Setting Up Scheduling for Your Workplace
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Create an Account for Your Business
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This article walks through how to start Scheduling with When I Work. If you would like to use the Scheduling and the Time Clock & Attendance services together, see Setting Up Scheduling and Time Clock & Attendance for Your Workplace. This article describes how to set up your account from...
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Setup Recommendations for Food Service
When I Work schedules, positions, and job sites are powerful tools that make scheduling fast and easy. Using these tools to their full potential is key to getting the most out of When I Work for your business. In the following sections, we’ll go through our recommendations for a food truck,...From your Computer, iOS device, Android device
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Setup Recommendations for Retail
When I Work schedules, positions, and job sites are powerful tools that make scheduling fast and easy. Using these tools to their full potential is key to getting the most out of When I Work for your business. In the following sections, we’ll go through our recommendations for a small store, large...From your Computer, iOS device, Android device
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Create an Additional Workplace
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...From your Computer
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Setting Up Scheduling and Time Clock & Attendance for Your Workplace
This article walks through how to set up your account to use Scheduling and Time Clock & Attendance together. If you would like to use Scheduling alone, see Setting Up Scheduling for Your Workplace. This article describes how to set up your account from a computer. While you can also...From your Computer
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Dashboard and Navigation
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Using the Dashboard
The dashboard helps you see your upcoming shifts and requests. You can also clock in for shifts if mobile clock-in is enabled. The dashboard is also available from your computer or Android device. The items that appear on the dashboard may differ based on your access level (employee, supervisor, manager, or admin) and workplace settings. The dashboard appears by default when you first log in. To return to the dashboard, tap Dashboard in the bottom-left corner of the screen. Use the dashboard to manage attendance, tasks, requests, view shifts, and clock in and out. Callout Name Description a Attendance Notices...From your iOS device
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Using the Dashboard
The dashboard helps you see your upcoming shifts, see who is scheduled today, process requests, take OpenShifts, or customize your availability preferences. You can also clock in for shifts if mobile clock in is enabled. The Dashboard is also available from your computer or iOS device. The items that appear on the dashboard may differ based on your access level (employee, supervisor, manager, or admin) and workplace settings. Your employer has the ability to turn availability preferences on and off. If you don’t see an option to set your availability, it may be disabled for your workplace. The dashboard appears...From your Android device
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Web App Navigation Reference for Managers
Use this article to help find settings or features in the When I Work web app. This article is intended for users with admin, manager, or supervisor level access. If you are an employee, check out Web App Navigation Reference for Employees. The navigation bar is the starting point for all the actions in the When I Work web app. Callout Name a Notifications b Dashboard c Scheduler d Attendance e Payroll f WorkChat g Reports h Requests i Workplace j Gear¹ k Profile ¹This menu item is not available to the supervisor access level. Notifications The Notification area in the...From your Computer
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Using the Dashboard (Scheduling and Attendance)
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...From your Computer
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Using the Dashboard (Scheduling Only)
The dashboard gives you a quick look at what’s going on in your business. You’re able to monitor shift coverage and labor costs from one page. If you use Time Clock & Attendance with Scheduling, check out Using the Dashboard (Scheduling and Attendance) 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 Scheduled Labor Cost and Labor Trend sections of the Dashboard. Your dashboard can be customized to hide and rearrange cards to highlight the information that is most valuable to you. To configure your dashboard,...From your Computer
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Submitting Absence for Employees
Submitting absences on behalf of employees allows you to record the absence or find coverage for the shift. You can also report an absence from a Computer or iOS device. In order to submit an absence on behalf of another employee: You must have supervisor, manager, or admin access privileges. The setting is enabled for the workplace. The shift has to be published. The shift’s start time must be within the next 24 hours or has already passed. From the When I Work Scheduling app, tap Scheduler at the bottom. Tap the shift that the employee will be absent for. Tap Report...From your Android device
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User Access
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User Access Privileges (User Roles)
Users within the workplace account can be given employee, supervisor, manager, or admin access privileges. Also called “user roles”, these levels of access determine what users can see and do in When I Work. Want more control over what managers and supervisors can do? Check out Advanced Role Permissions. New users are set up as employees by default. Set a user’s role as employee if you would like the user to check the schedule without the ability to edit it. Employee level access allow users to view their personal schedules, create time off requests, swap and drop shifts, communicate with their coworkers and add their...From your Computer
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Allow a Supervisor to View Employees’ Wages
By default, supervisors are unable to view the wages of employee-level users. You may want to give a supervisor access to view employees’ wages so they can: View labor costs while scheduling View employees’ wages in timesheet exports and pay period summaries (Time Clock & Attendance) You must have admin...From your Computer
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Giving Managers Access to Manage Timesheets and Pay Periods
Giving a manager access to manage timesheets and pay periods allows them to edit and close out pay periods. They can also configure pay period settings in the Attendance Settings. You must have admin level access to give a manager access to manage timesheets and pay periods. Supervisors cannot be...From your Computer
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Working With Users
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Reminding a User to Accept an Invite
If a user hasn’t accepted an invite to join your workplace, you can remind the user by sending another invite. Invites cannot be sent if a user has already registered (accepted an invite). Registered users can log in with their email address and password. Once a user has registered, the email address field in their user profile will turn grey. Invitation links expire 24 hours after being sent. You can send invites to all unregistered users at once without having to send invites one by one. Hover over , then select Users. In the top-right corner, click More button. Click Invite...From your Computer
