Setting Up Scheduling for Your Business
Applies to Account Holders, 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 Business. 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,...Applies to Account Holders, Managers
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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...Applies to Account Holders, Managers
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Create an Additional Workplace
Multiple workplaces can be linked to the same email address. To create a new workplace under your already registered email address, follow this guide. This guide shows how to create a new workplace to schedule employees. If you are looking to join an already existing workplace, check out our article...Applies to Account Holders, Managers, Supervisors
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Setting Up Scheduling and Time Clock & Attendance for Your Business
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 Business. This article describes how to set up your account from a computer. While you can also...Applies to Account Holders
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Dashboard and Navigation
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Using the Dashboard (Scheduling and Attendance)
The Dashboard gives you a snapshot of what’s going on in your business. You must have manager or account holder access privileges to view the Labor Forecast, Wage Forecast, Pay Period Complete, Pay Period Forecast, and Labor Cost sections of the Dashboard. Your employees must have wages set for the Time...Applies to Account Holders, Managers, Supervisors
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Using the Dashboard (Scheduling Only Accounts)
The Dashboard gives you a snapshot of what’s going on in your business. If you use Time Clock & Attendance with Scheduling, see the this Dashboard article instead. Today’s Schedule shows who’s working now and who will be working in the next seventeen hours. To view shift details or find a replacement,...Applies to Account Holders, Employees, Managers, Supervisors
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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 Notification Notifications...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 Account Holder, Manager, or Supervisor level access. If you are an Employee, check out Web App Navigation Reference for Employees. The navigation bar is the starting point for...Applies to Account Holders, Managers, Supervisors
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User Access
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User Access Privileges
Each user within the account can be given employee, supervisor, or manager access privileges. Also called “access levels”, these levels of access determine what users can see and do in When I Work. New users are set up as employees by default. Set a user’s access level as employee if you would like...Applies to Account Holders, Managers, Supervisors
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Allow a Supervisor to View Employees’ Wages
By default, supervisors are unable to view employee’s wages. 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 payroll summaries (if you use When I Work Time Clock & Attendance) You must...Applies to Account Holders
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Giving Managers Access to Manage Payroll
Giving a manager access to manage payroll allows them to edit and close out pay periods. They can also configure payroll settings in the Attendance Settings. You must have account holder access privileges to give a manager access to manage payroll. Supervisors cannot be given access to manage payroll. Managers...Applies to Account Holders
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Working With Employees
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Reminding an Employee to Accept an Invite
If an employee hasn’t accepted an invite to join your workplace, you can remind the employee by sending another invite. Invites cannot be sent if an employee has already registered (accepted an invite). Green dots show to the right of employees’ names who have accepted invites. Registered employees can log...Applies to Account Holders, Managers, Supervisors
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Tagging Employees to Positions and Schedules
Tag employees to multiple positions or schedules at once to save time instead of tagging their positions or schedules one by one. Removing an employee from a position does not affect their scheduled shifts. If you remove an employee from a schedule: Their past shifts are hidden from the schedule....Applies to Account Holders, Managers, Supervisors
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Sorting Employees, Positions, and Schedules
Sorting allows you to modify the order that employees, positions, and schedules appear in When I Work. Sorting your employees allows you to modify they order they appear on the scheduler. You can sort employees by first or last name, or you can custom sort if you prefer to view...Applies to Account Holders, Managers, Supervisors
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Reactivating Deleted Employees
If you have an employee re-joining your business, you can reactivate a deleted employee to restore their previous information instead of adding a new profile. When you reactivate an employee: They do not receive a notification that they’ve been reactivated. After reactivating an employee’s profile, their information repopulates in the...Applies to Account Holders, Managers, Supervisors
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Importing Employees
If you need to add multiple employees at the same time, you can save time by uploading a spreadsheet that contains your employees’ names and details. We offer a spreadsheet template that streamlines the import process. If you’ve already got an employee spreadsheet set up, you can import that file...Applies to Account Holders, Managers
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Attendance Alerts & Exempt Status
If you have employees that do not need to clock in or do not need overtime calculated, you can disable attendance reminders and prevent overtime from being calculated for them. Hover over Workplace, then select Employees Employees. From there, select the employee that you want to edit these settings for then go...Applies to Account Holders, Managers, Supervisors
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Delete an Employee
Deleting an employee removes that person from the schedule and revokes access to your workplace. You can also delete an employee from your iPhone or Android phone. You must have supervisor, manager, or account holder access privileges to delete an employee. Supervisors can only delete users with employee level access. Account holders and managers can...Applies to Account Holders, Managers, Supervisors
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Changing a Registered Employee’s Email Address
Once an employee has logged in to view the schedule, the email address field in their employee profile will turn grey, and it can no longer be edited. At that point, their email address can only be changed from their individual account for security. To change their email, your employee will...Applies to Account Holders, Managers, Supervisors
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Hiding an Employee from the Schedule
If you don’t intend to schedule an employee for shifts, you can hide the employee from the schedule. For example, if the managers at your workplace make the schedule but are not hourly workers themselves, you might want to hide them from the schedule. You must be a supervisor, manager,...Applies to Account Holders, Managers, Supervisors
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Approving Pending Employees
When employees register with your workplace without an invite, they must be approved by a manager to join the workplace. If an employee that already belongs to your workplace registers with a different email address (instead of logging in), you can merge the pending employee with the existing employee. Employees...Applies to Account Holders, Managers
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Add and Edit Employees
Add your employees and manage their information to make sure their profiles are configured to fit your needs. In addition to their contact information, your employees’ profiles contains their assigned schedules, positions, and wage information. You can also edit an employee’s information from your iOS device or Android device. Supervisors can edit employees’ profiles...Applies to Account Holders, Managers, Supervisors
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Exporting Employees
Exporting your employees provides you with a spreadsheet containing their contact and profile information. Export your employees if you want a spreadsheet containing their information outside of When I Work, or if you need to import employees into another account. Check out Can I Export My Data? for more information...Applies to Account Holders, Managers, Supervisors
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Remove Email Address from Blacklist
