace is ready for onboarding by completing the...Applies to Admins
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Payroll Company Onboarding Link Reference
During your Payroll onboarding process you will need to provide information about your workplace and employees. Use this article as a reference when collecting all the necessary information. The onboarding link is a step in getting onboarded into When I Work Payroll. Check out the Payroll Implementation Guide for more information about all the other steps. The following information is requested when completing the onboarding link. Collect this before your scheduled onboarding call to speed up the process. Key Components Where to Collect From Company Information Data Collect company setup information needed to verify payroll necessity Company legal details: Legal...Applies to Admins
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Washington State Tax Setup Reference
Washington State mandates employers to provide specific employee data. Use this article as a guide for additional tax requirements when setting up Payroll. Check out the Payroll Implementation Guide for more information about the rest of the Payroll implementation. Position Change If an employee changes positions, let When I Work know so we can send you an onboarding link to update the code/rate for the employee. Washington state requires all employers to calculate and withhold a 0.58% premium from employees for this tax. It is possible for some employees to apply for an exemption from the tax via the WA...Applies to Admins
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Payroll Employee Onboarding Link Reference
If your employer uses When I Work Payroll you may be asked to complete an Employee Onboarding Link to provide additional information. Collect the following information in advance to help speed up the process: Section Required Details Personal Info First name, Middle name, Last Name Date of birth Social Security Number Employee Residence/Address Paperless W-2 consent Payment Method By direct deposit By cash or physical check Tax Withholding Federal Tax Forms (W-4) Required additional state tax forms based on each state. Manual Direct Deposit Setup If direct deposit is set up manually (account and routing number) instead of through Plaid,...Applies to Employees
Payroll
Implementing Payroll
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Previous Payroll Provider Access Link Reference
The previous provider access component (PPAC) guides employers through how to grant access to their payroll history, enabling a more seamless transfer of data. Check out the Payroll Implementation Guide for more information about all the other steps. Considerations Check is When I Work’s embedded payroll partner. In order to migrate data from your previous payroll provider, you may be asked to grant access to Check as an authorized user. This greatly reduces the implementation time as well as minimizes opportunity for error. Using the component If you did not list a previous payroll provider in the Early Enrollment Form,...Applies to Admins
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Payroll Implementation Reference
This article is designed to provide an overview of how to implement When I Work Payroll and all the details you will need to get started. Complete the enrollment form, which asks for the following information: FEIN Legal Name Trade Name or DBA (if applicable) Number of employees Number of contractors Current payroll provider Estimated amount of money that will be paid to employees and contractors per pay period. Get a glimpse of how Payroll works with Scheduling and Attendance and see the value of a real-time, all-in-one solution. Ensure that your workplace is ready for onboarding by completing the...Applies to Admins
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Payroll Company Onboarding Link Reference
During your Payroll onboarding process you will need to provide information about your workplace and employees. Use this article as a reference when collecting all the necessary information. The onboarding link is a step in getting onboarded into When I Work Payroll. Check out the Payroll Implementation Guide for more information about all the other steps. The following information is requested when completing the onboarding link. Collect this before your scheduled onboarding call to speed up the process. Key Components Where to Collect From Company Information Data Collect company setup information needed to verify payroll necessity Company legal details: Legal...Applies to Admins
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Washington State Tax Setup Reference
Washington State mandates employers to provide specific employee data. Use this article as a guide for additional tax requirements when setting up Payroll. Check out the Payroll Implementation Guide for more information about the rest of the Payroll implementation. Position Change If an employee changes positions, let When I Work know so we can send you an onboarding link to update the code/rate for the employee. Washington state requires all employers to calculate and withhold a 0.58% premium from employees for this tax. It is possible for some employees to apply for an exemption from the tax via the WA...Applies to Admins
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Payroll Employee Onboarding Link Reference
If your employer uses When I Work Payroll you may be asked to complete an Employee Onboarding Link to provide additional information. Collect the following information in advance to help speed up the process: Section Required Details Personal Info First name, Middle name, Last Name Date of birth Social Security Number Employee Residence/Address Paperless W-2 consent Payment Method By direct deposit By cash or physical check Tax Withholding Federal Tax Forms (W-4) Required additional state tax forms based on each state. Manual Direct Deposit Setup If direct deposit is set up manually (account and routing number) instead of through Plaid,...Applies to Employees
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Sync Payroll to QuickBooks Online for Accounting
You can connect your QuickBooks Online account application to When I Work Payroll during the implementation process. This option is available during the Set Up Accounting step of the Company Onboarding process. When prompted during the Set Up Accounting step, choose QuickBooks Online and click Connect. Question Answer Which categories must be mapped to the chart of accounts to create payroll journal entries in the general ledger? Payroll categories must be mapped to your companyʼs chart of accounts to enable the proper flow of payroll data to the QuickBooks Online general ledger. Optional categories can be marked in the dropdown...Applies to Admins
Payroll
Configuring Payroll
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Add Payroll Details to Users
Configure Payroll by adding additional details into each user’s profile. This article covers how to add the details, and overviews of each tab in the User Details modal. Payroll Rollout During the initial rollout of Payroll, users need to be invited to add their payroll details by the When I Work Customer Care team. Please contact us to get started. Payroll Eligibility Payroll processing and management is currently available only for Users who are Workplace employees and receive a W-2, federal wage and tax statement. Grayed out fields indicate you do not have the required role to access the field.... -
Benefits & Deductions Reference Guide
Use the following guide as a reference when setting up your benefits and deductions in payroll. You can set up recurring deductions or make one-time deductions. Benefit Description Deduction Type Medical This benefit belongs to a Section 125 Cafeteria plan that helps employees pay for qualified expenses related to medical care. Pre-tax Vision This benefit belongs to a Section 125 Cafeteria plan that helps employees pay for qualified expenses related to vision care. Pre-tax Dental This benefit belongs to a Section 125 Cafeteria plan that helps employees pay for qualified expenses related to dental care. Pre-tax Disability This benefit belongs...
Payroll
Working with Payroll
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Managing Your Payroll Details
You can manage all payroll-specific user details from the user profile section. Payroll Rollout During the initial rollout of Payroll, users need to be invited to add their payroll details by the When I Work Customer Care team. Please contact us to get started. To add payroll details the user must already be added and saved into your account. To edit your bank account details: Hover over , then select Users. Click on the name of the user you’d like to edit. Click Payroll, then click Manage Accounts. Follow the prompts in the modal until finished. Click Save User to... -
Managing Paystubs for Managers
Admins, Managers, and Supervisors can view and download their paystubs in the When I Work app. You can also manage your paystubs on your iOS device and Android device. Hover over My Profile, then click Paystubs, or hover over Hours & Pay then click Paystubs. Filter paystubs by Year or Month in the left sidebar to find the paystub you are looking for. Hover over My Profile, then click Paystubs, or hover over Hours & Pay then click Paystubs. Click to download a specific your paystub to your computer.Applies to Admins, Managers, Supervisors
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Review and Submit Payroll
Review your payroll and make any adjustments in real-time before you submit it. You can review payroll starting from the Payroll Overview screen or from opening up a timesheet. Anytime during your pay period, you can review and make any adjustments to hours, earnings, deductions, taxes, and the payment method. Click Payroll. Click Review Payroll. Click next to the hours you want to edit. The timesheets screen opens. Make the necessary edits, then navigate back to Payroll to continue the review. Adjust earnings when reviewing payroll. Click Payroll. Click Review Payroll. Click next to the earnings you want to edit....
Payroll
View Payroll Documents
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Managing Payroll Files
Each payroll you submit includes files relevant to that payroll. You can manage all of the relevant files for your submitted payroll from each payroll details page. These files include: Paychecks Cash Requirements Payroll Journal Payroll Register File Description Paychecks A file containing all of the paychecks that can be printed. Cash Requirements A file containing total amount needed to cover expenses for the entire payroll, including all checks, EFT transactions, and deductions, withholdings, and liabilities. Payroll Journal A company and employee breakdown of the earnings, taxes, and deductions that make up the payroll currently under review by the admin....
Account Plan & Billing
Upgrading and Downgrading Your Plan
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Upgrading to a Paid Plan
Upgrading to a paid plan allows you to access When I Work features beyond your free trial. When I Work offers different plans that allow you to configure your account to best suit your needs. 2022 Plan Content This article covers the process to upgrade a free trial to a...Applies to Admins
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Switching to a Different Plan
When I Work offers different plans that allow you to configure your account to best suit your business needs. You can change plans from the Account & Billing page. You must have admin access privileges to access the Account & Billing page. We accept payments via credit card only. Hover...Applies to Admins
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Manage User Seats
You can add or remove user seats in your account’s plan without changing your plan type. Adding more seats allows you to add more users on the Users page. If you need to update your plan to include more features, see Switching to a Different Plan. You must have admin access privileges in order to add or remove seats from a plan. Hover over , then select Account & Billing. Click Manage Seats. Click + or – to change the number of seats allowed in your account. Click Purchase to confirm your changes. Your changes take effect immediately.Applies to Admins
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Add Time Clock & Attendance to Your Plan
Once you’ve mastered scheduling, take your account to the next level and add Time Clock & Attendance to your plan. 2022 Plan Content The content described in this article is for 2022 plans. If you have a legacy plan and want to add Time Clock & Attendance, you will need...Applies to Admins
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Switching to a Different Plan (Legacy)
When I Work offers different plans that allow you to configure your account to best suit your business needs. You can change plans from the Account & Billing page. Legacy Billing Engine This article covers account and billing content prior to July 17, 2023. Check out the non-legacy articles if...Applies to Admins
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Add Time Clock & Attendance to Your Plan (Legacy)
Once you’ve mastered scheduling, take your account to the next level and add Time Clock & Attendance to your plan. 2022 Plan Content The content described in this article is for 2022 plans. If you have a legacy plan and want to add Time Clock & Attendance, you will need...Applies to Admins
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Add Seats to a Plan (Legacy)
More seats can be added to the account’s plan without changing your plan type. Adding more seats allows you to add more users on the Users page. If you need to update your plan to include more features, see Switching to a Different Plan. Legacy Billing Engine This article covers...Applies to Admins
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Upgrading to a Paid Plan (Legacy)
Upgrading to a paid plan allows you to access When I Work features beyond your free trial. When I Work offers different plans that allow you to configure your account to best suit your needs. 2022 Plan Content This article covers the process to upgrade a free trial to a...Applies to Admins
Account Plan & Billing
Handling Billing and Invoices
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How Do I Cancel My Account?
