Home
Computer

Computer Articles

Getting Started

Setting Up When I Work for Your Business

How Does the Attendance Free Trial Work?

Applies to Account Holders

Use the 30-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 employee time with flexible time clock options and streamline payroll processing. You can configure your settings and...
Setting Up Scheduling for Your Business

Applies to Account Holders, Managers, Supervisors

This article describes how to make and publish your first schedule from a computer. While you can also use your mobile device (iPhone, iPad, or Android phone) to start scheduling, we recommend using a computer because the extra screen size greatly speeds up the process. If you’re an employee and...
Adding Time Clock & Attendance to Scheduling

Applies to Account Holders

Time Clock & Attendance allows you to easily track employees’ hours by having them clock in and out using When I Work. At the end of each pay period, you can easily send employees’ timesheets to your payroll processor. This article assumes that you’re already using Scheduling and you want...
Setting Up Time Clock & Attendance

Applies to Account Holders

Time Clock & Attendance allows you to easily track employees’ hours by having them clock in and out using When I Work. At the end of each pay period, you can easily send employees’ time sheets to your payroll processor. This article explains how to set up Time Clock &...
Glossary of Terms

Applies to Account Holders, Managers, Supervisors

Access privileges Access privileges determine what users can see and do in When I Work. See also employee, supervisor, manager, and account holder. Account holder The user that is the owner of the account and in charge of billing. The account holder has complete access to all account settings. See...
Setup Recommendations for Food Service

Applies to Account Holders, Managers

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

Applies to Account Holders, Managers

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

Applies to Account Holders, Managers, Supervisors

Multiple workplaces can be linked to the same email address. To create a new workplace under your already registered email address, follow this guide. This guide shows how to create a new workplace to schedule employees. If you are looking to join an already existing workplace, check out our article...
How Time Clock & Attendance Works

Applies to Account Holders, Managers

When I Work Time Clock & Attendance takes your employee management to the next level by combining our scheduling service with a service for tracking employee time. You can use the free version of Attendance or upgrade to a paid plan for premium features. When I Work provides three different time clock...
What is a Master/Child Billing Setup?

Applies to Account Holders, Managers

Master/child is a special billing setup where an account holder is able to create and maintain multiple smaller accounts through a master account. The master account manages the billing and plan for the master account and one or more connected child accounts. Other functions within each account operate as separate...

Getting Started

Setting Up When I Work for Your Business

Getting Started

Joining Your Workplace

Registering With Your Workplace

Applies to Employees, Managers, Supervisors

Register with your workplace in When I Work to get access to your schedule. If your employer uses When I Work to track time, you can also clock in and out for shifts. You can also join your workplace from your iPhone/iPad or Android phone. There are two ways to...
Using When I Work with Multiple Workplaces

Applies to Account Holders, Employees, Managers, Supervisors

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...
Employee Training Resources

Applies to Employees

Use this article as a guide to set yourself up with When I Work. You should have received an email or text message invite from your Manager to perform this setup. Click on the invite link in the email or text you received from your manager to download the free...

Getting Started

Joining Your Workplace

Getting Started

Getting the App and Logging In

Logging In with Your Google Account

Applies to Account Holders, Employees, Managers, Supervisors

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...
Downloading the When I Work App

Applies to Account Holders, Employees, Managers, Supervisors

The When I Work apps for iPhone and Android let you easily access information in your When I Work account no matter where you are. Need the Time Clock Terminal app? If you’re a supervisor, manager, or account holder who needs to set up a time clock terminal on an iPad...
Minimum Requirements

Applies to Account Holders, Employees, Managers, Supervisors

This article lists the minimum requirements to use When I Work on your computer, iPhone, iPad, or Android phone. The When I Work web app supports the following internet browsers running on Windows or macOS: Google Chrome version 50 and later Firefox version 46 and later Safari version 10 and later Internet Explorer version 11 and later...
How Do I Log In?

Applies to Employees, Managers, Supervisors

After you register with When I Work, you can log in with your email address and password to view your schedule. If you used a Google email address to register with When I Work, you can use your Google account to log in. From your computer, use a supported web browser to sign...

