Chad Busch – Page 14 – When I Work Help Center

Sending Group Emails
- July 20, 2016
- Chad Busch
When I Work enables you to communicate with your team by sending emails. The email message service is included with all plans. Email messages will only be sent to users that have completed registration in When I Work. Email messages can be sent from the web app, iOS app, and Android app. Email messages are one-way messages that cannot be responded to by recipients. Any direct replies to these messages will not be received. If your message needs a reply, check out WorkChat. Click WorkChat or Message Staff on the navigation bar. If WorkChat is enabled in the General Settings, WorkChat appears on the navigation bar. If…
Add and Edit Users
- July 19, 2016
- Chad Busch
Add users and manage their information to make sure their profiles are configured to fit your needs. In addition to their contact information, your user’s profiles contain their assigned schedules, positions, and wage information. Supervisors can edit user’s profiles who are assigned to their same schedules. If you set up time clock terminals, make sure your users are assigned employee IDs. Employees can view their employee ID on their mobile app. If you need to add multiple users, you can speed up the process by importing users from a spreadsheet. If you would like to add a previously archived user,…
Publishing the Schedule
- Chad Busch
When you’re done making the schedule, you need to let your staff know. Publishing the schedule alerts your users that they have new shifts, and allows them to see the shifts in the When I Work app. You can also publish the schedule from your iPhone/iPad or Android phone. The Publish & Notify button near the top-left corner of the Scheduler allows you to publish the schedule for the day, week, or month that you’re currently viewing. The publish and notify button indicates the number of changes that will be published when clicking it. If the button is green, it…
Change the Start Day of the Work Week
- Chad Busch
By default, When I Work sets the start day in the schedule to Sunday. You can change the first day of the work week in the General Settings. You must have admin or manager level access to change the start day of the work week. The start day of the work…
User Access Privileges (User Roles)
- Chad Busch
Users within the workplace account can be given employee, supervisor, manager, or admin access privileges. Also called “user roles”, these levels of access determine what users can see and do in When I Work. This page outlines the default permissions of users. Want more control over what managers and supervisors can do? Check out Advanced Role Permissions. User roles can be changed by an Admin or Manager user from within the specific user profile. Admin users can assign any role level, but Manager users can only change roles of users that are also at Manager role or lower. New users…
Managing WorkChat
- Chad Busch
WorkChat is a secure communication tool that allows you and your staff to send messages and images in real time without exchanging personal contact information. WorkChat can be further customized to fit exactly the type of communication you’d like for your staff to have access to. For example: Use in broadcast-only mode so managers can send out one-way messaging to all staff. Empower employees to start and post in custom channels to communicate with one another. WorkChat can only be enabled or disabled through the When I Work web app. WorkChat cannot be enabled for an account with over 800…
Viewing the Email and Mobile Alert Logs
- Chad Busch
Use the Outgoing Email and Outgoing Mobile Alert logs to check if an outgoing email or SMS/push notification message was recently sent to a user. You must have manager or admin access privileges to view the log for all users. If you have supervisor privileges, you can view the log for messages sent to you but not other users. The email and mobile alert logs show messages and notifications that have gone out to you and your users in the last 7 days. Each log shows up to 250 messages. Only email and mobile alerts that have been sent successfully appear…
How Do I Log In?
- Chad Busch
After you register with When I Work, you can log in with your email address and password to access your profile. If you used a Google email address to register with When I Work, you can use your Google account to log in. You can also use Sign in with your…
Scheduling OpenShifts
- Chad Busch
Schedule an OpenShift when you’d like users to pick up shifts instead of assigning them to specific employees. You can allow shifts to be picked up on a first-come-first-serve basis or set them up to require approval from management. Requiring approval from management is sometimes known as Shift Bidding because employees will request or “Bid” on the shift and then management decides who gets the shift. You can schedule an OpenShift from your computer using the web app, or from the Android or iOS mobile applications. Use users view to add an OpenShift if you prefer to think about schedule coverage…
Shift History
- Chad Busch
Use Shift History to see when a shift was created, who it was assigned to, when it was published, when it was changed, when it was moved, and who completed the actions. This is very helpful when you have multiple users setting the schedule up and need to track changes. It is also handy if you have questions about the information a user may have received earlier in the week. To view a shift’s history, click on the shift you want to view. In the Shift Editor, click on the History in the upper right corner. You will be able…

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