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Assigning Users to Positions and Schedules
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....From your Computer
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Sorting Users
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...From your Computer
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Restore Archived Users
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...From your Computer
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Attendance Alerts & Exempt Status
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...From your Computer
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Add a User
You can use the When I Work app to add a user from anywhere. You can also add a user from your computer or iOS device. You must have supervisor, manager, or admin level access to add a user. From the When I Work Scheduling app, tap More More in the bottom right...From your Android device
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Archiving a User
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...From your Android device
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Edit a User’s Information
You can edit a user’s information at any time from the When I Work Scheduling app. You can also edit a user from your computer or iOS device. You must have supervisor, manager, or admin level access to edit a user’s information. A registered user’s email address cannot be changed by an...From your Android device
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Add a User
You can use the When I Work app to add a user from anywhere. You can also add a user from your computer or Android device. You must have supervisor, manager, or admin level access to add a user. From the When I Work Staff Scheduling app, tap More More in the bottom-right corner...From your iOS device
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Archiving a User
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 Android phone. 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...From your iOS device
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Edit a User’s Information
You can edit a user’s details at any time from the When I Work Staff Scheduling app. You can also edit a users from your computer or Android device. You must have supervisor, manager, or admin level access to edit a user’s information. A registered user’s email address cannot be changed by an...From your iOS device
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Archive a User
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....From your Computer
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Changing a Registered User’s Email Address
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...From your Computer, iOS device, Android device
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Hiding a User from the Schedule
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...From your Computer
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Approve Pending Users
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...From your Computer
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Add and Edit Users
Add users and manage their information to make sure their profiles are configured to fit your needs. In addition to their contact information, your user’s profiles contain their assigned schedules, positions, and wage information. You can also edit a user’s information from your iOS device or Android device. Supervisors can edit user’s profiles who are assigned to their same schedules. If you set up time clock terminals, make sure your users are assigned employee IDs. Employees can view their employee ID on their mobile app. If you need to add multiple users, you can speed up the process by importing users from...From your Computer
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Exporting Users
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...From your Computer
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Approve Pending Users
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 computer or iOS device. You must have admin or manager level access to approve a request to join. Pending users cannot be merged with user profiles on the Android app. Pending users can be merged from a computer or an iOS device. From the When I Work Staff Scheduling app, tap More More in the bottom-right corner of the screen. Tap Users. To view pending users, tap Pending at the top of the screen. Tap the...From your Android device
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Approve Pending Users
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 computer or Android device. You must have admin or manager level access to approve a request to join. If a user that already belongs to...From your iOS device
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Remove Email Address from Blocklist
If a user’s email address is blocklisted, the user does not receive email notifications from When I Work. Remove a user’s email address from the blocklist on the Users page via the web. A blocklist is a list that identifies IP addresses or domains that is used by Internet service...From your Computer
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View Archived Users
If you have previously archived a user, you can view a list of users whose profiles are inactive along with the date they were archived. If you wish to reactivate user profiles, see Reactivating Archived Users. You must have admin, manager or supervisor level access to view archived users. supervisors cannot...From your Computer
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Download the User Import Template
When I Work provides a downloadable user import template that helps to streamline your user import process. If you already have a user spreadsheet set up, you can import that file into When I Work. However, we recommend using the When I Work user import template for best results. Headers...From your Computer
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Importing Users
Whether you’re building a brand new account or updating your existing roster, the user import feature has several benefits and makes maintaining your team’s information easy. We offer a user import template that streamlines the import process. With the user import feature, you can: Add all of your users in advance without their email address so you can invite them when you are ready. Make bulk updates to user names, emails, schedules, positions, tags, base pay rate and employee codes, which are impacted by your payroll provider. Payroll Exclusion If your account includes Payroll, you cannot import users at this...From your Computer
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Creating and Managing Tags
Tags provide a way to define custom shift qualifications that cannot be easily captured by position alone. Think of tags like additional eligibility requirements that you can layer on top of positions. For example, tags can capture requirements like: Certifications Preferred status Tenure/seniority Skill subsets not reflected in the position...From your Computer
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Import Users From Contacts
Importing your staff from contacts on your iOS device is useful if you already have their information stored in the contacts on your device. You can import one or many to help simplify your user creation process. When I Work does not share your contact’s information. Your contacts are only...From your iOS device
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Creating and Managing Tags
Tags provide a way to define custom shift qualifications that cannot be easily captured by position alone. Think of tags like additional eligibility requirements that you can layer on top of positions. For example, tags can capture requirements like: Certifications Preferred status Tenure/seniority Skill subsets not reflected in the position...From your iOS device
