• Where can I find my employee ID?

    From your iOS device, Android device

    Applies to Employees

    An employee ID is a unique numeric identification code set by your employer. You can use this ID to clock in and out on a time clock terminal. Your employee ID is visible in the Profile & Settings section of the Android or iOS app. Employee IDs are set by the admin, a manager or a supervisor on the account. Employees are not able to create or edit their own employee ID. Employee IDs are not listed in the My Profile section via the web. If an employee ID is not entered in your profile: There will not be a...

  • Syncing Your Schedule to a Calendar App

    From your Computer, iOS device

    Applies to Admins, Employees, Managers, Supervisors

    When I Work allows you to sync the work schedule to other calendar applications using your computer, iPhone, or iPad. Calendar sync is currently not available from the Android application. 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 schedules as an admin, manager, or supervisor. When I Work calendar sync uses an open standard called iCalendar to share the work schedule with third-party calendar applications and services. Syncing your calendar on an...

  • Registering With Your Workplace

    From your iOS device, Computer, Android device

    Applies to Employees, Managers, Supervisors

    Register with your workplace in When I Work to get access to your profile and schedule. If your employer uses When I Work to track time, you can also clock in and out for shifts. Make sure your device meets the minimum requirements to run the When I Work app. There are three ways to join your workplace: Accept an email invite from your manager: If your manager sent you an invite email, accept the email invite to get started. Accept a text message invite from your manager: If your manager sent you an invite text message, accept the text...

  • Resetting or Changing Your Password

    From your Computer, iOS device, Android device

    Applies to Admins, Employees, Managers, Supervisors

    Passwords are required to log into When I Work. Here you will find directions on how to change or reset your password, depending on it you know what your password is or not. Your password: Must be at least 10 characters long. Cannot contain your email address. Cannot be a common word like “password” Must not be found in the list of 10,000 most common weak passwords Must be at least 60% unique, non-repeating letter combinations If you know your current password and want to change it, follow these steps on a computer: Click  Profile & Settings from the dropdown under...

  • Troubleshooting Mobile Time Clock Issues

    From your Android device, iOS device, Computer

    Applies to Admins, Employees, Managers, Supervisors

    Overview If your users 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 this article. If you have employee or supervisor level access, you’ll have to ask for help when you get to those steps. This article shows screenshots from the When I Work Staff Scheduling app for iOS. If you’re using When I Work Scheduling app for Android, the screens look similar. Always...

  • Employee Resources

    From your Computer, iOS device, Android device

    Applies to Employees

    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 on a computer, Android device, or iOS device. Your workplace may use additional When I Work products and features not mentioned in this guide or may have settings that disable certain features. Reach out to your employer for more information on how your workplace utilizes When I Work. Before downloading...

  • User Access Privileges (User Roles)

    From your Computer

    Applies to Admins, Employees, Managers, Supervisors

    Users within the workplace account can be given employee, supervisor, manager, or admin access privileges. Also called “user roles”, these levels of access determine what users can see and do in When I Work. This page outlines the default permissions of users. Want more control over what managers and supervisors can do? Check out Advanced Role Permissions. User roles can be changed by an Admin or Manager user from within the specific user profile. Admin users can assign any role level, but Manager users can only change roles of users that are also at Manager role or lower. New users...

  • Viewing Your Personal Schedule

    From your Android device, iOS device, Computer

    Applies to Admins, Employees, Managers, Supervisors

    You can view your schedule from a computer or the mobile applications on Android and iOS devices. Viewing your schedule often ensures you show up for the rights shifts at the right time. Depending on how your workplace’s settings are configured some features might not be available, including: Swapping, dropping, and releasing shifts Splitting shifts Taking OpenShifts Seeing who’s working with you Setting your availability Requesting time off On the computer, you can access your personal schedule on the My Schedule page. The My Schedule page allows you to see your schedule, confirm your shifts, pick up OpenShifts, and provides some quick...

  • Contacting Us

    From your iOS device, Android device, Computer

    Applies to Admins, Employees, Managers, Supervisors

    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 your iOS device or Android device. When I Work offers support through tickets and live chat rather than phone assistance. Online support allows us to quickly and efficiently deliver the answers you need. We decided to keep our support online for a few reasons: We can instantly view your workplace, account activity, system details, and other information so we can troubleshoot effectively. Managing your account is a visual...

  • Using Shift Confirmation

    From your Computer

    Applies to Admins, Managers, Supervisors

    Shift confirmation is a verification measure that lets you know if your users have seen their shifts. Users that confirm their shifts know that they’re responsible to work. Shift confirmation is enabled by default. If you have manager or admin access privileges, you have the option to disable it in the Scheduling Settings. Users cannot confirm shifts that have already taken place. The way users confirm their shifts depends on whether Require Shift Confirmation is turned on or off in the Scheduling Settings. When shift confirmation is required, users are automatically prompted to confirm their newly published shifts for the...