If a user’s email address is blacklisted, the user does not receive email notifications from When I Work. Remove a user’s email address from the blacklist on the Employees page via the web. A blacklist is a list that identifies IP addresses or domains that is used by Internet service...Applies to Account Holders
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Working With Positions
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How to Assign Different Wages For Different Positions
If an employee is paid differently based upon the position they are working, set up their payroll settings to make the position-based wages automatic. If you haven’t already done so, add positions and tag your employees with positions. Hover over Workplace, then select Employees Employees. Click the name of the employee....Applies to Account Holders, Managers, Supervisors
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Creating and Managing Positions
Positions are used to tag employees and shifts to a particular duty or skill. You can also add positions from your iPhone/iPad and Android phone. When you add or modify a position, the schedule and timesheets are immediately updated. Hover over Workplace, then select Position Positions. From the Positions page, you can add, reorder,...Applies to Account Holders, Managers
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How Favorite Positions Work
The Favorite Positions list allows you to select the positions that display in the scheduler’s positions filter. Favorite Positions are used by individual account holders, managers or supervisors to filter the positions and/or employees that you do not schedule from the scheduler for a simplified view. You must have account holder,...Applies to Account Holders, Managers, Supervisors
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Working With Schedules and Job Sites
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Creating and Managing 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. Hover over Workplace, then select Schedules Schedules. Click Add Schedule. Add a Name for the schedule. Configure the remaining schedule settings as necessary: To add...Applies to Account Holders, Managers
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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...Applies to Account Holders, Managers
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Scheduling Shifts at Job Sites
Job sites help indicate a specific place or location where your employees are working away from your regular place of business. Hover over Workplace, then select Job Site Job Sites. In the top-right corner, click Add Site. Set up the job site details. Name: (Required) Enter a name for the job site. Schedule: (Required)...Applies to Account Holders, Managers, Supervisors
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Adding Latitude/Longitude for Geolocation
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...Applies to Account Holders, 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 employees. A schedule might represent a physical place of business, a...Applies to Account Holders, 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 employees. You add shifts to a schedule. A job site is an optional way to identify a...Applies to Account Holders, Managers, Supervisors
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Exporting Schedules
Exporting schedules from When I Work allows you to download a spreadsheet with your schedule information. Export schedules if you’d like to keep a record of them outside of When I Work. Schedule exports can be customized to fit your needs. Check out Can I Export My Data? for more...Applies to Account Holders, 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 Account Holders, Employees, Managers, Supervisors
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Downloading the When I Work App
The When I Work apps for iPhone and Android let you easily access information in your When I Work account no matter where you are. Need the Time Clock Terminal app? If you’re a supervisor, manager, or account holder who needs to set up a time clock terminal on an iPad...Applies to Account Holders, Employees, Managers, Supervisors
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Minimum Requirements
This article lists the minimum requirements to use When I Work on your computer, iPhone, iPad, or Android phone. The When I Work web app supports the following internet browsers running on Windows or macOS: Google Chrome version 50 and later Firefox version 46 and later Safari version 11 and later Internet Explorer version 11 and later...Applies to Account Holders, 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 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...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 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...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...Applies to Account Holders, Employees, Managers, Supervisors
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Your Personal Profile
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Changing Your Password
Follow these instructions if you know your current password and want to change it. If you’ve forgotten your password, you can reset your password. Hover over your name, then select My Profile My Profile. Click Change Password at the top right. Type your current password in the Current Password field. Type a...Applies to Account Holders, Employees, Managers, Supervisors
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Adding a Profile Picture
Adding a profile picture will help your managers and coworkers recognize you in the app. You can also add a profile picture from your Android device or iOS device. Once an image has been uploaded to the app, it cannot be removed, only replaced with a new picture. The image you upload must be...Applies to Account Holders, Employees, Managers, Supervisors
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Changing Your Privacy Preference
Each employee can turn their privacy settings on or off from the web app or iPhone/iPad. When privacy is turned off, your fellow coworkers can view your contact information from the Coworkers tab on the web app and mobile apps. When privacy is turned on, your coworkers can only see...Applies to Account Holders, 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. Click Upload...Applies to Account Holders, Employees, Managers, Supervisors
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Change Your Email Address
If you have a new email address, updating your email address in your When I Work profile ensures that email notifications and other messages are sent to the correct email address. You can also update your email address from your Android phone or iPhone/iPad. Supervisors, managers, and account holders cannot update...Applies to Account Holders, Employees, Managers, Supervisors
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Alerts and Notifications
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Viewing Notifications
The notification area in the top-left corner of the screen allows you to see what’s happened in your account while you were away. When you have unread notifications, the Notification displays the number of updates that you haven’t seen. Click to see your notifications. Notifications are grouped into three sections:...Applies to Account Holders, 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 iPhone or Android phone. For each alert, you can choose how you’d like to be notified: Email: Just like it sounds—we’ll send you an email. Mobile: If you’re logged...Applies to Account Holders, Employees, Managers, Supervisors
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 that are not included as a part of our free plan. When I Work offers different plans that allow you to configure your account to best suit your needs. You must have manager or account holder access...Applies to Account Holders, Managers
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Switching to a Different Plan
Whether you’ve recently added new employees or need to downsize your When I Work account, you can change your plan to suit your needs. You must have account holder access privileges in order to change plans. Changes to monthly subscriptions take effect immediately. Annual subscriptions cannot downgrade to smaller plan...Applies to Account Holders
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Add Users to a Plan
More user spots can be added to the account’s plan without changing your plan type. Adding more user spots allows you to add more employees on the Employees page. If you need to update your plan to include more features, see Switching to a Different Plan. You must have account...Applies to Account Holders
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Update Your Plan to Access New Features
When I Work has created new plan offerings to better match your business needs and deliver the latest and greatest in scheduling and workplace management services. Currently, accounts using plans offered on the former Account & Billing page, called Legacy plans, are ineligible to receive new features. Upgrade your account to...Applies to Account Holders
Account Plan & Billing
Handling Billing and Invoices
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How Do I Cancel My Account?