Getting Started

Getting the App and Logging In

Managing Your Account and Billing

Upgrading and Downgrading Your Plan

Managing Your Account and Billing

Upgrading and Downgrading Your Plan

Managing Your Account and Billing

Handling Billing and Invoices

Managing Your Account and Billing

Handling Billing and Invoices

Managing Your Account and Billing

Managing Account Settings

Managing Your Account and Billing

Managing Account Settings

Scheduling Your Team

Introduction to Scheduling

Scheduler Reference Guide

Applies to Account Holders, Managers, Supervisors

Use the Scheduler to create and manage the schedule for your workplace. You can access the Scheduler in the When I Work web app at any time by clicking the Calendar Scheduler tab at the top of the page. The schedule displays scheduled shifts, annotations, employees’ availability preferences, and approved time off. Callout...
Scheduling Basics

Applies to Account Holders, Managers, Supervisors

When I Work Scheduling is a comprehensive scheduling tool that helps you save time and instantly communicate the schedule to your employees. At the most basic level, scheduling your team involves adding shifts and publishing the schedule. The When I Work schedule is made up of shifts just like any...
Saving Time With Scheduling Shortcuts

Applies to Account Holders, Managers, Supervisors

When I Work offers several tools that help you save time when you build the schedule. If you need to move a shift, click and drag the shift to move it to a new time or employee. Click and drag a shift to move it to a different employee. As you...
Giving Your Team Schedule Flexibility

Applies to Account Holders, Managers, Supervisors

Giving your employees schedule flexibility can go a long way to keeping them happy. When I Work offers several features to take the scheduling burden off you and empower your employees. The availability feature allows your employees to let you know when they prefer to work and when they prefer...
Communicating With Your Team

Applies to Account Holders, Managers, Supervisors

Good communication is critical for any business. When I Work offers several ways to communicate with your team. WorkChat allows everyone at your business to communicate in real time, no matter where they are. For example, you might want to start a discussion, share an image, send an announcement, or just...
Making Separate Schedules

Applies to Account Holders, Managers, Supervisors

You might want to set up multiple schedules if your business operates out of different physical locations/regions or you want to build separate schedules for different teams/departments. At the most basic level, a schedule is a way to group employees. A schedule might represent a physical place of business, a...

Scheduling Your Team

Introduction to Scheduling

Scheduling Your Team

Scheduling Shifts

Shift History

Applies to Account Holders, Managers, Supervisors

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....
Adding Unpaid Breaks to Shifts

Applies to Account Holders, Managers, Supervisors

Add unpaid breaks to your employees’ shifts to calculate total paid hours for a specific day or week in a schedule. Unpaid breaks are deducted from the total paid hours displayed at the bottom of the schedule, as well as from employees’ scheduled hours below their names. If you enter...
Quick Shift Options

Applies to Account Holders, Managers, Supervisors

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...
Copying Shifts and Schedules

Applies to Account Holders, Managers, Supervisors

You can copy shifts and schedules to save time and ensure you have the schedule coverage that you need. If your business has regular shifts for select employees, copying shifts and setting them up for specific intervals helps you save time (so you don’t have to recreate each shift individually)....
Setting Up Repeating Shifts

Applies to Account Holders, Managers, Supervisors

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...
Tracking Hours in the Scheduler

Applies to Account Holders, Managers, Supervisors

When I Work makes keeping track of employees’ hours easy as you’re building the schedule. In addition to seeing total hours for all employees for a day or week, you can see an individual employee’s: Preferred number of hours per week Scheduled hours per day or week Max number of...
Reassigning Shifts

Applies to Account Holders, Managers, Supervisors

You might need to reassign a shift to a different employee if the originally scheduled employee can’t work the shift. If you’d prefer to offer the shift to other employees so they can volunteer to take it, use the find replacement feature instead. If you’re using day view to build...
Scheduling a Shift

Applies to Account Holders, Managers, Supervisors

You can add a custom shift or use a shift template to save time. If you need to schedule a shift on the go, you can create shifts from your iPhone or Android phone. Click Calendar Scheduler at the top of the screen. Click Add to add a shift. If you’re on day...
Troubleshoot Employees Missing in the Scheduler

Applies to Account Holders, Managers, Supervisors

If your employees are listed on your Employees page but do not display in the scheduler, use this guide to find the possible cause and the solution that will get you back to scheduling. You must have account holder or manager access privileges to perform some troubleshooting steps in this...
Auto-Assign Scheduling (Beta)

Applies to Account Holders, Managers, Supervisors

Auto-assign scheduling leverages the information already entered in your When I Work account to create a schedule. The feature automatically assigns unpublished OpenShifts to employees for you to review and publish. Beta Feature The auto-assign feature is in Beta testing and is slowly being rolled out to eligible accounts. If...