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Creating and Managing Tags
Tags provide a way to define custom shift qualifications that cannot be easily captured by position alone. Think of tags like additional eligibility requirements that you can layer on top of positions. For example, tags can capture requirements like: Certifications Preferred status Tenure/seniority Skill subsets not reflected in the position Degree Geographic location The following is just one example of how tags can work alongside shifts to designate extra requirements. Shift Requirement Position Tags Lifeguard Lifeguard N/A Lifeguard, CPR Lifeguard CPR Lifeguard, CPR, Solo Lifeguard CPR, Solo Qualifications In order for an employee to be qualified for a shift with...From your Android device
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Exporting Archived Users
If you need to gather information about users you have archived, you can export the archived user’s information. You must have Admin or Manager role permissions to export an archived user The export file contains same fields as the user export with 2 additional columns: Archived Date: The date the...From your Computer
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Working With Positions
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How to Assign Different Rates For Different Positions
If a user is paid differently based upon the position they are working, set up their hourly rate settings to make the position-based rate assignments automatic. If you haven’t already done so, add positions and assign positions to your users. Hover over Workplace, then select Employee Users. Click Edit that...From your Computer
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Creating and Managing Positions
Positions are used to assign users and shifts to a particular duty or skill. You can also add positions from your iOS device and Android device. You must have manager or admin level access to create a position. When you add or modify a position, the schedule and timesheets are immediately updated....From your Computer
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Creating and Managing Positions
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,...From your Android device
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Creating and Managing Positions
Positions are used to assign users and shifts to a particular duty or skill. You can also create and manage positions from your computer or Android 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...From your iOS device
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When to Use Positions and Tags
Both positions and tags define a user’s qualifications. In this article, we’ll examine both objects and help you decide when to use them. Positions assign users and shifts to a particular duty or skill. Tags provide an additional eligibility requirement that you can layer on top of positions. Positions can be...From your Computer, iOS device, Android device
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Working With Schedules and Job Sites
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Creating and Managing Schedules
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 iOS device or Android device. You must have manager or admin level access to create and manage schedules. Deleting a schedule removes all shifts, shift templates, and job sites associated with the schedule. We recommend exporting shifts before deleting a schedule. Deleting a schedule cannot be undone. Hover over , then select Schedules. Click Add. Add a Name for...From your Computer
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Importing Job Sites
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:...From your Computer
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Creating and Managing Schedules
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...From your Android device
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Creating and Managing Job Sites
A job site is an optional way to identify a specific location where a shift takes place. When you add a shift to a schedule, you can assign a job site to the shift to let the user know where to go. You can use job sites for shifts that...From your Android device
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Creating and Managing Job Sites
A job site is an optional way to identify a specific location where a shift takes place. When you add a shift to a schedule, you can assign a job site to the shift to let the user know where to go. You can use job sites for shifts that...From your iOS device
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Scheduling Shifts at Job Sites
Job sites help indicate a specific place or location where your users are working away from your regular place of business. For more information, see Creating and Managing Job Sites. Hover over Workplace, then select Job Site Job Sites. In the top-right corner, click Add Job Site. Enter the job site details....From your Computer
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Add Latitude/Longitude for Geolocation
When adding a physical address to a job site or schedule, look at the Google Maps visualization and verify that the pin best reflects your physical address. If the Google Maps visualization does not match the physical address where you want users to clock in, you may want to assign...From your Computer
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Creating and Managing Schedules
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 Android device. You must...From your iOS device
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Making Separate Schedules
You might want to set up multiple schedules if your business operates out of different physical locations/regions or you want to build separate schedules for different teams/departments. At the most basic level, a schedule is a way to group users. A schedule might represent a physical place of business, a...From your Computer, iOS device, Android device
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When to Use Schedules and Job Sites
Schedules and job sites are powerful tools to help you schedule your team. In this article, we’ll examine both features and help you decide when to use them. A schedule is a way to group users. You add shifts to a schedule. A job site is an optional way to identify a specific location where a shift takes place. When you add a shift to a schedule, you can assign a job site to the shift to let the user know where to go. At the most basic level, a schedule is a way to group users. A schedule might represent...From your Android device, iOS device, Computer
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Exporting Schedules
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. The export includes both published and unpublished shifts. Schedule exports include...From your Computer
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Assigning Tags
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...From your Computer
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Assigning Tags
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 on your Computer and iOS device. You must have supervisor, manager or admin level access to assign a tag. Tags are not visible to employees. When a shift has tags assigned, an employee must be assigned all tags present in the shift to be eligible to take it. From the When I Work Scheduling app, tap Calendar Scheduler....From your Android device
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Assigning Tags
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 on your Computer and...From your iOS device
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Creating and Managing Job Sites
A job site is an optional way to identify a specific location where a shift takes place. When you add a shift to a schedule, you can assign a job site to the shift to let the user know where to go. You can use job sites for shifts that...From your Computer
