Setting Up Scheduling for Your Business
Applies to Account Holders, Managers, Supervisors
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Getting Started
Setting Up When I Work for Your Business
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This article describes how to make and publish your first schedule from a computer. While you can also use your mobile device (iPhone, iPad, or Android phone) to start scheduling, we recommend using a computer because the extra screen size greatly speeds up the process. If you’re an employee and...
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Adding Time Clock & Attendance to Scheduling
This article describes how to set up Time Clock & Attendance for your existing When I Work Scheduling account. When Time Clock & Attendance is set up, you can track your employees’ hours and use their timesheets to create reports for running payroll. You can allow employees to clock in...Applies to Account Holders, Managers
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Setting Up Time Clock & Attendance Without Scheduling
This article describes how to set up When I Work Time Clock & Attendance without Scheduling. When Time Clock & Attendance is set up, you can track your employees’ hours and use their timesheets to create reports for running payroll. You can allow employees to clock in using any or...Applies to Account Holders
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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—no credit card required! Time Clock & Attendance allows you to easily track employee time with flexible time clock options and streamline payroll processing. You can start...Applies to Account Holders
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Glossary of Terms
Access privileges Access privileges determine what users can see and do in When I Work. See also employee, supervisor, manager, and account holder. Account holder The user that is the owner of the account and in charge of billing. The account holder has complete access to all account settings. See...Applies to Account Holders, Managers, Supervisors
Getting Started
Joining Your Workplace
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Registering With Your Workplace
Register with your workplace in When I Work to get access to your schedule. If your employer uses When I Work to track time, you can also clock in and out for shifts. This article describes how to register from a computer. You can also join your workplace from your...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
Getting Started
Getting the App and Logging In
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Downloading the When I Work App
Our mobile apps for iPhone, iPad, and Android are the best way to get the schedule on the go! All of our mobile apps are free to download and use. From your iPhone or iPad, tap this link or search for “When I Work” in the App Store. Make sure...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’re a supervisor, manager, or account holder and you need to invite employees to register, see Adding, Inviting, and Registering Employees. From your computer, use a supported web browser to sign in to...Applies to 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 9 and later Internet Explorer version 10* and later *Support...Applies to Account Holders, Employees, Managers, Supervisors
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Google Login
Using Google+ to login allows you to use your google account credentials to login. This means that you don’t need to setup a separate email and password to log into your When I Work account. Also, if you use Google+ to login you will have to use to log into...Applies to Account Holders, Employees, Managers, Supervisors
Managing Your Account and Billing
Upgrading and Downgrading Your Plan
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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. Downgrades on monthly subscriptions take effect immediately. Annual subscriptions cannot downgrade to smaller plan...Applies to Account Holders
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How Does the Free Plan 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 core Scheduling features only. The following features are not included: Scheduling more than 10 days in advance Repeating shifts Multiple schedules/locations Job sites Month view on...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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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 and services that allow you to configure your account to best suit your needs. You must have manager or account...Applies to Account Holders, Managers
Managing Your Account and Billing
Handling Billing and Invoices
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Updating Billing & Payment Information
You can update your billing and payment information at any time. You must be the account holder to update your billing information. To do this, you will want to log in to your account, and go to your name at the top right corner. Select Account & Billing. Click Update...Applies to Account Holders
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Invoices
When you are billed, When I Work sends an email invoice to the email address that is connected to the account’s credit card. Every invoice is added to your Invoice History. You must be the account holder to view invoices. To access your Invoice History, go to your name at...Applies to Account Holders
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Methods of Payment
When I Work accepts payment via credit card. Transactions are secure, and your credit card information is never stored on our server. Only the bank that processes your card keeps your information on file. See When I Work’s Terms of Service for additional details. For all payments via Credit Card,...Applies to Account Holders
