Setting Up Scheduling for Your Business
Applies to Admins, Managers, Supervisors
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Create an Account for Your Business
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This article walks through how to start Scheduling with When I Work. If you would like to use the Scheduling and the Time Clock & Attendance services together, see Setting Up Scheduling and Time Clock & Attendance for Your 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,... -
Setup Recommendations for Retail
When I Work schedules, positions, and job sites are powerful tools that make scheduling fast and easy. Using these tools to their full potential is key to getting the most out of When I Work for your business. In the following sections, we’ll go through our recommendations for a small store, large... -
Create an Additional Workplace
Multiple 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 users. If you are looking to join an already existing workplace, check out our article...Applies to Admins, 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 Admins
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Dashboard and Navigation
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Web App Navigation Reference for Employees
Use this article to help you find settings or features in the When I Work web app. This article is intended for users with employee level access. The navigation bar is the starting point for all the actions in the When I Work web app. Callout Name a 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 Admins, Managers, Supervisors
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Using the Dashboard (Scheduling and Attendance)
The Dashboard gives you a quick look at what’s going on in your business. You’re able to monitor shift coverage, labor costs, and attendance notices right from one page. If you don’t use Time Clock & Attendance with Scheduling, check out Using the Dashboard (Scheduling Only Accounts) instead. The Dashboard is...Applies to Admins, Managers, Supervisors
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Using the Dashboard (Scheduling Only)
The Dashboard gives you a quick look at what’s going on in your business. You’re able to monitor shift coverage and labor costs from one page. If you use Time Clock & Attendance with Scheduling, check out Using the Dashboard (Scheduling and Attendance) instead. The Dashboard is only available to users...Applies to Admins, 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...Applies to Admins, 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 pay period summaries (Time Clock & Attendance) You must be an Admin to allow...Applies to Admins
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Giving Managers Access to Manage Timesheets and Pay Periods
Giving a Manager access to manage timesheets and pay periods allows them to edit and close out pay periods. They can also configure pay period settings in the Attendance Settings. You must have Admin access privileges to give a Manager access to manage timesheets and pay periods. Supervisors cannot be...Applies to Admins
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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 Admins, Managers, Supervisors
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Assigning Employees to Positions and Schedules
Assign employees to multiple positions or schedules at once to save time instead of assigning 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 Admins, 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 the 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 employees...Applies to Admins, Managers, Supervisors
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Reactivating Archived Employees
If you have an employee re-joining your business, you can reactivate an archived employee to restore their previous employee profile 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...Applies to Admins, Managers, Supervisors
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Attendance Alerts & Exempt Status
If employees do not need to clock in and clock out or do not need overtime calculated, you can disable attendance reminders and prevent overtime from being calculated for them. Enable this setting to make an employee exempt from overtime pay calculations. For example, the user is a salaried employee. Hover...Applies to Admins, Managers, Supervisors
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Archive an Employee
Archiving an employee removes that person from the schedule, deactivates their employee profile and revokes access to your workplace. You must have Supervisor, Manager, or Admin access privileges to archive an employee. Supervisors can only archive users with Employee level access that are assigned to the same schedules. Admins and Managers can archive any...Applies to Admins, 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 Admins, 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 Admins, Managers, Supervisors
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Approve Pending Employees
When employees register with your workplace without an invite, they must be approved by a Manager to join the workplace. You can also approve pending employees from your iOS device or Android device. You must have Admin or Manager level access to approve a request to join. If an employee... -
Add and Edit Employees
Add 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 who...Applies to Admins, 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 Admins, Managers, Supervisors
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Remove Email Address from Blocklist
If a user’s email address is blocklisted, the user does not receive email notifications from When I Work. Remove a user’s email address from the blocklist on the Employees page via the web. A blocklist is a list that identifies IP addresses or domains that is used by Internet service...Applies to Admins
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View Archived Employees
If you have previously archived (deleted) an employee, you can view a list of users whose profiles are inactive along with the date they were archived. If you wish to reactivate employee profiles, see Reactivating Archived Employees. You must have Admin, Manager or Supervisor access privileges to view archived users. Supervisors cannot...Applies to Admins, Managers, Supervisors
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Download the Employee Import Template
When I Work provides a downloadable employee import template that helps to streamline your employee import process. If you already have an employee spreadsheet set up, you can import that file into When I Work. However, we recommend using the When I Work employee import template for best results. Headers... -
Importing Employees
Whether you’re building a brand new account or updating your existing employee roster, the employee import feature has several benefits makes maintaining your employee’s information easy. We offer an employee import template that streamlines the import process. You can: Add all of your users in advance without their email address so... -
Creating and Managing Tags
Tags provide a way to define custom shift qualifications that cannot be easily captured by position alone. Think of tags like additional eligibility requirements that you can layer on top of positions. For example, tags can capture requirements like: Certifications Preferred status Tenure/seniority Skill subsets not reflected in the position...Applies to Admins, Managers, Supervisors
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Working With Positions
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How to Assign Different Rates For Different Positions
If an employee is paid differently based upon the position they are working, set up their hourly rate settings to make the position-based rate assignments automatic. If you haven’t already done so, add positions and tag your employees with positions. Hover over Workplace, then select Employees Employees. Click the name of...Applies to Admins, Managers, Supervisors
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Creating and Managing Positions
Positions are used to assign users and shifts to a particular duty or skill. You can also add positions from your 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,... -
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 Admins, 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 Admin, Manager or...Applies to Admins, Managers, Supervisors
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When to Use Positions and Tags
Both positions and tags define employee’s qualifications. In this article, we’ll examine both objects and help you decide when to use them. Positions assign employees and shifts to a particular duty or skill. Tags provide an additional eligibility requirement that you can layer on top of positions. Positions can be used...Applies to Admins, 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... -
Importing Job Sites
You can import job sites using our import tool and pre-formatted spreadsheet. This feature is useful when you have a lot of job sites you want to add at once. We recommend using our job site import template: Job Site Import Template If you don’t use our template, make sure... -
Scheduling Shifts at Job Sites
Job sites help indicate a specific place or location where your employees are working away from your regular place of business. For more information, see Creating and Managing Job Sites. Hover over Workplace, then select Job Site Job Sites. In the top-right corner, click Add Job Site. Enter the job site details....Applies to Admins, Managers, Supervisors
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Add Latitude/Longitude for Geolocation
When adding a physical address to a job site or schedule, look at the Google Maps visualization and verify that the pin best reflects your physical address. If the Google Maps visualization does not match the physical address where you want users to clock in, you may want to assign...Applies to Admins, Managers, Supervisors
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Making Separate Schedules
You might want to set up multiple schedules if your business operates out of different physical locations/regions or you want to build separate schedules for different teams/departments. At the most basic level, a schedule is a way to group employees. A schedule might represent a physical place of business, a...Applies to Admins, Managers, Supervisors
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When to Use Schedules and Job Sites
Schedules and job sites are powerful tools to help you schedule your team. In this article, we’ll examine both features and help you decide when to use them. A schedule is a way to group employees. You add shifts to a schedule. A job site is an optional way to identify a...Applies to Admins, 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 Admins, Managers, Supervisors
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Assigning Tags
Assign tags to employees, shifts, and shift templates in any combination to ensure that shifts are matched to the correct employees. If you have not created any tags and want to learn more about Tags, check out Creating and Managing Tags. You can also assign tags from your iOS device...Applies to Admins, Managers, Supervisors
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Creating and Managing Job Sites
A job site is an optional way to identify a specific location where a shift takes place. When you add a shift to a schedule, you can assign a job site to the shift to let the user know where to go. You can use job sites for shifts that...Applies to Admins, Managers, Supervisors
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Getting the App and Logging In
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Logging In with Your Google Account
Using Google to log in to When I Work allows you to access your account with your Google account instead of logging in with an email address and password. If you don’t already have a When I Work account, register with your workplace. If your When I Work account does...Applies to Admins, Employees, Managers, Supervisors
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Downloading the When I Work App
The When I Work apps for 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 Admin who needs to set up a time clock terminal on an iPad or...Applies to Admins, Employees, Managers, Supervisors
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Minimum Requirements
This article lists the minimum requirements to use When I Work on your computer, iPhone, iPad, or Android phone. The When I Work web app supports the following internet browsers running on Windows or macOS: Google Chrome version 99 and later Firefox version 100 and later Safari version 14 and later...Applies to Admins, Employees, Managers, Supervisors
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How Do I Log In?