Scheduling Your Team

Scheduling Shifts

Scheduling Your Team

Adding Multiple Schedules and Job Sites

Creating and Managing Schedules

Applies to Account Holders, Managers

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. Near the top-right corner of the page, hover your pointer over the gear menu Gear menu, then click Schedules. Click Add Schedule. Add...
Importing Job Sites

Applies to Account Holders, Managers

If you have many job sites that you’d like to input all at once, import an Excel spreadsheet. For your job sites to upload correctly, we recommend using our job site import template. If you don’t use our template, make sure you create the following columns: Name of job site...
Scheduling Shifts at Job Sites

Applies to Account Holders, Managers, Supervisors

Job sites help indicate a specific place or location where your employees are working away from your regular place of business. Hover your pointer over Gear menu at the top of the screen, then click Job Sites. In the top-right corner, click Add Site. Set up the job site details. Name: (Required) Enter a...
Adding Latitude/Longitude for Geolocation

Applies to Account Holders, Managers, Supervisors

When you are adding a physical address to a job site or schedule, take a look at the Google Maps visualization and verify that the pin best reflects your physical address. If the Google Maps visualization does not match the physical address where you want users to clock in, you...
When to Use Schedules and Job Sites

Applies to Account Holders, Managers, Supervisors

Schedules and job sites are powerful tools to help you schedule your team. In this article, we’ll examine both features and help you decide when to use them. A schedule is a way to group employees. You add shifts to a schedule. A job site is an optional way to identify a...

Scheduling Your Team

Adding Multiple Schedules and Job Sites

Scheduling Your Team

Speeding Up Scheduling With Templates

Using Schedule Templates

Applies to Account Holders, Managers, Supervisors

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...
Creating and Managing Shift Templates

Applies to Account Holders, Managers, Supervisors

Shift templates save you time when you need to schedule shifts that have a consistent start and end time. Instead of manually entering in custom shift details one-by-one, shift templates allow you to schedule a shift quickly and easily. You can also use shift templates from your iPhone/iPad or Android phone. You must have...
Using Shift Templates Versus Custom Shifts

Applies to Account Holders, Managers, Supervisors

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...

Scheduling Your Team

Speeding Up Scheduling With Templates

Scheduling Your Team

Empowering Employees With Flexible Scheduling

Finding a Replacement for a Shift

Applies to Account Holders, Managers, Supervisors

If your employee can’t make it to their shift, you can find a replacement to quickly find another employee who can work the shift. The first employee to accept the shift will be automatically assigned the shift to their schedule. You can find replacements from the Dashboard or the Scheduler....
Scheduling an OpenShift (Open Scheduling)

Applies to Account Holders, Managers, Supervisors

Schedule an OpenShift when you’d like an employee to pick up a shift instead of assigning it to a specific person. OpenShifts are a good fit when: You want to give your employees the flexibility to pick up shifts that work best for them. Your employees’ availability is complicated, and letting...
Interpreting Availability and Time Off While Scheduling

Applies to Account Holders, Managers, Supervisors

Availability preferences and time off requests help you better understand when employees can work so you can schedule them more effectively and avoid scheduling conflicts. Depending on your view of the Scheduler, employees’ availability and time off is displayed differently. See Schedule Views for more information on the ways you...

Scheduling Your Team

Empowering Employees With Flexible Scheduling

Scheduling Your Team

Maximizing Your Productivity With Schedule Views

Using Month View

Applies to Account Holders, Managers, Supervisors

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...
Viewing Labor Costs While Scheduling

Applies to Account Holders, Managers, Supervisors

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. To let a supervisor...
Filtering the Schedule

Applies to Account Holders, Managers, Supervisors

Whether you prefer to schedule in employee view or positions view, you can filter your schedule to quickly view coverage for particular positions or job sites. Instead of viewing your entire schedule, filtering helps you narrow your schedule down to the shifts you want to see. Filters can be collapsed...
Schedule Views

Applies to Account Holders, Managers, Supervisors

Changing your view of the schedule helps you better visualize upcoming shifts. The Scheduler offers three types of views: Time views determine the time period that you’re viewing. Staff views determine whether you’re scheduling shifts based on individual employees or positions. Color views determine whether the schedule is colored based on shift...
Viewing Hourly Coverage in the Schedule