Managing Your Account and Billing
Managing Account Settings
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Contacting Us
If you need help with When I Work, you can contact our Customer Care team for assistance. You can also contact us from our iPhone/iPad or Android mobile apps. Our Customer Care team is available during these hours: Monday through Friday: 7 A.M. to 8 P.M. Central Time (12:00 to 1:00 UTC). Saturday and...Applies to Account Holders, Employees, Managers, Supervisors
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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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App Settings
Determine how your staff uses the app by configuring your company’s app settings. To configure, click on your name in the upper right corner and select App Settings. You must be a manager or account holder to view and modify your company’s app settings. The App Settings section at the...Applies to Account Holders, Managers
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Exporting Data
You can export data about your employees, requests, and schedules to an Excel file to keep for your records. To export your employees’ data, go the Gear icon and select Employees. From the Employees page, click Export Employees from the More Options icon (box with three dots) to download a...Applies to Account Holders, Managers, Supervisors
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Configuring Attendance Settings
Attendance settings control how employees clock in, payroll options, and attendance alerts. You can edit the Attendance settings at any time from the App Settings page. You must have manager or account holder access privileges to access the App Settings page. Managers can access the payroll settings only if the account holder...Applies to Account Holders, Managers
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Transferring Ownership of Account
You can transfer ownership of your business’s When I Work account to another if you are the Account Holder. Giving another ownership will give them access to the Account & Billing page. Through the Account & Billing page, they will have access to billing information, invoices, and the ability to...Applies to Account Holders
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Changing the start day of the Week
By default, the start day of each week is Sunday. However, you can change the start day be any day of the week. You must be a manager or account holder to change the start day of the week. In the top-right corner of the page, click your name, then...Applies to Account Holders, Managers
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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. Hibernation is not...Applies to Account Holders
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Language Support
When I Work offers and supports our web and mobile applications in English. Platform Language Web English iOS English, Spanish¹ Android English ¹If you set your iPhone or iPad language to Spanish, the When I Work app translates to Spanish. The Customer Care team at When I Work provides support...Applies to Account Holders, Employees, Managers, Supervisors
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Setting the Time Zone
The time zone set for a workplace determines what time zone schedules and time sheets 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 a...Applies to Account Holders, Managers
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Where can I find my account ID?
Your account ID is displayed in the 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 the...Applies to Account Holders, Managers
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Enabling Privacy for All Employees
If you want to prevent your employees from seeing other employees’ names and contact information on the Coworkers tab, you can enable global employee privacy in the app settings. The global employee privacy setting is available for enterprise plans only. For more information about upgrading to an enterprise plan, contact...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 App Settings. When I Work currently offers the following currency options: British Pound (£) Costa Rican Colón (₡) Dutch Florin (ƒ) Euro (€)...Applies to Account Holders, Managers
Managing Your Account and Billing
API and Integrations
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Square Employee Management Integration
When I Work integrates with Square’s Employee Management dashboard. The integration allows you to sync employees, locations, and time entries between the systems. This integration is available for US customers on paid plans only. The following is a list of items that are synced between When I Work and Square and...Applies to Account Holders, Managers
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Getting Access to the When I Work API
When I Work provides an Application Program Interface (API) to allow your custom applications to interact and exchange data with When I Work. Our API follows standard conventions with logically grouped methods. For further information, please view our API documentation. Account holder approval is required prior to When I Work...Applies to Account Holders
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Use When I Work with Vend Point-of-Sale
When I Work offers a dashboard widget for Vend that displays a snapshot of your work schedule and the requests that employees put in. If you are an employee, you can request Time Off. You can also easily access your When I Work account with an auto-login by clicking on View...Applies to Account Holders, Managers
Scheduling Your Team
Introduction to Scheduling
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Scheduler Reference Guide
