If your user’s use computers at work, allow them clock in and out from their computers when they’re logged in to the When I Work web app. You can also allow users to clock in from the When I Work mobile apps or time clock terminals. You must have manager…
Set the pay period length to align with how frequently your users are paid. For example, if you pay users every week you might want to set weekly pay periods. You must have admin or manager (with “can manage timesheets and pay periods” enabled) level access to change pay periods settings. Changing…
You can print a user’s individual timesheet for a specific pay period. Hover over Attendance Attendance, then select Time Sheet Timesheets. Click the arrow button on the pay period menu in the top left corner to select a specific pay period to print. Click on a user’s name within the Timesheets section…
Editing pay periods ensures your account does not have overlapping, duplicate, or gaps between pay periods. This feature is only accessible via the web app. The admin and managers with access to manage timesheets and pay periods are able to edit pay periods. If the previous pay period is closed, the system will force the next new pay period on the following date to prevent a gap between pay periods. The longest pay period can be up to 2 months. If you need to change the type/length of your pay period, the admin or a manager with access to manage…
When adding a physical address to a job site or schedule, look at the Google Maps visualization and verify that the pin best reflects your physical address. If the Google Maps visualization does not match the physical address where you want users to clock in, you may want to assign…
If you are using both When I Work Scheduling and Attendance, the Time Tracker tool allows you to quickly compare scheduled shifts with actual clocked in hours. You can also clock your users in to their shifts from this page. Hover over Attendance, then select Time Tracker. If you have multiple schedules, Down icon select the schedule that you want to view. The Time Tracker shows shifts that are coming up and scheduled in light gray, similar to the day view within the Scheduler. However, the Time Tracker also shows actual clocked in hours, so you can see visually if…
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…
This article walks through how to start Scheduling with When I Work. If you would like to use the Scheduling and the Time Clock & Attendance services together, see Setting Up Scheduling and Time Clock & Attendance for Your Workplace. This article describes how to set up your account from…
Changing your view of the schedule helps you better visualize upcoming shifts. The Scheduler offers three types of views: Time views determine the time period that you’re viewing. Staff views determine the formatting of the schedule. Color views determine whether the schedule is colored-coded based on shift colors, position colors, or job site colors. You can also change schedule views from your Android device or iOS device. Looking to manage hours in the schedule? Check out Track Hours and Labor in the Scheduler. Time views The Scheduler allows you to view the schedule by week (default), day, 2 weeks, or month. Switch between…
Availability preferences and time off requests help you better understand when users can work so you can schedule them more effectively and avoid scheduling conflicts. Depending on your view of the Scheduler, user’s availability and time off is displayed differently. See Schedule Views for more information on the ways you can view the Scheduler. A user’s availability preferences show when a user is able to work. On an user’s availability calendar, two types of preferences can be set: Preferred: times that the user prefers to work. Unavailable: times that the user is not able to work. Users can still be…