If you want to cancel your workplace account, you may do so at any time from the When I Work web app. You must be the admin to cancel the account. Per our Terms of Service, you may cancel your When I Work account at any time; however, there are no refunds...Applies to Admins
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Invoices (Legacy)
When you are billed, When I Work sends an email invoice to the email address entered in the Update Billing Info section. Every invoice is added to your Invoice History and can be printed for your records. Account & Billing page look different? Your Account & Billing page may look different...Applies to Admins
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Hibernating Your Account (Legacy)
Hibernating a When I Work account allows you to temporarily deactivate it, suspending payments and removing user access to the account until it is reactivated. You might want to hibernate your account if your business is seasonal or you’d like to put your account on hold temporarily. Account & Billing...Applies to Admins
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Updating Billing Information
You can update your billing information at any time to change which card you use to pay for When I Work. You must be the admin to update your billing information. If you’re upgrading to a paid plan for the first time, check out Upgrading to a Paid Plan. We...Applies to Admins
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Nonprofit 501(c)(3) Organizations
When I Work is happy to work with 501(c)(3) and 501(c)(19) organizations to discuss pricing options for organizations planning to have less than 100 users. We require documentation to verify your status as a tax-exempt charitable organization: If you’re located in the United States, we require documentation to verify your official...Applies to Admins
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Invoices
When you are billed, When I Work sends an email invoice to the email address listed in the Update Billing Info section. Every invoice is added to the Purchase History and can be downloaded and saved for your records. Account & Billing page look different? Your Account & Billing page may...Applies to Admins
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Hibernating Your Account
Hibernating a When I Work account allows you to temporarily deactivate it, suspending payments and removing user access to the account until it is reactivated. You might want to hibernate your account if your business is seasonal or you’d like to put your account on hold temporarily. Account & Billing page look different? If your account was created before June 12, 2018, your Account & Billing page may look different than what’s shown in this article. If it looks different, check out Hibernating Your Account (Legacy) You must have admin access privileges in order to hibernate your When I Work account. Hibernation...Applies to Admins
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Renew Your Annual Plan
An annual billing cycle allows you to pay for your When I Work plan for the year. You must have admin access privileges to access the Account & Billing page. Your plan’s renewal date is displayed on the Account & Billing page. When I Work sends an email reminder to...Applies to Admins
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Reactivate Your Account
You might want to reactivate your account if your business is seasonal or you’d like to bring your account out of hibernation. From your computer, use a supported web browser to sign in to When I Work on the web. Click Reactivate Account. Now you can begin reconfiguring your account.Applies to Admins
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Changing the Primary Contact
Each When I Work has three slots available for admins who control payments and the life of the account. The admin is the only user role with access to the Account & Billing page. The Primary Contact can only be assigned to a user with admin level access. Hover over Gear, then...Applies to Admins
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Invoices (Legacy)
When you are billed, When I Work sends an email invoice to the email address listed in the Update Billing Info section. Every invoice is added to the Invoice History and can be downloaded and saved for your records. Account & Billing page look different? Your Account & Billing page may...Applies to Admins
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Updating Billing Information (Legacy)
You can update your billing information at any time to change which card you use to pay for When I Work. Legacy Billing Engine This article covers account and billing content prior to July 17, 2023. Check out the non-legacy articles if your screen looks different. You must be the...Applies to Admins
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Payroll Billing Reference Guide
This article covers how billing works when you enroll in Payroll as part of your subscription to When I Work. Last Updated This article was last updated on March 25, 2024. Payroll fees are billed in arrears on a monthly basis and are included in the monthly bill alongside the subscription fees for the Scheduling & Attendance Product. Customers on annual Scheduling & Attendance plans that are billed on a monthly basis are billed for both their Scheduling & Attendance subscription as well as the monthly Payroll fees. Payroll consists of the following fees: Payroll Base: A flat dollar amount...Applies to Admins
Account Settings
General Settings
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Enabling Privacy for All Employees
If you want to prevent users with employee level access from viewing all other users with employee level access, you can enable global user privacy in the Settings General Settings. This will prevent users from seeing the Coworkers tab, the full schedule, and limit shift coverage options like swaps and... -
Setting Time Zones
When I Work’s time zone settings determine how schedules and time entries are viewed and created. If you have users across different time zones, setting time zones allows users to view shift times and timesheet entires in their local time. You must have admin level access to adjust the workplace time zone in the General Settings. Changing the workplace’s time zone setting will adjust shift times on the schedule. If you use When I Work Time Clock & Attendance, timesheet entries are also adjusted. Time zones can be set for the workplace account and individual user profiles. The workplace’s default... -
Currency Settings
The default currency setting in When I Work is set to USD ($). If you’re an admin or manager, you can select a different currency in the Settings General Settings. Hover over Gear, then select Settings General Settings. In the App Settings section, click the down arrow next to the Currency Symbol... -
General Settings
Input your workplace information and determine how your staff uses When I Work by configuring your General Settings. This article is an overview of all available general settings. The settings in your account are dependent upon your plan. See your account’s Plans page or When I Work Pricing for more information and a full feature list. You must have admin or manager level access to view and modify the General Settings. If you make any changes to General Settings, click Save in the top-right corner of the screen. Communicate settings changes to users To avoid confusion, be sure to inform them of... -
Change the Start Day of the Work Week
By default, When I Work sets the start day in the schedule to Sunday. You can change the first day of the work week in the General Settings. You must have admin or manager level access to change the start day of the work week. The start day of the work... -
Setting Overtime Thresholds
Set up overtime thresholds so users are paid extra depending on how many hours they work within a certain time frame. You can adjust the thresholds to calculate weekly, daily, and daily double overtime. For example, if the weekly overtime threshold is set to 40 hours and a user works... -
Change the Weekly Overtime Boundary
Accounts that calculate weekly overtime from the start of the pay period have the option to switch their overtime calculation to the start of the work week. The advantages of switching your account’s overtime boundary to the start day of the week include: Keeping things simple: Switching allows for overtime... -
Manage Additional Time Off Types
You can create additional time off types to align with your workplace’s time off policies. There is no limit to the amount of additional types you create and they can be set as unpaid, paid, or both. This is useful when you want to add types like Jury Duty, Bereavement,... -
Manage Basic Time Off Accrual Policies
Time accrual policies enable your employees to earn time off based on how much they work. They can submit time off requests that are then automatically deducted from their earned time. Check out Edit Time Off Balances for Users if you are an admin or manager and need to make adjustments to a time off balance. You must have attendance and/or Payroll to use time off accruals. You can choose to add Holiday, Personal, Sick Time, or custom time off types. Hover over , then select General Settings. Scroll down to Time Off Accrual, then click + Create a new accrual...
Account Settings
Scheduling Settings
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Scheduling Settings
Determine how your staff use schedules by configuring your Scheduling Settings. This article is an overview of all available scheduling settings. The settings in your account are dependent upon your plan. See your account’s Plans page or When I Work Pricing for more information and a full feature list. You must have admin or manager level access to access the Scheduling Settings page. If you make any changes to Scheduling Settings, click Save in the top-right corner of the screen. Communicate settings changes to users To avoid confusion, be sure to inform users of any changes to the account’s settings. Hover over ...
Account Settings
Attendance Settings
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Attendance Settings
Configure your Attendance Settings to determine how your users use Time Clock & Attendance. This article is an overview of all available attendance settings. The settings in your account are dependent upon your plan. See your account’s Plans page or When I Work Pricing for more information and a full... -
Setting Pay Period Length
Set the pay period length to align with how frequently your users are paid. For example, if you pay users every week you might want to set weekly pay periods. You must have admin or manager (with “can manage timesheets and pay periods” enabled) level access to change pay periods settings. Changing... -
Allow Clocking In With a Personal Computer
If your user’s use computers at work, allow them clock in and out from their computers when they’re logged in to the When I Work web app. You can also allow users to clock in from the When I Work mobile apps or time clock terminals. You must have manager... -
Allow Clocking In from Mobile Devices
Turn on the mobile time clock method to allow your users to clock in and out using the When I Work app on their iOS device and Android devices. You can also allow users to clock in and out from personal computers or time clock terminals. You must have manager... -
Restricting When Users Can Clock In
Set up time-based clock-in restrictions if you don’t want users with employee or supervisor level access clocking in too early for their scheduled shifts. If you need to set up location-based clocking restrictions, check out Restricting Where Users Can Clock In Or Clock Out. Time-based restrictions determine when an employee... -
Restricting Where Users Can Clock In Or Clock Out
Users with employee or supervisor level access can be allowed to clock in or clock out from anywhere, or you can limit where they are allowed to clock in or clock out based on where they’re physically located. You might want to set up location-based restrictions to increase accountability and... -
Preventing Employees from Editing Their Timesheets
By default, users with employee or supervisor level access have the ability to edit their own personal timesheets. If you don’t want employees or supervisors to edit their own timesheets, disable the feature in the Attendance Settings so they can only record their hours by clocking in and out. You... -
Adjust When Clock In/Out Reminders Are Sent
Reminders are sent if a user forgets to clock in or clock out for a shift. Adjust how soon after a user forgets to clock in or out for a reminder to send to best fit your needs. For example, you might want to remind users five minutes after they...Applies to Admins
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Setting Overtime Alerts
Overtime alerts notify you when users with employee level access are nearing overtime, scheduled for overtime or have accepted a shift that adds overtime hours. Managers and supervisors have the option to opt in or out of these alerts by setting their personal alert preferences. Overtime alerts are based on...Applies to Admins, Managers, Supervisors
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Automatically Deduct Scheduled Breaks
You can have unpaid breaks automatically deducted from timesheets if your users don’t punch in or punch out for breaks on their own. When I Work recommends this feature be used when users have regular unpaid breaks entered as a part of their schedule and there is no requirement for... -
How Paid Break Reporting Works
The paid break reporting feature allows users to report that they have taken all of their required paid breaks during their shift. If the user did not take their paid breaks, they can leave a note explaining why the breaks were missed for the employer’s records. Timesheet exports will highlight...Applies to Admins, Managers, Supervisors