If you want to cancel your account, you may do so at any time from the When I Work web app. Try the Free plan! The Free plan provides access to core Scheduling features at no cost. Give the Free plan a try before you cancel your account—we’d hate to see...Applies to Account Holders
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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 Account Holders
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Hibernating Your Account (Legacy)
Hibernating a When I Work account allows you to temporarily deactivate it, suspending payments and removing users’ 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 Account Holders
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Transferring Account Ownership (Legacy)
Each When I Work has one account holder (also known as the owner) who controls payments and the life of the account. The account holder is the only user with access to the Account & Billing page. Account & Billing page look different? If your account was created after June 12, 2018,...Applies to Account Holders
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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 account holder to update your billing information. If you’re upgrading to a paid plan from a free plan for the first time, check out Upgrading to...Applies to Account Holders
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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 Account Holders
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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 Invoice History and can be downloaded and saved for your records. Account & Billing page look different? Your Account & Billing page may...Applies to Account Holders
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Transferring Account Ownership
Each When I Work has one account holder (also known as the owner) who controls payments and the life of the account. The account holder is the only user with access to the Account & Billing page. Account & Billing page look different? If your account was created before June 12, 2018,...Applies to Account Holders
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Hibernating Your Account
Hibernating a When I Work account allows you to temporarily deactivate it, suspending payments and removing users’ 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 Account Holders
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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 Account Holder access privileges to access the Account & Billing page. Your plan’s renewal date is displayed on the Account & Billing page. Annual plans cannot be downgraded until 30...Applies to Account Holders
Account Settings
General Settings
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Enabling Privacy for All Employees
If you want to prevent users with an Employee access level from viewing all other users with an Employee access level, you can enable global employee privacy in the General Settings. This will prevent users from seeing the Coworkers tab, the Schedule, and Swaps and Drops. You must be a...Applies to Account Holders, Managers
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Setting the Time Zone
The time zone set for a workplace determines what time zone schedules and timesheets are created in. If you have employees in different time zones, you can set their custom time zone so they can view their shift times based on their local time zones. You must be the account...Applies to Account Holders, Managers
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Currency Settings
The default currency setting in When I Work is set to USD ($). If you’re a manager or account holder, 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 drop...Applies to Account Holders, Managers
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General Settings
Input your company information and determine how your staff uses the app by configuring your company’s General Settings. You must be a manager or account holder to view and modify your company’s General Settings. If you make any changes to General Settings, click Save in the top-right corner of the screen. Communicate...Applies to Account Holders, Managers
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Changing the Start Day of the Work Week
If you prefer to think of your week starting on a specific day, you can change the first day you see in the schedule. By default, When I Work sets the start day in the schedule to Sunday. You must be a manager or account holder to change the start...Applies to Account Holders, Managers
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Setting Overtime Thresholds
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...Applies to Account Holders, Managers
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Changing 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...Applies to Account Holders, Managers
Account Settings
Scheduling Settings
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Scheduling Settings
Determine how your staff use schedules by configuring your company’s Scheduling Settings. You must be a manager or account holder to view and modify your company’s Scheduling Settings. If you make any changes to Scheduling Settings, click Save in the top-right corner of the screen. Communicate settings changes to employees To avoid...Applies to Account Holders, Managers
Account Settings
Attendance Settings
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Attendance Settings
Configure your Attendance Settings to determine how your staff uses Time Clock & Attendance. You must have manager or account holder access privileges to access the Attendance Settings page. A manager can access the Payroll settings only if the account holder gives them access to manage payroll. Only the account holder...Applies to Account Holders, Managers
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Setting Pay Period Length
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...Applies to Account Holders, Managers
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Allow Clocking In From a Personal Computer
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...Applies to Account Holders, Managers
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Allow Clocking In from Mobile Devices
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...Applies to Account Holders, Managers
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Restricting When Employees Can Clock In
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...Applies to Account Holders, Managers
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Restricting Where Employees Can Clock In
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...Applies to Account Holders, Managers
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Preventing Employees from Editing Their Timesheets
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...Applies to Account Holders, Managers
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Adjusting When Clock In/Out Reminders Are Sent
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...Applies to Account Holders
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Setting Overtime Alerts
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 and appear in the Attendance Settings if weekly overtime is calculated from...Applies to Account Holders
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Automatically Deduct Scheduled Breaks
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...Applies to Account Holders, Managers
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How Paid Break Reporting Works
The paid break reporting feature allows employees to report that they have taken all of their required paid breaks during their shift. If the employee did not take their paid breaks, they can leave a note explaining why the breaks were missed for the employer’s records. Timesheet exports will highlight...Applies to Account Holders, 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 The account holder must obtain an API key. You...Applies to Account Holders
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Square Integration
When I Work integrates with Square Payroll for quick and seamless time tracking and payroll services. The integration allows you to sync employees, schedules/locations, and time entries between the systems. Your workplace must use a paid Time Clock & Attendance plan to set up payroll integrations. This integration is available for...Applies to Account Holders, Managers
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Gusto Integration
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 to Gusto Send PTO and sick time from When I Work to Gusto Your workplace...Applies to Account Holders, Managers