After you register with When I Work, you can log in with your email address and password to 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. You can also use Sign in with your Apple ID....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 an iOS device or Android device. There are two ways...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 Admins, Employees, Managers, Supervisors
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Log in with Third-Party Connect (Single Sign On)
The Single Sign On (SSO) integration allows you to use your existing corporate authentication to access When I Work. Use the When I Work log in page to access your account using a third-party connect. Go to the When I Work log in page. Click Third-Party Connect. Click SAML. Enter the Account ID....Applies to Admins, Employees, Managers, Supervisors
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Signing in with Your Apple ID
Using Apple to sign in to When I Work allows you to access your account with your Apple ID instead of logging in with an email address and password. If you don’t already have a When I Work account, register with your workplace. If your When I Work account does...Applies to Admins, Employees, Managers, Supervisors
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Your Personal Profile
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Change Your Password
Follow these instructions if you know your current password and want to change it. If you’ve forgotten your password, you can reset your password. Hover over your name, then select My Profile My Profile. Click Change Password at the top right. Type your current password in the Current Password field. Type a...Applies to Admins, Employees, Managers, Supervisors
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Add a Profile Picture
Adding a profile picture will help your Managers and coworkers recognize you in the app. You can also add a profile picture from your Android device or iOS device. 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 Admins, Employees, Managers, Supervisors
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Change Your Privacy Preference
Each user can turn their privacy settings on or off from the web app or iOS device. When privacy is turned off, your fellow coworkers can view your contact information from the Coworkers tab on the web app and mobile apps. When privacy is turned on, your coworkers can only...Applies to Admins, Employees, Managers, Supervisors
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Updating Your Profile Settings
Your personal profile in When I Work allows you to change your password, set a profile image, set your personal information, and configure your preferences. Hover over your name, then select My Profile My Profile. Click Change Password, then enter a new password. For more information, see Changing Your Password. Click Change...Applies to Admins, Employees, Managers, Supervisors
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Change Your Email Address
If you have a new email address, updating your email address in your 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 device or iOS device. supervisors, managers, and admins cannot update...Applies to Admins, Employees, Managers, Supervisors
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Enable Log In with Two-Step Verification
Two-step verification adds a second layer of security to your account by requiring another method of verification beyond your initial password. This article covers enabling two-step verification on your computer. You can also enable and log in with two-step verification on your Android device or iOS device. If you have...Applies to Admins, Employees, Managers, Supervisors
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Configure Two-Step Verification
Two-step verification adds a second layer of security to your account by requiring another method of verification beyond your initial password. This article covers configuring two-step verification on your computer. You can also configure two-step verification on your iOS device or Android device. Two-Step Verification Technical Reference For more information...Applies to Admins, Employees, Managers, Supervisors
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Alerts and Notifications
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Viewing Notifications
The notification area 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 Admins, Employees, Managers, Supervisors
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Setting Alert Preferences
Update your alert preferences to configure how you are automatically notified by When I Work. You can also set your alert preferences from your 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 Admins, 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 beyond your free trial. When I Work offers different plans that allow you to configure your account to best suit your needs. 2022 Plan Content This article covers the process to upgrade a free trial to a...Applies to Admins
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Switching to a Different Plan
When I Work offers different plans that allow you to configure your account to best suit your business needs. You can change plans from the Account & Billing page. You must have admin access privileges to access the Account & Billing page. We accept payments via credit card only. Hover...Applies to Admins
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Add Seats to a Plan
More seats can be added to the account’s plan without changing your plan type. Adding more seats 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 admin access privileges in...Applies to Admins
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Add Time Clock & Attendance to Your Plan
Once you’ve mastered scheduling, take your account to the next level and add Time Clock & Attendance to your plan. 2022 Plan Content The content described in this article is for 2022 plans. If you have a legacy plan and want to add Time Clock & Attendance, you will need...Applies to Admins
Account Plan & Billing
Handling Billing and Invoices
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How Do I Cancel My Account?
If you want to cancel your workplace account, you may do so at any time from the When I Work web app. You must be the admin to cancel the account. Per our Terms of Service, you may cancel your When I Work account at any time; however, there are no refunds...Applies to Admins
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Invoices (Legacy)
When you are billed, When I Work sends an email invoice to the email address entered in the Update Billing Info section. Every invoice is added to your Invoice History and can be printed for your records. Account & Billing page look different? Your Account & Billing page may look different...Applies to Admins
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Hibernating Your Account (Legacy)
Hibernating a When I Work account allows you to temporarily deactivate it, suspending payments and removing 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 Admins
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Updating Billing Information
You can update your billing information at any time to change which card you use to pay for When I Work. You must be the admin to update your billing information. If you’re upgrading to a paid plan for the first time, check out Upgrading to a Paid Plan. We...Applies to Admins
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Nonprofit 501(c)(3) Organizations
When I Work is happy to work with 501(c)(3) and 501(c)(19) organizations to discuss pricing options for organizations planning to have less than 100 users. We require documentation to verify your status as a tax-exempt charitable organization: If you’re located in the United States, we require documentation to verify your official...Applies to Admins
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Invoices
When you are billed, When I Work sends an email invoice to the email address listed in the Update Billing Info section. Every invoice is added to the Invoice History and can be downloaded and saved for your records. Account & Billing page look different? Your Account & Billing page may...Applies to Admins
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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 Admins
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Renew Your Annual Plan
An annual billing cycle allows you to pay for your When I Work plan for the year. You must have admin access privileges to access the Account & Billing page. Your plan’s renewal date is displayed on the Account & Billing page. When I Work sends an email reminder to...Applies to Admins
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Reactivate Your Account
You might want to reactivate your account if your business is seasonal or you’d like to bring your account out of hibernation. From your computer, use a supported web browser to sign in to When I Work on the web. Click Reactivate Account. Now you can begin reconfiguring your account.Applies to Admins
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Changing the Primary Contact
Each When I Work has three slots available for Admins who control payments and the life of the account. The Admin is the only user role with access to the Account & Billing page. The Primary Contact can only be assigned to a user with admin permissions. Hover over Gear, then select Settings General...Applies to Admins
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... -
Setting Time Zones
When I Work’s time zone settings determine how schedules and time entries are viewed and created. If you have users across different time zones, setting time zones allows users to view shift times and timesheet entires in their local time. You must have Admin level access to adjust the workplace... -
Currency Settings
The default currency setting in When I Work is set to USD ($). If you’re a Manager or Admin, 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 down... -
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 admin 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 settings changes... -
Change the Start Day of the Work Week
By default, When I Work sets the start day in the schedule to Sunday. You can change the first day of the work week in the General Settings. You must be a Manager or Admin to change the start day of the work week. The start day of the work week... -
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... -
Change the Weekly Overtime Boundary
Accounts that calculate weekly overtime from the start of the pay period have the option to switch their overtime calculation to the start of the work week. The advantages of switching your account’s overtime boundary to the start day of the week include: Keeping things simple: Switching allows for overtime... -
Manage Additional Time Off Types
You can create additional time off types from the General Settings page. There is no limit to the amount of additional types you create and they can be set as unpaid, paid, or both. This is useful when you want to add types like Jury Duty, Bereavement, or a Floating...
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 admin 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 confusion...
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 Admin access privileges to access the Attendance Settings page. A Manager can access the Pay Periods settings only if the Admin gives them access to manage timesheets and pay periods. Only the Admin can... -
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 Admin and Managers with access to manage timesheets and pay periods can change pay periods settings. Changing the... -
Allow Clocking In With a Personal Computer
If your employees use computers at work, allow them clock in and out from their computers when they’re logged in to the When I Work web app. You can also allow employees to clock in from the When I Work mobile apps or time clock terminals. You must have Manager... -
Allow Clocking In from Mobile Devices
Turn on the mobile time clock method to allow your 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 Admin... -
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... -
Restricting Where Employees Can Clock In Or Clock Out
In When I Work, employees can be allowed to clock in or clock out from anywhere, or you can limit where employees are allowed to clock in or clock out based on where they’re physically located. You might want to set up location-based restrictions to increase accountability and make sure... -
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 Admin and Managers with access to manage timesheets... -
Adjust When Clock In/Out Reminders Are Sent
Reminders are sent if a user forgets to clock in or clock out for a shift. Adjust how soon after a user forgets to clock in or out for a reminder to send to best fit your needs. For example, you might want to remind users five minutes after they...Applies to Admins
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Setting Overtime Alerts
Overtime alerts notify you when employees are nearing overtime, scheduled for overtime or have accepted a shift that adds overtime hours. Managers and Supervisors have the option to opt in or out of these alerts by setting their personal alert preferences. Overtime alerts are based on the configured overtime thresholds in the...Applies to Admins, Managers, Supervisors
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Automatically Deduct Scheduled Breaks
You can have unpaid breaks automatically deducted from timesheets if your users don’t punch in or punch out for breaks on their own. When I Work recommends this feature be used when users have regular unpaid breaks entered as a part of their schedule and there is no requirement for... -
How Paid Break Reporting Works
The paid break reporting feature allows 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 Admins, Managers, Supervisors
Account Settings
Integrations
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Getting Access to the When I Work API
When I Work provides an open API (application program interface) to allow your custom applications to interact and exchange data with When I Work. Our API follows standard conventions with logically grouped methods. For more information, check out our API documentation. Considerations The Admin must obtain an API key. Contact us if you...Applies to Admins
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Gusto Integration
When I Work integrates with Gusto to make managing employees and exporting payroll painless. The integration allows you to: Sync employee names Send timesheets from When I Work to Gusto Send When I Work job positions to Gusto Send PTO and sick time from When I Work to Gusto Your workplace must use... -
Integrating With a Payroll Processor
Set up a payroll integration to streamline sending pay period information from When I Work to your payroll processor. Your 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:... -
QuickBooks Online Integration
When I Work integrates with QuickBooks Online to make managing employees and exporting pay period hours 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... -
ADP Workforce Now Timesheet Export
If you use Time Clock & Attendance, you can easily send payroll information to ADP Workforce Now for payroll processing. Your workplace must use a paid Time Clock & Attendance plan to set up payroll integrations. You must have Manager or Admin access privileges to set up the integration. If... -
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 Admin or a Manager... -
Zapier Integration
Zapier lets you connect When I Work to over 1,000 other web services. Automated connections called Zaps are set up in minutes without coding. These Zaps build workflows between apps like Google Sheets, Excel, and Slack that automate processes in When I Work. Each Zap has one app as the... -
Integrations to When I Work
Providers of other employee management systems have created integrations to When I Work to streamline actions and processes between platforms. The integrations listed in this article are created by third party providers. Please contact the provider directly with questions as these integrations are not supported by When I Work’s Customer... -
When I Work for RUN Powered by ADP® Integration
The When I Work for RUN Powered by ADP® connector enables you to send pay period hours from When I Work right to ADP before you close the pay period. This article provides details around the requirements to implement the connector as well as setup instructions for matching employee and... -
Single Sign On (SAML v2)
Overview The Single Sign On (SSO) integration, based on SAML v2, allows your users to use your existing corporate authentication to access When I Work. This can help streamline authentication from internal portals, other applications, or even from your custom subdomain. SSO is available on the web app only. What...Applies to Admins
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API Services Reference Guide
When I Work has a Primary API service and is continuously building new, smaller service APIs to support each new feature in the product. As new features are developed, new service APIs are created to support easier scalability and better redundancy. The content outlined here details all of the current...Applies to Admins
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ADP Workforce Now Direct Integration
The ADP Workforce Now direct integration enables you to send your payroll information directly to ADP for payroll processing. With this integration you can: Send worked hours, the pay rates for those hours, and paid time off from When I Work to ADP Workforce Now. Create new employees in When... -
Square Integration Reference
When I Work integrates with Square Payroll for quick and seamless time tracking and payroll services. The integration allows you to sync employees, schedules, and time entries between the systems. Your workplace must use a paid Time Clock & Attendance plan to set up payroll integrations. This integration is available...
