Multiple When I Work workplaces can be linked to the same email address. To create a new workplace under your already registered email address, follow this guide. This guide shows how to create a new workplace as an employer. If you are looking to join an already existing workplace, check…
An annual billing cycle allows you to pay for your When I Work plan for the year. You must have admin access privileges to access the Account & Billing page. Your plan’s renewal date is displayed on the Account & Billing page. When I Work sends an email reminder to renew the plan to the admin 30 days and 10 days before the renewal date. Accounts on an annual billing cycle cannot decrease the number of seats or downgrade to a different plan until 30 days before the renewal date. Prior to that, accounts are able to add seats or…
If your users are listed on your Users page but do not display in the scheduler, use this guide to find the possible cause and the solution that will get you back to scheduling. You must have admin or manager access privileges to perform some troubleshooting steps in this article. Below are some of the causes and solutions if you run into this situation. Users need to be assigned to the schedules on which they should appear. Follow our instructions on assigning users to schedules. If you check their assignments and they are assigned to the schedule you are viewing,…
Exporting time off requests from your When I Work account allows you to download a spreadsheet containing your user’s unpaid, paid, sick or holiday requests. Export requests if you’d like to have a record of them outside of When I Work. Check out Can I Export My Data? for more information…
Exporting your users provides you with a spreadsheet containing their contact and profile information. Export your users if you want a spreadsheet containing their information outside of When I Work, or if you need to import users into another account. Check out Can I Export My Data? for more information on exporting other data from When I Work. The user export contains user’s contact information, positions, tags, assigned schedules, employee ID, max hours, and base hourly rate. Availability preferences are not included in the user export. Current users are included in the export. To export archived users, reactivate the profiles…
Exporting schedules allows you to download a spreadsheet with your schedule information. Export schedules if you’d like to keep a record of them outside of When I Work. Schedule exports can be customized to fit your needs. Check out Can I Export My Data? for more information on exporting other data from When I Work. The schedule export is split into two tabs. The first tab contains a list view of the schedule within the specified date range. The second tab contains your user’s total scheduled hours and wages. Exporting the schedule is available in the Day or Week view…
An employee ID is a unique numeric identification code set by your employer. You can use this ID to clock in and out on a time clock terminal. Your employee ID is visible in the Profile & Settings section of the Android or iOS app. Employee IDs are set by the admin, a manager or a supervisor on the account. Employees are not able to create or edit their own employee ID. Employee IDs are not listed in the My Profile section via the web. If an employee ID is not entered in your profile: There will not be a…
Hibernating a When I Work account allows you to temporarily deactivate it, suspending payments and removing user access to the account until it is reactivated. You might want to hibernate your account if your business is seasonal or you’d like to put your account on hold temporarily. Account & Billing page look different? If your account was created before June 12, 2018, your Account & Billing page may look different than what’s shown in this article. If it looks different, check out Hibernating Your Account (Legacy) You must have admin access privileges in order to hibernate your When I Work account. Hibernation…
When you are billed, When I Work sends an email invoice to the email address listed in the Update Billing Info section. Every invoice is added to the Purchase History section and can be downloaded and saved for your records. Invoices can only be viewed by the admin on their Account & Billing page on the web. Hover over , then select Account & Billing. Scroll down on the billing page to see all transactions made by your credit card in the Purchase History section. To download and save an invoice, click the download icon associated with the payment in the Actions section.
Your web browser holds onto information from websites that over time could lead to loading issues. If you encounter slow or unusual performance on When I Work, clear your browser’s cache and cookies to try and resolve the issue. Performance may also be affected if you’re using a browser we do not support. Check out a list of the browsers and versions we support. If you encounter loading or performance issues when using When I Work on a mobile browser, switch to our mobile app. When I Work is not optimized to run on mobile browsers. If you need instructions…