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Integrating With a Payroll Processor
Set up a payroll integration to streamline sending payroll information from When I Work to your payroll processor. Your workplace must use a paid Time Clock & Attendance plan to set up payroll integrations. Follow our instructions to set up a payroll integration with any of these payroll processors: ADP...Applies to Account Holders, Managers
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QuickBooks Online Integration
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 your pay period. Your workplace must use a paid Time...Applies to Account Holders, Managers
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ADP Workforce Now Integration
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 a paid Time Clock & Attendance plan to set up payroll integrations. You must be a manager or account holder to set up...Applies to Account Holders, Managers
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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. https://thisclicks.wistia.com/medias/21iefmqtqz?embedType=async&videoFoam=true&videoWidth=640 Your workplace must use a paid Time Clock & Attendance plan to set up payroll integrations. You must be the account holder or a...Applies to Account Holders, Managers
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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...Applies to Account Holders, Managers
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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...Applies to Account Holders, Managers
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ADP RUN Integration (Beta)
The ADP RUN integration enables you to send payroll hours from When I Work right to ADP RUN before you close payroll. This article provides details around the requirements to implement the integration as well as setup instructions for matching employee and position information between ADP RUN and When I...Applies to Account Holders, Managers
Scheduling
Introduction to Scheduling
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How Does Free Scheduling Work?
The Free plan offers core When I Work Scheduling features at no cost for accounts with up to 75 users. The Free plan includes these features: Schedule up to 10 days in advance Team member availability OpenShifts Shift confirmation Shift templates Schedule templates Shift swaps and drops Schedule annotations WorkChat...Applies to Account Holders
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Scheduler Reference Guide
Use the Scheduler to create and manage the schedule for your workplace. You can access the Scheduler in the When I Work web app at any time by clicking the Calendar Scheduler tab at the top of the page. The schedule displays scheduled shifts, annotations, employees’ availability preferences, and approved time off. Callout...Applies to Account Holders, 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 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...Applies to Account Holders, Managers, Supervisors
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Giving Your Team Schedule Flexibility
Giving your employees schedule flexibility can go a long way to keeping them happy. When I Work offers several features to take the scheduling burden off you and empower your employees. The availability feature allows your employees to let you know when they prefer to work and when they prefer...Applies to Account Holders, Managers, Supervisors
Scheduling
Creating the Schedule
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Finding a Replacement for a Shift
If your employee can’t make it to their shift, you can find a replacement to quickly find another employee who can work the shift. The first employee to accept the shift will be automatically assigned the shift to their schedule. You can also find a replacement from your iPhone or...Applies to Account Holders, 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 Account Holders, Managers, Supervisors
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Adding Unpaid Breaks to Shifts
Add unpaid breaks to your employees’ shifts to calculate total paid hours for a specific day or week in a schedule. 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...Applies to Account Holders, 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 Account Holders, 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 Account Holders, 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 Account Holders, 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 employees, 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 Account Holders, 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 Account Holders, 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 Account Holders, Managers, Supervisors
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Interpreting Availability and Time Off While Scheduling
Availability preferences and time off requests help you better understand when employees can work so you can schedule them more effectively and avoid scheduling conflicts. Depending on your view of the Scheduler, employees’ availability and time off is displayed differently. See Schedule Views for more information on the ways you...Applies to Account Holders, Managers, Supervisors
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Tracking Hours in the Scheduler
When I Work makes keeping track of employees’ hours easy as you’re building the schedule. In addition to seeing total hours for all employees for a day or week, you can see an individual employee’s: Preferred number of hours per week Scheduled hours per day or week Max number of...Applies to Account Holders, Managers, Supervisors
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Reassigning Shifts
You might need to reassign a shift to a different employee if the originally scheduled employee can’t work the shift. If you’d prefer to offer the shift to other employees so they can volunteer to take it, use the find replacement feature instead. If you’re using day view to build...Applies to Account Holders, Managers, Supervisors
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Viewing Hourly Coverage in the Schedule
Viewing hourly coverage helps you better visualize how many employees you have scheduled for a particular hour throughout the day. The hourly coverage graph is only available in day view. If you prefer to schedule in week view, you can view daily total hours at the bottom of the schedule....Applies to Account Holders, 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 Account Holders, 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 iPhone or Android phone. Click Calendar Scheduler. Click Add to add a shift. If you’re on day or week view, click...Applies to Account Holders, Managers, Supervisors
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Auto Scheduling
Auto 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. Auto scheduling is only available in week view. Only unpublished OpenShifts are automatically assigned. OpenShifts with no position are...Applies to Account Holders, Managers
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Overtime Visibility
The overtime visibility feature displays the overtime impact when scheduling. Your account’s overtime thresholds are used to calculate an employee’s potential overtime when assigning a shift. Don’t see this feature? We’re rolling out this feature to paid, non-legacy plans over time. Overtime visibility is currently available on all platforms. On...Applies to Account Holders, Managers, Supervisors
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 Account Holders, 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 can also use shift templates from your iPhone/iPad or Android phone. You must have...Applies to Account Holders, 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 Account Holders, Managers, Supervisors
Scheduling
OpenShifts
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Scheduling an OpenShift
Schedule an OpenShift when you’d like an employee to pick up a shift instead of assigning it to a specific person. The process to create an OpenShift varies slightly depending on whether you’re using employees view or position view on the Scheduler. You can also schedule an OpenShift from your iPhone or...Applies to Account Holders, 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 Account Holders, Employees, Managers, Supervisors
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Offer an OpenShift to Specific Employees