Scheduling
Introduction to Scheduling
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Scheduler Reference Guide
Use the Scheduler to create and manage the schedule for your workplace. You can access the Scheduler in the When I Work web app at any time by clicking the Calendar Scheduler tab at the top of the page. The schedule displays scheduled shifts, annotations, employees’ availability preferences, and approved time off. Callout...Applies to Admins, Managers, Supervisors
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Scheduling Basics
When I Work Scheduling is a comprehensive scheduling tool that helps you save time and instantly communicate the schedule to your 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 Admins, 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 Admins, Managers, Supervisors
Scheduling
Creating the Schedule
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Finding a Replacement for a Shift
If your users can’t make it to their shift, you can find a replacement to quickly find another user who can work the shift. The first user to accept the shift will be automatically assigned the shift to their schedule. You can also find a replacement from your iPhone or...Applies to Admins, Managers, Supervisors
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Shift History
Use Shift History to see when a shift was created, who it was assigned to, when it was published, when it was changed, when it was moved, and who completed the actions. This is very helpful when you have multiple users setting the schedule up and need to track changes....Applies to Admins, Managers, Supervisors
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Add Unpaid Breaks to Shifts
Add unpaid breaks to your user’s shifts to calculate total paid hours for a specific day or week in a schedule. If you use When I Work Time Clock & Attendance, unpaid breaks are not automatically deducted from user’s worked hours unless Automatically Deduct Scheduled Breaks from Timesheets is checked...Applies to Admins, Managers, Supervisors
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Using Annotations
Use annotations to send your staff important information about a particular day. You can send a general announcement, let your staff know that time off isn’t allowed, or let your staff know that your business will be closed that day. You can also use annotations from your iPhone, iPad, or Android...Applies to Admins, Managers, Supervisors
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Quick Shift Options
Quick shift options give you easy access to shortcuts for a shift. Hover your mouse pointer over a shift to access the quick shift options. Quick shift options appear when you hover your pointer over a shift. Item Description Edit Pencil button Click to edit the shift. More button Click...Applies to Admins, Managers, Supervisors
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Viewing Labor Costs While Scheduling
Enable forecast tools to view how much is being spent on labor costs as you schedule and also input projected sales (future) or actual sales (past) to get a labor expenses to projected sales ratio. By default, Supervisors can view and edit projected sales but cannot view daily labor cost....Applies to Admins, Managers, Supervisors
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Copying Shifts and Schedules
You can copy shifts and schedules to save time and ensure you have the schedule coverage that you need. If your business has regular shifts for select 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 Admins, Managers, Supervisors
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Setting Up Repeating Shifts
If you have a shift that regularly takes place at the same time, set it up as a repeating shift to save yourself time. A shift can repeat for up to one year. When you’re adding a shift, click Repeat Shift. From the Repeat Every menu, select how often you...Applies to Admins, Managers, Supervisors
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Deleting Shifts
If you no longer need a shift or you accidentally scheduled it, you can delete it from the schedule. If you are a supervisor, you can only delete shifts for the schedules that you belong to. A shift cannot be recovered after it is deleted. Hover over the shift you...Applies to Admins, Managers, Supervisors
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Interpreting Availability and Time Off While Scheduling
Availability preferences and time off requests help you better understand when 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 Admins, 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: Scheduled hours per day or week Max number of hours they should be scheduled per...Applies to Admins, 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 Admins, 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 Admins, Managers, Supervisors
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Saving Time With Scheduling Shortcuts
When I Work offers several tools that help you save time when you build the schedule. If you need to move a shift: Click and drag a shift to move it to a different employee. https://thisclicks.wistia.com/medias/snerhr7gve?embedType=iframe&videoWidth=290&wmode=transparent&volume=0 As you move the shift around, icons appear to let you know whether employees are...Applies to Admins, Managers, Supervisors
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Scheduling a Shift
You can add a custom shift or use a shift template to save time. If you need to schedule a shift on the go, you can create shifts from your iOS device or Android device. Click Calendar Scheduler. Click Add to add a shift. If you’re on day, week, or 2...Applies to Admins, Managers, Supervisors
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Auto-Assign Shifts
Auto-assign shifts leverages the information already entered in your When I Work account to create a schedule. The feature automatically assigns unpublished OpenShifts to employees for you to review and publish. Auto-assign shifts is only available in week view. Only unpublished OpenShifts are automatically assigned. OpenShifts with no position are... -
Overtime Visibility
The overtime visibility feature displays the overtime impact when scheduling. Your account’s overtime thresholds are used to calculate an employee’s potential overtime when assigning a shift. Don’t see this feature? If you don’t see Overtime Visibility information, check your Account & Billing page to see if your account has Overtime...Applies to Admins, Managers, Supervisors
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Bulk Editing Shifts Reference
You can make edits to multiple shifts at once in the scheduler. Bulk editing is useful when you need to make changes to positions for multiple shifts, update start or end times for multiple shifts, or move a few different shifts to OpenShifts. Employee view, position view, and coverage view...Applies to Admins, Managers, Supervisors
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Scheduling Rules Reference
Scheduling rules are available to help promote a more thoughtful schedule that keeps the well-being of the employees at a high focus point. They can also be used to meet local guidelines around scheduling, such as required-time off per week. Scheduling Concerns are shown in the following areas: Create shift...