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Getting the App and Logging In
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Logging In with Your Google Account
Using Google to log in to When I Work allows you to access your account with your Google account instead of logging in with an email address and password. If you don’t already have a When I Work account, register with your workplace. If your When I Work account does...From your Computer, iOS device, Android device
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Downloading the When I Work App
The When I Work apps for iOS and Android let you easily access information in your When I Work account no matter where you are. Need the Time Clock Terminal app? If you’re a supervisor, manager, or admin who needs to set up a time clock terminal on an iOS...From your Computer, iOS device, Android device
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Minimum Requirements
This article lists the minimum requirements to use When I Work on your computer, iOS device, or Android device. The When I Work web app supports the following internet browsers running on Windows or macOS: Google Chrome version 118 and later Firefox version 115 and later Safari version 16 and later Edge version 119 and later Make sure to download the scheduling app from the App Store as our web app is not supported by mobile web browsers. Your iPhone or iPad must be running iOS 16 or later. iOS versions 7.1–15.0 can continue to use older versions of the...From your Computer, iOS device, Android device
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Switching Between Accounts
Save time and switch between all associated When I Work workplaces without having to log into them individually. All accounts must have the same email address associated between the multiple user profiles. From the When I Work Staff Scheduling app, tap the More More at the bottom of the screen....From your iOS device
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Using When I Work with Multiple Workplaces
If you have multiple employers that use When I Work, you can switch between workplaces without having to log out. As an added benefit, email notifications are sent to one email address. Your email address associates you to your workplace. If you want to quickly switch between workplaces without logging out, use the same email address for all of your workplaces. When you start a new job, give your manager the same email address you’ve been using for other workplaces. If your manager invites you to join the workplace via text message, make sure to register with the same email...From your Computer, iOS device, Android device
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Log in with Third-Party Connect (Single Sign On)
The Single Sign On (SSO) integration allows you to use your existing corporate authentication to access When I Work. Use the When I Work log in page to access your account using a third-party connect. From your computer, use a supported web browser to sign in to When I Work on the web....From your Computer
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Signing in with Your Apple ID
Using Apple to sign in to When I Work allows you to access your account with your Apple ID instead of logging in with an email address and password. If you don’t already have a When I Work account, register with your workplace. If your When I Work account does...From your Computer, iOS device
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Your Personal Profile
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Change Your Email Address
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...From your Android device
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Setting Your Custom Time Zone
If your manager creates the schedule in a different time zone, setting a custom time zone for your profile translates your schedule to your time zone. You can also set a custom time zone from a computer. Your time zone displays after your shift times when you have a custom time...From your iOS device
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Add a Profile Picture
Adding a profile picture helps your coworkers recognize you in the app. You can also add a profile picture from your computer or Android device. Once an image has been uploaded to the app, it cannot be removed, only replaced with a new picture. The image must be larger than 128...From your iOS device
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Change Your Password
Follow these instructions if you know your current password and want to change it. If you’ve forgotten your password, you can reset your password. Hover over your name, then select My Profile My Profile. Click Change Password at the top right. Enter your current password in the Current Password field. Enter a...From your Computer
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Add a Profile Picture
Adding a profile picture will help your managers and coworkers recognize you in the app. You can also add a profile picture from your Android device or iOS device. The image you upload must be bigger than 128×128 pixels and no bigger than 500k in size. Hover over your name, then select My Profile My Profile....From your Computer
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Change Your Privacy Preference
Each user can turn their privacy settings on or off from a computer or iOS device. When privacy is turned off, your fellow coworkers can view your contact information from the Coworkers tab on the web app and mobile apps. When privacy is turned on, your coworkers can only see...From your Computer
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Updating Your Profile Settings
Your personal profile in When I Work allows you to change your password, set a profile image, set your personal information, and configure your preferences. Hover over your name, then select My Profile My Profile. Click Change Password, then enter a new password. For more information, see Changing Your Password. Hover over...From your Computer
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Change Your Email Address
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 Android device. Supervisors, managers, and admins cannot update a registered user’s...From your iOS device
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Add a Profile Picture
Adding a profile picture helps your coworkers recognize you in the app. You can also add a profile picture from your computer or iOS device. Once an image has been uploaded to the app, it cannot be removed, only replaced with a new picture. The image must be larger than 128...From your Android device
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Change Your Email Address
If you have a new email address, updating your email address in your profile ensures that email notifications and other messages are sent to the correct email address. You can also update your email address from your iOS device or Android device. Supervisors, managers, and admins cannot update a registered user’s...From your Computer
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Enable Log In with Two-Step Verification
Two-step verification adds a second layer of security to your account by requiring another method of verification beyond your initial password. This article covers enabling two-step verification on your iOS device. You can also enable and log in with two-step verification on your computer or Android device. If you choose...From your iOS device
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Enable Log In with Two-Step Verification
Two-step verification adds a second layer of security to your account by requiring another method of verification beyond your initial password. This article covers enabling two-step verification on your computer. You can also enable and log in with two-step verification on your Android device or iOS device. If you have...From your Computer