When creating or editing an OpenShift, you can view all the employees who are eligible for the shift and offer the shift to specific eligible employees. Employees are eligible to pick up a shift if the employee is: Qualified for the shift based on their tagged positions. Not already scheduled...Applies to Account Holders, 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 Account Holders, 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 Account Holders, Managers, Supervisors
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Shift Bidding (OpenShift Requests)
Shift Bidding, also called “OpenShift Requests”, is an option within an OpenShift that allows employees to express interest in the shift. Management can then view who has requested to pick up the OpenShift and select and approve an employee to work the shift. The Shift Bidding option helps schedulers moderate...Applies to Account Holders, Managers, Supervisors
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How OpenShifts Work
Schedule an OpenShift when you’d like an employee to pick up a shift instead of assigning it to a specific person. OpenShifts are a good fit when: You want to give your employees the flexibility to pick up shifts that work best for them. Your employees’ availability is complicated, and letting...Applies to Account Holders, 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 Account Holders, Managers, Supervisors
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Filtering the Schedule
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...Applies to Account Holders, 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 whether you’re scheduling shifts based on individual employees or positions. Color views determine whether the schedule is colored based on shift...Applies to Account Holders, Managers, Supervisors
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Forecast Tools
Get more insight into your budget while scheduling using the forecast tools. Track the sales and hours budget for your schedules to ensure you have the right coverage and are within your labor budget. Use the forecast data import function to quickly enter sales and hours information across time. This...Applies to Account Holders, Managers, Supervisors
Scheduling
Using Availability
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Editing an Employee’s Availability
Availability preferences let you know when an employee prefers to work. You might need to edit an employee’s availability yourself if the employee communicates preferences to you outside of When I Work. You can also edit an employee’s availability preferences from your iPhone or Android phone. You must have supervisor, manager, or...Applies to Account Holders, 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 Account Holders, Employees, Managers, Supervisors
Scheduling
Using Tasks
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How Task Lists Work
Use Task Lists to let your employees know what activities they need to complete on a given day or during their shift. Then monitor the task lists to ensure those activities are completed. Your account must be on the Scheduling Pro plan to use Task Lists. See Switching to a...Applies to Account Holders, 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 employee working that day can complete the tasks or specific tasks can be assigned to an employee. Team task lists are for activities or duties that are completed collaboratively by the employees working that day. To...Applies to Account Holders, 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 employees. You can set the list to automatically repeat daily or weekly, or you can pick the days it should be active. To schedule shift tasks instead, check out...Applies to Account Holders, Managers, Supervisors
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Assigning Team Tasks
After you schedule a team task list, you have the option to assign specific tasks in the list to an employee. When a team task is assigned to someone, it is their responsibility to complete. Before you begin, review How Tasks Work to learn about the difference between Shift Tasks and Team...Applies to Account Holders, Managers, Supervisors
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Monitoring Tasks
You can monitor employee’s team and shift task completion and mark tasks complete from your computer. Team tasks can also be monitored from your Android or iOS app. Monitor employee’s daily tasks from the Dashboard or from the Scheduler. Use the Dashboard Dashboard to monitor tasks and mark them complete....Applies to Account Holders, 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 employee during their scheduled...Applies to Account Holders, 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 employees. You can schedule the list to a single shift or add the list to a shift template to use over and over. To schedule team task lists instead, check...Applies to Account Holders, 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 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...Applies to Account Holders, 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 Account Holders, Managers, Supervisors
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Minimizing Publish Notifications
If you want to avoid sending your employees too many notifications when you’re building the schedule, don’t publish shifts one at a time. Instead, publish the schedule for longer time periods and we’ll do our best to minimize notifications. To make sure your employees are aware of their shifts, When...Applies to Account Holders, 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 Account Holders, Managers, Supervisors
Scheduling
Processing Employee Requests
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Process Shift Requests
When employees request to swap/drop shifts, you can use the When I Work web app to process the requests from your computer. You can also process shift requests from your iOS device or Android device. You must have supervisor, manager, or account holder access privileges to process employee requests. If you’re...Applies to Account Holders, Managers, Supervisors
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Process Time Off Requests
When employees request time off, use the When I Work web app to process the requests from your computer. You can also process time off requests from your iOS device or Android device. You must have supervisor, manager, or account holder access privileges to process employee requests. If you’re a supervisor,...Applies to Account Holders, 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 Account Holders, 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 Account Holders, 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 Account Holders, 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 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...Applies to Account Holders, 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 Account Holders, 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 Account Holders, 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 employees allows you to create requests for past dates or submit the same request for multiple employees at once. You can also submit time off on their behalf if you’ve disabled employees’ ability to submit their own time off requests in the General Settings....Applies to Account Holders, 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 Account Holders, 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 Account Holders, Employees, Managers, Supervisors
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Swapping and Dropping Shifts
If you’re unable to work one of your shifts, you can give it to one of your coworkers (drop the shift) or trade shifts with one of your coworkers (swap shifts). You can also swap shifts from your iPhone/iPad or Android phone. Your employer has the option to disable shift swaps and...Applies to Account Holders, 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 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...Applies to Account Holders, Employees, Managers, Supervisors
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Accept Shift Swap and Drop Requests
If one of your coworkers invites you to trade shifts (swap) or take a shift (drop), you can accept the request from your computer. You can also accept swap and drop requests from your iOS device or Android device. By default, When I Work sends you an email notification when you receive a...Applies to Account Holders, 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 employee is taking time off. The time off request feature in When I Work may not fully align with your employer’s rules for time off. For more information on how your...Applies to Account Holders, Employees, Managers, Supervisors
Scheduling
Printing and Exporting
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Can I Export My Data?
