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Getting Started

Setting Up When I Work for Your Business

How Does the Attendance Free Trial Work?

Applies to Account Holders

Use the 30-day free trial to try Time Clock & Attendance at no cost. During that time you’ll have full access to all attendance features. Time Clock & Attendance allows you to easily track employee time with flexible time clock options and streamline payroll processing. You can configure your settings and...
Setting Up Scheduling for Your Business

Applies to Account Holders, Managers, Supervisors

This article 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...
Adding Time Clock & Attendance to Scheduling

Applies to Account Holders

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...
Glossary of Terms

Applies to Account Holders, Managers, Supervisors

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

Applies to Account Holders, Managers

When I Work schedules, positions, and job sites are powerful tools that make scheduling fast and easy. Using these tools to their full potential is key to getting the most out of When I Work for your business. In the following sections, we’ll go through our recommendations for a food truck,...
Setup Recommendations for Retail

Applies to Account Holders, Managers

When I Work schedules, positions, and job sites are powerful tools that make scheduling fast and easy. Using these tools to their full potential is key to getting the most out of When I Work for your business. In the following sections, we’ll go through our recommendations for a small store, large...
Create an Additional Workplace

Applies to Account Holders, Managers, Supervisors

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

Applies to Account Holders, Managers

When I Work Time Clock & Attendance takes your employee management to the next level by combining our scheduling service with a service for tracking employee time. You can use the free version of Attendance or upgrade to a paid plan for premium features. When I Work provides three different time clock...
How Hire Works

Applies to Account Holders, Managers

When I Work Hire takes your employee management to the next level by streamlining the hiring process. You can create and share job postings, track applicants, message applicants, and hire employees all in one place. You can use the free version of Hire or upgrade to paid plan for premium features. You...
Web App Navigation Reference for Employees

Applies to 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...
Web App Navigation Reference for Managers

Applies to Account Holders, Managers, Supervisors

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...
Managing Documents

Applies to Account Holders, Managers

You can upload, delete, and share your documents on the Documents page of When I Work. This article is intended for users with Account Holder or Manager level access. If you are a Supervisor or Employee, check out Viewing Documents. To upload a new document: Hover over Workplace, then select Document Documents. Click...
Document Storage Reference for Managers

Applies to Account Holders, 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...
Sharing Documents

Applies to Account Holders, Managers

You can share your documents on the Documents page of When I Work. This article is intended for users with Account Holder or Manager level access. If you are a Supervisor or Employee, check out Viewing Documents. To share a document: Hover over Workplace, then select Document Documents. Click Share button . Click...
Setting Up Scheduling and Time Clock & Attendance for Your Business

Applies to Account Holders

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...

Getting Started

Setting Up When I Work for Your Business

Getting Started

Joining Your Workplace

Registering With Your Workplace

Applies to Employees, Managers, Supervisors

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

Applies to Account Holders, Employees, Managers, Supervisors

If you have multiple employers that use When I Work, you can switch between workplaces without having to log out. As an added benefit, email notifications are sent to one email address. Your email address associates you to your workplace. If you want to quickly switch between workplaces without logging...
Employee Training Resources

Applies to Employees

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

Getting Started

Joining Your Workplace

Getting Started

Getting the App and Logging In

Logging In with Your Google Account

Applies to Account Holders, Employees, Managers, Supervisors

Using Google to log in to When I Work allows you to access your account with your Google account instead of logging in with an email address and password. If you don’t already have a When I Work account, register with your workplace. If your When I Work account does...
Downloading the When I Work App

Applies to Account Holders, Employees, Managers, Supervisors

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

Applies to Account Holders, Employees, Managers, Supervisors

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

Applies to Employees, Managers, Supervisors

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

Applies to Employees, Supervisors

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...

Getting Started

Getting the App and Logging In

Managing Your Account and Billing

Upgrading and Downgrading Your Plan

How Does Free Scheduling Work?

Applies to Account Holders

The Free plan offers core When I Work Scheduling features at no cost for accounts with up to 75 users. The Free plan includes these features: Schedule up to 10 days in advance Team member availability OpenShifts Shift confirmation Shift templates Schedule templates Shift swaps and drops Schedule annotations WorkChat...
Nonprofit 501(c)(3) Organizations

Applies to Account Holders

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...
Upgrading to a Paid Plan

Applies to Account Holders, Managers

Upgrading to a paid plan allows you to access When I Work features that are not included as a part of our free plan. When I Work offers different plans that allow you to configure your account to best suit your needs. You must have manager or account holder access...
Switching to a Different Plan

Applies to Account Holders

Whether you’ve recently added new employees or need to downsize your When I Work account, you can change your plan to suit your needs. You must have account holder access privileges in order to change plans. Changes to monthly subscriptions take effect immediately. Annual subscriptions cannot downgrade to smaller plan...
How Does Free Attendance Work?