Use the Scheduler to create and manage the schedule for your workplace. You can access the Scheduler in the When I Work web app at any time by clicking the Scheduler tab at the top of the page. The schedule displays scheduled shifts, annotations, employees’ availability preferences, and approved time off....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 the shift to move it to a new time or employee. Click and drag a shift to move it to a different employee. As you...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
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Making Separate Schedules
You might want to set up multiple schedules if your business operates out of different physical locations/regions or you want to build separate schedules for different teams/departments. Schedules are also known as locations. At the most basic level, a schedule is a way to group employees. A schedule might represent...Applies to Account Holders, Managers, Supervisors
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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
Scheduling Your Team
Scheduling Shifts
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Scheduling Shifts by Employee
If you prefer to think about schedule coverage based on who will be working, use employees view to build the schedule. If you prefer to schedule shifts based on which positions need to be filled, you can add shifts from positions view. Before you start adding shifts, we recommend that you...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. To create a repeating shift, click on a cell on the Scheduler. Create a custom shift or choose from one of your shift templates. Select the...Applies to Account Holders, Managers, Supervisors
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Scheduling Shifts by Position
If you prefer to think about schedule coverage based on which positions need to be filled, use positions view to build the schedule. If you prefer to schedule shifts based on who will be working, you can add shifts from employees view. Positions view is available for non-legacy plans, and does...Applies to Account Holders, Managers, Supervisors
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Tracking Overtime While Scheduling
To help track overtime, you can set the Max Hours for each employee within their employee profiles. See Managing Employees for more information on how to set that up. Once you set the Max Hours for an employee, you will see that number appear under your employees’ names on the...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 into the Schedule
For Labor Budget calculations, you can enter in an unpaid break into any shift on the Scheduler. Unpaid beaks are in decimal format, meaning that entering in “0.5” is a half hour break, and “1” is a one hour break. If you are also using Time Clock & Attendance feature, the Unpaid Breaks...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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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
Scheduling Your Team
Speeding Up Scheduling With Templates
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Shift Templates Versus Custom Shifts
There are two ways that you can create shifts on your schedule: Shift templates (formerly called shift blocks) Custom shifts Regular shifts on the schedule are what we call shift templates. Shift templates are easily accessible shifts that you use all the time. Adding shift templates gives you the convenience...Applies to Account Holders, Managers, Supervisors
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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, Modifying, and Deleting Shift Templates
Shift templates (formerly called shift blocks) save you time when you need to schedule shifts that have a consistent start and end time. Instead of manually entering in custom shifts details one-by-one, shift templates allow you to schedule a shift quickly and easily. You can also use shift templates from your iPhone/iPad or Android...Applies to Account Holders, Managers, Supervisors
Scheduling Your Team
Empowering Employees With Flexible Scheduling
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Scheduling an OpenShift (Open Scheduling)
Schedule an OpenShift when you’d like a qualified employee to pick up a shift instead of assigning it to a specific person. OpenShifts are a good fit when: You want to give your employees the flexibility to pick up shifts that work best for them. Your employees’ availability is complicated, and...Applies to Account Holders, Managers, Supervisors
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Interpreting Availability on the Schedule
View your employees’ Availability preferences and Time Off as you create the schedule. In employees view, the scheduler displays employees’ availability in the corner of each cell. In positions view, the scheduler displays employees’ availability only if you schedule a shift that conflicts with an availability preference. A green flag...Applies to Account Holders, Managers, Supervisors
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Finding a Replacement for a Shift
If your employee can’t make it to their shift, use the Shift Alert feature to quickly find a replacement. The first employee to accept the shift will be automatically assigned the shift to their schedule. You can initiate this from the Dashboard or from the Scheduler. You can also find...Applies to Account Holders, Managers, Supervisors
Scheduling Your Team
Maximizing Your Productivity With Schedule Views
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Using Month View
Use month view to view the schedule, add and edit shifts, and print shifts for an entire month. Because month view offers fewer features than day or week view, we recommend using month view to review and fine tune the schedules you’ve made in the other views. Month view is...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 supports three types of views: Time views determine the time period that you’re viewing. Staff views determine whether you’re scheduling shifts based on individual employees or positions. Color views determine whether the schedule is colored based on shift...Applies to Account Holders, Managers, Supervisors
