This page houses our video library of quick how-to videos. These are bite-sized shorts that can help you with setting up your users, checking timesheets, and even using our advanced features! Check back often for new videos! Activating Attendance Creating Positions Adding Users Assigning Positions To Users And Shifts Removing Users Reactivating Users How To Get Your Shifts Covered
This article includes all feature updates that When I Work has released between April and June 2025. Scheduling Breaks is a feature we released in Q1. While this was released on newer plan types, we improved the break experience for all accounts in Q2! Even if your account doesn’t have the full break scheduling experience, you will now see the [+ Add a Break] button which opens up the break option during shift creation. The interface for clocking in and out in the mobile application was updated for better visibility. Now, the clock in button includes information on the…
Update your alert preferences to configure how you are automatically notified by When I Work. For each alert, you can choose how you’d like to be notified: Email: Just like it sounds—we’ll send you an email. Mobile: If you’re logged in to the When I Work app on your iOS device, or Android device, you’ll be notified in the app. If you’re not logged in, we’ll send you a text message. If you have employee or supervisor level access, we’ll only send you alerts for the schedules that you belong to. For managers and admins, you’ll receive alerts for schedules…
If you use When I Work to clock in and out, review your timesheet to see how many hours you’ve worked during a pay period. You can also edit your timesheet if you employer has chosen to allow it. This article reviews how to view and edit your own timesheets. If you are an Admin, Manager, or Supervisor wanting to edit your team members’ timesheets, see Reviewing and Editing User’s Timesheets instead. Your employer controls whether you can edit your timesheet. When editing, you can only make changes to open pay periods. Any closed pay periods can no longer be…
This article goes over how to submit absences on behalf of users. If enabled, users can also submit their own absences to management. See Reporting Yourself Absent for more information. You can report absences for users from a computer or from the Android and iOS applications. In order to submit an absence on behalf of another user: You must have Admin, Manager, or Supervisor access privileges. The shift must be published on the scheduler. The shift’s start time must be within the next 24 hours or have already passed. Absence tracking can be used alongside the shift coverage options in the…
Absence tracking allows you to report when you cannot work an assigned shift that takes place within the next 24 hours. When you report an absence, the shift is removed from your schedule and management is notified. This article walks through self-reporting absences. Users with admin, manager, and supervisor level access can report absences on behalf of a user. See Submitting Absences for a User for more information. You can report an absence if: The setting is enabled for your workplace by your employer. The shift has been published. The shift’s start time must be within the next 24 hours…
If your coworker cannot work an assigned shift, they can invite you to cover their shift. They may ask you to trade shifts (swap) or take their shift (drop). This article reviews how to accept a shift from a coworker. If you are looking for a way to send your shift to a coworker, check out Getting Your Shifts Covered. If you are eligible to take or trade shifts: We’ll send you an email and/or a mobile alert based on your alert preferences. On the web application the in the top-left corner shows a count badge. Click for more information. On…
If you’re unable to work one of your shifts you have a few options to get your shift covered: Shift Release – give your shift up to an OpenShift Shift Drop – give your shift to a coworker Shift Swap – trade shifts with a coworker Each shift coverage option can be enabled or disabled by the manager or admin, so if you don’t see all of the options it may have been disabled for your workplace. This article reviews how to get your shifts covered. If you are looking for a way to take team members shifts, check out…
OpenShifts may require approval by management in order to pick it up. This is sometimes referred to as “shift bidding”. When approval is enabled, bid on an OpenShift to express interest in a specific shift and then management will select a user from the list of interested users to assign the shift to. OpenShifts can be bid on from the Web or mobile applications. *If approval is not required, you will simply be granted the shift as soon as you tap or click on Take Shift in any of the processes below! You will only see OpenShifts for which you…
You can view and share documents on the Documents page of When I Work from the Web or Mobile Application. This article is intended for users with Supervisor and Employee level access. *NOTE: A When I Work login is required in order to view shared documents To view documents: Click in the navigation bar. Click a document you want to view. The document opens in a new tab. To share a document: Click in the navigation bar. Click . Click the link shown. It is automatically copied to your clipboard. Paste this link into WorkChat or send to your coworkers…