Applies to Account Holders

The Free Attendance service offers core When I Work Time & Attendance features in addition to your Scheduling service at no cost for accounts with up to 75 users. Free Attendance includes these features: Timesheets Time Tracker Timesheet export within a pay period Payroll summary export Time clock terminal clocking...
Add Users to a Plan

Applies to Account Holders

More user spots can be added to the account’s plan without changing your plan type. Adding more user spots allows you to add more employees on the Employees page. If you need to update your plan to include more features, see Switching to a Different Plan. You must have account...

Managing Your Account and Billing

Upgrading and Downgrading Your Plan

Managing Your Account and Billing

Handling Billing and Invoices

Managing Your Account and Billing

Handling Billing and Invoices

Managing Your Account and Billing

Managing Account Settings

Managing Your Account and Billing

Managing Account Settings

Scheduling Your Team

Introduction to Scheduling

Scheduler Reference Guide

Applies to Account Holders, Managers, Supervisors

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

Applies to Account Holders, Managers, Supervisors

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

Applies to Account Holders, Managers, Supervisors

When I Work offers several tools that help you save time when you build the schedule. If you need to move a shift: Click and drag a shift to move it to a different employee. As you move the shift around, icons appear to let you know whether employees are qualified...
Giving Your Team Schedule Flexibility

Applies to Account Holders, Managers, Supervisors

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

Applies to Account Holders, Managers, Supervisors

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

Applies to Account Holders, Managers, Supervisors

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

Scheduling Your Team

Introduction to Scheduling

Scheduling Your Team

Scheduling Shifts

Shift History

Applies to Account Holders, Managers, Supervisors

Use Shift History to see when a shift was created, who it was assigned to, when it was published, when it was changed, when it was moved, and who completed the actions. This is very helpful when you have multiple users setting the schedule up and need to track changes....
Adding Unpaid Breaks to Shifts

Applies to Account Holders, Managers, Supervisors

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

Applies to Account Holders, Managers, Supervisors

Quick shift options give you easy access to shortcuts for a shift. Hover your mouse pointer over a shift to access the quick shift options. Quick shift options appear when you hover your pointer over a shift. Item Description Edit Pencil button Click to edit the shift. More button Click...
Copying Shifts and Schedules

Applies to Account Holders, Managers, Supervisors

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

Applies to Account Holders, Managers, Supervisors

If you have a shift that regularly takes place at the same time, set it up as a repeating shift to save yourself time. A shift can repeat for up to one year. When you’re adding a shift, click Repeat Shift. From the Repeat Every menu, select how often you...
Tracking Hours in the Scheduler

Applies to Account Holders, Managers, Supervisors

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

Applies to Account Holders, Managers, Supervisors

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

Applies to Account Holders, Managers, Supervisors

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

Applies to Account Holders, Managers, Supervisors

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

Applies to Account Holders, Managers

Auto scheduling leverages the information already entered in your When I Work account to create a schedule. The feature automatically assigns unpublished OpenShifts to employees for you to review and publish. Auto scheduling is only available in week view. Shifts are automatically assigned to employees based on the following qualifications:...
Deleting OpenShifts

Applies to Account Holders, Managers, Supervisors

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....
How OpenShifts Work

Applies to Account Holders, Managers, Supervisors

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

Scheduling Your Team

Scheduling Shifts

Scheduling Your Team

Adding Multiple Schedules and Job Sites

Creating and Managing Schedules

Applies to Account Holders, Managers

You might want to set up multiple schedules if your business operates out of different physical locations/regions or you want to build separate schedules for different teams/departments. 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

Applies to Account Holders, Managers

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

Applies to Account Holders, Managers, Supervisors

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

Applies to Account Holders, Managers, Supervisors

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

Applies to Account Holders, Managers, Supervisors

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

Scheduling Your Team

Adding Multiple Schedules and Job Sites

Scheduling Your Team

Speeding Up Scheduling With Templates

Using Schedule Templates

Applies to Account Holders, Managers, Supervisors

Schedule templates allow you to create a daily or weekly schedule that is reusable. If your schedules are very similar from day to day or week to week, use a template to save time and avoid creating schedules from scratch. You may use an already existing schedule or create a...
Creating and Managing Shift Templates

Applies to Account Holders, Managers, Supervisors

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

Applies to Account Holders, Managers, Supervisors

There are two ways that you can create shifts on your schedule: Shift templates Custom shifts Check out Scheduling a Shift for more information on how to add shifts to the schedule. If you have shifts that you frequently schedule, we recommend creating shift templates so you don’t have to set up shift...