Applies to Account Holders, Managers, Supervisors

Viewing hourly coverage helps you better visualize how many employees you have scheduled for a particular hour throughout the day. The hourly coverage graph is only available in day view. If you prefer to schedule in week view, you can view daily total hours at the bottom of the schedule....
How Favorite Positions Work

Applies to Account Holders, Managers, Supervisors

The Favorite Positions list allows you to select the positions that display in the scheduler’s positions filter. Favorite Positions are used by individual account holders, managers or supervisors to filter the positions and/or employees that you do not schedule from the scheduler for a simplified view. You must have account holder,...

Scheduling Your Team

Maximizing Your Productivity With Schedule Views

Scheduling Your Team

Sending the Schedule to Your Team

Publishing the Schedule

Applies to Account Holders, Managers, Supervisors

When you’re done making the schedule, you need to let your employees know. Publishing the schedule alerts your employees that they have new shifts, and allows them to see the shifts in the When I Work app. You can also publish the schedule from your iPhone/iPad or Android phone. The Publish...
Using Shift Confirmation

Applies to Account Holders, Managers, Supervisors

Shift confirmation is a verification measure that lets you know if your employees have seen their shifts. Employees that confirm their shifts know that they’re responsible to work. Shift confirmation is required by default. If you have manager or account holder access privileges, you have the option to turn it...
Deleting Shifts

Applies to Account Holders, Managers, Supervisors

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. Hovering your pointer over the...
Publishing a Single Shift

Applies to Account Holders, Managers, Supervisors

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...
Minimizing Publish Notifications

Applies to Account Holders, Managers, Supervisors

If you want to avoid sending your employees too many notifications when you’re building the schedule, don’t publish shifts one at a time. Instead, publish the schedule for longer time periods and we’ll do our best to minimize notifications. To make sure your employees are aware of their shifts, When...
Unpublishing Shifts

Applies to Account Holders, Managers, Supervisors

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...

Scheduling Your Team

Sending the Schedule to Your Team

Scheduling Your Team

Managing Workplace Tasks

How Tasks Work

Applies to Account Holders, Managers, Supervisors

Use tasks to let your employees know what activities they need to complete on a given day and make sure those activities are completed. In When I Work, tasks are grouped into task lists. Think of a task list like a checklist that your employees must complete. A task list...
Setting Up Task Lists

Applies to Account Holders, Managers, Supervisors

Create task lists to capture tasks that need to be completed by your staff. Review How Tasks Work to learn about how to create, schedule, assign, and monitor tasks. In When I Work, tasks are grouped into task lists. Think of a task list like a checklist that your employees...
Scheduling Tasks

Applies to Account Holders, Managers, Supervisors

When your task list is ready, you can add it to the schedule to make its tasks visible to your employees. You can set the list to automatically repeat daily or weekly, or you can pick the days it should be active. Review How Tasks Work to learn about how...
Assigning Tasks

Applies to Account Holders, Managers, Supervisors

After you schedule a task list, you have the option to assign tasks in the list to specific people. When a task is assigned to someone, it is their responsibility to complete. A task list must be scheduled before you can assign tasks from the list to specific people. A...
Monitoring Tasks

Applies to Account Holders, Managers, Supervisors

You can monitor task completion process and mark tasks complete from your computer or your mobile device. Review How Tasks Work to learn about how to create, schedule, assign, and monitor tasks. Schedule one or more task lists for your staff. A task list must be scheduled before you can...

Scheduling Your Team

Managing Workplace Tasks

Scheduling Your Team

Responding to Employee Requests

Viewing Time Off Totals

Applies to Account Holders, Managers, Supervisors

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...
Processing Shift Requests

Applies to Account Holders, Managers, Supervisors

When employees request to swap/drop shifts, you can use the When I Work web app to process the requests from your computer. You can also process shift requests from your iPhone or Android phone. You must have supervisor, manager, or account holder access privileges to process employee requests. If you’re a...
Processing Time Off Requests

Applies to Account Holders, Managers, Supervisors

When employees request time off, you can use the When I Work web app to process the requests from your computer. You can also process time off requests from your iPhone or Android phone. You must have supervisor, manager, or account holder access privileges to process employee requests. If you’re a...
Statuses for Shift Requests