Account Settings
Integrations
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Getting Access to the When I Work API
When I Work provides an open API (application program interface) to allow your custom applications to interact and exchange data with When I Work. Our API follows standard conventions with logically grouped methods. For more information, check out our API documentation. Considerations You must have admin level access to obtain an...Applies to Admins
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Gusto Integration
When I Work integrates with Gusto to make managing employees and exporting payroll painless. The integration allows you to: Sync employee names Send timesheets from When I Work to Gusto Send When I Work job positions to Gusto Send PTO and sick time from When I Work to Gusto Your workplace must use Time Clock & Attendance to set up payroll integrations. The linked Gusto account must have only one pay schedule. The Gusto pay period frequency and dates must match the When I Work pay period. All When I Work users with worked hours must be assigned to the single pay schedule in... -
Integrating With a Payroll Processor
Set up a payroll integration to streamline sending pay period information from When I Work to your payroll processor. Your account’s plan must include Attendance to set up payroll integrations. Follow our instructions to set up a payroll integration with any of these payroll processors: When I Work for RUN... -
QuickBooks Online Integration
When I Work integrates with QuickBooks Online to make managing users and exporting pay period hours painless. The integration allows you to sync user names and send worked hours to QuickBooks Online. Prior to exporting this information, you will need to close out your pay period. Your workplace must use... -
ADP Workforce Now Timesheet Export
If you use Time Clock & Attendance, you can easily send payroll information to ADP Workforce Now for payroll processing. Your workplace must use Time Clock & Attendance to set up payroll integrations. You must have manager or admin level access to set up the integration. If you have multiple ADP... -
Paychex Integration
If you use When I Work Time Clock & Attendance, you can easily export your payroll information to a CSV file and upload it to Paychex. Your workplace must use a paid Time Clock & Attendance plan to set up payroll integrations. You must have admin or manager (with “can manage... -
Zapier Integration
Zapier lets you connect When I Work to over 1,000 other web services. Automated connections called Zaps are set up in minutes without coding. These Zaps build workflows between apps like Google Sheets, Excel, and Slack that automate processes in When I Work. Each Zap has one app as the... -
Integrations to When I Work
Providers of other employee management systems have created integrations to When I Work to streamline actions and processes between platforms. The integrations listed in this article are created by third party providers. Please contact the provider directly with questions as these integrations are not supported by When I Work’s Customer... -
When I Work for RUN Powered by ADP® Integration
The When I Work for RUN Powered by ADP® connector enables you to send pay period hours from When I Work right to ADP before you close the pay period. This article provides details around the requirements to implement the connector as well as setup instructions for matching user and... -
Single Sign On (SAML v2)
Overview The Single Sign On (SSO) integration, based on SAML v2, allows your users to use your existing corporate authentication to access When I Work. This can help streamline authentication from internal portals, other applications, or even from your custom subdomain. SSO is available on the web app only. What...Applies to Admins
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API Services Reference Guide
When I Work has a Primary API service and is continuously building new, smaller service APIs to support each new feature in the product. As new features are developed, new service APIs are created to support easier scalability and better redundancy. The content outlined here details all of the current...Applies to Admins
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ADP Workforce Now Direct Integration
The ADP Workforce Now direct integration enables you to send your payroll information directly to ADP for payroll processing. With this integration you can: Send worked hours, the pay rates for those hours, and paid time off from When I Work to ADP Workforce Now. Create new users in When... -
Square Integration Reference
When I Work integrates with Square Payroll for quick and seamless time tracking and payroll services. The integration allows you to sync employees, schedules, and time entries between the systems. Your workplace must use Time Clock & Attendance to set up payroll integrations. This integration is available for US customers only.... -
Lightspeed Retail (X-Series) POS Integration Reference
When I Work integrates with Lightspeed Retail (X-Series) POS to increase operational efficiency through some automations. With this integration you can: Automatically create and update users in When I Work based on your users in Lightspeed POS. Review actual sales data from Lightspeed POS within your When I Work schedules. You can elect to use one or all of the integrations to Lightspeed POS listed above. Check out Integration details for more information about each one. You must be on a paid When I Work plan. You must have a Lightspeed Retail (X-Series) product. You must specify what Schedule in... -
Square POS Integration Reference
When I Work integrates with Square Point of Sale (POS) to increase operational efficiency through some automations. With this integration you can: Automatically create and update users in When I Work based on your users in Square POS. Review actual sales data from Square POS within your When I Work schedules. Clock in/clock out in Square POS against shifts created and edited in When I Work. Compare Square POS actual hours worked data to scheduled shifts in When I Work. You can elect to use one or all of the integrations to Square POS listed above. Check out Integration details...
Scheduling
Introduction to Scheduling
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Scheduler Reference Guide
Use the Scheduler to create and manage the schedule for your workplace. You can access the Scheduler in the When I Work web app at any time by clicking the Calendar Scheduler tab at the top of the page. The schedule displays scheduled shifts, annotations, user’s availability preferences, and approved time off. ...Applies to Admins, Managers, Supervisors
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Scheduling Basics
When I Work Scheduling is a comprehensive scheduling tool that helps you save time and instantly communicate the schedule to your users. At the most basic level, scheduling your team involves adding shifts and publishing the schedule. The When I Work schedule is made up of shifts just like any...Applies to Admins, Managers, Supervisors
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Giving Your Team Schedule Flexibility
Giving your team schedule flexibility can go a long way to keeping them happy. When I Work offers several features to take the scheduling burden off you and empower your users. The availability feature allows your users to let you know when they prefer to work and when they prefer...Applies to Admins, Managers, Supervisors
Scheduling
Creating the Schedule
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Finding a Replacement for a Shift
If your users can’t make it to their shift, you can find a replacement to quickly find another user who can work the shift. The first user to accept the shift will be automatically assigned the shift to their schedule. You can also find a replacement from your iPhone or...Applies to Admins, Managers, Supervisors
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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....Applies to Admins, Managers, Supervisors
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Add Unpaid Breaks to Shifts
Add unpaid breaks to your user’s shifts to calculate total paid hours for a specific day or week in a schedule. If you use When I Work Time Clock & Attendance, unpaid breaks are not automatically deducted from user’s worked hours unless Automatically Deduct Scheduled Breaks from Timesheets is checked...Applies to Admins, Managers, Supervisors
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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...Applies to Admins, Managers, Supervisors
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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...Applies to Admins, Managers, Supervisors
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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....Applies to Admins, Managers, Supervisors
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Copying Shifts and Schedules
You can copy shifts and schedules to save time and ensure you have the schedule coverage that you need. If your business has regular shifts for select users, copying shifts and setting them up for specific intervals helps you save time (so you don’t have to recreate each shift individually)....Applies to Admins, Managers, Supervisors
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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...Applies to Admins, Managers, Supervisors
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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...Applies to Admins, Managers, Supervisors
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Interpreting Availability and Time Off While Scheduling
Availability preferences and time off requests help you better understand when users can work so you can schedule them more effectively and avoid scheduling conflicts. Depending on your view of the Scheduler, user’s availability and time off is displayed differently. See Schedule Views for more information on the ways you...Applies to Admins, Managers, Supervisors
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Tracking Hours in the Scheduler
When I Work makes keeping track of hours easy as you’re building the schedule. In addition to seeing total hours for all users for a day or week, you can see an individual user’s: Scheduled hours per day or week Max number of hours they should be scheduled per week...Applies to Admins, Managers, Supervisors
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Reassigning Shifts
You might need to reassign a shift to a different user if the originally scheduled user can’t work the shift. If you’d prefer to offer the shift to other users so they can volunteer to take it, use the find replacement feature instead. If you’re using day view to build...Applies to Admins, Managers, Supervisors
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Viewing Hourly Coverage in the Schedule
Viewing hourly coverage helps you better visualize how many people you have scheduled for a particular hour throughout the day. The hourly coverage graph is only available in day view. If you prefer to schedule in week view, you can view daily total hours at the bottom of the schedule....Applies to Admins, Managers, Supervisors
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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...Applies to Admins, Managers, Supervisors
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Scheduling a Shift
You can add a custom shift or use a shift template to save time. If you need to schedule a shift on the go, you can create shifts from your iOS device or Android device. Click Calendar Scheduler. Click Add to add a shift. If you’re on day, week, or 2...Applies to Admins, Managers, Supervisors
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Auto-Assign Shifts
Auto-assign shifts leverages the information already entered in your When I Work account to create a schedule. The feature automatically assigns unpublished OpenShifts to users for you to review and publish. Auto-assign shifts is only available in week view. Only unpublished OpenShifts are automatically assigned. OpenShifts with no position are... -
Overtime Visibility
The overtime visibility feature displays the overtime impact when scheduling. Your account’s overtime thresholds are used to calculate a user’s potential overtime when assigning a shift. Don’t see this feature? If you don’t see Overtime Visibility information, check your Account & Billing page to see if your account has Overtime...Applies to Admins, Managers, Supervisors
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Bulk Edit Shifts
You can make edits to multiple shifts at once in the scheduler. Bulk editing is useful when you need to make changes to positions for multiple shifts, update start or end times for multiple shifts, or move a few different shifts to OpenShifts. User view, position view, and coverage view...Applies to Admins, Managers, Supervisors
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Bulk Edit Shifts
You can make edits to multiple shifts at once in the scheduler. Bulk editing is useful when you need to make changes to positions for multiple shifts, update start or end times for multiple shifts, or move a few different shifts to OpenShifts. User view, position view, and coverage view...Applies to Admins, Managers, Supervisors
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Scheduling Rules Reference
Scheduling rules are available to help promote a more thoughtful schedule that keeps the well-being of the employees at a high focus point. They can also be used to meet local guidelines around scheduling, such as required-time off per week. Scheduling Concerns are shown in the following areas: Create shift...