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Viewing Labor Costs While Scheduling
View how much is being spent on labor costs as you schedule and also input projected sales to get a labor expenses to projected sales ratio. By default, supervisors can view and edit projected sales but cannot view daily labor cost. To let a supervisor to see labor costs, allow...Applies to Account Holders, Managers, Supervisors
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Schedule Filtering
Whether you prefer to schedule in employee view or positions view, you can filter your schedule to quickly view coverage for particular positions or job sites. Instead of viewing your entire schedule, filtering allows you to narrow your schedule down to the shifts you want to see. Use the Positions menu...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
Scheduling Your Team
Sending the Schedule to Your Team
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Shift Acknowledgment
Shift acknowledgement is a verification measure that helps managers and supervisors ensure that users have seen their scheduled shifts. Use shift acknowledgement to better communicate shifts with your employees and ensure accountability. When an user acknowledges a shift, it means that he or she knows about the shift. It does...Applies to Account Holders, Managers, Supervisors
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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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Deleting Shifts
If you no longer need a shift or you accidentally scheduled it, you can delete it from the schedule. To delete a shift, you must be a supervisor, manager, or account holder. If you are a supervisor, you can only delete shifts for the locations that you belong to. A...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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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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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 Your Team
Responding to Employee Requests
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Processing Requests
When employees request time off or ask to swap/drop a shift, you can use the When I Work web app to process the requests from your computer. You can also process requests from your iPhone or Android phone. You must have supervisor, manager, or account holder access privileges to process employee...Applies to Account Holders, Managers, Supervisors
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Viewing Time Off Totals
Year-to-date time off totals allow you to see how much paid time off you’ve taken from January 1st to the current date. The year-to-date total includes PTO, sick, and holiday time off. Year-to-date totals are only accessible through the When I Work web app. Year-to-date totals include past and present...Applies to Account Holders, Managers, Supervisors
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Statuses for Employee Requests
Every request made by a manager or an employee, whether the request is for Time off, a Shift Swap/Drop, or a Shift Alert, will have a status. Here are the definitions of the statuses you may find when moderating: Status Description Pending/New The request is waiting for approval from management. Waiting...Applies to Account Holders, Managers, Supervisors
Tracking Employee Time
Setting Up Time Clocks
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Setting Up a Fixed Time Clock Terminal
Setting up a fixed time clock terminal on a computer or mobile device allows it to become a clock in station for all of your employees. You must have supervisor, manager, or account holder access privileges to set up a fixed time clock terminal. If you have supervisor privileges, you are allowed to...Applies to Account Holders, Managers, Supervisors
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Allow Clocking In From a Work 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 must have manager or account holder access privileges to enable or disable time clocks in app settings. Your Internet connection 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 work computers or fixed time clock terminals. You must have manager or...Applies to Account Holders, Managers
Tracking Employee Time
Working With Timesheets and Pay Periods
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How Time Sheet Hours Are Calculated
To ensure employee time sheets are consistent, When I Work uses a standard calculation method to record employee hours. As of November 9, 2016, When I Work uses the following rules to calculate employees’ hours: When an employee clocks in or out, When I Work records the hour and minute....Applies to Account Holders, Managers, Supervisors
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Review, Finalize, and Export Payroll
When a pay period has ended, review and finalize the pay period to prepare it for export to your payroll processor. Only the account holder and managers with Can Manage Payroll checked in their profile can close out and finalize payroll. All time clock entries must have an in and out time before...Applies to Account Holders, Managers
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Reviewing Employees’ Time Sheets
If you use When I Work Time Clock & Attendance to track employee time, you can review pay periods and time sheets to monitor employees’ hours and make any needed adjustments. If you notice a discrepancy in a time sheet, you can edit the time sheet to make corrections. From your computer,...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. When I Work has the ability to calculate weekly, daily, and daily double overtime. The overtime pay rate multiplier applies to the hourly wage for the position you’re working during the overtime hours. Overtime...Applies to Account Holders, Employees, Managers, Supervisors