Scheduling Your Team

Speeding Up Scheduling With Templates

Scheduling Your Team

Empowering Employees With Flexible Scheduling

Finding a Replacement for a Shift

Applies to Account Holders, Managers, Supervisors

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

Applies to Account Holders, Managers, Supervisors

Schedule an OpenShift when you’d like an employee to pick up a shift instead of assigning it to a specific person. 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...
Interpreting Availability and Time Off While Scheduling

Applies to Account Holders, Managers, Supervisors

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

Applies to Account Holders, Managers, Supervisors

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...

Scheduling Your Team

Empowering Employees With Flexible Scheduling

Scheduling Your Team

Maximizing Your Productivity With Schedule Views

Using Month View

Applies to Account Holders, Managers, Supervisors

Use month view to view the schedule, add and edit shifts, and print shifts for an entire month. Because month view offers fewer features than day or week view, we recommend using month view to review and fine tune the schedules you’ve made in the other views. Month view is...
Viewing Labor Costs While Scheduling

Applies to Account Holders, Managers, Supervisors

View how much is being spent on labor costs as you schedule and also input projected sales (future) or actual sales (past) to get a labor expenses to projected sales ratio. By default, supervisors can view and edit projected sales but cannot view daily labor cost. To let a supervisor...
Filtering the Schedule

Applies to Account Holders, Managers, Supervisors

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

Applies to Account Holders, Managers, Supervisors

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

Applies to Account Holders, Managers, Supervisors

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

Applies to Account Holders, Managers, Supervisors

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

Applies to Account Holders, Managers, Supervisors

Get more insight into your budget while scheduling using the forecast tools. Track the sales and hours budget for your schedules to ensure you have the right coverage and are within your labor budget. Use the forecast data import function to quickly enter sales and hours information across time. This...

Scheduling Your Team

Maximizing Your Productivity With Schedule Views

Scheduling Your Team

Sending the Schedule to Your Team

Publishing the Schedule

Applies to Account Holders, Managers, Supervisors

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

Applies to Account Holders, Managers, Supervisors

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

Applies to Account Holders, Managers, Supervisors

If you no longer need a shift or you accidentally scheduled it, you can delete it from the schedule. If you are a supervisor, you can only delete shifts for the schedules that you belong to. A shift cannot be recovered after it is deleted. Hover over the shift you...
Publishing a Single Shift

Applies to Account Holders, Managers, Supervisors

When you initially add a shift to the schedule, it is only visible to you and other supervisors and managers; the employee cannot see the shift until you publish it. This allows you to build and tweak the schedule without making it visible to your employees. Unpublished shifts have diagonal...
Minimizing Publish Notifications

Applies to Account Holders, Managers, Supervisors

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

Applies to Account Holders, Managers, Supervisors

You may need to unpublish a shift if you accidentally published it too early, or if you need to modify the shift without making the changes immediately visible to the employee. When you unpublish a shift, the assigned employee can no longer see it and the employee is not notified. However, the shift is...
Publishing OpenShifts

Applies to Account Holders, Managers, Supervisors

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...

Scheduling Your Team

Sending the Schedule to Your Team

Scheduling Your Team

Managing Workplace Tasks

How Task Lists Work

Applies to Account Holders, Managers, Supervisors

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. Shift Tasks Beta The Shift Tasks feature is in Beta testing and is slowly being rolled out...
Setting Up Team Task Lists

Applies to Account Holders, Managers, Supervisors

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...
Scheduling Team Tasks

Applies to Account Holders, Managers, Supervisors

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...
Assigning Team Tasks

Applies to Account Holders, Managers, Supervisors

After you schedule a team task list, you have the option to assign specific tasks in the list to an employee. When a team task is assigned to someone, it is their responsibility to complete. Before you begin, review How Tasks Work to learn about the difference between Shift Tasks and Team...
Monitoring Tasks

Applies to Account Holders, Managers, Supervisors

You can monitor employee’s team and shift task completion and mark tasks complete from your computer. Team tasks can also be monitored from your Android or iOS app. Shift Tasks Beta The Shift Tasks feature is in Beta testing and is slowly being rolled out to eligible accounts. If you...
Setting Up Shift Task Lists

Applies to Account Holders, Managers, Supervisors

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...
Scheduling Shift Tasks

Applies to Account Holders, Managers, Supervisors

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...