Scheduling
Templates
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Using Schedule Templates
Schedule templates allow you to create a daily or weekly schedule that is reusable. If your schedules are very similar from day to day or week to week, use a template to save time and avoid creating schedules from scratch. You may use an already existing schedule or create a...Applies to Admins, Managers, Supervisors
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Creating and Managing Shift Templates
Shift templates save you time when you need to schedule shifts that have a consistent start and end time. Instead of manually entering in custom shift details one-by-one, shift templates allow you to schedule a shift quickly and easily. You must have supervisor, manager, or admin access privileges in When I Work to add, modify, import, or delete shift templates. Supervisors can manage shift templates for their schedules only. When you edit a shift template, existing shifts that were created using that template are not updated. Future shifts scheduled with the shift template reflect the updates you make. Hover over , then select Shift Templates....Applies to Admins, Managers, Supervisors
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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...Applies to Admins, Managers, Supervisors
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How Shift Templates Work
Shift templates allow you to efficiently schedule shifts that have a consistent start and end time. Instead of manually entering in custom shift details one-by-one, shift templates allow you to schedule a pre-created shift quickly and easily. Don’t have any shift templates created yet? Check out Creating and Managing Shift Templates. You...Applies to Admins, Managers, Supervisors
Scheduling
OpenShifts
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Scheduling an OpenShift
Schedule an OpenShift when you’d like a user to pick up a shift instead of assigning it to a specific person. The process to create an OpenShift varies slightly depending on whether you’re using users view or position view on the Scheduler. You can also schedule an OpenShift from your...Applies to Admins, Managers, Supervisors
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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...Applies to Admins, Employees, Managers, Supervisors
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Offer an OpenShift to Specific Users
When creating or editing an OpenShift, you can view all the users who are eligible for the shift and offer the shift to specific eligible users. A user is eligible to pick up a shift if they meet the following criteria: They are qualified for the shift based on their...Applies to Admins, Managers, Supervisors
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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...Applies to Admins, Managers, Supervisors
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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....Applies to Admins, Managers, Supervisors
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How Shift Bidding Works (OpenShift Requests)
Shift Bidding, also called OpenShift Requests, is an option within an OpenShift that allows users to express interest in the shift. You can then view who has requested to pick up the OpenShift and select and approve a user to work the shift. The Shift Bidding option helps you moderate...Applies to Admins, Managers, Supervisors
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How OpenShifts Work
Schedule an OpenShift when you’d like a user to pick up a shift instead of assigning it to a specific person. OpenShifts are a good fit when: You want to give your users the flexibility to pick up shifts that work best for them. Your user’s availability is complicated, and...Applies to Admins, Managers, Supervisors
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Require OpenShift Pick Up Approval (Shift Bidding)
Shift Bidding, also called “OpenShift Requests”, is an option within an OpenShift that allows users to express interest in the shift. Require pick up approval on OpenShifts to allow users to bid on the shift. You can also require pick up approval from your Android device or iOS device. The...Applies to Admins, Managers, Supervisors
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Labor Sharing Reference Guide
Labor Sharing helps increase your shift coverage by looking at eligible and available users on other schedules you currently have set up. Labor Sharing is useful when you need to fill vacant OpenShifts, backfill dropped shifts, or find coverage for user’s planned time off Labor sharing is accomplished by sharing...Applies to Admins, Managers, Supervisors
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How Overlapping OpenShifts Work
The overlapping OpenShift coverage option allows users to pick up OpenShifts that overlap with currently scheduled shifts. This permits users to double up on shifts that have overlapping times if the user can cover enough of the OpenShift. Overlapping OpenShifts can be used without or with shift bidding (OpenShift pick-up...Applies to Admins, Managers, Supervisors
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...Applies to Admins, Managers, Supervisors
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Filtering the Schedule
Whether you prefer to schedule in user view, positions view, or coverage view, you can filter your schedule to quickly view coverage for particular positions or job sites. Instead of viewing your entire schedule, filtering helps you narrow your schedule down to the shifts you want to see. Filters can be...Applies to Admins, Managers, Supervisors
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Schedule Views
Changing your view of the schedule helps you better visualize upcoming shifts. The Scheduler offers three types of views: Time views determine the time period that you’re viewing. Staff views determine the formatting of the schedule. Color views determine whether the schedule is colored-coded based on shift colors, position colors, or...Applies to Admins, Managers, Supervisors
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Forecast Tools
Get more insight into your budget using the forecast tools. Use forecast tools while scheduling to ensure you have the right coverage and are within your labor budget. Use the forecast data import function to quickly enter forecast information across time. By default, supervisors can view and edit projected sales...Applies to Admins, Managers, Supervisors
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Scheduler Coverage View Reference Guide
Coverage view displays shifts in chronological order based on start time. Coverage view is a great tool to use when you want to make sure you have an entire week’s worth of shifts covered. It also helps you to determine any gaps for priority shift times. Coverage view can be...Applies to Admins, Managers, Supervisors
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Scheduler User View Reference Guide
User view allows you to view the schedule organized by user. Use user view if you prefer to think about schedule coverage based on who is scheduled. User view can be used in day, week, two-week, and month time views. Time off requests and availability preferences are displayed in this...Applies to Admins, Managers, Supervisors
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Scheduler Position View Reference Guide
Position view displays shifts grouped by assigned position. Use position view if you’d like to schedule coverage based on which positions need to be filled. Position view can be used in the week, two-week, or month time views. Time off requests and availability preferences are not displayed in this view. User’s...Applies to Admins, Managers, Supervisors
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Track Hours and Labor in the Scheduler
When I Work makes keeping track of hours easy as you’re building the schedule. The schedule displays total scheduled hours for the week or day and total scheduled hours per user. All hours are counted based on the workday start time. This is set to 12 AM by default. Contact...Applies to Admins, Managers, Supervisors
Scheduling
Using Availability
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Editing a User’s Availability
Availability preferences let you know when a user prefers to work. You might need to edit a user’s availability yourself if the user communicates preferences to you outside of When I Work. You can also edit a user’s availability preferences from your iPhone or Android phone. You must have supervisor, manager, or...Applies to Admins, Managers, Supervisors
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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...Applies to Admins, Employees, Managers, Supervisors
Scheduling
Using Tasks
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How Task Lists Work
Use task lists to let your users know what activities they need to complete on a given day or during their shift. Then monitor the task lists to ensure those activities are completed. Task lists can be created, assigned, and monitored from a computer, iOS device or Android device. Tasks...Applies to Admins, Managers, Supervisors
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Setting Up Team Task Lists
Create team task lists to capture tasks that need to be completed by your staff. Any user working that day can complete the tasks or specific tasks can be assigned to a user. Team task lists are for activities or duties that are completed collaboratively by the people working that...Applies to Admins, Managers, Supervisors
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Scheduling Team Tasks
When your team task list is ready, you can add it to the schedule to make its tasks visible to your users. You can set the list to automatically repeat daily or weekly, or you can pick the days it should be active. To schedule shift tasks instead, check out...Applies to Admins, Managers, Supervisors
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Assign Team Tasks
After you schedule a team task list, you have the option to assign specific tasks in the list to a user. When a team task is assigned to someone, it is their responsibility to complete. A team task list must be scheduled before you can assign tasks from the list to...Applies to Admins, Managers, Supervisors
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Monitoring Tasks
You can monitor team and shift task completion and mark tasks complete from your computer. Team tasks can also be monitored from an iOS device or Android device. Monitor daily tasks from the Dashboard or from the Scheduler. Use the Dashboard Dashboard to monitor tasks and mark them complete. Click Dashboard Dashboard....Applies to Admins, Managers, Supervisors
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Setting Up Shift Task Lists
Create shift task lists to capture tasks that need to be completed during a particular shift. Shift task lists can be added on the scheduler to custom shifts and to shift templates. Shift task lists are for duties that are to be completed by a single user during their scheduled...Applies to Admins, Managers, Supervisors
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Scheduling Shift Tasks
When your shift task list is ready, you can add it to shifts to make its tasks visible to your users. You can schedule the list to a single shift or add the list to a shift template to use over and over. To schedule team task lists instead, check...Applies to Admins, Managers, Supervisors
Scheduling
Sending the Schedule to Your Team
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Publishing the Schedule
When you’re done making the schedule, you need to let your staff know. Publishing the schedule alerts your users that they have new shifts, and allows them to see the shifts in the When I Work app. You can also publish the schedule from your iPhone/iPad or Android phone. The...Applies to Admins, Managers, Supervisors
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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...Applies to Admins, Managers, Supervisors
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Minimizing Publish Notifications
If you want to avoid sending your users too many notifications when you’re building the schedule, don’t publish shifts one at a time. Instead, publish the schedule for longer time periods and we’ll do our best to minimize notifications. To make sure your employees are aware of their shifts, When...Applies to Admins, Managers, Supervisors
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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...Applies to Admins, Managers, Supervisors
Scheduling
Processing User Requests
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Process Shift Requests
When users request to swap and drop shifts, you can use the When I Work web app to process the requests from your computer. You can also process shift requests from your iOS device or Android device. You must have supervisor, manager, or admin access privileges to process employee requests. If you’re...Applies to Admins, Managers, Supervisors
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Process Time Off Requests
When users request time off, use the When I Work web app to process the requests from your computer. You can also process time off requests from your iOS device or Android device. You must have supervisor, manager, or admin access privileges to process employee requests. If you’re a supervisor, you can...Applies to Admins, Managers, Supervisors
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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...Applies to Admins, Managers, Supervisors
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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...Applies to Admins, Managers, Supervisors
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Process OpenShift Requests
When users bid on OpenShifts, use the When I Work web app to process OpenShift requests from your computer. You can also process OpenShift requests from your Android device or iOS device. You must have supervisor, manager, or admin access privileges to process employee requests. If you’re a supervisor, you can only process requests...Applies to Admins, Managers, Supervisors
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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...Applies to Admins, Employees, Managers, Supervisors
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Processing Absences
Overview When an employee reports an absence, you can view the note for the absence or find coverage for the shift. You can also process absences from your Android or iOS device. Considerations You must have supervisor, manager, or admin access privileges in order to process absences. You can respond to absences in three locations: From the dashboard under Attendance Notices From the Absence Page From the Scheduler On the Dashboard, scroll to Attendance Notices. Click Show Details. Click Get Shift Covered. Click either Move to Open or Find Replacement. If Move to Open is selected, you will see a confirmation...Applies to Admins, Managers, Supervisors
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Submitting Absence for Employees
Submitting absences on behalf of employees allows you to record the absence or find coverage for the shift. In order to submit an absence on behalf of another employee: You must have supervisor, manager, or admin access privileges. The shift has to be published. The shift’s start time must be within the next 24 hours or has already passed. Start from either the Dashboard or the Scheduler. From the Dashboard, click View Details on the shift and then click Report Absence. From the Scheduler, click on on the shift and then click Report Absence. Type a note and then click Save. An...Applies to Admins, Managers, Supervisors