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Exporting Time Sheets
Exporting time sheets allows you to download a spreadsheet containing time sheet information. You can export time sheets for a pay period, or for a custom date range outside of your pay periods. Time sheet exports contain raw time entries and totals. If you need to export employee, request, or...Applies to Account Holders, Managers, Supervisors
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Editing Pay Periods
Editing Pay Periods provide more flexibility to Account Holders and Managers with Payroll privileges. Editing Pay Periods ensures your account does not have overlapping, duplicate, or gaps between Pay Periods. At this time, this feature is only accessible via the web app (on a computer). By default, only Account Holders...Applies to Account Holders, Managers
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Reviewing Your Time Sheet
If you use When I Work to clock in and out, review your time sheet 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 time sheet from...Applies to Employees
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Editing Employees’ Time Sheets
If you notice a discrepancy in an employee’s time sheet, you can make the necessary corrections. You can also add time off and unpaid breaks. If you’re an employee, you can edit your own time sheet if your employer has chosen to allow it. For information about how to read...Applies to Account Holders, Managers, Supervisors
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Setting the Payroll Cutoff Time
By default, each day within each pay period starts at 12:00am, Midnight. The start time affects how daily overtime is calculated and also affects the start and end date of your pay periods. If you have a shift that goes from 8:00pm to 8:00am, and your start time is set...Applies to Account Holders, Managers
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Using the Time Tracker
If you are using both When I Work Scheduling and Attendance, the Time Tracker tool allows you to quickly compare scheduled shifts with actual clocked in hours. You can also clock your employees in to their shifts from this page. Hover your mouse over the Scheduler tab at the top...Applies to Account Holders, Managers, Supervisors
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Printing Time Sheets
You can print an employee’s individual time sheet for a specific pay period. Click the Attendance tab at the top. Then choose the specific pay period you’d like to print from at the top left corner. Do this by clicking on the arrow button. Then click on an employee’s name...Applies to Account Holders, Managers, Supervisors
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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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Editing Your Time Sheet
If you notice a discrepancy in your time sheet, you can make the necessary corrections if your employer allows it. You can also edit your time sheet from your iPhone or Android phone. You can edit your time sheet if your employer allows it and the pay period is still open....Applies to Employees
Tracking Employee Time
Troubleshooting Time Clocks
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Troubleshooting Mobile Time Clocks
If your employees are having trouble clocking in from the When I Work app on their iPhones and Android phones, follow the steps in this article to troubleshoot and resolve the issue. You must have manager or account holder access privileges to perform some troubleshooting steps in this article. If you have...Applies to Account Holders, Managers, Supervisors
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Troubleshooting Work Computer Time Clocks
If your employees are having trouble clocking in from the When I Work web app on their work 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, Managers
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Troubleshooting a Fixed Terminal on a Tablet or Phone
If your employees are having trouble clocking in from a fixed time clock terminal on an iPad, iPhone, Android phone, or Android tablet, follow the steps in this article to troubleshoot and resolve the issue. You must have manager or account holder access privileges to perform some troubleshooting steps in this...Applies to Account Holders, Managers, Supervisors
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Troubleshooting a Fixed Terminal on a Computer
If your employees are having trouble clocking in from a fixed time clock terminal on a desktop or laptop computer, follow the steps in this article to troubleshoot and resolve the issue. You must have manager or account holder access privileges to perform some troubleshooting steps in this article. If you have...Applies to Account Holders, Managers, Supervisors
Tracking Employee Time
Setting Up Payroll Integrations
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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 time sheets from When I Work to Gusto Send When I Work job positions and pay rates to Gusto Send PTO, holiday, and sick time from When I Work...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 and finalize your pay period. When I Work integrates with...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. You must be a manager or account holder to set up the ADP Workforce Now integration. If you have multiple ADP company codes, you’ll need to use...Applies to Account Holders, Managers
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Run Powered by ADP Integration