Scheduling
Templates
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Using Schedule Templates
Schedule templates allow you to create a daily or weekly schedule that is reusable. If your schedules are very similar from day to day or week to week, use a template to save time and avoid creating schedules from scratch. You may use an already existing schedule or create a...Applies to Admins, Managers, Supervisors
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Creating and Managing Shift Templates
Shift templates save you time when you need to schedule shifts that have a consistent start and end time. Instead of manually entering in custom shift details one-by-one, shift templates allow you to schedule a shift quickly and easily. You must have supervisor, manager, or admin access privileges in When I Work to...Applies to Admins, Managers, Supervisors
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Using Shift Templates Versus Custom Shifts
There are two ways that you can create shifts on your schedule: Shift templates Custom shifts Check out Scheduling a Shift for more information on how to add shifts to the schedule. If you have shifts that you frequently schedule, we recommend creating shift templates so you don’t have to set up shift...Applies to Admins, Managers, Supervisors
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How Shift Templates Work
Shift templates allow you to efficiently schedule shifts that have a consistent start and end time. Instead of manually entering in custom shift details one-by-one, shift templates allow you to schedule a pre-created shift quickly and easily. Don’t have any shift templates created yet? Check out Creating and Managing Shift Templates. You...Applies to Admins, Managers, Supervisors
Scheduling
OpenShifts
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Scheduling an OpenShift
Schedule an OpenShift when you’d like 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 Admins, Managers, Supervisors
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Taking OpenShifts
OpenShifts appear when your employer creates shifts that you and your coworkers can pick up yourselves. Taking an OpenShift automatically adds the shift to your schedule. You can also take OpenShifts from iPhone/iPad and Android. OpenShifts are available on a first come, first serve basis. OpenShifts are available for all...Applies to Admins, Employees, Managers, Supervisors
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Offer an OpenShift to Specific 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 Admins, Managers, Supervisors
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Publishing OpenShifts
After you add OpenShifts to the schedule, publish them to let your staff know they can pick up more shifts. Use the Publish & Notify button near the top left corner of the Scheduler. This publishes all of the shifts in the day, week or month that you are viewing including...Applies to Admins, Managers, Supervisors
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Deleting OpenShifts
Overview If you no longer need an OpenShift or you accidentally scheduled it, you can delete it from the schedule. Hover over the OpenShift you want to delete. Click More button. Select Delete. Alternatively, you can edit the OpenShift, then click Delete. Click Confirm Delete. Clear all OpenShifts for the week from week view....Applies to Admins, Managers, Supervisors
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How Shift Bidding Works (OpenShift Requests)
Shift Bidding, also called OpenShift Requests, is an option within an OpenShift that allows employees to express interest in the shift. You 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 you moderate...Applies to Admins, 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 Admins, Managers, Supervisors
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Require OpenShift Pick Up Approval (Shift Bidding)
Shift Bidding, also called “OpenShift Requests”, is an option within an OpenShift that allows employees to express interest in the shift. Require pick up approval on OpenShifts to allow users to bid on the shift. You can also require pick up approval from your Android device or iOS device. The...Applies to Admins, Managers, Supervisors
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Labor Sharing Reference Guide
Labor Sharing helps increase your shift coverage by looking at eligible and available employees on other schedules you currently have set up. Labor Sharing is useful when you need to fill vacant OpenShifts, backfill dropped shifts, or find coverage for employees’ planned PTO. Labor sharing is accomplished by sharing OpenShifts...Applies to Admins, Managers, Supervisors
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How Overlapping OpenShifts Work
The overlapping OpenShift coverage option allows employees to pick up OpenShifts that overlap with currently scheduled shifts. This permits employees to double up on shifts that have overlapping times if the employee can cover enough of the OpenShift. Overlapping OpenShifts can be used without or with shift bidding (OpenShift pick-up...Applies to Admins, Managers, Supervisors
Scheduling
Schedule Views and Filters
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Using Month View
Use month view to view the schedule, add and edit shifts, and print shifts for an entire month. Because month view offers fewer features than day or week view, we recommend using month view to review and fine tune the schedules you’ve made in the other views. Month view is...Applies to Admins, Managers, Supervisors
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Filtering the Schedule
Whether you prefer to schedule in employee view, positions view, or coverage view, you can filter your schedule to quickly view coverage for particular positions or job sites. Instead of viewing your entire schedule, filtering helps you narrow your schedule down to the shifts you want to see. Filters can...Applies to Admins, Managers, Supervisors
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Schedule Views
Changing your view of the schedule helps you better visualize upcoming shifts. The Scheduler offers three types of views: Time views determine the time period that you’re viewing. Staff views determine the formatting of the schedule. Color views determine whether the schedule is colored-coded based on shift colors, position colors, or...Applies to Admins, Managers, Supervisors
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Forecast Tools
Get more insight into your budget using the forecast tools. Use forecast tools while scheduling to ensure you have the right coverage and are within your labor budget. Use the forecast data import function to quickly enter forecast information across time. By default, supervisors can view and edit projected sales...Applies to Admins, Managers, Supervisors
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Scheduler Coverage View Reference Guide
Coverage view displays shifts in chronological order based on start time. Coverage view is a great tool to use when you want to make sure you have an entire week’s worth of shifts covered. It also helps you to determine any gaps for priority shift times. Coverage view can be...Applies to Admins, Managers, Supervisors
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Scheduler Employee View Reference Guide
Employee view allows you to view the schedule organized by employee. Use employee view if you prefer to think about schedule coverage based on who is scheduled. Employee view can be used in day, week, two-week, and month time views. Time off requests and availability preferences are displayed in this...Applies to Admins, Managers, Supervisors
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Scheduler Position View Reference Guide
Position view displays shifts grouped by assigned position. Use position view if you’d like to schedule coverage based on which positions need to be filled. Position view can be used in the week, two-week, or month time views. Time off requests and availability preferences are not displayed in this view. Employees’ availability appears when...Applies to Admins, Managers, Supervisors
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Track Hours and Labor in the Scheduler
When I Work makes keeping track of employees’ hours easy as you’re building the schedule. The schedule displays total scheduled hours for the week or day and total scheduled hours per employee. All hours are counted based on the workday start time. This is set to 12 AM by default. Contact...Applies to Admins, Managers, Supervisors
Scheduling
Using Availability
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Editing 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 Admins, Managers, Supervisors
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Setting Your Availability
Set your availability preferences to let your employer know when you prefer to work and when you prefer not to work. By default, you’re set to be available all day. You can also set your availability preferences from your iPhone or Android phone. Your availability is a preference that your employer can...Applies to Admins, Employees, Managers, Supervisors
Scheduling
Using Tasks
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How Task Lists Work
Use task lists to let your 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. Task lists can be created, assigned, and monitored from a computer, iOS device or Android device. Tasks...Applies to Admins, Managers, Supervisors
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Setting Up Team Task Lists
Create team task lists to capture tasks that need to be completed by your staff. Any 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 Admins, Managers, Supervisors
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Scheduling Team Tasks
When your team task list is ready, you can add it to the schedule to make its tasks visible to your 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 Admins, Managers, Supervisors
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Assign Team Tasks
After you schedule a team task list, you have the option to assign specific tasks in the list to a user. When a team task is assigned to someone, it is their responsibility to complete. A team task list must be scheduled before you can assign tasks from the list to...Applies to Admins, Managers, Supervisors
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Monitoring Tasks
You can monitor employee’s team and shift task completion and mark tasks complete from your computer. Team tasks can also be monitored from an iOS device or Android device. Monitor employee’s daily tasks from the Dashboard or from the Scheduler. Use the Dashboard Dashboard to monitor tasks and mark them complete....Applies to Admins, Managers, Supervisors
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Setting Up Shift Task Lists
Create shift task lists to capture tasks that need to be completed during a particular shift. Shift task lists can be added on the scheduler to custom shifts and to shift templates. Shift task lists are for duties that are to be completed by a single employee during their scheduled...Applies to Admins, Managers, Supervisors
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Scheduling Shift Tasks
When your shift task list is ready, you can add it to shifts to make its tasks visible to your 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 Admins, Managers, Supervisors
Scheduling
Sending the Schedule to Your Team
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Publishing the Schedule
When you’re done making the schedule, you need to let your 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 Admins, Managers, Supervisors
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Publishing a Single Shift
When you initially add a shift to the schedule, it is only visible to you and other supervisors and managers; the employee cannot see the shift until you publish it. This allows you to build and tweak the schedule without making it visible to your employees. Unpublished shifts have diagonal...Applies to Admins, Managers, Supervisors
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Minimizing Publish Notifications
If you want to avoid sending your 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 Admins, Managers, Supervisors
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Unpublishing Shifts
You may need to unpublish a shift if you accidentally published it too early, or if you need to modify the shift without making the changes immediately visible to the employee. When you unpublish a shift, the assigned employee can no longer see it and the employee is not notified. However, the shift is...Applies to Admins, Managers, Supervisors
Scheduling
Processing 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 Admins, 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 Admins, Managers, Supervisors
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Statuses for Shift Requests