Scheduling Your Team

Managing Workplace Tasks

Scheduling Your Team

Responding to Employee Requests

Viewing Time Off Totals

Applies to Account Holders, Managers, Supervisors

Paid time off totals allow you to see how much paid time off you’ve taken from January 1st to the current date. The paid time off total includes PTO, sick, and holiday time off. Paid time off totals are only accessible through the When I Work web app. Paid time...
Processing Shift Requests

Applies to Account Holders, Managers, Supervisors

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

Applies to Account Holders, Managers, Supervisors

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

Applies to Account Holders, Managers, Supervisors

Every shift request made by a manager or an employee will have a status. Learn more about processing shift requests from your computer, iPhone or Android phone. The following are the definitions for the statuses you will find when moderating: Status Description Pending Approval The request is waiting for approval from management.1...
Statuses for Time Off Requests

Applies to Account Holders, Managers, Supervisors

Every time off request made by a manager or employee will have a status. Learn more about processing time off requests from your computer, iPhone or Android phone. The following are the definitions for the statuses you will find when moderating: Status Description Pending Approval The request is waiting for approval from...
Exporting Shift Requests

Applies to Account Holders, Managers, Supervisors

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

Applies to Account Holders, Managers, Supervisors

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

Applies to Account Holders, Managers, Supervisors

Shift Bidding, also called “OpenShift Requests”, is an option within an OpenShift that allows employees to express interest in the shift. Management can then view who has requested to pick up the OpenShift and select and approve an employee to work the shift. The Shift Bidding option helps schedulers moderate...

Scheduling Your Team

Responding to Employee Requests

Tracking Employee Time

Take a Lunch Break

Applies to Account Holders, Employees, Managers, Supervisors

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...
Reporting Paid Breaks on a Time Clock Terminal

Applies to Account Holders, Employees, Managers, Supervisors

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...
Reporting Paid Breaks

Applies to Account Holders, Employees, Managers, Supervisors

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...

Tracking Employee Time

Overtime Visibility

Overtime Visibility

Applies to Account Holders, Managers, Supervisors

The overtime visibility feature displays the overtime impact when scheduling. Your account’s overtime thresholds are used to calculate an employee’s potential overtime when assigning a shift. Don’t see this feature? We’re rolling out this feature to paid, non-legacy plans over time. Overtime visibility is currently available on all platforms. On...

Tracking Employee Time

Overtime Visibility

Overtime Visibility

Applies to Account Holders, Managers, Supervisors

The overtime visibility feature displays the overtime impact when scheduling. Your account’s overtime thresholds are used to calculate an employee’s potential overtime when assigning a shift. Don’t see this feature? We’re rolling out this feature to paid, non-legacy plans over time. Overtime visibility is currently available on all platforms. On...

Tracking Employee Time

Setting Up Time Clocks

Allow Clocking In From a Personal Computer

Applies to Account Holders, Managers

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

Applies to Account Holders, Managers, Supervisors

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

Applies to Account Holders, Managers

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

Tracking Employee Time

Setting Up Time Clocks

Tracking Employee Time

Working With Timesheets and Pay Periods

Using the Time Tracker

Applies to Account Holders, Managers, Supervisors

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

Applies to Account Holders, Managers

Editing pay periods provides more flexibility to Account Holders and Managers with payroll privileges. Editing pay periods ensures your account does not have overlapping, duplicate, or gaps between pay periods. At this time, this feature is only accessible via the web app (on a computer). The account holder and managers...
Attendance Notices

Applies to Account Holders, Managers, Supervisors

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

Applies to Account Holders, Managers, Supervisors

You can print an employee’s individual timesheet for a specific pay period. 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...
Exporting Timesheets

Applies to Account Holders, Managers, Supervisors

Exporting timesheets allows you to download a spreadsheet containing timesheet information. You can export timesheets for a pay period, or for a custom date range outside of your pay periods. Timesheet exports contain raw time entries and totals. Check out Can I Export My Data? for more information on exporting other data...
Close and Export Payroll

Applies to Account Holders, Managers

When a pay period has ended, review and close the pay period to prepare it for export to your payroll processor. Only the account holder and managers with access to manage payroll can close or re-open the pay period. Follow these steps to close and export your pay period summary. Close the pay...
Reviewing Employees’ Timesheets

Applies to Account Holders, Managers, Supervisors

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

Applies to Account Holders, Managers, Supervisors

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

Applies to Account Holders, Employees, Managers, Supervisors

When I Work automatically calculates overtime based on weekly and daily thresholds configured by your employer. Your employer has the option to change the overtime thresholds and payroll cutoff time. Accounts created before December 13th, 2018 may calculate weekly overtime from the start of the pay period. The account holder or...
Reviewing Your Timesheet

