Chad Busch – Page 13 – When I Work Help Center

Using Annotations
- July 20, 2016
- Chad Busch
Use annotations to send your staff important information about a particular day. You can send a general announcement, let your staff know that time off isn’t allowed, or let your staff know that your business will be closed that day. Annotations can be managed from a Computer or from the Android and iOS mobile applications. You must have supervisor, manager, or admin access privileges to add annotations. If you’re a supervisor, you can add annotations for your schedules only. Only one annotation can appear at a time in the “Important Upcoming Date” section of My Schedule. The exception is if there are…
Using Month View
- Chad Busch
Use month view to view the schedule, add and edit shifts, and print shifts for an entire month. Because month view offers fewer features than day or week view, we recommend using month view to review and fine tune the schedules you’ve made in the other views. Some features are not available in month view: Positions view Job Sites view Coverage view Labor budget (Forecast Tools) Availability Dragging and dropping shifts Using schedule templates Clearing the schedule Copying previous schedules Auto-Assigning shifts Exporting the schedule To switch to month view, click Month in the drop down menu above the schedule….
Updating Your Profile Settings
- Chad Busch
Your personal profile in When I Work allows you to change your password, set a profile image, set your personal information, and configure your preferences. Profile & Settings Once in the Profile & Settings, you will be able to edit your details: Callout Field/button Description a Change Password Use this to reset your password b First/Last Name Change your first and last name c Email Address/Mobile Number Update your contact information d Do not disturb hours Turn off SMS notifications during specific periods of time* e Timezone Set the timezone to your local if you work in one different from…
Viewing Your Coworkers’ Schedules
- Chad Busch
If you want to know who you’ll be working with on a given day, you can use When I Work to view the full team schedule for your workplace. Just like viewing your own schedule, you can view your coworkers’ schedules from any device. Your employer has the option to prevent you and your coworkers from seeing the full team schedule. Your employer can also set up the full team schedule so that you and your coworkers can only see shifts that match your positions. Click on Team Schedule NOTE: If Team Schedule is missing your employer doesn’t allow you and your coworkers…
Change Your Privacy Preference
- Chad Busch
Each user can turn their privacy settings on or off from a computer or iOS device. When privacy is turned off, your fellow coworkers can view your contact information from the Coworkers tab on the web app and mobile apps. When privacy is turned on, your coworkers can only see your name and picture. Your employer has the option to enable privacy for all users. If your employer has done so, you cannot change your personal privacy setting. If you are a supervisor, manager, or admin, enabling the privacy setting hides your phone number and email address. Users can still…
Manage Your Profile Picture
- Chad Busch
Adding a profile picture will help your managers and coworkers recognize you in the app. The image you upload must be bigger than 128×128 pixels and no bigger than 500k in size. Once an image has been uploaded, it cannot be removed in the mobile applications, only replaced. It can be deleted from the web application. Profile & Settings Hover over your avatar and click . If a picture already exists, you will click the icon to edit and upload a new one Use the file browser on your computer to select a picture. After you select the photo from the…
Confirming Your Shifts
- Chad Busch
Confirm your shifts to let your employer know that you’ve seen your shifts and you know they’re your responsibility. Your employer has the option to require shift confirmation: If shift confirmation is required, you’re automatically prompted to confirm your shifts when you sign in. All users are prompted to confirm shifts regardless of their access privileges in the app. If shift confirmation is not required, you still have the option to confirm your shifts. Shifts that are highlighted in yellow on My Schedule view have not been confirmed. If your employer requires shift confirmation, the app prompts you to confirm new shifts (scheduled in the…
Viewing Your Personal Schedule
- Chad Busch
You can view your schedule from a computer or the mobile applications on Android and iOS devices. Viewing your schedule often ensures you show up for the rights shifts at the right time. Depending on how your workplace’s settings are configured some features might not be available, including: Swapping, dropping, and releasing shifts Splitting shifts Taking OpenShifts Seeing who’s working with you Setting your availability Requesting time off On the computer, you can access your personal schedule on the My Schedule page. The My Schedule page allows you to see your schedule, confirm your shifts, pick up OpenShifts, and provides some quick…
Receiving Your Schedule By SMS
- Chad Busch
When your manager invites you to the schedule, you will receive a welcome SMS message if your mobile number was inputted. Reply with YESWIW to get schedule updates via SMS. If you are logged into the When I Work iPhone, iPad, or Android app, you will receive mobile alerts by push notification rather than SMS. If you prefer to receive SMS messages, log out of all When I Work apps. Reply to the number that reached out so you can receive notifications about your work schedule by SMS. Here is a list of keywords that will give you instant updates about your…
Split Shifts
- Chad Busch
If your manager has approved the feature, you can use the Split Shift option to split your shift in two. This allows you to swap or drop a part of your shift. Your employer has the option to disable shift splitting in the Scheduling Settings. Splitting shifts can only be done on the When I Work web application. As Supervisor, Manager or Admin user, hover over your name, and then select My Schedule. As an Employee, the main landing page of the web app is the My Schedule page and you will not need to navigate under your profile. Click…

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