The notification area Notification in the top-left corner of the screen allows you to see what’s happened in your account while you were away. When you have unread notifications, the Notification displays the number of updates that you haven’t seen. Click Notification to see your notifications. Notifications are grouped into…
When users register with your workplace without an invite, they must be approved by a manager to join the workplace. You can also approve pending users from your iOS device or Android device. You must have admin or manager level access to approve a request to join. If a user…
If you don’t intend to schedule a user for shifts, you can hide the user from the schedule. For example, if the managers at your workplace make the schedule but are not hourly workers themselves, you might want to hide them from the schedule. You must have supervisor, manager, or…
Once a user has logged in to view the schedule, the email address field in their user profile will turn grey, and it can no longer be edited. At that point, their email address can only be changed from their individual account for security. To change their email, your user will need to log in with the existing email address and password and go to their individual Profile and Settings page.
Archiving a user removes that person from the schedule, deactivates their user profile and revokes access to your workplace. If you are a Payroll user you are prompted to set a termination date during the archive process. You must have supervisor, manager, or admin level access to archive a user. Supervisors can only archive users with employee level access that are assigned to the same schedules. Admins and managers can archive any users. If a user is archived, you can still access details about their past shifts and total hours through a schedule export. Check out Exporting Data for more details….
If your users can’t make it to their shift, you can find a replacement to quickly find another user who can work the shift. The first user to accept the shift will be automatically assigned the shift to their schedule. From the Scheduler Click Scheduler. Hover your cursor over the shift for which you need to find a replacement, click More button, then click Find Replacement. Select the users you’d like to be able to pick the shift up, then click Offer Shift. Only qualified users who aren’t already scheduled for a shift show as replacement options. If a user accepts…
Passwords are required to log into When I Work. Here you will find directions on how to change or reset your password, depending on it you know what your password is or not. Your password: Must be at least 10 characters long. Cannot contain your email address. Cannot be a common word like “password” Must not be found in the list of 10,000 most common weak passwords Must be at least 60% unique, non-repeating letter combinations If you know your current password and want to change it, follow these steps on a computer: Click Profile & Settings from the dropdown under…
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. You can also use WorkChat from the iOS app or the Android app. If you have manager or admin access privileges, you can manage WorkChat settings…
Your account ID is displayed in the general app settings area of the When I Work web app. Your account ID is a number by default, but you are welcome to edit to your preference (i.e. company name). Admins can view and edit the account ID. Managers can view the…
When I Work offers and supports our web and mobile applications in English. Set the device language on iOS or Android to translate the app. Use your browser settings to translate the application in web browsers. Platform Language Web English iOS English, Spanish, French, Italian, German Android English, Spanish, French, Italian, German The Customer Care team at When I Work provides support in English. Google Chrome Apple Safari Mozilla Firefox Microsoft Edge