Every shift request made by a Manager or an employee will have a status. Learn more about processing shift requests from your computer, iPhone or Android phone. The following are the definitions for the statuses you will find when moderating: Status Description Pending Approval The request is waiting for approval from management.1...Applies to Admins, Managers, Supervisors
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Statuses for Time Off Requests
Every time off request made by a Manager or employee will have a status. Learn more about processing time off requests from your computer, iPhone or Android phone. The following are the definitions for the statuses you will find when moderating: Status Description Pending Approval The request is waiting for approval from...Applies to Admins, Managers, Supervisors
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Process OpenShift Requests
When users bid on OpenShifts, use the When I Work web app to process OpenShift requests from your computer. You can also process OpenShift requests from your Android device or iOS device. You must have supervisor, manager, or admin access privileges to process employee requests. If you’re a supervisor, you can only process requests...Applies to Admins, Managers, Supervisors
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Statuses for OpenShift Requests
Every shift request made by a Manager or an employee will have a status. Learn more about processing shift requests from the web app, an Android device or iOS device. Each request has a status that lets you know its state and who needs to act on it. Status Description...Applies to Admins, Employees, Managers, Supervisors
Scheduling
Checking the Schedule
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Viewing Your Personal Schedule
Your My Schedule page allows you to see your schedule, confirm your shifts, and pick up OpenShifts. In addition, the My Schedule page provides quick access to other features within the When I Work web app. You can also view your schedule from the iPhone/iPad and Android apps. Depending on...Applies to Admins, Employees, Managers, Supervisors
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Confirming Your Shifts
Confirm your shifts to let your employer know that you’ve seen your shifts and you know they’re your responsibility. You can also confirm shifts from your iPhone or Android phone. Your employer has the option to require shift confirmation: If shift confirmation is required, you’re automatically prompted to confirm your shifts when you sign...Applies to Employees, Managers, Supervisors
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Viewing Your Coworkers’ Schedules
If you want to know who you’ll be working with on a given day, you can use When I Work to view the full team schedule for your workplace. This article describes how to view the full team schedule from your computer. You can also view the full team schedule...Applies to Employees
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Using Shift Confirmation
Shift confirmation is a verification measure that lets you know if your 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 Admin access privileges, you have the option to turn it off in...Applies to Admins, Managers, Supervisors
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Syncing Your Schedule to a Calendar App
When I Work allows you to sync the work schedule to other calendar applications. Use calendar sync to: Overlay your work schedules on top of you existing personal calendar. Let friends and family see your work schedule, even if they don’t use When I Work. Overlay published shifts from multiple...Applies to Admins, Employees, Managers, Supervisors
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Identifying Annotations
Your employer can set up annotations to communicate important announcements about your workplace that can be viewed on the When I Work web app. Annotations also display on the Android and iOS apps. Your employer can create three types of annotations. Type Description Announcement General messages and workplace announcements. Time...Applies to Admins, Employees, Managers, Supervisors
Scheduling
Time Off and Shift Requests
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Submitting Time Off Requests for Employees
Submitting time off on behalf of 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 Admins, Managers, Supervisors
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Viewing Time Off Totals
Paid time off totals allow you to see how much paid time off you’ve taken from January 1st to the current date. The paid time off total includes PTO, sick, and holiday time off. Paid time off totals are only accessible through the When I Work web app. Paid time...Applies to Admins, Managers, Supervisors
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Split Shifts
If your Manager has approved the feature, you can use the Split Shift option to split your shift in two. This allows you to swap or drop a part of your shift. Your employer has the option to disable shift splitting in the Scheduling Settings. Hover over your name, then...Applies to Admins, Employees, Managers, Supervisors
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Get Your Shifts Covered
If you’re unable to work one of your shifts you have a few options to get your shift covered: Shift Release – give your shift up to an OpenShift Shift Drop – give your shift to a coworker Shift Swap – trade shifts with a coworker Each shift coverage option...Applies to Admins, Employees, Managers, Supervisors
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Requesting Time Off
When you need to take time off from work, use When I Work to send the request to your manager for approval. Time off can be submitted as Holiday (paid or unpaid), Personal (paid or unpaid) or Sick (paid or unpaid). You can also request time off from your iPhone/iPad or Android phone....Applies to Admins, Employees, Managers, Supervisors
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Accept Shift Swap and Drop Requests
If 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. If you are eligible to take or trade shifts: We’ll send you an...Applies to Admins, Employees, Managers, Supervisors
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Time Off Types
Every time off request created must have a time off type. The type of time off communicates why the 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 Admins, Employees, Managers, Supervisors
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Bid on OpenShifts (OpenShift Requests)
Some OpenShifts may require pick up approval by management. Bid on an OpenShift to express interest in a shift. Management then selects a user from the list of interested users to assign the shift. You can also request to work OpenShifts from an Android device or iOS device. From the My...Applies to Admins, Employees, Managers, Supervisors
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 Job Sites Pay Period Hours Schedules...Applies to Admins, 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 Admins, Managers, Supervisors
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Exporting Shift Requests
Exporting shift requests from your When I Work account allows you to download a spreadsheet containing your user’s swap and drop requests. Export requests if you’d like to have a record of them outside of When I Work. Check out Can I Export My Data? for more information on exporting other...Applies to Admins, Managers, Supervisors
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Exporting Time Off Requests
Exporting time off requests from your When I Work account allows you to download a spreadsheet containing your user’s unpaid, paid, sick or holiday requests. Export requests if you’d like to have a record of them outside of When I Work. Check out Can I Export My Data? for more information...Applies to Admins, Managers, Supervisors
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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 Admins, Managers, Supervisors
Time Clock & Attendance
Introduction to Attendance
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How Does the Attendance Free Trial Work?
Use the 14-day free trial to try Time Clock & Attendance at no cost. During that time you’ll have full access to all attendance features. Time Clock & Attendance allows you to easily track employee time with flexible time clock options and streamline payroll processing. You can configure your settings...Applies to Admins
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Using the Time Tracker
If you are using both When I Work Scheduling and Attendance, the Time Tracker tool allows you to quickly compare scheduled shifts with actual clocked in hours. You can also clock your employees in to their shifts from this page. Hover over Attendance Attendance, then select Time Tracker Time Tracker. If...Applies to Admins, Managers, Supervisors
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Editing Pay Periods
Editing pay periods ensures your account does not have overlapping, duplicate, or gaps between pay periods. At this time, this feature is only accessible via the web app. The Admin and Managers with access to manage timesheets and pay periods are able to edit pay periods. If the previous pay... -
Add Time Clock & Attendance to Scheduling
This article walks through how to add Time Clock & Attendance to your account when you are already using When I Work Scheduling. If you are new to When I Work and have not set up Scheduling, See Setting Up Scheduling and Time Clock & Attendance for Your Business. You...Applies to Admins
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How Does Free Attendance Work?
The Free Attendance service offers core When I Work Time & Attendance features in addition to your Scheduling service at no cost for accounts with up to 75 users. Free Attendance is Retired Starting in February, 2021, the Free Attendance option is no longer available to be added to new...Applies to Admins
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How Time Clock & Attendance Works
When I Work Time Clock & Attendance takes your employee management to the next level by combining our scheduling service with a service for tracking 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...
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. The last seven days of...Applies to Admins, Managers, Supervisors
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Setting Up a Time Clock Terminal
A time clock terminal is a dedicated computer or mobile device at your workplace that is used solely for clocking in and out. You might set up a time clock terminal at an entrance, break room, or central location at your place of business. Employees clock in and out from the...Applies to Admins, Managers, Supervisors
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Clock In and Out
If your employer allows, you can clock in and out while you’re logged in to the When I Work web app from a personal computer. If you don’t see the option to clock in, your employer may have turned off the work computer time clock feature. Your employer can require that you clock in...Applies to Admins, Employees, Managers, Supervisors
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Clocking an Employee In or Out
If you’re a Supervisor, Manager, or Admin, you can clock in or out on behalf of your employees by editing their timesheets from your computer. You can also clock in on behalf of your employees from your iPhone or Android phone. If you’re a Supervisor, you can only clock in or...Applies to Admins, Managers, Supervisors
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Clock In and Out From a Time Clock Terminal
A time clock terminal is a device at your workplace that is used solely for clocking in and out. If your employer has set up a terminal on a computer, perform these steps to clock in and out. If your employer has set up a terminal on a different type of...Applies to Admins, Employees, Managers, Supervisors
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Enable Photo Clock In
This article covers how to enable Photo Clock In. First, you’ll need to enable it in your attendance settings, then enable it on each iOS Time Clock Terminal you want to use Photo Clock In for. Check out the Photo Clock In Reference Guide for more information about Photo Clock...Applies to Admins, Managers, Supervisors
Time Clock & Attendance
Breaks
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Take a Lunch Break
You can track your lunch breaks while you’re clocked in. These breaks are also called unpaid breaks. Check with your Manager to find out if you should record your breaks in When I Work. You must be clocked in to start a lunch break. Click Take Lunch. If you’re an...Applies to Admins, Employees, Managers, Supervisors
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Take a Lunch Break on a Time Clock Terminal
You can track your lunch breaks while you’re clocked in. These breaks are also called unpaid breaks. Check with your Manager to find out if you should record your breaks in When I Work. You must be clocked in to start a lunch break. Enter your employee ID or email address....Applies to Admins, Employees, Managers, Supervisors
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Reporting Paid Breaks on a Time Clock Terminal
