Add and Edit Users
Applies to Admins, Managers, Supervisors
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Working With Users
From your computer
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Add users and manage their information to make sure their profiles are configured to fit your needs. In addition to their contact information, your user’s profiles contain their assigned schedules, positions, and wage information. You can also edit a user’s information from your iOS device or Android device. Supervisors can edit user’s profiles who are assigned to their same schedules. If you set up time clock terminals, make sure your users are assigned employee IDs. Employees can view their employee ID on their mobile app. If you need to add multiple users, you can speed up the process by importing users from...
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Approve Pending Users
When users register with your workplace without an invite, they must be approved by a manager to join the workplace. You can also approve pending users from your iOS device or Android device. You must have admin or manager level access to approve a request to join. If a user... -
Archive a User
Archiving a user removes that person from the schedule, deactivates their user profile and revokes access to your workplace. If you are a Payroll user you are prompted to set a termination date during the archive process. You must have supervisor, manager, or admin level access to archive a user. Supervisors can only archive users with employee level access that are assigned to the same schedules. Admins and managers can archive any users. If a user is archived, you can still access details about their past shifts and total hours through a schedule export. Check out Exporting Data for more details....Applies to Admins, Managers, Supervisors
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Assigning Users to Positions and Schedules
Assign users to multiple positions or schedules at once to save time instead of assigning their positions or schedules one by one. Removing a user from a position does not affect their scheduled shifts. If you remove a user from a schedule: Their past shifts are hidden from the schedule....Applies to Admins, Managers, Supervisors
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Sorting Users
Sorting allows you to modify the order that users appear on the scheduler. Sorting your users allows you to modify the order they appear on the scheduler. You can sort users by first or last name, or you can custom sort if you prefer to view employees in a different...Applies to Admins, Managers, Supervisors
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Restore Archived Users
If you have people re-joining your business, you can restore an archived user to restore their previous user profile instead of adding a new profile. When you restore a user: They do not receive a notification that they’ve been restored. After reactivating a user’s profile, their information repopulates in the account and the user can log in again. Only their past shifts from when they were deleted repopulate back in the Scheduler. Their requests repopulate back to the Requests page. You must have admin, manager or supervisor level access to restore users. Supervisors can only restore users with employee level access that...Applies to Admins, Managers, Supervisors
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Changing a Registered User’s Email Address
Once a user has logged in to view the schedule, the email address field in their user 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 user...Applies to Admins, Managers, Supervisors
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Attendance Alerts & Exempt Status
If users 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 a user exempt from overtime pay calculations. For example, the user is salaried. Hover over...Applies to Admins, Managers, Supervisors
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Hiding a User from the Schedule
If you don’t intend to schedule a user for shifts, you can hide the user 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 have supervisor, manager, or...Applies to Admins, Managers, Supervisors
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Exporting Users
Exporting your users provides you with a spreadsheet containing their contact and profile information. Export your users if you want a spreadsheet containing their information outside of When I Work, or if you need to import users into another account. Check out Can I Export My Data? for more information on exporting other data from When I Work. The user export contains user’s contact information, positions, tags, assigned schedules, employee ID, max hours, and base hourly rate. Availability preferences are not included in the user export. Current users are included in the export. To export archived users, reactivate the profiles...Applies to Admins, Managers, Supervisors
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Reminding a User to Accept an Invite
If a user hasn’t accepted an invite to join your workplace, you can remind the user by sending another invite. Invites cannot be sent if a user has already registered (accepted an invite). Registered users can log in with their email address and password. Once a user has registered, the email address field in their user profile will turn grey. Invitation links expire 24 hours after being sent. You can send invites to all unregistered users at once without having to send invites one by one. Hover over , then select Users. In the top-right corner, click More button. Click Invite...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 Users 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 Users
If you have previously archived a user, you can view a list of users whose profiles are inactive along with the date they were archived. If you wish to reactivate user profiles, see Reactivating Archived Users. You must have admin, manager or supervisor level access to view archived users. supervisors cannot...Applies to Admins, Managers, Supervisors
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Importing Users
Whether you’re building a brand new account or updating your existing roster, the user import feature has several benefits and makes maintaining your team’s information easy. We offer a user import template that streamlines the import process. With the user import feature, you can: Add all of your users in advance without their email address so you can invite them when you are ready. Make bulk updates to user names, emails, schedules, positions, tags, base pay rate and employee codes, which are impacted by your payroll provider. Payroll Exclusion If your account includes Payroll, you cannot import users at this... -
Download the User Import Template
When I Work provides a downloadable user import template that helps to streamline your user import process. If you already have a user spreadsheet set up, you can import that file into When I Work. However, we recommend using the When I Work user import template for best results. Headers... -
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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Exporting Archived Users
If you need to gather information about users you have archived, you can export the archived user’s information. You must have Admin or Manager role permissions to export an archived user The export file contains same fields as the user export with 2 additional columns: Archived Date: The date the...