Scheduling
Checking the Schedule
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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...Applies to Admins, Employees, Managers, Supervisors
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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...Applies to Employees, Managers, Supervisors
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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 When I Work to view the full team schedule for your workplace. This article describes how to view the full team schedule from your computer. You can also view the full team schedule...Applies to Employees
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Using Shift Confirmation
Shift confirmation is a verification measure that lets you know if your users have seen their shifts. Users that confirm their shifts know that they’re responsible to work. Shift confirmation is required by default. If you have manager or admin access privileges, you have the option to turn it off in...Applies to Admins, Managers, Supervisors
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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...Applies to Admins, Employees, Managers, Supervisors
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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...Applies to Admins, Employees, Managers, Supervisors
Scheduling
Time Off and Shift Requests
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Submitting Time Off Requests for Employees
Submitting time off on behalf of users with employee level access allows you to create requests for past dates or submit the same request for multiple employees at once. You can also submit time off on their behalf if you’ve disabled employees’ ability to submit their own time off requests...Applies to Admins, Managers, Supervisors
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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...Applies to Admins, Managers, Supervisors
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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...Applies to Admins, Employees, Managers, Supervisors
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Get Your Shifts Covered
If you’re unable to work one of your shifts you have a few options to get your shift covered: Shift Release – give your shift up to an OpenShift Shift Drop – give your shift to a coworker Shift Swap – trade shifts with a coworker Each shift coverage option...Applies to Admins, Employees, Managers, Supervisors
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Requesting Time Off
When you need to take time off from work, use When I Work to send the request to your manager for approval. Time off can be submitted as Holiday (paid or unpaid), Personal (paid or unpaid) or Sick (paid or unpaid). You can also request time off from your iPhone/iPad or Android phone....Applies to Admins, Employees, Managers, Supervisors
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Accept Shift Swap and Drop Requests
If your coworker cannot work an assigned shift, they can invite you to cover their shift. They may ask you to trade shifts (swap) or take a shift (drop). You can also accept swap and drop requests from your iOS device or Android device. If you are eligible to take or trade...Applies to Admins, Employees, Managers, Supervisors
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Time Off Types
Every time off request created must have a time off type. The type of time off communicates why the user is taking time off. The time off request feature in When I Work may not fully align with your employer’s rules for time off. For more information on how your...Applies to Admins, Employees, Managers, Supervisors
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Bid on OpenShifts (OpenShift Requests)
Some OpenShifts may require pick up approval by management. Bid on an OpenShift to express interest in a shift. Management then selects a user from the list of interested users to assign the shift. You can also request to work OpenShifts from an Android device or iOS device. From the My...Applies to Admins, Employees, Managers, Supervisors
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How Tracking Absences Works
Absence tracking is a feature that allows users to report when they cannot work an assigned shift that takes place within the next 24 hours. When users report an absence, management is notified that the assigned person will not be working and coverage is needed. Absence tracking is available from...Applies to Admins, Managers, Supervisors
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Reporting Absences
Absence tracking allows you to report when you cannot work an assigned shift that takes place within the next 24 hours. When you report an absence, the shift is removed from your schedule and management is notified. You can also report absences from an iOS or Android device. This article walks through self-reporting absences. Users with admin, manager, and supervisor level access can report absences on behalf of a user. See Reporting Absences for Users for more information. You can report absences from your My Schedule page. Hover over your name, then select My Schedule. Click the shift that you’d like...Applies to Admins, Employees, Managers, Supervisors
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Reporting Absences for a User
Absence tracking allows users to report when they cannot work an assigned shift that takes place within the next 24 hours. Management can report absences on behalf of their employees from the scheduler or the dashboard. You can also report absences for a user from an iOS device or Android device. You must have admin, manager, or supervisor level access to report an absence on behalf of another user. You must have admin, manager, or supervisor level access to report absences for past shifts. Absence tracking can be used alongside the shift coverage options in the Scheduling Settings. See Respond to...Applies to Admins, Managers, Supervisors
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Edit Time Off Balances for Users
You can make adjustments to a user’s time off balances in their user profile. This is helpful if you are migrating from a system where time off balances already existed or if you need to make manual updates of balances for specific users. If you need to check your balance, see Checking Your Time Off Balance. You must have attendance and/or Payroll to use time off accruals. Your workplace must be set up to with a time off accrual policy. Only admins and managers can edit time off balances. Hover over , then select Users. Click next to the user... -
Checking Your Time Off Balance
Curious about how much time off you have accrued? This article walks you through checking your time off balance. Check out Edit Time Off Balances for Users if you are an admin or manager and need to make adjustments to a time off balance. You must have attendance and/or Payroll to use time off accruals. Your workplace must be set up to with a time off accrual policy. Hover over , then select Request Time Off. Select the time off type you want to check the balance for. Your time off balance loads in the modal.Applies to Admins, Employees, Managers, Supervisors
Scheduling
Printing and Exporting
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Can I Export My Data?
It is your responsibility to maintain appropriate alternate backups of your When I Work data. When I Work makes it easy to export your data by offering the following exports. Use the following instructions to export the data you need from your When I Work account: Users Job Sites Pay Period Hours Schedules Shift requests Shift templates Timesheets Time off requestsApplies to Admins, Managers, Supervisors
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Printing the Schedule
You may need to print schedules for people that do not have access to a computer or mobile phone. Two types of printing are available: Multiple people (day, week, or month) Single person (week) We strongly recommend that users with computers or smartphones use the When I Work web app...Applies to Admins, Managers, Supervisors
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Exporting Shift Requests
Exporting shift requests from your When I Work account allows you to download a spreadsheet containing your user’s swap and drop requests. Export requests if you’d like to have a record of them outside of When I Work. Check out Can I Export My Data? for more information on exporting other...Applies to Admins, Managers, Supervisors
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Exporting Time Off Requests
Exporting time off requests from your When I Work account allows you to download a spreadsheet containing your user’s unpaid, paid, sick or holiday requests. Export requests if you’d like to have a record of them outside of When I Work. Check out Can I Export My Data? for more information...Applies to Admins, Managers, Supervisors
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Exporting Job Sites
Exporting job sites from your When I Work account allows you to download a spreadsheet containing each job site address, description, and assigned schedules. Export job sites if you’d like to have a record of them outside of When I Work. Check out Can I Export My Data? for more information...Applies to Admins, Managers, Supervisors
Time Clock & Attendance
Introduction to Attendance
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How Does the Attendance Free Trial Work?
Use the 14-day free trial to try Time Clock & Attendance at no cost. During that time you’ll have full access to all attendance features. Time Clock & Attendance allows you to easily track time for your workplace with flexible time clock options and streamline payroll processing. You can configure...Applies to Admins
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Using the Time Tracker
If you are using both When I Work Scheduling and Attendance, the Time Tracker tool allows you to quickly compare scheduled shifts with actual clocked in hours. You can also clock your users in to their shifts from this page. Hover over Attendance Attendance, then select Time Tracker Time Tracker. If...Applies to Admins, Managers, Supervisors
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Editing Pay Periods
Editing pay periods ensures your account does not have overlapping, duplicate, or gaps between pay periods. At this time, this feature is only accessible via the web app. The Admin and Managers with access to manage timesheets and pay periods are able to edit pay periods. If the previous pay... -
Add Time Clock & Attendance to Scheduling
This article walks through how to add Time Clock & Attendance to your account when you are already using When I Work Scheduling. If you are new to When I Work and have not set up Scheduling, See Setting Up Scheduling and Time Clock & Attendance for Your Workplace. Add...Applies to Admins
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How Does Free Attendance Work?
The Free Attendance service offers core When I Work Time & Attendance features in addition to your Scheduling service at no cost for accounts with up to 75 users. Free Attendance is Retired Starting in February, 2021, the Free Attendance option is no longer available to be added to new...Applies to Admins
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How Time Clock & Attendance Works
When I Work Time Clock & Attendance takes your employee management to the next level by combining our scheduling service with a service for tracking worked time. When I Work provides three different time clock types to fit your workplaces’ needs. Set up one type or all three for your users to clock in and out on. Similar to a traditional time clock, the Time Clock Terminal is set up by the admin, a manager or supervisor on a computer, Android or iOS device. Users can enter their email address or employee ID on the terminal screen to clock in...
Time Clock & Attendance
Clocking In and Out
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Attendance Notices
If you are using Scheduling and Time Clock & Attendance you will have attendance notices that appear in the dashboard. These notices are there to let you know when users clock in late, forget to clock out, clock in at the wrong location, or forgot to clock in. The last seven days of attendance notices display on the dashboard. Attendance notices are generated based off of the ‘How early can employees and supervisors clock in for a shift?’ and ‘Notify users when they miss a clock in/out’ menus in the Attendance Settings. The Attendance Notices card show alerts related to...Applies to Admins, Managers, Supervisors
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Setting Up a Time Clock Terminal
A time clock terminal is a dedicated computer or mobile device at your workplace that is used solely for clocking in and out. You might set up a time clock terminal at an entrance, break room, or central location at your workplace. Users clock in and out from the terminal...Applies to Admins, Managers, Supervisors
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Clock 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 personal computer. If you don’t see the option to clock in, your employer may have turned off the personal computer time clock feature. Your employer can require...Applies to Admins, Employees, Managers, Supervisors
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Clocking an Employee In or Out
If you’re a supervisor, manager, or admin, you can clock in or out on behalf of your employees by editing their timesheets from your computer. You can also clock in on behalf of your employees from your iOS device or Android device. If you’re a supervisor, you can only clock in...Applies to Admins, Managers, Supervisors
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Clock 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...Applies to Admins, Employees, Managers, Supervisors
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Enable Photo Clock In
This article covers how to enable Photo Clock In. First, you’ll need to enable it in your attendance settings, then enable it on each iOS Time Clock Terminal you want to use Photo Clock In for. Check out the Photo Clock In Reference Guide for more information about Photo Clock...Applies to Admins, Managers, Supervisors
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. Click Take Lunch. If you’re an...Applies to Admins, Employees, Managers, Supervisors
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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....Applies to Admins, Employees, Managers, Supervisors
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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...Applies to Admins, Employees, Managers, Supervisors
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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...Applies to Admins, Employees, Managers, Supervisors
Time Clock & Attendance
Working with Timesheets
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Close and Export Pay Period Hours
When a pay period has ended, review and close the pay period to prepare it for export to your payroll processor. Only the admin and managers with access to manage timesheets and pay periods can close or re-open the pay period. The icons in front of the pay periods indicate their status: Open... -
Reviewing User’s Timesheets
If you use When I Work Time Clock & Attendance to track worked hours, you can review pay periods and timesheets to monitor user’s hours and make any needed adjustments. If you notice a discrepancy in a timesheet, you can edit the timesheet to make corrections. Hover over Attendance Attendance,...Applies to Admins, Managers, Supervisors
