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…
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…
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…
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….
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…
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…
Job sites help indicate a specific place or location where your users are working away from your regular place of business. For more information, see Creating and Managing Job Sites. Hover over Workplace, then select Job Site Job Sites. In the top-right corner, click Add Job Site. Enter the job site details….
Shift confirmation is a verification measure that lets you know if your users have seen their shifts. Users that confirm their shifts know that they’re responsible to work. Shift confirmation is enabled by default. If you have manager or admin access privileges, you have the option to disable it in the Scheduling Settings. Users cannot confirm shifts that have already taken place. The way users confirm their shifts depends on whether Require Shift Confirmation is turned on or off in the Scheduling Settings. When shift confirmation is required, users are automatically prompted to confirm their newly published shifts for the…
You can copy shifts and schedules to save time and ensure you have the schedule coverage that you need. If your business has regular shifts for select users, copying shifts and setting them up for specific intervals helps you save time (so you don’t have to recreate each shift individually). Ever forget to schedule a position? By loading an existing template, you’ll be able to confidently know that your scheduled shifts cover your most critical positions. To copy a shift, hold the control key (or the command key if on a Mac) and click the shift you want to copy,…
Enable forecast tools to view how much is being spent on labor costs as you schedule and also input projected sales (future) or actual sales (past) to get a labor expenses to projected sales ratio. By default, supervisors can view and edit projected sales but cannot view daily labor cost….