You can report on your paid breaks upon clock out. Your Manager has the option to turn off paid break reporting in the account’s settings. Paid breaks are recorded upon clock out. Enter your employee ID or email address. Click Right. Tap Yes or No to answer the prompt. If Yes, skip to step 4. Tap How...Applies to Admins, Employees, Managers, Supervisors
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Reporting Paid Breaks
You can report on your paid breaks upon clock out. Your Manager has the option to turn off paid break reporting in the account’s settings. Paid breaks are recorded upon clock out. Hover over Attendance Attendance, then select Clock In Clock Out. Tap Yes or No to answer the prompt. If Yes, skip to step 4. Tap How...Applies to Admins, Employees, Managers, Supervisors
Time Clock & Attendance
Working with Timesheets
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Close and Export Pay Period Hours
When a pay period has ended, review and close the pay period to prepare it for export to your payroll processor. Only the Admin and Managers with access to manage timesheets and pay periods can close or re-open the pay period. Follow these steps to close and export your pay period summary. Close... -
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 Admins, 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 Admins, Managers, Supervisors
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How Overtime is Calculated
When I Work automatically calculates overtime based on weekly and daily thresholds configured by your employer. Your employer has the option to change the overtime thresholds. 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...Applies to Admins, Employees, Managers, Supervisors
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Reviewing Your Timesheet
If you use When I Work to clock in and out, review your timesheet to see how many hours you’ve worked during a pay period. You can also view your paid time off and compare your scheduled hours versus worked hours. You can also view your timesheet from your iPhone...Applies to Employees
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Editing 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 Admins, Managers, Supervisors
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Editing Your Timesheet
If you notice a discrepancy in your timesheet, you can make the necessary corrections if your employer allows it. You can also edit your timesheet from your iPhone or Android phone. You can edit your timesheet if your employer allows it and the pay period is still open. Open circle indicates the...Applies to Employees
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Approve 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 Admin and users...Applies to Admins, Managers, Supervisors
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Viewing the Timesheet Edit History
View the edit history of a particular timesheet entry to see when the entry was created, any edits made to the entry and who made the changes. You can also view the map where users clocked in and clocked out. View the edit history when you have multiple users reviewing...Applies to Admins, Managers, Supervisors
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Weighted Average Overtime
If 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 Admins, 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 Admins, Managers, Supervisors
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Exporting Timesheets
Exporting timesheets allows you to download a spreadsheet containing timesheet information. You can export timesheets for a pay period, or for a custom date range outside of your pay periods. Timesheet exports contain raw time entries and totals. Check out Can I Export My Data? for more information on exporting other data...Applies to Admins, Managers, Supervisors
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Reviewing Breaks on Timesheet Exports
Easily review 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 Admins, Managers, Supervisors
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Exporting Custom Timesheets
Custom timesheet exports allow you to download customized spreadsheets containing timesheet data. You can create this export for a custom date range outside of your pay periods. Custom timesheet exports also allow you to filter the export based on schedules, job sites, positions, and employees. All timesheet exports contain raw time entries...Applies to Admins, Managers, Supervisors
Time Clock & Attendance
Clair On-Demand Pay
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Clair On-Demand Pay Employee Adoption Guide
This article is intended to serve as a guide for how to share and help your team get started with Clair On-Demand Pay. Clair On-Demand Pay is included in the Time & Attendance product and gives employees an opportunity to access their earned wages as soon as they clock out....Applies to Admins, Managers, Supervisors
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Clair On-Demand Pay Manager Reference
When I Work teams up with Clair, an on-demand pay provider to offer U.S.-based employees fee-free access to a portion of their earnings as soon as they clock out. Clair’s mission is to bring financial confidence to America’s hourly workforce. This integration is included in the When I Work Attendance...Applies to Admins, Employees, Managers, Supervisors
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Clair On-Demand Pay FAQ
Have questions about Clair and On-Demand Pay? This article covers a lot of the commonly asked questions about both. Question Answer What is On-Demand Pay? On-demand pay means employees can gain access to a portion of their wages as they’re earned, instead of having to wait until payday. When I...Applies to Admins, Employees, Managers, Supervisors
Team Communication
Sending Emails and TeamTxt Messages
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Viewing the Email and Mobile Alert Logs
Use the Outgoing Email and Outgoing Mobile Alert logs to check if an outgoing email or SMS/push notification message was recently sent to a user. You must have Manager or Admin access privileges to view the log for all users. If you have Supervisor privileges, you can view the log for...Applies to Admins, Managers, Supervisors
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Sending Group Emails and Text Messages
When I Work enables you to communicate with your employees by sending emails and TeamTxt messages (custom text messages). The TeamTxt service enables you and your Managers to send mass custom text messages to Employees at any time. Use TeamTxt to send time-sensitive group SMS messages, such as meeting updates,...Applies to Admins, Managers, Supervisors
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Contact Your Employer
If you have questions regarding your schedule or timesheets, you can message your employer using When I Work. Use WorkChat or send an email through the mobile app to simplify communication with your Managers and Supervisors. You can connect with your Managers and Supervisors using WorkChat from your profile on...Applies to Employees
Team Communication
WorkChat
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Using WorkChat
WorkChat is a secure communication tool that allows you and your staff to send messages and images in real time without exchanging personal contact information. WorkChat can be further customized to fit exactly the type of communication you’d like for your staff to have access to. For example: Use in...Applies to Admins, Employees, Managers, Supervisors
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Managing WorkChat
WorkChat is a secure communication tool that allows you and your staff to send messages and images in real time without exchanging personal contact information. WorkChat can be further customized to fit exactly the type of communication you’d like for your staff to have access to. For example: Use in...
Team Communication
Documents
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Communicate With Your Team
Good communication is critical for any workplace. When I Work offers several ways to communicate with your team. WorkChat allows everyone at your workplace to communicate in real time, no matter where they are. For example, you might want to start a discussion, share an image, send an announcement, or...Applies to Admins, Managers, Supervisors
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Managing Documents
You can upload, delete, and share your documents on the Documents page of When I Work. This article is intended for users with Admin or Manager level access. If you are a Supervisor or Employee, check out Viewing Documents. To upload a new document: Hover over Workplace, then select Document Documents. Click Upload,... -
Document Storage Reference for Managers
Document Storage is a central repository in When I Work for documents you want to share company-wide. This is useful for on-boarding checklists, employee handbooks, or training manuals. You can share links to documents in shift notes, job sites, annotations and WorkChat. You can also view documents on your iPhone/iPad... -
Viewing and Sharing Documents
You can view and share documents on the Documents page of When I Work. This article is intended for users with Supervisor or Employee level access. You can also view documents from your iPhone/iPad or Android device. To view documents: Click Document in the navigation bar. Click a document you want to...Applies to Admins, Employees, Managers, Supervisors
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Sharing Documents
You can share your documents on the Documents page of When I Work. This article is intended for users with Admin or Manager level access. If you are a Supervisor or Employee, check out Viewing Documents. To share a document: Hover over Workplace, then select Document Documents. Click Share button . Click the...
Reporting
Report Types
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Shifts Report Details
Use the Shifts report data to understand how managers and employees are interacting with their schedule. For example, you can: See which OpenShifts aren’t being filled Identify no shows (blank time entry) Shifts assigned to archived employees are included in the report. Custom Report Data Availability The data available in... -
Time Entries Report Details
Use the Time Entries report to compare employees’ time entries to scheduled shifts as well as determine patterns of behavior that might contribute to attendance issues. You can also dig into more detailed clock in and clock out information not visible elsewhere in When I Work. Time entries for archived... -
Shift History Report Details
Use the Shift History report to trace shift changes that can help resolve labor disputes, hold employees and schedule managers accountable for their actions, and identify patterns of behavior over time. Shift history is available for shifts from the last 60 days. Shifts assigned to archived employees are included in...
Reporting
Working with Reports
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Reporting Reference
The Reporting page provides a centralized location for all of the reports and exports available in your When I Work account. The Reports page is organized into two tabs: My Reports and Predefined Reports. Under the My Reports tab, you can create a custom reports to gain insights, fine tune... -
Custom Reports Reference
Create a custom report to gain insights, fine tune your business, and schedule more efficiently. Use the integrated report builder to create as many custom reports as you need. You can drag and drop columns right in the app to arrange the data exactly how you want. Additionally, you can... -
Times Report Example Scenarios
This article provides examples of some data that can be pulled from the Times report within the reporting feature of When I Work. For a more detailed look at what you can do with custom reports, check out Custom Reports Reference and Creating and Refining Custom Reports. Custom Report Data Availability The data... -
Shifts Report Example Scenarios
This article provides examples of some data that can be pulled from the Shifts report within the reporting feature of When I Work. For a more detailed look at what you can do with custom reports, check out Custom Reports Reference and Creating and Refining Custom Reports. Custom Report Data Availability The data... -
Creating and Refining Custom Reports
When I Work provides a rich interface for creating custom reports then refining each to look at data about your workplace analytically. Once you have created a custom report, you can refine the data within the report and save the report definitions to run the report again in the future.... -
Shift History Report Example Scenarios
This article provides examples of some data that can be pulled from the Shift History report within the reporting feature of When I Work. For a more detailed look at what you can do with custom reports, check out Custom Reports Reference and Creating and Refining Custom Reports. Custom Report Data Availability The...
FAQs & Reference
FAQs
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Where can I find my account ID?