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How Timesheet Hours Are Calculated
To ensure timesheets are consistent, When I Work uses a standard calculation method to record worked hours. When I Work uses the following rules to calculate worked hours: When a user clocks in or out, When I Work records the hour and minute. Seconds are not recorded. For example, a...Applies to Admins, Managers, Supervisors
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How Overtime is Calculated
When I Work automatically calculates overtime based on weekly and daily thresholds configured by the admin or manager. In the General Settings, there is an option to change the overtime thresholds. When I Work can calculate weekly, daily, and daily double overtime. Overtime Pay is calculated based on the hourly...Applies to Admins, Employees, Managers, Supervisors
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Reviewing Your Timesheet
If you use When I Work to clock in and out, review your timesheet to see how many hours you’ve worked during a pay period. You can also view your paid time off and compare your scheduled hours versus worked hours. You can also view your timesheet from your iPhone...Applies to Employees
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Editing User’s Timesheets
If you notice a discrepancy in a user’s timesheet, you can make the necessary corrections. You can also add time off and unpaid breaks. If you’re an employee, you can edit your own timesheet if your employer has chosen to allow it. For information about how to read time entries,...Applies to Admins, Managers, Supervisors
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Editing Your Timesheet
If you notice a discrepancy in your timesheet, you can make the necessary corrections if your employer allows it. You can also edit your timesheet from your iPhone or Android phone. You can edit your timesheet if your employer allows it and the pay period is still open. Open circle indicates the...Applies to Employees
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Approve User’s Timesheets
Timesheet approval helps keep track of which user’s timesheets have been checked for accuracy before closing out the pay period. Timesheet approval can be particularly useful for workplaces where supervisors are required to review specific timesheets before the pay period is closed out and exported. You must have admin, manager,...Applies to Admins, Managers, Supervisors
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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...Applies to Admins, Managers, Supervisors
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Weighted Average Overtime
If a user works more than one position with different pay rates in the work week, When I Work calculates a user’s overtime using the weighted average wages of the positions worked. Weighted average overtime is currently only supported on weekly or every two week pay periods. Weighted average overtime...Applies to Admins, Employees, Managers, Supervisors
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How Timesheet Rounding Works
The timesheet rounding option allows timesheet entries to be rounded to the nearest 5, 6, or 15 minutes to align with your payroll requirements and workplace policies. Both rounded and actual timesheet entries can be exported and rounded entries can be sent to a supported payroll integration. Enabling timesheet rounding...Applies to Admins, Managers, Supervisors
Time Clock & Attendance
Printing and Exporting
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Printing Timesheets
You can print a user’s individual timesheet for a specific pay period. Hover over Attendance Attendance, then select Time Sheet Timesheets. Click the arrow button on the pay period menu in the top left corner to select a specific pay period to print. Click on a user’s name within the Timesheets section...Applies to Admins, Managers, Supervisors
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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...Applies to Admins, Managers, Supervisors
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Reviewing Breaks on Timesheet Exports
Easily review unpaid lunch breaks and paid rest breaks in the timesheet export. After exporting timesheets, use the Breaks tab in the export to see details of your user’s breaks. Make sure the Breaks option is enabled in the account’s Attendance Settings. Checking the box for ‘Let users record unpaid...Applies to Admins, Managers, Supervisors
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Exporting Custom Timesheets
Custom timesheet exports allow you to download customized spreadsheets containing timesheet data. You can create this export for a custom date range outside of your pay periods. Custom timesheet exports also allow you to filter the export based on schedules, job sites, positions, and users. All timesheet exports contain raw...Applies to Admins, Managers, Supervisors
Time Clock & Attendance
Clair On-Demand Pay
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Clair On-Demand Pay Employee Adoption Guide
This article is intended to serve as a guide for how to share and help your team get started with Clair On-Demand Pay. Clair On-Demand Pay is included in the Time & Attendance product and gives users an opportunity to access their earned wages as soon as they clock out....Applies to Admins, Managers, Supervisors
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Clair On-Demand Pay Manager Reference
When I Work teams up with Clair, an on-demand pay provider to offer U.S.-based users access to a portion of their earnings as soon as they clock out. Clair’s mission is to bring financial confidence to America’s hourly workforce. This integration is included in the When I Work Attendance product...Applies to Admins, Employees, Managers, Supervisors
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Clair On-Demand Pay FAQ
Have questions about Clair and On-Demand Pay? This article covers a lot of the commonly asked questions about both. Question Answer What is On-Demand Pay? On-demand pay means employees can gain access to a portion of their wages as they’re earned, instead of having to wait until payday. When I...Applies to Admins, Employees, Managers, Supervisors
Team Communication
Sending Emails and TeamTxt Messages
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Viewing the Email and Mobile Alert Logs
Use the Outgoing Email and Outgoing Mobile Alert logs to check if an outgoing email or SMS/push notification message was recently sent to a user. You must have manager or admin access privileges to view the log for all users. If you have supervisor privileges, you can view the log for...Applies to Admins, Managers, Supervisors
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Sending Group Emails and Text Messages
When I Work enables you to communicate with your team by sending emails and TeamTxt messages (custom text messages). The TeamTxt service enables you and your managers to send mass custom text messages to employees at any time. Use TeamTxt to send time-sensitive group SMS messages, such as meeting updates,...Applies to Admins, Managers, Supervisors
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Contact Your Employer
If you have questions regarding your schedule or timesheets, you can message your employer using When I Work. Use WorkChat or send an email through the mobile app to simplify communication with your managers and supervisors. You can connect with your managers and supervisors using WorkChat from your profile on a computer, the Android app or the iOS app. NOTE: If you don’t see WorkChat in the web and mobile apps WorkChat may be disabled by your employer. Try sending an email instead. From the When I Work Scheduling app, tap More More on the bottom-right of the screen. Tap Email...Applies to Employees
Team Communication
WorkChat
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Using WorkChat
WorkChat is a secure communication tool that allows you and your staff to send messages and images in real time without exchanging personal contact information. WorkChat can be further customized to fit exactly the type of communication you’d like for your staff to have access to. For example: Use in broadcast-only mode so managers can send out one-way messaging to all staff. Empower employees to start and post in custom channels to communicate with one another. You can also use WorkChat from the iPhone/iPad app or the Android app. If you have manager or admin access privileges, you can manage WorkChat settings...Applies to Admins, Employees, Managers, Supervisors
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Managing WorkChat
WorkChat is a secure communication tool that allows you and your staff to send messages and images in real time without exchanging personal contact information. WorkChat can be further customized to fit exactly the type of communication you’d like for your staff to have access to. For example: Use in broadcast-only mode so managers can send out one-way messaging to all staff. Empower employees to start and post in custom channels to communicate with one another. WorkChat is available for plans that support 1,000 or fewer users. WorkChat cannot be enabled for an account with over 800 users. You must be...
Team Communication
Documents
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Communicate With Your Team
Good communication is critical for any workplace. When I Work offers several ways to communicate with your team. WorkChat allows everyone at your workplace to communicate in real time, no matter where they are. For example, you might want to start a discussion, share an image, send an announcement, or...Applies to Admins, Managers, Supervisors
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Managing Documents
You can upload, delete, and share your documents on the Documents page of When I Work. This article is intended for users with admin or manager level access. If you are a supervisor or employee, check out Viewing Documents. To upload a new document: Hover over Workplace, then select Document Documents. Click... -
Document Storage Reference for Managers
Document Storage is a central repository in When I Work for documents you want to share company-wide. This is useful for on-boarding checklists, employee handbooks, or training manuals. You can share links to documents in shift notes, job sites, annotations and WorkChat. You can also view documents on your iPhone/iPad... -
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...Applies to Admins, Employees, Managers, Supervisors
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Sharing Documents
You can share your documents on the Documents page of When I Work. This article is intended for users with admin or manager level access. If you are a supervisor or employee, check out Viewing Documents. To share a document: Hover over Workplace, then select Document Documents. Click Share button . Click...
Reporting
Report Types
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Shifts Report Details
Use the Shifts report data to understand how managers and employees are interacting with their schedule. For example, you can: See which OpenShifts aren’t being filled Identify no shows (blank time entry) Shifts assigned to archived users are included in the report. Data in the Shifts report are available in... -
Time Entries Report Details
Use the Time Entries report to compare time entries to scheduled shifts as well as determine patterns of behavior that might contribute to attendance issues. You can also dig into more detailed clock in and clock out information not visible elsewhere in When I Work. Time entries for archived users... -
Shift History Report Details
Use the Shift History report to trace shift changes that can help resolve labor disputes, hold employees and schedule managers accountable for their actions, and identify patterns of behavior over time. Shift history is available for shifts from the last 60 days. Shifts assigned to archived users are included in...
Reporting
Working with Reports
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Reporting Reference
The Reporting page provides a centralized location for all of the reports and exports available in your When I Work account. The Reports page is organized into two tabs: Exports and Custom Reports. The Exports tab includes reports that are generated automatically on a recurring basis and standard exports. Click next to the report you want to view. Automated reports open a drop down to select from historical reports where non-automated reports download automatically. Export Name Description Absences View all the reported absences by staff at your workplace. Archived Users View all of the data that When I Work stores... -
Custom Reports Reference
Create a custom report to gain insights, fine tune your business, and schedule more efficiently. Use the integrated report builder to create as many custom reports as you need. You can drag and drop columns right in the app to arrange the data exactly how you want. Additionally, you can filter, sort, and rearrange the data right in the app. Any refinements you make are preserved when you export your report. Data availability for the Shifts and Times report spans the past 3 months and 3 months into the future. Data availability for the Shift History report spans the past... -
Times Report Example Scenarios
This article provides examples of some data that can be pulled from the Times report within the reporting feature of When I Work. For a more detailed look at what you can do with custom reports, check out Custom Reports Reference and Creating and Refining Custom Reports. If you’re having performance issues with a particular user, you might want to review all their punched times to check for irregularities. Click Reports. Click Custom Reports, then click New Report. Create a Times report for the date range you want. Filter by: Employee Last Name Employee First Name Employee ID You might want to summarize... -
Shifts Report Example Scenarios
This article provides examples of some data that can be pulled from the Shifts report within the reporting feature of When I Work. For a more detailed look at what you can do with custom reports, check out Custom Reports Reference and Creating and Refining Custom Reports. You might want to view unfilled OpenShifts in order to determine whether you’re meeting your staffing requirements, or to determine whether certain types of OpenShifts are less desirable to your users and correct the issue. Click Reports. Click Custom Reports, then click New Report. Create a Shifts report for the date range you want. Expand the... -
Creating and Refining Custom Reports
When I Work provides a rich interface for creating custom reports then refining each to look at data about your workplace analytically. Once you have created a custom report, you can refine the data within the report and save the report definitions to run the report again in the future. Considerations Data availability for the Shifts and Times report spans the past 3 months and 3 months into the future. Data availability for the Shift History report spans the past 60 days. Reports cover a 180 day duration period. Data in the Shifts and Times reports are available in real-time.... -
Shift History Report Example Scenarios
This article provides examples of some data that can be pulled from the Shift History report within the reporting feature of When I Work. For a more detailed look at what you can do with custom reports, check out Custom Reports Reference and Creating and Refining Custom Reports. This report is useful to see all the shifts that have been deleted over a certain time period. Click Reports. Click Custom Reports, then click New Report. Create a Shift History report for the date range you want. Expand Reason Code filter, then click delete. This report is useful to perform audits of shift edits...