Applies to Employees

If you use When I Work to clock in and out, review your timesheet to see how many hours you’ve worked during a pay period. You can also view your paid time off and compare your scheduled hours versus worked hours. You can also view your timesheet from your iPhone...
Editing Employees’ Timesheets

Applies to Account Holders, Managers, Supervisors

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

Applies to Employees

If you notice a discrepancy in your timesheet, you can make the necessary corrections if your employer allows it. You can also edit your timesheet from your iPhone or Android phone. You can edit your timesheet if your employer allows it and the pay period is still open. Open circle indicates the...
Approving Employees’ Timesheets

Applies to Account Holders, Managers, Supervisors

Timesheet approval helps keep track of which employees’ timesheets have been checked for accuracy before closing out the pay period. Timesheet approval can be particularly useful for workplaces where supervisors are required to review specific employee timesheets before the pay period is closed out and exported. The account holder and...
Reviewing Breaks on Timesheet Exports

Applies to Account Holders, Managers, Supervisors

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...
Viewing the Timesheet Edit History

Applies to Account Holders, Managers, Supervisors

View the edit history of a particular timesheet entry to see when the entry was created, any edits made to the entry and who made the changes. View the edit history when you have multiple users reviewing and editing timesheets and need to track changes. Hover over Attendance Attendance, then...
Weighted Average Overtime

Applies to Account Holders, Employees, Managers, Supervisors

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...

Tracking Employee Time

Working With Timesheets and Pay Periods

Tracking Employee Time

Troubleshooting Time Clocks

Troubleshooting Mobile Time Clocks

Applies to Account Holders, Managers, Supervisors

If your employees are having trouble clocking in from the When I Work app on their iPhones and Android phones, follow the steps in this article to troubleshoot and resolve the issue. You must have manager or account holder access privileges to perform some troubleshooting steps in this article. If you have...
Troubleshooting Personal Computer Time Clocks

Applies to Account Holders, Employees, Managers, Supervisors

If your employees are having trouble clocking in from the When I Work web app on their personal computers, follow the steps in this article to troubleshoot and resolve the issue. You must have manager or account holder access privileges to perform some troubleshooting steps in this article. If you have employee...
Troubleshooting a Time Clock Terminal on a Tablet or Phone

Applies to Account Holders, Managers, Supervisors

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...
Troubleshooting a Time Clock Terminal on a Computer

Applies to Account Holders, Managers, Supervisors

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....

Tracking Employee Time

Troubleshooting Time Clocks

Tracking Employee Time

Setting Up Payroll Integrations

Tracking Employee Time

Setting Up Payroll Integrations

Tracking Employee Time

Managing Attendance Settings

Tracking Employee Time

Managing Attendance Settings

Communicating With Your Team

Working With Employees and Positions

Getting Your Schedule

Checking the Schedule

Viewing Notifications

Applies to Account Holders, Employees, Managers, Supervisors

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 displays the number of updates that you haven’t seen. Click to see your notifications. Notifications are grouped into three sections: Things...
Using the Dashboard (Scheduling and Attendance)

Applies to Account Holders, Managers, Supervisors

The Dashboard gives you a snapshot of what’s going on in your business. You must have manager or account holder access privileges to view the Labor Forecast, Wage Forecast, Pay Period Complete, Pay Period Forecast, and Labor Cost sections of the Dashboard. Your employees must have wages set for the Time...
Using the Dashboard (Scheduling Only Accounts)

Applies to Account Holders, Employees, Managers, Supervisors

The Dashboard gives you a snapshot of what’s going on in your business. If you use Time Clock & Attendance with Scheduling, see the this Dashboard article instead. Today’s Schedule shows who’s working now and who will be working in the next twelve hours. To view shift details or find a replacement,...
Viewing Your Personal Schedule

Applies to Account Holders, Employees, Managers, Supervisors

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...
Confirming Your Shifts

Applies to Employees, Managers, Supervisors

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...
Viewing Your Coworkers’ Schedules

Applies to Employees

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...
Printing the Schedule

Applies to Account Holders, Managers, Supervisors

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...
Syncing Your Schedule to a Calendar App

Applies to Account Holders, Employees, Managers, Supervisors

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...

Getting Your Schedule

Checking the Schedule

Getting Your Schedule

Swapping, Dropping, and Taking Shifts

Getting Your Schedule

Swapping, Dropping, and Taking Shifts

Getting Your Schedule

Requesting Time Off

Requesting Time Off

Applies to Account Holders, Employees, Managers, Supervisors

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

Applies to Account Holders, Employees, Managers, Supervisors

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...

Getting Your Schedule