From your iPhone or iPad
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Add a User
You can use the When I Work app to add a user from anywhere. You can also add a user from your computer or Android device. You must have supervisor, manager, or admin level access to add a user. From the When I Work Staff Scheduling app, tap More More in the bottom-right corner...Applies to Admins, Managers, Supervisors
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Edit a User’s Information
You can edit a user’s details at any time from the When I Work Staff Scheduling app. You can also edit a users from your computer or Android device. You must have supervisor, manager, or admin level access to edit a user’s information. A registered user’s email address cannot be changed by an...Applies to Admins, Managers, Supervisors
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Approve Pending Users
When users register with your workplace without an invite, they must be approved by a manager to join the workplace. You can also approve pending users from your computer or Android device. You must have admin or manager level access to approve a request to join. If a user that already belongs to... -
Changing a Registered User’s Email Address
Once a user has logged in to view the schedule, the email address field in their user 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 user...Applies to Admins, Managers, Supervisors
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Archiving a User
Archiving a user removes that person from the schedule and revokes access to your workplace. You can also archive a user from your computer or Android phone. You must have supervisor, manager, or admin level access to archive a user. Supervisors can only archive users with employee level access that are assigned to the same schedules. Admins and managers...Applies to Admins, Managers, Supervisors
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Import Users From Contacts
Importing your staff from contacts on your iOS device is useful if you already have their information stored in the contacts on your device. You can import one or many to help simplify your user creation process. When I Work does not share your contact’s information. Your contacts are only...Applies to Admins, Managers, Supervisors
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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
From your Android phone
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Add a User
You can use the When I Work app to add a user from anywhere. You can also add a user from your computer or iOS device. You must have supervisor, manager, or admin level access to add a user. From the When I Work Scheduling app, tap More More in the bottom right...Applies to Admins, Managers, Supervisors
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Edit a User’s Information
You can edit a user’s information at any time from the When I Work Scheduling app. You can also edit a user from your computer or iOS device. You must have supervisor, manager, or admin level access to edit a user’s information. A registered user’s email address cannot be changed by an...Applies to Admins, Managers, Supervisors
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Approve Pending Users
When users register with your workplace without an invite, they must be approved by a manager to join the workplace. You can also approve pending users from your computer or iOS device. You must have admin or manager level access to approve a request to join. Pending users cannot be merged with user profiles on the Android app. Pending users can be merged from a computer or an iOS device. From the When I Work Staff Scheduling app, tap More More in the bottom-right corner of the screen. Tap Users. To view pending users, tap Pending at the top of the screen. Tap the... -
Changing a Registered User’s Email Address
Once a user has logged in to view the schedule, the email address field in their user 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 user...Applies to Admins, Managers, Supervisors
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Archiving a User
Archiving a user removes that person from the schedule and revokes access to your workplace. You can also archive a user from your computer or iOS device. You must have supervisor, manager, or admin level access to archive a user. Supervisors can only archive users with employee level access that are assigned to the same schedules. Admins...Applies to Admins, Managers, Supervisors
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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 Degree Geographic location The following is just one example of how tags can work alongside shifts to designate extra requirements. Shift Requirement Position Tags Lifeguard Lifeguard N/A Lifeguard, CPR Lifeguard CPR Lifeguard, CPR, Solo Lifeguard CPR, Solo Qualifications In order for an employee to be qualified for a shift with...Applies to Admins, Managers, Supervisors