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Download the User Import Template

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Overview

When I Work provides a downloadable user import template that helps to streamline your user import process.

Considerations

  • 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 are required in the import spreadsheet if not using the import template.

Download the template

  1. Hover over , then select Users.

  2. Click more More button, then select Import Users.
  3. Click Download template.
  4. Fill out the fields with your user information, then complete the user import process.

Template fields

Import DataFirst name
Required?
Notes The first name of the user.
Import DataLast name
Required?
Notes The last name of the user.
Import DataEmail address
Required?
NotesYou can add the email address later if you want to create all of your users before inviting them.
Import DataMobile phone number
Required?
NotesWe recommend setting a mobile number for each user to streamline the invite process.
Import DataPositions
Required?
Notes
  • Use commas to separate positions. For example:
    Barista, Cashier, Team Lead
  • If you enter positions that don’t exist in When I Work, we’ll add them automatically when you import the spreadsheet.
Import DataSchedules
Required?
Notes
  • If you only have one schedule, enter the name of that schedule for every user. Go to the schedules page to find the schedule name.
  • Use commas to separate schedules. For example:
    Uptown, Downtown, Lakeside
  • If you enter schedules that don’t exist in When I Work, we’ll add them automatically when you import the spreadsheet.
Import DataTags
Required?
Notes
  • Use commas to separate tags. For example:
    Lifeguard, CPR, Solo
  • If you enter tags that don’t exist in When I Work, we’ll add them automatically when you import the spreadsheet.
Import DataBase hourly rate
Required?
NotesThe base wage that the user receives regardless of position. You have the option to customize the user’s wage by position after import.
Import DataMaximum hours per week
Required?
NotesThe maximum number of hours that the user should work per week.
This value doesn’t prevent you from scheduling past the limit; it simply serves as a reminder when you’re building the schedule.
Import DataEmployee ID
Required?
NotesThe employee ID can be used for clocking in and for some integrations.
The ID can be up to 50 characters long.
Import Data Required? Notes
First name  The first name of the user.
Last name  The last name of the user.
Email address You can add the email address later if you want to create all of your users before inviting them.
Mobile phone number We recommend setting a mobile number for each user to streamline the invite process.
Positions
  • Use commas to separate positions. For example:
    Barista, Cashier, Team Lead
  • If you enter positions that don’t exist in When I Work, we’ll add them automatically when you import the spreadsheet.
Schedules
  • If you only have one schedule, enter the name of that schedule for every user. Go to the schedules page to find the schedule name.
  • Use commas to separate schedules. For example:
    Uptown, Downtown, Lakeside
  • If you enter schedules that don’t exist in When I Work, we’ll add them automatically when you import the spreadsheet.
Tags
  • Use commas to separate tags. For example:
    Lifeguard, CPR, Solo
  • If you enter tags that don’t exist in When I Work, we’ll add them automatically when you import the spreadsheet.
Base hourly rate The base wage that the user receives regardless of position. You have the option to customize the user’s wage by position after import.
Maximum hours per week The maximum number of hours that the user should work per week.
This value doesn’t prevent you from scheduling past the limit; it simply serves as a reminder when you’re building the schedule.
Employee ID The employee ID can be used for clocking in and for some integrations.
The ID can be up to 50 characters long.
Required

A first name, last name, and one of the following: email, phone number or employee ID is required for each user to complete an import.

Updated on February 9, 2023
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