Making Separate Schedules

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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.

What is a schedule?

At the most basic level, a schedule is a way to group users. A schedule might represent a physical place of business, a department, a geographic region, or a group of people that you want to manage independently within When I Work.

Multiple Schedule ScenarioSeparate physical places of business
ExampleUptown restaurant and Downtown restaurant
Multiple Schedule ScenarioSeparate departments/teams
ExampleFront of House and Back of House teams at a restaurant
Multiple Schedule ScenarioSeparate geographical regions
ExampleWest Metro and East Metro food trucks
Multiple Schedule Scenario Example
Separate physical places of business Uptown restaurant and Downtown restaurant
Separate departments/teams Front of House and Back of House teams at a restaurant
Separate geographical regions West Metro and East Metro food trucks

How multiple schedules work

When you set up multiple schedules, you can easily switch between them on the Scheduler.


Sharing across schedules

You have the option to share users, positions, tags, job sites, shift templates, task lists, and schedule templates between schedules.

If users are assigned to multiple schedules, you can see all their shifts at the same time to avoid scheduling shifts that conflict.

Shift coverage

If you allow shift swapping and dropping of shifts, users can only exchange shifts with users that belong to the same schedule.

Full schedule view for employees

If you allow employees to view the full schedule, they can only see the schedules that they belong to.

Setting up multiple schedules

If multiple schedules are right for your workplace, you can set up schedules from your computer, iOS device, or Android device.

After you’ve added schedules, assign users, positions, tags, job sites, task lists, and shift templates to them as needed.

Updated on February 16, 2023

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