Applies to Account Holders, Managers, Supervisors

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...
Statuses for Time Off Requests

Applies to Account Holders, Managers, Supervisors

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...
Exporting Shift Requests

Applies to Account Holders, Managers, Supervisors

Exporting shift requests from your When I Work account allows you to download a spreadsheet containing your employees’ swap and drop requests. Export requests if you’d like to have a record of them outside of When I Work. Check out Can I Export My Data? for more information on exporting other...
Exporting Time Off Requests

Applies to Account Holders, Managers, Supervisors

Exporting time off requests from your When I Work account allows you to download a spreadsheet containing your employees’ unpaid, paid (PTO), sick or holiday requests. Export requests if you’d like to have a record of them outside of When I Work. Check out Can I Export My Data? for more...

Scheduling Your Team

Responding to Employee Requests

Tracking Employee Time

Setting Up Time Clocks

Allow Clocking In From a Personal Computer

Applies to Account Holders, Managers

If your employees use computers at work, you can let them clock in and out from their computers when they’re logged in to the When I Work web app. You can also allow employees to clock in from the When I Work mobile apps or time clock terminals. You must...
Setting Up a Time Clock Terminal

Applies to Account Holders, Managers, Supervisors

A time clock terminal is a dedicated computer or mobile device at your workplace that is used solely for clocking in and out. You might set up a time clock terminal at an entrance, break room, or central location at your place of business. Employees clock in and out from the...
Allow Clocking In from Mobile Devices

Applies to Account Holders, Managers

Turn on the mobile time clock method to allow your employees to clock in and out using the When I Work app on their iPhones and Android phones. You can also allow employees to clock in and out from personal computers or time clock terminals. You must have manager or account...

Tracking Employee Time

Setting Up Time Clocks

Tracking Employee Time

Working With Timesheets and Pay Periods

Using the Time Tracker

Applies to Account Holders, Managers, Supervisors

If you are using both When I Work Scheduling and Attendance, the Time Tracker tool allows you to quickly compare scheduled shifts with actual clocked in hours. You can also clock your employees in to their shifts from this page. Hover your mouse over the Attendance tab at the top...
Editing Pay Periods

Applies to Account Holders, Managers

Editing Pay Periods provide more flexibility to Account Holders and Managers with Payroll privileges. 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 (on a computer). By default, only Account Holders...
Attendance Notices

Applies to Account Holders, Managers, Supervisors

If you are using Scheduling + Attendance you will have attendance notices that appear in the dashboard. These notices are there to let you know when employees clock in late, forget to clock out, clock in at the wrong location, or forgot to clock in. Each notice represents different information...
Printing Timesheets

Applies to Account Holders, Managers, Supervisors

You can print an employee’s individual timesheet for a specific pay period. Click the Clock Attendance tab on the toolbar.Click the arrow button on the pay period menu in the top left corner to select a specific pay period to print. Click on an employee’s name within the Timesheets section below the selected...
Exporting Timesheets

Applies to Account Holders, Managers, Supervisors

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...
Review, Finalize, and Export Payroll

Applies to Account Holders, Managers

When a pay period has ended, review and finalize the pay period to prepare it for export to your payroll processor. Only the account holder and managers with access to manage payroll can close out and finalize payroll. Only the account holder can un-finalize a finalized pay period. All time clock entries must...
Reviewing Employees’ Timesheets

Applies to Account Holders, Managers, Supervisors

If you use When I Work Time Clock & Attendance to track employee time, you can review pay periods and timesheets to monitor employees’ hours and make any needed adjustments. If you notice a discrepancy in a timesheet, you can edit the timesheet to make corrections. From your computer, use a supported...
How Timesheet Hours Are Calculated

Applies to Account Holders, Managers, Supervisors

To ensure employee timesheets are consistent, When I Work uses a standard calculation method to record employee hours. As of November 9, 2016, When I Work uses the following rules to calculate employees’ hours: When an employee clocks in or out, When I Work records the hour and minute. Seconds...
How Overtime is Calculated

Applies to Account Holders, Employees, Managers, Supervisors

When I Work automatically calculates overtime based on weekly and daily thresholds configured by your employer. When I Work has the ability to calculate weekly, daily, and daily double overtime. The overtime pay rate multiplier applies to the hourly wage for the position you’re working during the overtime hours. Overtime...
Reviewing Your Timesheet

Applies to Employees

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...
Editing Employees’ Timesheets

Applies to Account Holders, Managers, Supervisors

If you notice a discrepancy in an employee’s timesheet, you can make the necessary corrections. You can also add time off and unpaid breaks. If you’re an employee, you can edit your own timesheet if your employer has chosen to allow it. For information about how to read time entries,...
Editing Your Timesheet

Applies to Employees

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...