Your account ID is displayed in the general app settings area of the When I Work web app. Your account ID is a number by default, but you are welcome to edit to your preference (i.e. company name). Admins can view and edit the account ID. Managers can view the... -
Resetting a Forgotten Password
Follow these instructions if you forgot your password and need to create a new one. If you know your current password, you can change your password from your profile. If you’ve forgotten your password, request a password reset email. The password reset email expires after one hour. If you have...Applies to Admins, Employees, Managers, Supervisors
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I Can’t Log In
If you’re having trouble logging into your When I Work account, follow the steps in this article to troubleshoot and get back into your account. The app displays an “Incorrect username and/or password” message at the top of the screen when you log in with the wrong email address or...Applies to Admins, Employees, Managers, Supervisors
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I Can’t Reset My Password
Resetting your password relies on the email address set in your When I Work profile. If your email address is incorrect in When I Work, or if you enter the wrong email address, you won’t be able to reset your password. If this happens, you need to change your email...Applies to Admins, Employees, Managers, Supervisors
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Clear Your Cache and Cookies
Your web browser holds onto information from websites that over time could lead to loading issues. If you encounter slow or unusual performance on When I Work, clear your browser’s cache and cookies to try and resolve the issue. Performance may also be affected if you’re using a browser we...Applies to Admins, Employees, Managers, Supervisors
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Time Zone Best Practices
When I Work offers time zone settings that determine how schedules and time entries are viewed and created. This article covers best practices for Admins configuring the time zones for your workplace and users through example scenarios. For information on configuring time zone settings, see Setting Time Zones. Only users...Applies to Admins, Employees, Managers, Supervisors
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Frequently Asked Account & Billing Questions
This guide contains frequently asked questions regarding your workplace account’s plan and billing. Admins can view and adjust the plan and billing information by logging into their profile from a computer, hovering over Gear then selecting Billing Account & Billing. Question Answer How much does it cost to use When...Applies to Admins
FAQs & Reference
Troubleshooting Guides
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Troubleshooting Mobile Time Clocks
Overview If your employees are having trouble clocking in or clocking out from the When I Work app on their iOS and Android devices, follow the steps in this article to troubleshoot and resolve the issue. Considerations You must have Manager or Admin access privileges to perform some troubleshooting steps in...Applies to Admins, Managers, Supervisors
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Troubleshooting Personal Computer Time Clocks
If your 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 Admin access privileges to perform some troubleshooting steps in this article. If you have employee or...Applies to Admins, Employees, Managers, Supervisors
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Troubleshooting a Time Clock Terminal on a Tablet or Phone
If your 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 Admins, 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 Admins, Managers, Supervisors
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Troubleshooting Failed Payments
If payments for your When I Work subscription are failing to go through, use this article to troubleshoot and correct the issue. Typically, payments fail due to incorrect card information or your bank preventing the charge. You must have Admin access privileges to be able to to access the Account & Billing page and update...Applies to Admins
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Troubleshoot 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 Admin or Manager access privileges to perform some troubleshooting steps in this article....Applies to Admins, Managers, Supervisors
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Troubleshooting WorkChat
Having trouble with WorkChat? Use this article to help find a solution so you can get back to communicating with your team. Your employer has the option to turn WorkChat on and off. Log into your profile via the web and click WorkChat WorkChat on the toolbar to open WorkChat. A Message Staff...Applies to Admins, Employees, Managers, Supervisors
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Troubleshooting Registration
If your employees are having trouble registering their profile and joining your workplace, follow the steps in this article to troubleshoot the issue. If an employee is already registered, check out I Can’t Log In for log in troubleshooting steps. Employees can sign up for a new profile from the...Applies to Admins, Employees, Managers, Supervisors
FAQs & Reference
References
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Language Support
When I Work offers and supports our web and mobile applications in English. Set the device language on iOS or Android to translate the app. Platform Language Web English iOS English, Spanish, French, Italian, German Android English, Spanish, French, Italian, German The Customer Care team at When I Work provides support...Applies to Admins, Employees, Managers, Supervisors
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Glossary of Terms
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 admin. Account holder The user that is the owner of the account and in charge of billing. The admin has complete access to all account settings....Applies to Admins, Managers, Supervisors
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Employee Resources
Use this guide to set up your profile and get started with When I Work. This guide assumes that you have received an email or text message invite from your Manager to perform this setup. Resources linked in this guide lead to articles related to use of When I Work...Applies to Employees
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Manager Resources
Use this guide to get started managing a When I Work workplace. This guide assumes that you have received an email or text message invite to perform this setup. Resources linked in this guide lead to articles related to use of When I Work on a computer via the web... -
Supervisor Resources
Use this guide to set up your profile and get started with When I Work. This guide assumes that you have received an email or text message invite from your Manager to perform this setup. Resources linked in this guide lead to articles related to use of When I Work...Applies to Supervisors
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Supported File Formats for Uploads
When I Work supports uploading files to Document Storage. Document Storage is a central repository in When I Work for documents you want to share company-wide. Uploaded files can be no larger than 1 GB. The total storage capacity for Document Storage is 50 GB. All uploaded files are scanned... -
Enable TLS v1.2 on Your Web Browser
Access to When I Work requires a TLS v1.2 compliant web browser. If you’re unsure of your web browser’s compatibility, run this tool to check, and also check out the TLS v1.2 Reference article. Mac OS X version 10.9 and later is already compatible with TLS v1.2. No browser updates are required...Applies to Admins, Employees, Managers, Supervisors
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Transport Layer Security (TLS) v1.2 Reference
When I Work strives to comply with industry standard best practices that ensure your data stays private and secure. A TLS v1.2 compliant version of your web browser or mobile app is required to connect to When I Work. If your web browser or mobile app is not compliant, you...Applies to Admins, Employees, Managers, Supervisors
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Wage Calculation Reference
When I Work enables you to enter wage information for each employee and position you have added to your account. Wage information is useful to help forecast your labor costs while scheduling. Wage information is also available in timesheet exports and pay period summary exports. All wage calculations in When... -
Photo Clock In Reference Guide
Photo Clock In enables increased accountability by using the iOS Time Clock Terminal camera to capture the face of each employee that clocks in and clocks out. Photo Clock In is only available in the iOS Time Clock Terminal app. Make sure your app is up to date and your...Applies to Admins, Managers, Supervisors
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Ramp Up for the Season – Account Reactivation Guide
This guide includes recommendations for seasonal business that need to ramp up their account for the upcoming busy season. If your account is currently hibernated, reactivate it. You must have Admin access privileges in order to reactivate a hibernated account. See Reactivate Your Account. As you ramp up, Users can...Applies to Admins, Managers, Supervisors
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Shift Coverage Reference Guide
Shift coverage provides flexible scheduling options to increase employee accountability for their schedule and help ensure all of the shifts you need covered are filled. The shift coverage options include: Overlapping OpenShift pick-up – employees can pick-up available OpenShifts that overlap their assigned shifts Shift release – reassigns an employee’s...Applies to Admins, Employees, Managers, Supervisors
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Customer Data Privacy Reference
When I Work takes your data privacy seriously. We limit the amount of data that is used and we operate and enforce privacy policies and data protection policies. The following is the limited set of data per user profile: Full name Email address Login name Position (job) Telephone number¹ Hourly...Applies to Admins, Employees, Managers, Supervisors
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Security Reference Guide
When I Work strives to comply with industry standard best practices that ensure your data stays private and secure. Use the following article as a guide to learn more about the security measures that When I Work has implemented for the web app and mobile apps. When I Work uses... -
Max Hours Enforcement Reference
Max hours Enforcement enables you to enforce the maximum amount of hours each employee can work per week when picking up OpenShifts. You can use this feature to: Prevent employees from taking too many OpenShifts or shift requests. Control your workforce labor costs. Max hours enforcement uses the Max Hours/Week... -
Two-Step Verification Technical Reference
Two-step verification adds a second layer of security to your account by requiring another method of verification beyond your initial password. Two-step verification is a way to ensure secure access to When I Work for everyone in your organization. Any malicious access attempts to When I Work accounts require a...Applies to Admins, Employees, Managers, Supervisors
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Role Permissions
Role Permissions provide admins more centralized control over the permissions and access allowed for managers and supervisors. This article covers specifics surrounding each Role Permissions setting in the General Settings. To adjust the Role or “access level” of a specific user, see User Access Privileges. Callout Description a Check to...Applies to Admins
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Webhooks Reference
Webhooks send event data from When I Work to an endpoint that you set up letting you know about certain changes that happen in near real-time within your account. Webhooks also allow for a push model where you are notified about changes made on the backend. The Endpoint is the...Applies to Admins
FAQs & Reference
Get Help
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Contacting Us
If you need help with When I Work, you can contact our Customer Care team for assistance. Our Customer Care team provides support through tickets and live chat. You can also contact us from our iPhone/iPad or Android apps. When I Work offers support through tickets and live chat rather...Applies to Admins, Employees, Managers, Supervisors
FAQs & Reference
Product Updates
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Document Storage Release Notes