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Enable Log In with Two-Step Verification
Two-step verification adds a second layer of security to your account by requiring another verification method beyond your initial password. This article covers enabling two-step verification on your Android device. You can also enable and log in with two-step verification on your computer or iOS device. If you choose the authenticator app path, install an Authenticator App on your mobile device. When I Work recommends Authy, LastPass, or Google Authenticator. Tap More More in the bottom-right corner of the screen. Tap Profile & Settings. Tap the Two-Step Verification field. (Optional) If you haven’t already, tap an Authenticator App to download. If you already...From your Android device
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Configure Two-Step Verification
Two-step verification adds a second layer of security to your account by requiring another method of verification beyond your initial password. This article covers configuring two-step verification on your iOS device. You can also configure two-step verification on your computer or Android device. Two-Step Verification Technical Reference For more information about two-step verification, see Two-Step Verification Technical Reference. If you choose to use an authenticator app, When I Work recommends Authy, LastPass, or Google Authenticator. Two-step verification is an opt-in feature. Tap More in the bottom-right corner of the screen. Tap Profile Settings. Tap Edit in the top-right corner of the screen. Tap...From your iOS device
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Configure Two-Step Verification
Two-step verification adds a second layer of security to your account by requiring another verification method beyond your initial password. This article covers configuring two-step verification on your Android device. You can also configure two-step verification on your computer or iOS device. Two-Step Verification Technical Reference For more information about two-step verification, see Two-Step Verification Technical Reference. If you choose to use an authenticator app, When I Work recommends Authy, LastPass, or Google Authenticator. Two-step verification is an opt-in feature. From the When I Work Scheduling app, tap More More in the bottom-right corner of the screen. Tap Profile Settings. Tap Enabled...From your Android device
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Configure Two-Step Verification
Two-step verification adds a second layer of security to your account by requiring another method of verification beyond your initial password. This article covers configuring two-step verification on your computer. You can also configure two-step verification on your iOS device or Android device. Two-Step Verification Technical Reference For more information...From your Computer
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Request Profile Deletion
When I Work fully supports an individual’s right to manage their data as a user of our platform. From your iOS device, you can request to delete and archive your profile. Archiving a user from a particular workplace removes that person from that workplace’s schedule, deletes their user profile, and revokes access to your workplace. Workplace admins and managers are informed of your request to delete and archive your user profile. This provides admins and managers an opportunity to delete your future shifts or move them to OpenShifts. Profile deletion applies to your user profile on the selected workplace. This...From your iOS device
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Manage Your Pay Information
You can manage your pay information in your user profile. Pay information includes: Bank account information Tax withholding information Recurring benefits & deductions You can also manage your pay information from an iOS device or Android device. First time adding your info? You are prompted to fill out this info when you log into When I Work for the first time. You can also go to your user profile to start filling this out. Have your banking information readily available to speed up the process. Hover over your name, then select Profile & Settings. Click Get Started in the Pay Information...From your Computer
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Manage Your Pay Information
You can manage your pay information in your user profile. Pay information includes: Bank account information Tax withholding information You can also manage your pay information from a computer or iOS device. Have your banking information readily available to speed up the process. From the When I Work Staff Scheduling app, tap More. Tap Profile & Settings, then tap Pay. To manage a bank account, tap Manage Accounts in the Bank Account Section. Follow the prompts to complete. To manage tax withholdings, click Set Withholdings in the Taxes section. Follow the prompts to complete. From the When I Work Staff Scheduling...From your Android device
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Manage Your Pay Information
You can manage your pay information in your user profile. Pay information includes: Bank account information Tax withholding information You can also manage your pay information from a computer or Android device. Have your banking information readily available to speed up the process. From the When I Work Staff Scheduling app, tap More. Tap Profile & Settings, then tap Pay. To manage a bank account, tap Add Account in the Bank Account Section. Follow the prompts to complete. To manage tax withholdings, click Set Withholdings in the Taxes section. Follow the prompts to complete. From the When I Work Staff Scheduling...From your iOS device
Get Started
Alerts and Notifications
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Setting Alert Preferences
Update your alert preferences to customize how you’re automatically notified by When I Work. You can also set alert preferences from your computer or iOS device. 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....From your Android device
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Setting Alert Preferences
Update your alert preferences to customize how you’re automatically notified by When I Work. You can also set your alert preferences from your computer or Android device. 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....From your iOS device
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Viewing Notifications
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...From your Computer
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Setting Alert Preferences
Update your alert preferences to configure how you are automatically notified by When I Work. You can also set your alert preferences from your iOS device or Android device. 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...From your Computer
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Remove Phone Number from Blocklist
If you have previously opted out from SMS messages from When I Work, you can remove your number from the SMS blocklist and resume SMS delivery. Your phone number may have been blocklisted if you have replied STOP, UNSUBSCRIBE, CANCEL, END or QUIT to SMS messages from When I Work....From your iOS device, Android device
Payroll
Introduction to Payroll
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How Payroll Works
Payroll is full-service. It’s always ready to run, with no importing or closing pay periods needed. Payroll is part of When I Work, meaning it’s a single, user-friendly system. The following is a high-level summary of how Payroll with When I Work works: Contact the When I Work Customer Care team to get your account enrolled in Payroll. Check out the Payroll Reference Guide for Managers for an overview of the core functions. Add all the relevant details to your users to support running payroll, such as bank account information, tax withholdings, and recurring deductions. Review your payroll and make...From your Computer