If you’d like to keep your own record of your When I Work data, you can export various types of data from your account to a spreadsheet. Use the following instructions to export the data you need from your When I Work account: Employees Payroll Shift requests Time off requests...Applies to Account Holders, Managers, Supervisors
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Printing the Schedule
You may need to print schedules for employees that do not have access to a computer or mobile phone. Two types of printing are available: Multiple employees (day, week, or month) Single employee (week) We strongly recommend that employees with computers or smartphones use the When I Work web app...Applies to Account Holders, 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 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...Applies to Account Holders, 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 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...Applies to Account Holders, Managers, Supervisors
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Reporting Reference
The Reporting page provides a centralized location for all of the reports available in your When I Work account. Hover over Workplace, then select Reports. The Automated Reports section includes reports that are generated automatically on a recurring basis. The Attendance Notices Report provides a weekly breakdown of Attendance Notices that can...Applies to Account Holders, Managers
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Export Job Sites
Exporting job sites from your When I Work account allows you to download a spreadsheet containing each job site’s address, description, and tagged schedules. Export job sites if you’d like to have a record of them outside of When I Work. Hover over Workplace, then select Job Site Job Sites. In...Applies to Account Holders, Managers, Supervisors
Time Clock & Attendance
Introduction to Attendance
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How Does the Attendance Free Trial Work?
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...Applies to Account Holders
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Using the Time Tracker
If you are using both When I Work Scheduling and Attendance, the Time Tracker tool allows you to quickly compare scheduled shifts with actual clocked in hours. You can also clock your employees in to their shifts from this page. Hover over Attendance Attendance, then select Time Tracker Time Tracker. If...Applies to Account Holders, Managers, Supervisors
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Editing Pay Periods
Editing pay periods provides 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). The account holder and managers...Applies to Account Holders, Managers
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Adding 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 Business. You...Applies to Account Holders
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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 includes these features: Timesheets Time Tracker Timesheet export within a pay period Payroll summary export Time clock terminal clocking...Applies to Account Holders
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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 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...Applies to Account Holders, Managers
Time Clock & Attendance
Clocking In and Out
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Attendance Notices
If you are using Scheduling + Attendance you will have attendance notices that appear in the dashboard. These notices are there to let you know when employees clock in late, forget to clock out, clock in at the wrong location, or forgot to clock in. Each notice represents different information...Applies to Account Holders, 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 place of business. Employees clock in and out from the...Applies to Account Holders, Managers, Supervisors
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Clocking In and Out
If your employer allows, you can clock in and out while you’re logged in to the When I Work web app from a work computer. If you don’t see the option to clock in, your employer may have turned off the work computer time clock feature. Your employer can require that you clock in...Applies to Account Holders, Employees, Managers, Supervisors
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Clocking an Employee In or Out
If you’re a supervisor, manager, or account holder, you can clock in or out on behalf of your employees by editing their timesheets from your computer. You can also clock in on behalf of your employees from your iPhone or Android phone. If you’re a supervisor, you can only clock in...Applies to Account Holders, Managers, Supervisors
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Clocking In and Out From a Time Clock Terminal
A time clock terminal is a device at your workplace that is used solely for clocking in and out. If your employer has set up a terminal on a computer, perform these steps to clock in and out. If your employer has set up a terminal on a different type of...Applies to Account Holders, Employees, 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 Account Holders, 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 Account Holders, 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 Account Holders, 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 Account Holders, Employees, Managers, Supervisors
Time Clock & Attendance
Working with Timesheets
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Close and Export Payroll
When a pay period has ended, review and close 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 or re-open the pay period. Follow these steps to close and export your pay period summary. Close the pay...Applies to Account Holders, Managers
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Reviewing Employees’ Timesheets
If you use When I Work Time Clock & Attendance to track employee time, you can review pay periods and timesheets to monitor employees’ hours and make any needed adjustments. If you notice a discrepancy in a timesheet, you can edit the timesheet to make corrections. Hover over Attendance Attendance, then select...Applies to Account Holders, Managers, Supervisors
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How Timesheet Hours Are Calculated
To ensure employee timesheets are consistent, When I Work uses a standard calculation method to record employee hours. As of November 9, 2016, When I Work uses the following rules to calculate employees’ hours: When an employee clocks in or out, When I Work records the hour and minute. Seconds...Applies to Account Holders, Managers, Supervisors
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How Overtime is Calculated
When I Work automatically calculates overtime based on weekly and daily thresholds configured by your employer. Your employer has the option to change the overtime thresholds and payroll cutoff time. Accounts created before December 13th, 2018 may calculate weekly overtime from the start of the pay period. The account holder or...Applies to Account Holders, 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 Employees’ Timesheets
If you notice a discrepancy in an employee’s timesheet, you can make the necessary corrections. You can also add time off and unpaid breaks. If you’re an employee, you can edit your own timesheet if your employer has chosen to allow it. For information about how to read time entries,...Applies to Account Holders, 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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Approving Employees’ Timesheets
