Chad Busch – Page 15 – When I Work Help Center

Viewing the Email and Mobile Alert Logs
- July 19, 2016
- 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…
Viewing Notifications
- Chad Busch
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…
Approve Pending Users
- Chad Busch
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…
Hiding a User from the Schedule
- Chad Busch
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…
Changing a Registered User’s Email Address
- Chad Busch
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.
Archive a User
- Chad Busch
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….
Finding a Replacement for a Shift
- Chad Busch
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…

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