Tracking Employee Time

Working With Timesheets and Pay Periods

Tracking Employee Time

Troubleshooting Time Clocks

Tracking Employee Time

Troubleshooting Time Clocks

Tracking Employee Time

Setting Up Payroll Integrations

Square Integration

Applies to Account Holders, Managers

When I Work integrates with Square’s Employee Management dashboard. The integration allows you to sync employees, schedules/locations, and time entries between the systems. This integration is available for US customers only. Your workplace must use Time Clock & Attendance to set up payroll integrations. The following is a list of items...
Gusto Integration

Applies to Account Holders, Managers

When I Work integrates with Gusto (formerly ZenPayroll) 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 and pay rates to Gusto Send PTO and sick time from When I Work to Gusto...
Integrating With a Payroll Processor

Applies to Account Holders, Managers

Set up a payroll integration to streamline sending payroll information from When I Work to your payroll processor. Your workplace must use Time Clock & Attendance to set up payroll integrations. Follow our instructions to set up a payroll integration with any of these payroll processors: ADP Workforce Now Gusto...
QuickBooks Online Integration

Applies to Account Holders, Managers

When I Work integrates with QuickBooks Online to make managing employees and exporting payroll painless. The integration allows you to sync employee names and send employees’ hours to QuickBooks Online. Prior to exporting this information, you will need to close out and finalize your pay period. Your workplace must use Time...
ADP Workforce Now Integration

Applies to Account Holders, Managers

If you use When I Work 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 be a manager or account holder to set up the ADP Workforce...
Paychex Integration

Applies to Account Holders, Managers

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 Time Clock & Attendance to set up payroll integrations. You must be the account holder or a manager with access to...

Tracking Employee Time

Setting Up Payroll Integrations

Tracking Employee Time

Managing Attendance Settings

Setting Pay Period Length

Applies to Account Holders, Managers

Set your pay period length to align with how frequently your employees are paid. For example, if you pay employees every week you might want to set weekly pay periods. Only the account holder and managers with access to manage payroll can change payroll settings. Changing the pay period length...
Restricting When Employees Can Clock In

Applies to Account Holders, Managers

You might want to set up time-based clock-in restrictions if you don’t want employees clocking in too early for their scheduled shifts. If you need to set up location-based clock-in restrictions, check out Restricting Where Employees Can Clock In. In When I Work, time-based restrictions determine when an employee can clock...
Restricting Where Employees Can Clock In

Applies to Account Holders, Managers

In When I Work, employees can be allowed to clock in from anywhere, or you can limit where employees are allowed to clock in based on where they’re physically located. You might want to set up location-based restrictions to increase accountability and make sure employees are clocking in from where...
Setting Overtime Thresholds

Applies to Account Holders, Managers

Set up your overtime thresholds so employees 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 your weekly overtime threshold is set to 40 hours and an employee...
Preventing Employees from Editing Their Timesheets

Applies to Account Holders, Managers

By default, employees have the ability to edit their own personal timesheets in When I Work. If you don’t want employees to edit their own timesheets, disable the feature so they can only record their hours by clocking in and out. Only the account holder and managers with access to manage...
Adjusting When Clock In/Out Reminders Are Sent

Applies to Account Holders

In When I Work, reminders are sent if an employee forgets to clock in or out for a shift. Adjust how soon after an employee forgets to clock in/out for a reminder to send to best fit your needs. For example, you might want to remind employees five minutes after they...
Setting Overtime Alerts

Applies to Account Holders

Set up overtime alerts to let managers know when employees are nearing overtime based on the configured weekly overtime threshold. Managers have the option to opt in or out of these alerts by setting their personal alert preferences. Overtime alerts are available for accounts that have pay periods weekly or every two weeks. Accounts...
Automatically Deduct Scheduled Breaks

Applies to Account Holders, Managers

You can have unpaid breaks automatically deducted from timesheets if your employees don’t punch in or punch out for breaks on their own. When I Work recommends this feature be used when employees have regular unpaid breaks entered as a part of their schedule and there is no requirement for...