Timesheet approval helps keep track of which employees’ timesheets have been checked for accuracy before closing out the pay period. Timesheet approval can be particularly useful for workplaces where supervisors are required to review specific employee timesheets before the pay period is closed out and exported. The account holder and...Applies to Account Holders, 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. View the edit history when you have multiple users reviewing and editing timesheets and need to track changes. Hover over Attendance Attendance, then...Applies to Account Holders, Managers, Supervisors
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Weighted Average Overtime
If an employee works more than one position with different pay rates in the work week, When I Work calculates an employee’s overtime using the weighted average wages of the positions worked. Weighted average overtime is currently only supported on weekly or every two week pay periods. Weighted average overtime...Applies to Account Holders, Employees, Managers, Supervisors
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New Timesheet Experience
The timesheets experience has been updated for improved performance and to pave the way for new attendance features to come. Updates to the timesheets include: A simple and modernized look. Access details with one click. Time entry alerts in more detail. Improved export formatting. More custom export options. This feature...Applies to Account Holders, Employees, Managers, Supervisors
Time Clock & Attendance
Printing and Exporting
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Printing Timesheets
You can print an employee’s individual timesheet for a specific pay period. Hover over Attendance Attendance, then select Time Sheet Timesheets. Click the arrow button on the pay period menu in the top left corner to select a specific pay period to print. Click on an employee’s name within the Timesheets section...Applies to Account Holders, 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 Account Holders, Managers, Supervisors
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Reviewing Breaks on Timesheet Exports
Easily review your employee’s unpaid lunch breaks and paid rest breaks in the timesheet export. After exporting timesheets, use the Breaks tab in the export to see details of your employee’s breaks. Make sure the Breaks option is enabled in the account’s Attendance Settings. Checking the box for ‘Let employees...Applies to Account Holders, Managers, Supervisors
Hire
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Manually add a candidate to Hire
Hire provides the ability to manually add a candidate to the hiring process. This is useful when you have received paper applications that you need to transfer into Hire to track your candidates in one place. Navigate to Hire Hire on the dashboard. Click the title of the job posting...Applies to Account Holders, Managers
Hire
Introduction to Hire
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How Does Hire Free Work?
Hire Free offers the core features of the Hire service at no cost for accounts with up to 75 users. The free Hire service includes these features: One active posting Applicant tracking Add new hire to schedule The paid Hire service includes: All of the free Hire features Unlimited postings...Applies to Account Holders
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How Hire Works
When I Work Hire takes your employee management to the next level by streamlining the hiring process. You can create and share job postings, track applicants, message applicants, and hire employees all in one place. You can use the free version of Hire or upgrade to paid plan for premium features. You...Applies to Account Holders, Managers
Hire
Hiring Applicants
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Create and Distribute Job Postings
Create and distribute job postings for your workplace using Hire by When I Work. Create, share and manage your postings from the Job Postings board. Callout Name Description a Posting The title of the job. Click the job title to view applicants. b Schedule The schedule where the job takes...Applies to Account Holders, Managers
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Managing Job Posting Distribution
You can distribute your postings on Jobs on Facebook and Indeed when you are finished creating your first job posting. You can also manage these settings after you have created multiple job postings. Job posting distribution is a paid feature of Hire. See Hiring Employees for more information on managing...Applies to Account Holders, Managers
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Track and Hire Applicants
After you’ve created your job posting, you can see who has applied and move applicants through the stages of the hiring process. You can also track and hire applicants from your iOS device or Android device. Click the job title in the Posting column on your Job Postings board to navigate to...Applies to Account Holders, Managers
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View and Restore Archived Applicants
Applicants that you do not move forward with for a job posting are saved in an archive. Each posting board has its own archive for applicants. The archive can be accessed on the posting board. From the archive, you can view the details of an applicant you chose to archive,...Applies to Account Holders, Managers
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View Public Job Postings
After you’ve created a job posting, you can view the public When I Work hosted page for the posting. Click View on the Job Postings page. Your active job postings appear on your public postings page. Click the job title to view the post. Click the job title on your Job...Applies to Account Holders, Managers
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Applicant Rating
On the applicant tracking board, assign each applicant a star rating to keep track of your favorite candidates throughout the hiring process. Applicant ratings are viewable by all users who have access to Hire. On the applicant tracking board, click the applicant’s name to open their applicant and contact information....Applies to Account Holders, Managers
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 account holder access privileges to view the log for all users. If you have supervisor privileges, you can view the log...Applies to Account Holders, Managers, Supervisors
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Sending Group Emails and Text Messages
When I Work allows you to communicate with your employees by sending emails and TeamTxt messages (custom text messages). Our TeamTxt service allows you and your managers to send mass custom text messages to employees at any time. Use TeamTxt to send time-sensitive group SMS messages, such as meeting updates,...Applies to Account Holders, 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...Applies to Employees
Team Communication
WorkChat
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Using WorkChat
Use WorkChat to communicate with your coworkers in real time without exchanging personal contact information. For example, you might want to start a discussion, share an image, send an announcement, or just let your coworkers know you’re running late. You can also use WorkChat from the iPhone/iPad app or the Android app. If...Applies to Account Holders, Employees, Managers, Supervisors