When I Work is in early stage testing for an integration with RUN Powered by ADP. At this time, ADP is limiting applicants to customers that have not yet purchased RUN Powered by ADP. If you qualify, please connect with our Channel Partner Team to get further details. We will continually update this...Applies to Account Holders, Managers
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How to Integrate with a Payroll Processor
If you’re using a paid plan, you can set up a payroll integration to streamline the payroll export process. Follow our instructions to set up a payroll integration with any of these payroll processors: ADP Workforce Now Gusto QuickBooks OnlineApplies to Account Holders, Managers
Communicating With Your Team
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Using Annotations
Use annotations to send your staff important information about a particular day. You can send a general announcement, let your staff know that time off isn’t allowed, or let your staff know that your business will be closed that day. You can also use annotations from your iPhone, iPad, or Android...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...Applies to Account Holders, Managers, Supervisors
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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
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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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International Text Messaging
We offer international text messaging in countries where our carriers support it. You must be the account holder to access to the Account & Billing page. To see if your country is supported, feel free to check out our Pricing page. Or you may also check from within your When I...Applies to Account Holders
Working With Employees and Positions
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User Access Privileges
Each user within the account can be given employee, supervisor, or manager access privileges. Access privileges determine what users can see and do in When I Work. New users are set up as employees by default. Employee access privileges allow users to view their personal schedules, create time off requests, and swap and drop...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 time sheets are immediately updated. From your computer, use a supported web browser to sign in...Applies to Account Holders, Managers
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Adding an Employee
Add employees to invite them to your workplace. You must be a supervisor, manager, or account holder to add employees. If you need to add multiple employees, you can speed up the process by importing employees from a spreadsheet. If you would like to add a previously deleted employee, check...Applies to Account Holders, Managers, Supervisors
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Editing an Employee’s Availability Preferences
Edit a User’s Availability Preferences to ensure Account Holder, Managers, and Supervisors have accurate information when Scheduling a User’s shifts. You can also edit an employee’s availability preferences from your computer. Employees’ availability preference lets you know when they prefer to work. Account holders, managers, and supervisors have the right to schedule...Applies to Account Holders, Managers, Supervisors
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Reactivating Deleted Employees
You can quickly reactivate employees that were deleted from your account. By doing this, their profile and all of their information will return and be restored to their previous state. To reactivate an employee, you’ll want to go to the Employees page by going to the Gear icon at the...Applies to Account Holders, Managers, Supervisors
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Merging Employees
If an employee registers to join your schedule when you already created an account for them, you can merge the two accounts together. You cannot merge two employees together if they are both already registered to the account. Go to the Employees page from the Gear icon at the top....Applies to Account Holders, Managers
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Re-Inviting Employees to the Schedule
If you have already added your employees to the schedule with their email addresses and/or phone numbers, they should have already been invited to join the schedule. If they have not yet joined the schedule, you will want to re-invite your employees that have not yet registered. If you haven’t...Applies to Account Holders, Managers, Supervisors
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Setting Time Off For Employees
If an employee is unable to submit a time off request, you can submit a time off request on their behalf. You must be a supervisor, manager, or account holder to submit a time off question on behalf of an employee. To set time off for your employees, go to...Applies to Account Holders, Managers, Supervisors
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Sorting Employees, Positions, and Locations
You can sort the order that your employees, positions, and locations appear on the Scheduler by grabbing and dragging the names to where you want them to be. The way employee sorting works can vary, depending if you have one or multiple locations. To sort your employees, go the Employee...Applies to Account Holders, Managers, Supervisors
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Tagging Employees to Multiple Positions/Locations
You can tag one, multiple, or all employees to multiple locations and/or positions at one time. To do this, you will want to go to the Gear icon at the top and select Employees. From there, select one employee at a time by clicking the box to the left of...Applies to Account Holders, Managers, Supervisors
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Deleting an Employee
