Chad Busch – Page 12 – When I Work Help Center

Syncing Your Schedule to a Calendar App
- July 21, 2016
- Chad Busch
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…
Setting Up Scheduling for Your Workplace
- Chad Busch
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…
Schedule Views
- Chad Busch
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…
Interpreting Availability and Time Off While Scheduling
- Chad Busch
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…
Using Shift Templates Versus Custom Shifts
- Chad Busch
There are two ways that you can create shifts on your schedule: Shift templates Custom shifts Check out Scheduling a Shift for more information on how to add shifts to the schedule. If you have shifts that you frequently schedule, we recommend creating shift templates so you don’t have to set up shift…
Printing the Schedule
- July 20, 2016
- Chad Busch
You may need to print schedules for people that do not have access to a computer or mobile phone. Two types of printing are available: Multiple people (day, week, or month) Single person (week) We strongly recommend that users with computers or smartphones use the When I Work web app or mobile apps to view their schedules. Printed schedules do not stay current, and do not allow users to easily take OpenShifts, swap shifts, or drop shifts. Users can also print their own schedules from their computers. Click Scheduler. Select ‘User’ in the as section under the dates of the…
Deleting Shifts
- Chad Busch
If you no longer need a shift or you accidentally scheduled it, you can delete it from the schedule. Note: Once deleted, shifts can not be recovered and must be manually recreated. If you are a supervisor, you can only delete shifts for the schedules that you belong to. A shift cannot be recovered after it is deleted. Hover over the shift you want to delete. Click More button, then select Delete.Alternatively, you can edit the shift, then click Delete. (Optional) If you want to let the assigned user know you’re deleting the shift, click Notify <user> and include message on…
Creating and Managing Shift Templates
- Chad Busch
Shift templates save you time when you need to schedule shifts that have a consistent start and end time. Instead of manually entering in custom shift details one-by-one, shift templates allow you to schedule a shift quickly and easily. You must have supervisor, manager, or admin access privileges in When I Work to add, modify, import, or delete shift templates. Supervisors can manage shift templates for their schedules only. When you edit a shift template, existing shifts that were created using that template are not updated. Future shifts scheduled with the shift template reflect the updates you make. Hover over , then select Shift Templates….
Filtering the Schedule
- Chad Busch
Instead of viewing your entire schedule, filtering helps you narrow your schedule down to the shifts you want to see. You can filter the schedule in the web application on a computer or in the mobile applications on Android and iOS. Some filtering options below will not be available for Employee users in the account. When in the Scheduler on a computer, typing specific letters will allow you to filter your view without having to use a mouse! Letter View Filter d Day View w Week View t Two-Week View m Month View u Users View p Positions View* j…
Setting Up Repeating Shifts
- Chad Busch
If you have a shift that regularly takes place at the same time, set it up as a repeating shift to save yourself time. Using repeat shifts you can: Select the days of the week a shift repeats on. Select the repeat frequency from every week, up to every 4 weeks, or a custom frequency. Select when the shift repeat sequence ends: In 1 year (maximum) In 6 months In 1 month On date A shift can repeat for up to one year. When you’re adding a shift, click the Repeat Shifts toggle. From the Repeats menu, select how often…

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