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Managing WorkChat
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,...Applies to Account Holders, Managers
Team Communication
Documents
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Communicating With Your Team
Good communication is critical for any business. When I Work offers several ways to communicate with your team. WorkChat allows everyone at your business to communicate in real time, no matter where they are. For example, you might want to start a discussion, share an image, send an announcement, or just...Applies to Account Holders, 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 Account Holder 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...Applies to Account Holders, Managers
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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...Applies to Account Holders, Managers
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Viewing and Sharing Documents
You can view and share documents on the Documents page of When I Work. This article is intended for users with Supervisor or Employee level access. You can also view documents from your iPhone/iPad or Android device. To view documents: Click Document in the navigation bar. Click a document you want to...Applies to Account Holders, 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 Account Holder 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...Applies to Account Holders, Managers
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). Account holders can view and edit the account ID. Managers can view...Applies to Account Holders, Managers
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Resetting a Forgotten Password
Follow these instructions if you forgot your password and need to create a new one. If you know your current password, you can change your password from your profile. If you’ve forgotten your password, use one of our apps to request a password reset email. The password reset email expires...Applies to Account Holders, 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 Account Holders, 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 Account Holders, Employees, Managers, Supervisors
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Clearing Your Cache and Cookies
Your web browser holds onto information from websites that over time could lead to loading issues. If you encounter slow or unusual performance on When I Work, clear your browser’s cache and cookies to try and resolve the issue. Performance may also be affected if you’re using a browser we...Applies to Account Holders, Employees, Managers, Supervisors
FAQs & Reference
Troubleshooting Guides
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Troubleshooting Mobile Time Clocks
If your employees are having trouble clocking in from the When I Work app on their iPhones and Android phones, follow the steps in this article to troubleshoot and resolve the issue. You must have manager or account holder access privileges to perform some troubleshooting steps in this article. If you have...Applies to Account Holders, Managers, Supervisors
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Troubleshooting Personal Computer Time Clocks
If your employees are having trouble clocking in from the When I Work web app on their personal computers, follow the steps in this article to troubleshoot and resolve the issue. You must have manager or account holder access privileges to perform some troubleshooting steps in this article. If you have employee...Applies to Account Holders, Employees, Managers, Supervisors
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Troubleshooting a Time Clock Terminal on a Tablet or Phone
If your employees are having trouble clocking in from a time clock terminal on an iPad, iPhone, Android phone, or Android tablet, follow the steps in this article to troubleshoot and resolve the issue. If your time clock terminal is running on a computer, check out our troubleshooting article on...Applies to Account Holders, Managers, Supervisors
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Troubleshooting a Time Clock Terminal on a Computer
If your employees are having trouble clocking in from a time clock terminal on a desktop or laptop computer, follow the steps in this article to troubleshoot and resolve the issue. If your time clock terminal is running on a tablet or phone, check out our troubleshooting article on the subject....Applies to Account Holders, 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 account holder access privileges to be able to to access the Account & Billing page...Applies to Account Holders
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Troubleshoot Employees Missing in the Scheduler
If your employees are listed on your Employees page but do not display in the scheduler, use this guide to find the possible cause and the solution that will get you back to scheduling. You must have account holder or manager access privileges to perform some troubleshooting steps in this...Applies to Account Holders, 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 Account Holders, 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 Account Holders, Employees, Managers, Supervisors
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Glossary of Terms
Access privileges Access privileges, also called ‘access levels’ determines what users can see and do in When I Work. See also employee, supervisor, manager, and account holder. Account holder The user that is the owner of the account and in charge of billing. The account holder has complete access to all...Applies to Account Holders, 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...Applies to Account Holders, Managers
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Supervisor Resources
Use this guide to set up your profile and get started with When I Work. This guide assumes that you have received an email or text message invite from your manager to perform this setup. Resources linked in this guide lead to articles related to use of When I Work...Applies to Supervisors
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Supported File Formats for Uploads
When I Work supports uploading files to Document Storage and Hire. All uploaded files are scanned for viruses. If a virus is detected, the upload will not complete and you will receive a message about the file not being safe for an upload. File Type Supported Formats Text csv, doc,...Applies to Account Holders, Managers
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 our iPhone/iPad or Android apps. When I Work offers support through tickets and live chat rather...Applies to Account Holders, Employees, Managers, Supervisors
FAQs & Reference
Product News
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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... -
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... -
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... -
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. Auto scheduling is available to Scheduling Pro and Enterprise accounts. Automatically assign unpublished... -
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 Scheduling... -
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. Labor reports are... -
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... -
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.... -
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...