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Payroll Reference Guide for Managers
Payroll provides a seamless way to transition hours worked into payments to your employees. You can manage pay periods, manage employee compensation, adjust employee deductions, and view payroll reporting. Before you get started, the When I Work Customer Care team will initiate an on-boarding process. Contact us for more information. There are differences in how the experience looks when adding and managing contractors. Check out Working With Contractors for more information. Payroll is configured by adding additional details into each user’s profile. Check out Add Payroll Details to Users for more information. Click Payroll to open the Payroll Overview screen...From your Computer
Payroll
Implementing Payroll
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Previous Payroll Provider Access Link Reference
The previous provider access component (PPAC) guides employers through how to grant access to their payroll history, enabling a more seamless transfer of data. Check out the Payroll Implementation Guide for more information about all the other steps. Link Location This link is available on the Payroll page in When I Work. Considerations Check is When I Work’s embedded payroll partner. In order to migrate data from your previous payroll provider, you may be asked to grant access to Check as an authorized user. This greatly reduces the implementation time as well as minimizes opportunity for error. Using the component...From your Computer
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Payroll Implementation Reference
This article is designed to provide an overview of how to implement When I Work Payroll and all the details you will need to get started. Get a glimpse of how Payroll works with Scheduling and Attendance and see the value of a real-time, all-in-one solution. Complete the enrollment form, which asks for the following information: FEIN Legal Name Trade Name or DBA (if applicable) Number of employees Number of contractors Current payroll provider Estimated amount of money that will be paid to employees and contractors per pay period. Ensure that your workplace is ready for onboarding by completing the...From your Computer
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Payroll Company Onboarding Link Reference
During your Payroll onboarding process you will need to provide information about your workplace and employees. Use this article as a reference when collecting all the necessary information. The onboarding link is a step in getting onboarded into When I Work Payroll. Check out the Payroll Implementation Guide for more information about all the other steps. Link Location This link is available on the Payroll page in When I Work. The following information is requested when completing the onboarding link. Collect this before your scheduled onboarding call to speed up the process. Key Components Where to Collect From Company Information...From your Computer
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Washington State Tax Setup Reference
Washington State mandates employers to provide specific employee data. Use this article as a guide for additional tax requirements when setting up Payroll. Check out the Payroll Implementation Guide for more information about the rest of the Payroll implementation. Position Change If an employee changes positions, let When I Work know so we can send you an onboarding link to update the code/rate for the employee. Washington state requires all employers to calculate and withhold a 0.58% premium from employees for this tax. It is possible for some employees to apply for an exemption from the tax via the WA...From your Computer
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Sync Payroll to QuickBooks Online for Accounting
You can connect your QuickBooks Online account application to When I Work Payroll during the implementation process. This option is available during the Set Up Accounting step of the Company Onboarding process. When prompted during the Set Up Accounting step, choose QuickBooks Online and click Connect. Question Answer Which categories must be mapped to the chart of accounts to create payroll journal entries in the general ledger? Payroll categories must be mapped to your companyʼs chart of accounts to enable the proper flow of payroll data to the QuickBooks Online general ledger. Optional categories can be marked in the dropdown...From your Computer
Payroll
Configuring Payroll
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Payroll Details Reference
Configure Payroll by adding additional details into each user’s profile. This article covers overviews of each tab in the User Details modal. Users are prompted to enter their pay information when logging-in to When I Work. Admins and managers can also enter pay information for users. Need to exclude users from payroll? If you need to exclude a user or users from payroll, check out Exclude Users from Payroll. Grayed out fields indicate you do not have the required role to access the field. Bank account information, tax withholding information, and deductions can only be added after a user is...From your Computer
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Benefits & Deductions Reference Guide
Use the following guide as a reference when setting up your benefits and deductions in payroll. You can set up recurring deductions or make one-time deductions. Benefit Description Deduction Type Medical This benefit belongs to a Section 125 Cafeteria plan that helps employees pay for qualified expenses related to medical care. Pre-tax Vision This benefit belongs to a Section 125 Cafeteria plan that helps employees pay for qualified expenses related to vision care. Pre-tax Dental This benefit belongs to a Section 125 Cafeteria plan that helps employees pay for qualified expenses related to dental care. Pre-tax Disability This benefit belongs...From your Computer
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Exclude Users From Payroll
You can elect to exclude individual users from payroll. This is useful if, for example, you want to give your accountant access to When I Work Payroll to process payroll. Take a peek at the considerations below for more context on what happens when a user is excluded. The excluded user is not sent to the payroll engine. The excluded user does not appear in payroll Details. The excluded user does not appear in the Hours & Pay menu. Once you elect to exclude a user, any earnings from the current pay period are removed from the next payroll. Hover...From your Computer
Payroll
Working with Payroll
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Manage Your User’s Pay Information
Add and manage your user’s pay information such as bank accounts and tax withholdings from the user profile section. Each user can manage their own pay information in their user profile. Contractor Differences Tax withholdings details and benefits & deductions details do not apply to contractors. Check out Working With Contractors for more information. To edit bank account details: Hover over , then select Users. Click on the name of the user you’d like to edit. Click Payroll, then click Manage Accounts. Follow the prompts in the modal until finished. Click Save User to finish. To edit tax withholding details:...From your Computer
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Review and Submit Payroll
Review your payroll and make any adjustments in real-time before you submit it. The focus of this article is to review and submit payroll for employees. You can review payroll starting from the Payroll Overview screen or from opening up a timesheet. Anytime during your pay period, you can review and make any adjustments to hours, earnings, deductions, taxes, and the payment method. The payroll details screen is split between Employees and Contractors. Contractor Differences There are differences in how the experience looks when setting up a contractor employment type. Check out Working With Contractors for more information. Adjust hours...From your Computer