FAQs & Reference
FAQs
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Where can I find my account ID?
Your account ID is displayed in the general app settings area of the When I Work web app. Your account ID is a number by default, but you are welcome to edit to your preference (i.e. company name). Admins can view and edit the account ID. Managers can view the... -
Resetting a Forgotten Password
Follow these instructions if you forgot your password and need to create a new one. If you know your current password, you can change your password from your profile. If you’ve forgotten your password, request a password reset email. The password reset email expires after one hour. If you have...Applies to Admins, Employees, Managers, Supervisors
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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...Applies to Admins, Employees, Managers, Supervisors
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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...Applies to Admins, Employees, Managers, Supervisors
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Clear Your Cache and Cookies
Your web browser holds onto information from websites that over time could lead to loading issues. If you encounter slow or unusual performance on When I Work, clear your browser’s cache and cookies to try and resolve the issue. Performance may also be affected if you’re using a browser we...Applies to Admins, Employees, Managers, Supervisors
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Time Zone Best Practices
When I Work offers time zone settings that determine how schedules and time entries are viewed and created. This article covers best practices for Admins configuring the time zones for your workplace and users through example scenarios. For information on configuring time zone settings, see Setting Time Zones. Only users...Applies to Admins, Employees, Managers, Supervisors
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Frequently Asked Account & Billing Questions
This guide contains frequently asked questions regarding your workplace account’s plan and billing. Admins can view and adjust the plan and billing information by logging into their profile from a computer, hovering over Gear then selecting Billing Account & Billing. Question Answer How much does it cost to use When...Applies to Admins
FAQs & Reference
Troubleshooting Guides
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Troubleshooting Mobile Time Clocks
Overview If your users are having trouble clocking in or clocking out from the When I Work app on their iOS and Android devices, follow the steps in this article to troubleshoot and resolve the issue. Considerations You must have manager or admin access privileges to perform some troubleshooting steps in...Applies to Admins, Managers, Supervisors
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Troubleshooting Personal Computer Time Clocks
If your users are having trouble clocking in from the When I Work web app on their personal computers, follow the steps in this article to troubleshoot and resolve the issue. You must have manager or admin access privileges to perform some troubleshooting steps in this article. If you have employee or...Applies to Admins, Employees, Managers, Supervisors
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Troubleshooting a Time Clock Terminal on a Tablet or Phone
If your users are having trouble clocking in from a time clock terminal on an iPad, iPhone, Android phone, or Android tablet, follow the steps in this article to troubleshoot and resolve the issue. If your time clock terminal is running on a computer, check out our troubleshooting article on...Applies to Admins, Managers, Supervisors
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Troubleshooting a Time Clock Terminal on a Computer
If your users are having trouble clocking in from a time clock terminal on a desktop or laptop computer, follow the steps in this article to troubleshoot and resolve the issue. If your time clock terminal is running on a tablet or phone, check out our troubleshooting article on the...Applies to Admins, Managers, Supervisors
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Troubleshooting Failed Payments
If payments for your When I Work subscription are failing to go through, use this article to troubleshoot and correct the issue. Typically, payments fail due to incorrect card information or your bank preventing the charge. You must have Admin access privileges to be able to to access the Account & Billing page and update...Applies to Admins
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Troubleshoot Users Missing in the Scheduler
If your users are listed on your Users page but do not display in the scheduler, use this guide to find the possible cause and the solution that will get you back to scheduling. You must have admin or manager access privileges to perform some troubleshooting steps in this article....Applies to Admins, Managers, Supervisors
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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...Applies to Admins, Employees, Managers, Supervisors
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Troubleshooting Registration
If your users are having trouble registering their profile and joining your workplace, follow the steps in this article to troubleshoot the issue. If a user is already registered, check out I Can’t Log In for log in troubleshooting steps. Users can sign up for a new profile from the...Applies to Admins, Employees, Managers, Supervisors
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...Applies to Admins, Employees, Managers, Supervisors
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Glossary of Terms
Absence Tracking This feature of When I Work allows employees to report when they will not be at work. Also gives supervisors, managers, and admins the option find coverage for the shift. Access Privileges A user’s Access privilege, also called ‘role,’ determines what they can see and do in When I Work. See also employee, supervisor, manager, and admin. Account ID A unique ID for the workplace account set in the General Settings that employees can use to register for your account without an invite. Admin This user is the owner of the account and in charge of billing. The admin...Applies to Admins, Managers, Supervisors
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Employee 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...Applies to Employees
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Manager Resources
Use this guide to get started managing a When I Work workplace. This guide assumes that you have received an email or text message invite to perform this setup. Resources linked in this guide lead to articles related to use of When I Work on a computer via the web... -
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...Applies to Supervisors
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Supported File Formats for Uploads
When I Work supports uploading files to Document Storage. Document Storage is a central repository in When I Work for documents you want to share company-wide. Uploaded files can be no larger than 1 GB. The total storage capacity for Document Storage is 50 GB. All uploaded files are scanned... -
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...Applies to Admins, Employees, Managers, Supervisors
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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...Applies to Admins, Employees, Managers, Supervisors
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Wage Calculation Reference
When I Work enables you to enter wage information for each user and position you have added to your account. Wage information is useful to help forecast your labor costs while scheduling. Wage information is also available in timesheet exports and pay period summary exports. All wage calculations in When... -
Photo Clock In Reference Guide
Photo Clock In enables increased accountability by using the iOS Time Clock Terminal camera to capture the face of each user that clocks in and clocks out. Photo Clock In is only available in the iOS Time Clock Terminal app. Make sure your app is up to date and your...Applies to Admins, Managers, Supervisors
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Ramp Up for the Season – Account Reactivation Guide
This guide includes recommendations for seasonal business that need to ramp up their account for the upcoming busy season. If your account is currently hibernated, reactivate it. You must have admin access privileges in order to reactivate a hibernated account. See Reactivate Your Account. As you ramp up, Users can...Applies to Admins, Managers, Supervisors
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Shift Coverage Reference Guide
Shift coverage provides flexible scheduling options to increase employee accountability for their schedule and help ensure all of the shifts you need covered are filled. The shift coverage options include: Overlapping OpenShift pick-up – users can pick-up available OpenShifts that overlap their assigned shifts Shift release – reassigns a user’s...Applies to Admins, Employees, Managers, Supervisors
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Customer Data Privacy Reference
When I Work takes your data privacy seriously. We limit the amount of data that is used and we operate and enforce privacy policies and data protection policies. The following is the limited set of data per user profile: Full name Email address Login name Position (job) Telephone number¹ Hourly...Applies to Admins, Employees, Managers, Supervisors
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Security Reference Guide
When I Work strives to comply with industry standard best practices that ensure your data stays private and secure. Use the following article as a guide to learn more about the security measures that When I Work has implemented for the web app and mobile apps. Check out our Trust Center to dive deeper into the measures When I Work has taken to build a secure platform. When I Work uses token-based authentication for the web app and mobile apps. Token-based authentication is a secure verification method that enables users to log in once to the When I Work app and... -
Max Hours Enforcement Reference
Max hours Enforcement enables you to enforce the maximum amount of hours each user can work per week when picking up OpenShifts. You can use this feature to: Prevent users from taking too many OpenShifts or shift requests. Control your workforce labor costs. Max hours enforcement uses the Max Hours/Week... -
Two-Step Verification Technical Reference
Two-step verification adds a second layer of security to your account by requiring another method of verification beyond your initial password. Two-step verification is a way to ensure secure access to When I Work for everyone in your organization. Any malicious access attempts to When I Work accounts require a...Applies to Admins, Employees, Managers, Supervisors
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Role Permissions
Role Permissions provide admins more centralized control over the permissions and access allowed for managers and supervisors. This article covers specifics surrounding each Role Permissions setting in the General Settings. To adjust the Role or “access level” of a specific user, see User Access Privileges. Callout Description a Check to...Applies to Admins
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Webhooks Reference
Webhooks send event data from When I Work to an endpoint that you set up letting you know about certain changes that happen in near real-time within your account. Webhooks also allow for a push model where you are notified about changes made on the backend. The Endpoint is the...Applies to Admins
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. Our Customer Care team provides support through tickets and live chat. You can also contact us from your iOS device or Android device. When I Work offers support through tickets and live chat rather than phone assistance. Online support allows us to quickly and efficiently deliver the answers you need. We decided to keep our support online for a few reasons: We can instantly view your workplace, account activity, system details, and other information so we can troubleshoot effectively. Managing your account is a visual...Applies to Admins, Employees, Managers, Supervisors
FAQs & Reference
Product Updates
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Document Storage Release Notes
Document storage enables you to create a centralized repository of important documents for your employees to reference. It’s perfect for storing your employee handbook or an on-boarding checklist. Documents can be uploaded and shared on the When I Work web app, and viewed on all platforms. Document storage is available...Applies to Admins, Employees, Managers, Supervisors
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Timesheet Enhancements Release Notes
We have made multiple enhancements to Timesheets in When I Work that support your day-to-day tasks and your growing business. Improved performance that supports scaling to larger accounts. Timesheets and exports now display times in 2 decimals places. Access details with one click. More detailed warnings for: Late clock in...Applies to Admins, Managers, Supervisors
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OpenShift Requests Release Notes
OpenShift Requests, also called Shift Bidding, is an option within OpenShifts that allows employees to express interest in the shift for a management to approve. The Shift Bidding option helps schedulers moderate the OpenShift pick up process to get the most qualified employees into the right shifts. OpenShift Requests is available...Applies to Admins, Employees, Managers, Supervisors
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Auto Scheduling Release Notes
Auto scheduling helps you create a fair schedule by leveraging the information already entered in your When I Work account. Save time and reduce errors on complex schedules and get the right employees into the right shifts. Automatically assign unpublished OpenShifts to employees for you to review and publish. Shifts...Applies to Admins, Managers, Supervisors
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Shift Tasks Release Notes