Document storage enables you to create a centralized repository of important documents for your employees to reference. It’s perfect for storing your employee handbook or an on-boarding checklist. Documents can be uploaded and shared on the When I Work web app, and viewed on all platforms. Document storage is available...Applies to Admins, Employees, Managers, Supervisors
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Timesheet Enhancements Release Notes
We have made multiple enhancements to Timesheets in When I Work that support your day-to-day tasks and your growing business. Improved performance that supports scaling to larger accounts. Timesheets and exports now display times in 2 decimals places. Access details with one click. More detailed warnings for: Late clock in...Applies to Admins, Managers, Supervisors
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OpenShift Requests Release Notes
OpenShift Requests, also called Shift Bidding, is an option within OpenShifts that allows employees to express interest in the shift for a management to approve. The Shift Bidding option helps schedulers moderate the OpenShift pick up process to get the most qualified employees into the right shifts. OpenShift Requests is available...Applies to Admins, Employees, Managers, Supervisors
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Auto Scheduling Release Notes
Auto scheduling helps you create a fair schedule by leveraging the information already entered in your When I Work account. Save time and reduce errors on complex schedules and get the right employees into the right shifts. Automatically assign unpublished OpenShifts to employees for you to review and publish. Shifts...Applies to Admins, Managers, Supervisors
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Shift Tasks Release Notes
Tasks have been enhanced to include Shift Tasks. Shift Tasks increase employee accountability by allowing you to add tasks list directly to their scheduled shifts. This feature enables you to schedule tasks across schedules, assign tasks to shifts, and monitor progress as tasks are completed. Shift Tasks are available to Scheduling...Applies to Admins, Employees, Managers, Supervisors
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Labor Reports Release Notes
Labor reports give you deeper insight into your business. These are automatically generated, weekly reports that help you track the labor costs of your workplace. The Attendance Notices Report helps gauge employee performance long term while the Labor Breakdown Report gives an in depth breakdown of your labor costs. 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...Applies to Admins, Managers, Supervisors
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Auto Scheduling Enhancements Release Notes
Auto Scheduling has been enhanced to give you more control over the distribution of auto scheduled shifts. In addition, improvements to copying schedules and loading templates makes any template an auto scheduling template. Additional auto scheduling options can be customized including: Respecting the maximum hours set in the employee’s profile....Applies to Admins, Managers, Supervisors
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File Upload Enhancements Release Notes
Hire and Document Storage have been enhanced to include virus scanning for all file uploads. Virus scanning has been added to the following products in When I Work: Document Storage Hire public postings Hire manual application additions If the virus scan detects a virus, the upload will not complete and...Applies to Admins, Managers, Supervisors
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Request Views Release Notes
Additional views have been added to the Time Off Requests and Shift Requests pages. Use these to find the requests you are looking for even faster. Request views are available to all When I Work accounts regardless of the plan. Time Off Requests page includes the following views for admin,...Applies to Admins, Managers, Supervisors
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When I Work for RUN Powered by ADP® Integration Release Notes
When I Work for RUN Powered by ADP® is now an integration option. The When I Work for RUN Powered by ADP® connector enables you to send payroll hours from When I Work right to ADP before you close payroll. A new interface for the When I Work for RUN... -
Position View & Coverage View Release Notes
The Scheduler has been enhanced with user interface updates to Position view and a new view titled Coverage view has been added. With this, a new look and new filtering options enhance the Position view experience, while Coverage view provides a chronological view of scheduled shifts for each day so...Applies to Admins, Managers, Supervisors
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Employee Archive Release Notes
User profiles can be archived rather than deleted. Archiving users deactivates their employee profile and removes them from the schedule. The new Archived Employees page displays a list of inactive users and allows you to restore employee profiles in bulk. The Archived Employees page displays all previously archived (deleted) users...Applies to Admins, Managers, Supervisors
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Overtime Visibility for OpenShift Requests Release Notes
Overtime visibility has been added to the OpenShift Requests feature. OpenShift requests that are pending manager approval display the max hours and overtime impact for potential takers. A badge appears for any employee that will acquire max hours or overtime when processing OpenShifts requests. Hover over the badge for a breakdown... -
Employee Import Enhancements Release Notes
Employee import has been enhanced to enable updates to your existing users, as well as add new ones. Use Employee Import to create all of your user accounts in advance, then add their email addresses when you’re ready to invite them. Make updates in bulk to pay rates, which could...Applies to Admins, Managers, Supervisors
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Printing Enhancements Release Notes
Browser printing of the Scheduler has been enhanced to provide a better end-user experience. Filters applied to the Scheduler prior to printing are respected on the print out. Additional Print Options have been added. You can now show: Annotations OpenShifts Unscheduled Employees Check out Printing the Schedule for more detailed...Applies to Admins, Employees, Managers, Supervisors
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Photo Clock In Release Notes
Photo Clock In enables increased accountability by using the iOS Time Clock Terminal camera to capture the face of each employee that clocks in and clocks out. To complete the clock in or clock out process, a photo of the employee is taken. Photos are stored in the app on...Applies to Admins, Employees, Managers, Supervisors
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Shift Coverage Release Notes
We have enhanced the way in which you can empower your employees to self-schedule, giving you the confidence that you’ll have the coverage you need each day. Employees can now choose to release a shift to an OpenShift in addition to swapping or dropping the shift. Shift Release is a...Applies to Admins, Employees, Managers, Supervisors
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WorkChat Enhancements Release Notes
WorkChat has been enhanced to fit exactly the type of communication you’d like for your staff to have access to. You can: Use WorkChat in broadcast-only mode so managers can send out one-way messaging to all staff. Empower employees to start and post in custom channels to communicate with one...Applies to Admins, Employees, Managers, Supervisors
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Tags Release Notes
Tags provide a way to define custom shift qualifications that cannot be easily captured by position alone. Think of tags like additional eligibility requirements that you can layer on top of positions. When you use Tags to capture more specific eligibility requirements or qualifications you can make sure that the...Applies to Admins, Managers, Supervisors
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Labor Sharing Release Notes
Labor Sharing is a way to increase your shift coverage by looking at eligible and available employees on your other schedules. Use Labor Sharing when you need to fill vacant OpenShifts, backfill dropped shifts, or find coverage for your employees’ planned PTO. Enterprise Plan Feature Don’t see this feature?...Applies to Admins, Managers, Supervisors
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ADP Workforce Now Direct Integration Release Notes
The ADP Workforce Now direction integration enables you to send your payroll information directly to ADP for payroll processing. Send worked hours, pay rates for those worked hours, and paid time off from When I Work to ADP Workforce Now. Create new employees in When I Work from your existing...Applies to Admins
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Max Hours Enforcement Release Notes
Max Hours Enforcement uses the Max Hours/Week setting to enforce the maximum amount of hours each employee can work per work when picking up OpenShifts. Prevent employees from taking too many OpenShifts or shift requests. Control your workforce labor costs by enforcing how many hours each employee can work. For...Applies to Admins, Managers, Supervisors
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Schedule Templates Enhancements Release Notes
The workflow of Schedule Templates has been enhanced to provide a better use, creation and editing experience. Schedule Templates for the current active schedule now appear first in the list of templates. Filter and sort templates to create your exact order. Update existing templates with a new workflow. Include or...Applies to Admins, Managers, Supervisors
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Availability Enhancements Release Notes
Availability has been enhanced to enable admins and managers to enforce how many days notice you need to change availability. Enforcement can help better manage employees making last-minute changes to their availability. New field in Scheduling Settings for Availability that enables the admin or manager to set days notice required for... -
Auto-Assign Shifts Release Notes
Auto-Assign shifts has been enhanced to help provide even better shift coverage on weekends, more precise availability considerations, and has added the ability to exclude selected employees from the auto-assign process. Added option to schedule weekends first which prioritizes scheduling weekend shifts before weekday shifts. Enhanced employee availability logic when... -
WorkChat Enhancements for iOS and Android Release Notes
WorkChat has been updated so you can customize your communication with your team from the iOS and Android apps. Remove users from channels: Now you can simply remove employees from channels instead of creating a new channel. Improved channel creation: Create new channels without having to first send a message. ...Applies to Admins, Employees, Managers, Supervisors
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Dashboard Customization and Filtering Release Notes
Updates to the dashboard allow you to further customize your dashboard to highlight the information that is most relevant to your workplace. Dashboard customization: hide and rearrange dashboard cards to highlight the information that is most valuable to you. Attendance notice card filtering: added filters to more easily triage attendance...Applies to Admins, Managers, Supervisors
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Custom Unit Forecasting Release Notes
Create a custom unit to forecast the shift or hours needs for your organization, whether that’s number of patients, hotel rooms, or guests. You’ll get a more efficient and optimized schedule with the right measurement that’s driving your labor. Custom forecast units calculate the number of shifts or hours to...Applies to Admins, Managers, Supervisors
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New Square Integration Release Notes
With the new Square integration, running payroll is quick and easy. Automatically sync timesheet data to Square—and manage employees and schedule data between systems with ease. Sync time entries to Square directly from When I Work timesheets. Import Square team members into When I Work as employees. Manage employee/team member... -
Overlapping OpenShift Coverage Release Notes
The overlapping OpenShift coverage option allows employees to pick up OpenShifts that overlap with currently scheduled shifts. This permits employees to double up on shifts that have overlapping times if the employee can cover enough of the OpenShift. Overlapping OpenShifts can be used without or with shift bidding (OpenShift pick-up approval) enabled....Applies to Admins, Employees, Managers, Supervisors