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Working With Contractors
If you are paying contractors in addition to employees using When I Work Payroll, there are some differences that should be noted. This article serves as a reference for what these differences are. When onboarding contractors, you can have a link sent to them to complete additional information needed for payroll. Check out Payroll Contractor Onboarding Link Reference for more information. The Payroll review screen is split into an Employees section and a Contractors section so you can easily identify which people are in which group. When adjusting earnings for contractors, you can only add reimbursements. Deductions are not available...From your Computer
Payroll
View Payroll Documents
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Managing Payroll Files
Each payroll you submit includes files relevant to that payroll. You can manage all of the relevant files for your submitted payroll from each payroll details page. These files include: Paychecks Cash Requirements Payroll Journal Payroll Register File Description Paychecks A file containing all of the paychecks that can be printed. Cash Requirements A file containing total amount needed to cover expenses for the entire payroll, including all checks, EFT transactions, and deductions, withholdings, and liabilities. Payroll Journal A company and employee breakdown of the earnings, taxes, and deductions that make up the payroll currently under review by the admin....From your Computer
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Managing Paystubs for Managers
Admins, Managers, and Supervisors can view and download their paystubs in the When I Work iOS app. You can also manage your paystubs using a computer or your Android device. From the When I Work Staff Scheduling app, tap More then tap My Hours & Pay. Tap a Paycheck or View All to see all of your checks. Tap Paystub. When prompted, enter your password then tap Confirm. From the When I Work Staff Scheduling app, tap More then tap My Hours & Pay. Tap a Paycheck or View All to see all of your checks. Tap Paystub. When prompted,...From your iOS device
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Managing Paystubs for Managers
Admins, Managers, and Supervisors can view and download their paystubs in the When I Work Android app. You can also manage your paystubs using a computer or your iOS device. From the When I Work Scheduling app, tap More then tap My Hours & Pay. Tap a Paycheck or View All to see all of your checks. Tap Paystub. When prompted, enter your password then tap Confirm. From the When I Work Scheduling app, tap More then tap My Hours & Pay. Tap a Paycheck or View All to see all of your checks. Tap Paystub. When prompted, enter your...From your Android device
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Managing Paystubs for Managers
Admins, managers, and supervisors can view and download their paystubs from the paystubs page. Admins and managers can also look up paystubs for all the users in the account. You can also manage your paystubs using your iOS device or Android device. Hover over your user name then click Paystubs. Filter paystubs by Year or Month in the left sidebar to find the paystub you are looking for. Hover over your user name then click Paystubs. Click to download a specific your paystub to your computer. Hover over your user name then click Paystubs. Click the User drop down menu...From your Computer
Account Plan & Billing
Upgrading and Downgrading Your Plan
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Upgrading to a Paid Plan
Upgrading to a paid plan allows you to access When I Work features beyond your free trial. When I Work offers different plans that allow you to configure your account to best suit your needs. Current Plan Content This article covers the process to upgrade a free trial to a paid plan. If you are on a legacy plan and want to upgrade your plan see Switching to a Different Plan. You must have manager or admin access privileges to access the Account & Billing page in a free trial. If a manager upgrades the account, they become an admin....From your Computer
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Switching to a Different Plan
When I Work offers different plans that allow you to configure your account to best suit your business needs. You can change plans from the Account & Billing page. You must have admin access privileges to access the Account & Billing page. We accept payments via credit card only. Hover over , then select Account & Billing. Click Change Plan. Review the plans. If you’d like to compare monthly and annual pricing, click the Annually (5% discount) button. If you have questions about plan offerings, click FAQs or Talk to Sales. (Optional) Toggle on the switch for Time & Attendance to...From your Computer
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Manage User Seats
You can add or remove user seats in your account’s plan without changing your plan type. Adding more seats allows you to add more users on the Users page. If you need to update your plan to include more features, see Switching to a Different Plan. You must have admin access privileges in order to add or remove seats from a plan. Hover over , then select Account & Billing. Click Manage Seats. Click + or – to change the number of seats allowed in your account. (Optional) Enter a coupon code then click Apply. Click Complete Purchase to confirm your changes. Your changes take effect...From your Computer
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Add Time Clock & Attendance to Your Plan
Once you’ve mastered scheduling, take your account to the next level and add Time Clock & Attendance to your plan. Current Plan Content The content described in this article is for 2022 plans. If you have a legacy plan and want to add Time Clock & Attendance, you will need to switch to a 2022 plan. You must have admin access privileges in order to add Time Clock & Attendance. Hover over , then select Account & Billing. Click Change Plan. Click the toggle for Time & Attendance. Click Select Plan. Review the changes to the plan, then click Complete Purchase.From your Computer
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Switching to a Different Plan (Legacy)
When I Work offers different plans that allow you to configure your account to best suit your business needs. You can change plans from the Account & Billing page. Legacy Billing Engine This article covers account and billing content prior to July 17, 2023. Check out the non-legacy articles if...From your Computer
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Add Time Clock & Attendance to Your Plan (Legacy)
Once you’ve mastered scheduling, take your account to the next level and add Time Clock & Attendance to your plan. 2022 Plan Content The content described in this article is for 2022 plans. If you have a legacy plan and want to add Time Clock & Attendance, you will need...From your Computer
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Add Seats to a Plan (Legacy)
More seats can be added to the account’s plan without changing your plan type. Adding more seats allows you to add more users on the Users page. If you need to update your plan to include more features, see Switching to a Different Plan. Legacy Billing Engine This article covers...From your Computer
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Upgrading to a Paid Plan (Legacy)
Upgrading to a paid plan allows you to access When I Work features beyond your free trial. When I Work offers different plans that allow you to configure your account to best suit your needs. 2022 Plan Content This article covers the process to upgrade a free trial to a...From your Computer
Account Plan & Billing
Handling Billing and Invoices
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How Do I Cancel My Account?