Tracking Employee Time

Managing Attendance Settings

Communicating With Your Team

Using WorkChat

Applies to Account Holders, Employees, Managers, Supervisors

Use WorkChat to communicate with your coworkers in real time without exchanging personal contact information. For example, you might want to start a discussion, share an image, send an announcement, or just let your coworkers know you’re running late. You can also use WorkChat from the iPhone/iPad app or the Android app. If...
Viewing the Email and Mobile Alert Logs

Applies to Account Holders, Managers, Supervisors

Use the Outgoing Email and Outgoing Mobile Alert logs to check if an outgoing email or SMS/push notification message was recently sent to a user. You must have manager or account holder access privileges to view the log for all users. If you have supervisor privileges, you can view the log...
Managing WorkChat

Applies to Account Holders, Managers

WorkChat allows you and your staff to send messages and images in real time without exchanging personal contact information. For example, you might want to start a discussion, share an image, send an announcement, or just let your employees know you’re running late. If you have manager or account holder access privileges,...
Sending Group Emails and Text Messages

Applies to Account Holders, Managers, Supervisors

When I Work allows you to communicate with your employees by sending emails and TeamTxt messages (custom text messages). Our TeamTxt service allows you and your managers to send mass custom text messages to employees at any time. Use TeamTxt to send time-sensitive group SMS messages, such as meeting updates,...
Using Annotations

Applies to Account Holders, Managers, Supervisors

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...

Communicating With Your Team

Working With Employees and Positions

Getting Your Schedule

Checking the Schedule

Getting Your Schedule

Checking the Schedule

Getting Your Schedule

Swapping, Dropping, and Taking Shifts

Taking OpenShifts

Applies to Account Holders, Employees, Managers, Supervisors

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...
Split Shifts

Applies to Account Holders, Employees, Managers, Supervisors

If your manager has approved the feature, you can use the Split Shift option to split your shift in two. This allows you to swap or drop a part of your shift. Your employer has the option to disable shift splitting in the app settings. To split a shift, log...
Swapping and Dropping Shifts

Applies to Account Holders, Employees, Managers, Supervisors

If you’re unable to work one of your shifts, you can give it to one of your coworkers (drop the shift) or trade shifts with one of your coworkers (swap shifts). You can also swap shifts from your iPhone/iPad or Android phone. Your employer has the option to disable shift swaps and...
Accepting Shift Swap and Drop Requests

Applies to Account Holders, Employees, Managers, Supervisors

If one of your coworkers invites you to trade shifts (swap) or take a shift (drop), you can accept the request from your computer. You can also accept swap and drop requests from your iPhone, iPad, or Android phone. By default, When I Work sends you an email notification when you receive...

Getting Your Schedule

Swapping, Dropping, and Taking Shifts

Getting Your Schedule

Requesting Time Off

Requesting Time Off

Applies to Account Holders, Employees, Managers, Supervisors

When you need to take time off from work, use When I Work to send the request to your manager for approval. Time off can be submitted as unpaid, paid (PTO), sick, or holiday. You can also request time off from your iPhone/iPad or Android phone. If you have employee access privileges, time...

Getting Your Schedule

Requesting Time Off

Requesting Time Off

Applies to Account Holders, Employees, Managers, Supervisors

When you need to take time off from work, use When I Work to send the request to your manager for approval. Time off can be submitted as unpaid, paid (PTO), sick, or holiday. You can also request time off from your iPhone/iPad or Android phone. If you have employee access privileges, time...

Clocking In and Out

Clocking In and Out

Applies to Account Holders, Employees, Managers, Supervisors

If your employer allows, you can clock in and out while you’re logged in to the When I Work web app from a work computer. If you don’t see the option to clock in, your employer may have turned off the work computer time clock feature. Your employer can require that you clock in...
Clocking an Employee In or Out

Applies to Account Holders, Managers, Supervisors

If you’re a supervisor, manager, or account holder, you can clock in or out on behalf of your employees by editing their timesheets from your computer. You can also clock in on behalf of your employees from your iPhone or Android phone. If you’re a supervisor, you can only clock in...
Clocking In and Out From a Time Clock Terminal

Applies to Account Holders, Employees, Managers, Supervisors

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...