User view allows you to view the schedule organized by user. Use user view if you prefer to think about schedule coverage based on who is scheduled. User view can be used in day, week, two-week, and month time views. Time off requests and availability preferences are displayed in this view. If you’d like to adjust the order that users appear, check out Sorting Users. Go to the
Coverage view displays shifts in chronological order based on start time. Coverage view is a great tool to use when you want to make sure you have an entire week’s worth of shifts covered. It also helps you to determine any gaps for priority shift times. Coverage view can be used in the week, two-week, or month time views. Time off requests and availability preferences are not displayed in this view. User’s availability appears when you add or edit a shift. Shifts at other schedules are not displayed in this view. When shifts have the same start time, their order will be determined…
If your users are having trouble registering their profile and joining your workplace, follow the steps in this article to troubleshoot the issue. If a user is already registered, check out I Can’t Log In for log in troubleshooting steps. Users can sign up for a new profile from the…
Shift templates allow you to efficiently schedule shifts that have a consistent start and end time. Instead of manually entering in custom shift details one-by-one, shift templates allow you to schedule a pre-created shift quickly and easily. Don’t have any shift templates created yet? Check out Creating and Managing Shift Templates. You must have supervisor, manager, or admin access privileges in When I Work to use shift templates. In order to appear on a schedule, a shift template must be assigned to that schedule. Available shift templates are impacted by Filtering the Schedule. There are a few qualifications that need to be met in order…
Max hours Enforcement enables you to enforce the maximum amount of hours each user can work per week when picking up OpenShifts. You can use this feature to: Prevent users from taking too many OpenShifts or shift requests. Control your workforce labor costs. Max hours enforcement uses the Max Hours/Week setting in the user’s details. If you already have max hours set for all of your users, enabling this feature enforces those hours. Scheduling + Attendance accounts use already worked hours plus scheduled hours for today and future days to enforce the max hour totals. Scheduling only accounts use scheduled…
Labor Sharing helps increase your shift coverage by looking at eligible and available users on other schedules you currently have set up. Labor Sharing is useful when you need to fill vacant OpenShifts, backfill dropped shifts, or find coverage for user’s planned time off Labor sharing is accomplished by sharing OpenShifts with other schedules. You can edit current OpenShifts to enable them to be shared with eligible and available users, or you can create brand new OpenShifts that are able to be shared. Shared OpenShifts can be viewed in both position view and coverage view. You do not need to…
The dashboard gives you a quick look at what’s going on in your business. You’re able to monitor shift coverage, labor costs, and attendance notices right from one page. If you don’t use Time Clock & Attendance with Scheduling, check out Using the Dashboard (Scheduling Only Accounts) instead. The dashboard is only available to users with supervisor, manager, or admin access. You must have manager or admin level access to view the Worked Labor Cost and Pay Period Forecast sections of the Dashboard. Your users must have hourly rates for the Time Clock & Attendance data to report correctly. Your dashboard can be…
When I Work strives to comply with industry standard best practices that ensure your data stays private and secure. Use the following article as a guide to learn more about the security measures that When I Work has implemented for the web app and mobile apps. Check out our Trust Center to dive deeper into the measures When I Work has taken to build a secure platform. When I Work uses token-based authentication for the web app and mobile apps. Token-based authentication is a secure verification method that enables users to log in once to the When I Work app and…
When I Work takes your data privacy seriously. We limit the amount of data that is used and we operate and enforce privacy policies and data protection policies. The following is the limited set of data per user profile: Full name Email address Login name Position (job) Telephone number¹ Hourly rate¹ ¹ Optional items Review the When I Work privacy policy. Review the When I Work data protection policy. If you have a General Data Protection Regulation (GDPR) or California Consumer Privacy Act (CCPA) related request, submit a request and our Customer Care team will get it answered promptly. To…
Assign tags to users, shifts, and shift templates in any combination to ensure that shifts are matched to the correct users. If you have not created any tags and want to learn more about tags, check out Creating and Managing Tags. You can also assign tags from your iOS device…