Deleting an employee removes that person from the schedule and revokes access to your workplace. You can also delete an employee from your iPhone or Android phone. You must have supervisor, manager, or account holder access privileges to delete an employee. Supervisors can only delete users with employee level access. Account holders and managers can...Applies to Account Holders, Managers, Supervisors
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Editing an Employee’s Information
Edit an employee if you need to change his or her name, picture, positions, locations, and so on. You can also edit an employee from your iPhone/iPad or Android phone. To do this, go to the Gear menu and select Employees. Click on the name of the employee you’d like to edit. You can...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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How to Assign Different Wages For Different Positions
If an employee is paid differently based upon the position they are working, set up their payroll settings to make the position-based wages automatic. If you haven’t already done so, add positions and tag your employees with positions. Click on the gear icon at the top of the screen, then...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...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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Attendance Alerts & Exempt Status
If you have employees that do not need to clock in or do not need overtime calculated, you can disable attendance alerts and prevent overtime from being calculated for them. Go to the Employees section via the Gear icon. From there, select the employee that you want to edit these settings...Applies to Account Holders, Managers, Supervisors
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Giving Managers Access to Manage Payroll
Giving a manager access to manage payroll allows them to close out, edit, and finalize pay periods. They can also configure payroll settings in App Settings. You must have account holder access privileges to give a manager access to manage payroll. Supervisors cannot be given access to manage payroll. Only...Applies to Account Holders
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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 time sheet exports and payroll summaries (if you use When I Work Time Clock & Attendance) You...Applies to Account Holders
Adding Multiple Locations and Job Sites
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Scheduling Shifts at Job Sites
Create Job Sites to assign to shifts. Job Sites help indicate a specific place, area, or even a client name for your employees to work. This can come in handy for any business that dispatches employees or designates what area of a business an employee will be working. If you’re looking...Applies to Account Holders, Managers, Supervisors
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Creating Multiple Locations/Schedules
A location (also known as a schedule) is a way to group employees into the same schedule. Creating a location creates a new schedule that you can toggle through on the Scheduler. The more locations you create, the more schedules that you have. You can assign your employees to be...Applies to Account Holders, Managers
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Using Locations Versus Job Sites
There are two ways to indicate where a shift takes place: locations and job sites. A location (also known as a schedule) represents a physical location or department. Each location has its own, separate schedule. A job site is a place where shifts take place that is off-site from your workplace locations. Job sites...Applies to Account Holders, Managers, Supervisors
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Adding Latitude/Longitude for Geolocation
When you are adding an physical address to a Job Site or Location (also known as a schedule), take a look at the Google Maps visualization and verify that the pin best reflects your physical address. If the Google Maps visualization does not match the physical address where you want users...Applies to Account Holders, Managers, Supervisors
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Importing Job Sites
If you have many job sites that you’d like to input all at once, import an Excel spreadsheet. For your job sites to upload correctly, we recommend using our job site import template. If you don’t use our template, make sure you create the following columns: Name of job site...Applies to Account Holders, Managers
Getting Your Schedule
Checking the Schedule
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Syncing Your Schedule to a Calendar App
When I Work allows you to sync the work schedule to other calendar applications. Use calendar sync to: Overlay your work schedules on top of you existing personal calendar. Let friends and family see your work schedule, even if they don’t use When I Work. Overlay published shifts from multiple...Applies to Account Holders, Employees, Managers, Supervisors
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Viewing Your Personal Schedule
Your My Schedule page allows you to see your schedule, acknowledge your shifts, and pick up OpenShifts. In addition, the My Schedule page provides quick access to other features within the When I Work web app. You can also view your schedule from the iPhone/iPad and Android apps. Depending on...Applies to Account Holders, Employees, Managers, Supervisors
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Acknowledge Shifts
You can acknowledge your shifts to let your scheduling managers know you have seen your shifts. You can also acknowledge shifts from your iPhone/iPad or Android phone. Your employer can require you to acknowledge your shifts when you log in to the When I Work app. If your employer has enabled this...Applies to Employees, 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 (day or week) We strongly recommend that employees with computers or smartphones use the When I Work...Applies to Account Holders, 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 schedule for your workplace. This article describes how to view the full schedule from your computer. You can also view the full schedule from the iPhone/iPad...Applies to Employees