Tasks have been enhanced to include Shift Tasks. Shift Tasks increase employee accountability by allowing you to add tasks list directly to their scheduled shifts. This feature enables you to schedule tasks across schedules, assign tasks to shifts, and monitor progress as tasks are completed. Shift Tasks are available to all current plan types. Shift Tasks can be assigned to individual shifts or shift templates for future reuse. Check the status of Team Tasks and Shift Tasks from the Dashboard & Scheduler in the When I Work web app. Employees complete tasks on their iOS device or Android device. For more...Applies to Admins, Employees, Managers, Supervisors
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Labor Reports Release Notes
Labor reports give you deeper insight into your business. These are automatically generated, weekly reports that help you track the labor costs of your workplace. The Attendance Notices Report helps gauge employee performance long term while the Labor Breakdown Report gives an in depth breakdown of your labor costs. Attendance Notices Report:... -
Overtime Visibility Release Notes
Overtime visibility displays the overtime impact when scheduling. Your account’s overtime thresholds are used to calculate an employee’s potential overtime when assigning a shift. Overtime visibility is available right in the Scheduler, where you can switch between Hours mode and forecast tools mode for weekly employee totals, and schedule day... -
Request Filtering Release Notes
Filtering capabilities have been added to the Time Off Request and Shift Request pages. Use the filters to find the requests that need your attention even faster. Request filtering is available to all When I Work accounts regardless of the plan. Time Off Requests: Filter the time off requests by request...Applies to Admins, Managers, Supervisors
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Auto Scheduling Enhancements Release Notes
Auto Scheduling has been enhanced to give you more control over the distribution of auto scheduled shifts. In addition, improvements to copying schedules and loading templates makes any template an auto scheduling template. Additional auto scheduling options can be customized including: Respecting the maximum hours set in the employee’s profile....Applies to Admins, Managers, Supervisors
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File Upload Enhancements Release Notes
Hire and Document Storage have been enhanced to include virus scanning for all file uploads. Virus scanning has been added to the following products in When I Work: Document Storage Hire public postings Hire manual application additions If the virus scan detects a virus, the upload will not complete and...Applies to Admins, Managers, Supervisors
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Request Views Release Notes
Additional views have been added to the Time Off Requests and Shift Requests pages. Use these to find the requests you are looking for even faster. Request views are available to all When I Work accounts regardless of the plan. Time Off Requests page includes the following views for admin,...Applies to Admins, Managers, Supervisors
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When I Work for RUN Powered by ADP® Integration Release Notes
When I Work for RUN Powered by ADP® is now an integration option. The When I Work for RUN Powered by ADP® connector enables you to send payroll hours from When I Work right to ADP before you close payroll. A new interface for the When I Work for RUN... -
Position View & Coverage View Release Notes
The Scheduler has been enhanced with user interface updates to Position view and a new view titled Coverage view has been added. With this, a new look and new filtering options enhance the Position view experience, while Coverage view provides a chronological view of scheduled shifts for each day so...Applies to Admins, Managers, Supervisors
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Employee Archive Release Notes
User profiles can be archived rather than deleted. Archiving users deactivates their employee profile and removes them from the schedule. The new Archived Employees page displays a list of inactive users and allows you to restore employee profiles in bulk. The Archived Employees page displays all previously archived (deleted) users...Applies to Admins, Managers, Supervisors
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Overtime Visibility for OpenShift Requests Release Notes
Overtime visibility has been added to the OpenShift Requests feature. OpenShift requests that are pending manager approval display the max hours and overtime impact for potential takers. A badge appears for any employee that will acquire max hours or overtime when processing OpenShifts requests. Hover over the badge for a breakdown... -
Employee Import Enhancements Release Notes
Employee import has been enhanced to enable updates to your existing users, as well as add new ones. Use Employee Import to create all of your user accounts in advance, then add their email addresses when you’re ready to invite them. Make updates in bulk to pay rates, which could...Applies to Admins, Managers, Supervisors
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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...Applies to Admins, Employees, Managers, Supervisors
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Photo Clock In Release Notes
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. To complete the clock in or clock out process, a photo of the employee is taken. Photos are stored in the app on...Applies to Admins, Employees, Managers, Supervisors
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Shift Coverage Release Notes
We have enhanced the way in which you can empower your employees to self-schedule, giving you the confidence that you’ll have the coverage you need each day. Employees can now choose to release a shift to an OpenShift in addition to swapping or dropping the shift. Shift Release is a...Applies to Admins, Employees, Managers, Supervisors
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WorkChat Enhancements Release Notes
WorkChat has been enhanced to fit exactly the type of communication you’d like for your staff to have access to. You can: Use WorkChat in broadcast-only mode so managers can send out one-way messaging to all staff. Empower employees to start and post in custom channels to communicate with one...Applies to Admins, Employees, Managers, Supervisors
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Tags Release Notes
Tags provide a way to define custom shift qualifications that cannot be easily captured by position alone. Think of tags like additional eligibility requirements that you can layer on top of positions. When you use Tags to capture more specific eligibility requirements or qualifications you can make sure that the...Applies to Admins, Managers, Supervisors
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Labor Sharing Release Notes
Labor Sharing is a way to increase your shift coverage by looking at eligible and available employees on your other schedules. Use Labor Sharing when you need to fill vacant OpenShifts, backfill dropped shifts, or find coverage for your employees’ planned PTO. Advanced Feature Don’t see this feature? Check out the plans page to upgrade to a plan with access to Labor Sharing. Share shifts between schedules using Shared OpenShifts. Edit your existing schedules’ OpenShifts to be Shared OpenShifts, or create new Shared OpenShifts. Schedule Shared OpenShifts in the When I Work web app, on your iOS device, or...Applies to Admins, Managers, Supervisors
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ADP Workforce Now Direct Integration Release Notes
The ADP Workforce Now direction integration enables you to send your payroll information directly to ADP for payroll processing. Send worked hours, pay rates for those worked hours, and paid time off from When I Work to ADP Workforce Now. Create new employees in When I Work from your existing...Applies to Admins
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Max Hours Enforcement Release Notes
Max Hours Enforcement uses the Max Hours/Week setting to enforce the maximum amount of hours each employee can work per work when picking up OpenShifts. Prevent employees from taking too many OpenShifts or shift requests. Control your workforce labor costs by enforcing how many hours each employee can work. For...Applies to Admins, Managers, Supervisors
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Schedule Templates Enhancements Release Notes
The workflow of Schedule Templates has been enhanced to provide a better use, creation and editing experience. Schedule Templates for the current active schedule now appear first in the list of templates. Filter and sort templates to create your exact order. Update existing templates with a new workflow. Include or...Applies to Admins, Managers, Supervisors
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Availability Enhancements Release Notes
Availability has been enhanced to enable admins and managers to enforce how many days notice you need to change availability. Enforcement can help better manage employees making last-minute changes to their availability. New field in Scheduling Settings for Availability that enables the admin or manager to set days notice required for... -
Auto-Assign Shifts Release Notes
Auto-Assign shifts has been enhanced to help provide even better shift coverage on weekends, more precise availability considerations, and has added the ability to exclude selected employees from the auto-assign process. Added option to schedule weekends first which prioritizes scheduling weekend shifts before weekday shifts. Enhanced employee availability logic when... -
WorkChat Enhancements for iOS and Android Release Notes
WorkChat has been updated so you can customize your communication with your team from the iOS and Android apps. Remove users from channels: Now you can simply remove employees from channels instead of creating a new channel. Improved channel creation: Create new channels without having to first send a message. ...Applies to Admins, Employees, Managers, Supervisors
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Dashboard Customization and Filtering Release Notes
Updates to the dashboard allow you to further customize your dashboard to highlight the information that is most relevant to your workplace. Dashboard customization: hide and rearrange dashboard cards to highlight the information that is most valuable to you. Attendance notice card filtering: added filters to more easily triage attendance...Applies to Admins, Managers, Supervisors
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Custom Unit Forecasting Release Notes
Create a custom unit to forecast the shift or hours needs for your organization, whether that’s number of patients, hotel rooms, or guests. You’ll get a more efficient and optimized schedule with the right measurement that’s driving your labor. Custom forecast units calculate the number of shifts or hours to...Applies to Admins, Managers, Supervisors
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New Square Integration Release Notes
With the new Square integration, running payroll is quick and easy. Automatically sync timesheet data to Square—and manage employees and schedule data between systems with ease. Sync time entries to Square directly from When I Work timesheets. Import Square team members into When I Work as employees. Manage employee/team member... -
Overlapping OpenShift Coverage Release Notes
The overlapping OpenShift coverage option allows employees to pick up OpenShifts that overlap with currently scheduled shifts. This permits employees to double up on shifts that have overlapping times if the employee can cover enough of the OpenShift. Overlapping OpenShifts can be used without or with shift bidding (OpenShift pick-up approval) enabled....Applies to Admins, Employees, Managers, Supervisors
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Searching, Filtering, and Sorting Workplace Objects Release Notes
The workplace objects pages have been updated for a more consistent and modern look and feel. Workplace objects are found under the Workplace Workplace menu. They are the elements that make up your When I Work account so you can schedule and track time for your workplace. This includes users,...Applies to Admins, Managers, Supervisors
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Timesheet Rounding Release Notes
The timesheet rounding option allows timesheet entries to be rounded to align with your payroll requirements and workplace policies. The timesheet rounding functionality is enabled and configured in the Attendance Settings. Timesheet entries can be rounded to the nearest 5 minute, 6 minute or 15 minute increment. Rounded and actual...Applies to Admins, Managers, Supervisors
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Enhancements to Exports Release Notes
Exports have been enhanced in a number of ways to make them more friendly to consume. An export for Shift Templates was also added. Export Enhancement All exports File Name Updates: Export as of run date: [export name] as of month abbreviation, day, four digit year. For example: Job Sites as of Apr 1, 2023.xlsx Exports with a timeframe, e.g. Schedule export, Shift Request, includes start and end date. For example: Schedule for Jan 5, 2023 – Jan 20, 2023.xlsx Columns reordered. Job Sites Export is sorted by job site name. Schedule Hourly tab: Name removed, First Name, Last Name...Applies to Admins, Managers, Supervisors
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Payroll Launch Announcement
When I Work is excited to announce When I Work Payroll! When I Work Payroll is designed to make it incredibly easy for small businesses to run payroll. When I Work Payroll is full-service. Itʼs always ready to run, with no importing or closing pay periods needed. When I Work Payroll is part of When I Work, meaning itʼs a single, user-friendly system. When I Work Payroll includes the following feature set for launch: Real-time payroll experience – Time entries are automatically synced and recalculated with payroll. No need to import and no more data issues between payroll and time... -
Basic Time Off Accruals Release Notes
Basic Time Off Accruals enables you create time off accrual policies to start tracking time off for you and your users. If you are migrating from another time accrual tracking system you can transfer all that information right into When I Work. Create time off accrual policies for all of your time off types. Track and manage time off balances for all users. Manage Basic Time Off Accrual Policies Edit Time Off Balances for Users Checking Your Time Off Balance