Overview

When I Work integrates with Rippling via API to help streamline employee management and payroll processes. This integration allows you to:

• • add/update/archive users in When I Work based on changes in Rippling
  • match users, positions, earning types like regular pay, holiday pay, and overtime pay
  • send timesheet hours from When I Work to Rippling
  • send PTO hours from When I Work to Rippling

Considerations

Once the Rippling integration is connected, user profile edits for the following can only be changed in Rippling and will become uneditable in When I Work

• First Name
• Last Name
• Email
• Mobile Number
• Employee ID
• Start Date
• Employment Type
• Wages

Requirements

• Your workplace must use Time Clock and Attendance to set up payroll integrations
• Only an Admin or a Manager with payroll access can set up the integration
• Only one Rippling account can be connected to each When I Work account
• The linked Rippling account must have only one pay schedule and all users with worked hours must be assigned to the single pay schedule in Rippling

Not Supported

• Pay rates or estimated wages will not be sent from When I Work to Rippling
• All timesheets are sent over together and can only be sent once – if hours need to be sent again, you will need to clear any existing hours out of Rippling before sending updated hours from When I Work
• Custom cut-off times are not supported, i.e. if your payroll cutoff time is 5am on the last day of the pay period
• Currently position matching is available, but is a manual match. Auto-matching is coming in the future!

Setting up the Rippling Integration

Connect your When I Work account to Rippling

1. Hover over , then select  Integrations.

2. Click See all integrations.
3. Under Rippling, click Learn more.
4. On the right side of the page, click Enable.
5. Sign in with your Rippling account and authorize When I Work to access your account.
   • If you have SSO set up with Rippling already, you will be able to use this for When I Work as well.
   • After authentication, the page should return you back to When I Work.

Configuration

• When initializing, any employees that are already in both systems will automatically match based on first/last name, email address, and phone number.

Matching, Unmatching, and Ignoring Users

Time Off

• Match a time off type from When I Work to an earning code in Rippling.
  • The same earning type in Rippling can be selected for multiple time off types in When I Work.
• When I Work custom time off types are supported and can be matched to Rippling earning types.

Check pay periods

Make sure your pay periods are the same in both Rippling and When I Work.

Viewing pay periods in Rippling

• Steps coming in a future update

Viewing pay periods in When I Work

To view your When I Work pay period dates, hover over the Attendance icon and select Timesheets.

Click to the right of the dates under Pay Period.

If you haven’t yet set up your pay periods, the system will guide you through the process. If you need to modify your pay periods, you can edit pay period dates, or go to your Attendance Settings and modify the pay period length. The integration does support custom pay period lengths. 

Sending Hours

To send hours from When I Work to Rippling, follow our guide on how to close and export pay period hours.

• When you get to the export step, click Send Hours under the Rippling logo.
• Select which pay period you are running from the dropdown and the click Send Hours.
• You will see a loading modal with a message that the hours are being sent.
  • Do not leave this page while the loading modal is visible.
• Once completed, you will see a success message in the upper right corner.
• Click View in Rippling to be directed to Rippling where you can confirm all hours, approve timesheets, and finish your payroll run.

Exporting the File

You have the option to manually export a CSV file for review and upload into Rippling.

• At the export step, click Export File.
• This will connect with Rippling and obtain pay run information.
• After a loading period, select which pay period you need to export for and then click Download File.
• You will see a loading state modal appear
  • Do not leave the page
• Once complete, you will be able to open the file to review and save to your device.