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Using the Dashboard (Scheduling and Attendance)
The Dashboard gives you a snapshot of what’s going on in your business. If you don’t use Time Clock & Attendance, see the Scheduling only Dashboard article instead. You must have manager or account holder access privileges to view the Labor Forecast, Wage Forecast, Pay Period Complete, Pay Period Forecast, and Labor Cost...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 twelve hours. To view shift details or find a replacement,...Applies to Account Holders, Employees, Managers, Supervisors
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View Recent Scheduling Activity
The notification area allows you to see what’s happened while you were away. Click the bell icon at the top left corner to view all activity happening within the schedule. The number indicates how many new things that have occurred since you last viewed the notifications. The most recent activity...Applies to Account Holders, Employees, Managers, Supervisors
Getting Your Schedule
Swapping, Dropping, and Taking Shifts
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Swapping and Dropping Shifts
If you’re unable to work one of your shifts, you can give it to one of your coworkers (drop the shift) or trade shifts with one of your coworkers (swap shifts). You can also swap shifts from your iPhone/iPad or Android phone. Your employer has the option to disable shift swaps and...Applies to Account Holders, Employees, 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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Split Shifts
If your manager has approved the feature, you can use the Split Shift option to split your shift in two. This allows you to swap or drop a part of your shift. Your employer has the option to disable shift splitting in the app settings. To split a shift, log...Applies to Account Holders, Employees, Managers, Supervisors
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Accepting Shift Swap and Drop Requests
If one of your coworkers invites you to trade shifts (swap) or take a shift (drop), you can accept the request from your computer. You can also accept swap and drop requests from your iPhone, iPad, or Android phone. By default, When I Work sends you an email notification when you receive...Applies to Account Holders, Employees, Managers, Supervisors
Getting Your Schedule
Requesting Time Off
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Requesting Time Off
When you need to take time off from work, use When I Work to send the request to your manager for approval. Time off can be unpaid, paid (PTO), sick, or holiday. You can also request time off from your iPhone/iPad or Android phone. Your employer has the ability to turn off the...Applies to Account Holders, Employees, Managers, Supervisors
Clocking In and Out
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Clocking In and Out from a Fixed Terminal
A fixed time clock terminal is a device at your workplace that is used solely for clocking in and out. This article describes how to clock in and out from a fixed terminal on an iPhone, iPad, Android phone, Android tablet, or computer. Enter your user ID or email address. Tap Right arrow...Applies to Account Holders, Employees, 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
Updating Your Profile and Preferences
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Setting Your Availability Preferences
Set your availability preferences so scheduling managers can see when you prefer to work and when you prefer not to work. You can also set your availability preferences from your iPhone/iPad or Android phone. Your availability is a preference that your employer can take into account when building the schedule. There is no guarantee you’ll...Applies to Account Holders, Employees, Managers, Supervisors
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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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Setting Alert Preferences
Update your alert preferences to configure how you are automatically notified by When I Work. You can also set your alert preferences from your iPhone or Android phone. Alert Name Sent When Time-Off Requests A manager makes a decision about your time off request. An employee requests time off.1 Swap/Drop Requests A coworker...Applies to Account Holders, Employees, Managers, Supervisors
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Changing Your Password
Follow these instructions if you know your current password and want to change it. If you’ve forgotten your password, you can reset your password. From your profile picture, click My Profile. Click Change Password at the top right. Type your current password in the Current Password field. Type a new...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. If you’re not already logged in to When I Work, go to https://app.wheniwork.com and sign in. In the top-right corner of the page, click the...Applies to Account Holders, Employees, Managers, Supervisors
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Add a Profile Picture
Adding a profile picture will help your colleagues recognize you in the app. You can also add a profile picture from your iPhone/iPad or Android phone. To add a profile picture, log in to your When I Work account using a computer. Once logged in, hover over your name at the top right...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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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