Positions are used to assign users and shifts to a particular duty or skill. You can also create positions from your computer or iOS device. You must have manager or admin level access to create a position. When you modify a position, the schedule and timesheets are immediately updated. From the When I Work Scheduling app,…
Archiving a user removes that person from the schedule and revokes access to your workplace. You can also archive a user from your computer or iOS device. 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…
Schedules allow you to group users together when you’re scheduling shifts. A schedule might represent a physical place of business, a department, a geographical region, or a group of users you want to schedule independently within When I Work. You can also create and manage schedules from your computer or iOS device. You…
When I Work provides an open API (application program interface) to allow your custom applications to interact and exchange data with When I Work. Our API follows standard conventions with logically grouped methods. For more information, check out our API documentation. Considerations You must have admin level access to obtain an…
If you have a new email address, updating your email address in your When I Work profile ensures that email notifications and other messages are sent to the correct email address. You can also update your email address from your computer or iOS device. Supervisors, managers, and admins cannot update a registered…
If users do not need to clock in and clock out or do not need overtime calculated, you can disable attendance reminders and prevent overtime from being calculated for them. Enable this setting to make a user exempt from overtime pay calculations. For example, the user is salaried. Hover over , then select Users. Click that corresponds with the user you’d like to edit. The Edit User window appears. Click the Profile tab. Use the under Employment Type and select Hourly (no overtime) for exempt users. Click Save User. Overtime will no longer be calculated for the user. These settings allow users to…
If you have people re-joining your business, you can restore an archived user to restore their previous user profile instead of adding a new profile. When you restore a user: They do not receive a notification that they’ve been restored. After reactivating a user’s profile, their information repopulates in the account and the user can log in again. Only their past shifts from when they were deleted repopulate back in the Scheduler. Their requests repopulate back to the Requests page. You must have admin, manager or supervisor level access to restore users. Supervisors can only restore users with employee level access that…
Sorting allows you to modify the order that users appear on the scheduler. Sorting your users allows you to modify the order they appear on the scheduler. You can sort users by first or last name, or you can custom sort if you prefer to view employees in a different order. If you prefer to view users in the schedule based on their first or last name, you can sort users alphabetically. Click Scheduler. Click in the top-left corner of the scheduler. Select First Name or Last Name to sort users. Click Scheduler. Click in the top-left corner of the Scheduler. Select Custom….
Assign users to multiple positions or schedules at once to save time instead of assigning their positions or schedules one by one. Removing a user from a position does not affect their scheduled shifts. If you remove a user from a schedule: Their past shifts are hidden from the schedule….
You can import job sites using our import tool and pre-formatted spreadsheet. This feature is useful when you have a lot of job sites you want to add at once. Address Validation When importing Job Sites, addresses are not validated by Google Maps. If you use Time Clock & Attendance and location restrictions are enabled, edit the Job Site address. Ensure that Google Maps populates with the correct location so your users can clock in. We recommend using our job site import template: Job Site Import Template If you don’t use our template, make sure you create the following columns:…