If you want to cancel your workplace account, you may do so at any time from the When I Work web app. You must be the admin to cancel the account. Per our Terms of Service, you may cancel your When I Work account at any time; however, there are no refunds...From your Computer
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Invoices (Legacy)
When you are billed, When I Work sends an email invoice to the email address entered in the Update Billing Info section. Every invoice is added to your Invoice History and can be printed for your records. Account & Billing page look different? Your Account & Billing page may look different...From your Computer
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Hibernating Your Account (Legacy)
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...From your Computer
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Updating Billing Information
You can update your billing information at any time to change which card you use to pay for When I Work. You must be the admin to update your billing information. If you’re upgrading to a paid plan for the first time, check out Upgrading to a Paid Plan. We...From your Computer
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Nonprofit 501(c)(3) Organizations
When I Work is happy to work with 501(c)(3) and 501(c)(19) organizations to discuss pricing options for organizations planning to have less than 100 users. We require documentation to verify your status as a tax-exempt charitable organization: If you’re located in the United States, we require documentation to verify your official...From your Computer, iOS device, Android device
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Invoices
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 and can be downloaded and saved for your records. Account & Billing page look different? Your Account & Billing page may...From your Computer
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Hibernating Your Account
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...From your Computer
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Renew Your Annual Plan
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...From your Computer
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Reactivate Your Account
You might want to reactivate your account if your business is seasonal or you’d like to bring your account out of hibernation. From your computer, use a supported web browser to sign in to When I Work on the web. Click Reactivate Account. Now you can begin reconfiguring your account.From your Computer
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Changing the Primary Contact
Each When I Work has three slots available for admins who control payments and the life of the account. The admin is the only user role with access to the Account & Billing page. The Primary Contact can only be assigned to a user with admin level access. Hover over Gear, then...From your Computer
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Invoices (Legacy)
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 Invoice History and can be downloaded and saved for your records. Account & Billing page look different? Your Account & Billing page may...From your Computer
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Updating Billing Information (Legacy)
You can update your billing information at any time to change which card you use to pay for When I Work. Legacy Billing Engine This article covers account and billing content prior to July 17, 2023. Check out the non-legacy articles if your screen looks different. You must be the...From your Computer
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Payroll Billing Reference Guide
This article covers how billing works when you enroll in Payroll as part of your subscription to When I Work. Last Updated This article was last updated on March 25, 2024. Payroll fees are billed in arrears on a monthly basis and are included in the monthly bill alongside the subscription fees for the Scheduling & Attendance Product. Customers on annual Scheduling & Attendance plans that are billed on a monthly basis are billed for both their Scheduling & Attendance subscription as well as the monthly Payroll fees. Payroll consists of the following fees: Payroll Base: A flat dollar amount...From your Computer
Account Settings
General Settings
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Enabling Privacy for All Employees
If you want to prevent users with employee level access from viewing all other users with employee level access, you can enable global user privacy in the Settings General Settings. This will prevent users from seeing the Coworkers tab, the full schedule, and limit shift coverage options like swaps and...From your Computer
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Setting Time Zones
When I Work’s time zone settings determine how schedules and time entries are viewed and created. If you have users across different time zones, setting time zones allows users to view shift times and timesheet entires in their local time. You must have admin level access to adjust the workplace time zone in the General Settings. Changing the workplace’s time zone setting will adjust shift times on the schedule. If you use When I Work Time Clock & Attendance, timesheet entries are also adjusted. Time zones can be set for the workplace account and individual user profiles. The workplace’s default...From your Computer
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Currency Settings
The default currency setting in When I Work is set to USD ($). If you’re an admin or manager, you can select a different currency in the Settings General Settings. Hover over Gear, then select Settings General Settings. In the App Settings section, click the down arrow next to the Currency Symbol...From your Computer
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General Settings
Input your workplace information and determine how your staff uses When I Work by configuring your General Settings. This article is an overview of all available general settings. The settings in your account are dependent upon your plan. See your account’s Plans page or When I Work Pricing for more information and a full feature list. You must have admin or manager level access to view and modify the General Settings. If you make any changes to General Settings, click Save in the top-right corner of the screen. Communicate settings changes to users To avoid confusion, be sure to inform them of...From your Computer
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Change the Start Day of the Work Week
By default, When I Work sets the start day in the schedule to Sunday. You can change the first day of the work week in the General Settings. You must have admin or manager level access to change the start day of the work week. The start day of the work...From your Computer
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Setting Overtime Thresholds
Set up overtime thresholds so users are paid extra depending on how many hours they work within a certain time frame. You can adjust the thresholds to calculate weekly, daily, and daily double overtime. For example, if the weekly overtime threshold is set to 40 hours and a user works...From your Computer
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Change the Weekly Overtime Boundary
Accounts that calculate weekly overtime from the start of the pay period have the option to switch their overtime calculation to the start of the work week. The advantages of switching your account’s overtime boundary to the start day of the week include: Keeping things simple: Switching allows for overtime...From your Computer
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Manage Additional Time Off Types
You can create additional time off types to align with your workplace’s time off policies. There is no limit to the amount of additional types you create and they can be set as unpaid, paid, or both. This is useful when you want to add types like Jury Duty, Bereavement,...From your Computer
Account Settings
Time Off Settings
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Manage Time Off Accrual Policies
Time accrual policies enable your employees to earn time off based on how much they work. They can submit time off requests that are then automatically deducted from their earned time. From the Time Off Accrual section you can: Add new policies for time off accrual. Add caps to how many hours a user can accrue. Add milestones into your accrual policy. Check out Edit Time Off Balances for Users if you are an admin or manager and need to make adjustments to a time off balance. You must have attendance and/or Payroll to use time off accruals. You can...From your Computer
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Time Off Settings
This section allows you enable and disable time off request and methods on how to control how time off requests work. Users with manager or admin level access can manage time off requests settings. If you make any changes to Time Off Settings, click Save in the top-right corner of the screen. You must have attendance and/or Payroll to use time off accruals. Toggle the switch on the left to enable or disable time off. Turning off Time Off Requests disables employees and supervisors from requesting time off. Callout Name Description a Require Approval For Employees Select whether employee’s time off...From your Computer
Account Settings
Scheduling Settings
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Scheduling Settings
Determine how your staff use schedules by configuring your Scheduling Settings. This article is an overview of all available scheduling settings. The settings in your account are dependent upon your plan. See your account’s Plans page or When I Work Pricing for more information and a full feature list. You must have admin or manager level access to access the Scheduling Settings page. If you make any changes to Scheduling Settings, click Save in the top-right corner of the screen. Communicate settings changes to users To avoid confusion, be sure to inform users of any changes to the account’s settings. Hover over ...From your Computer
Account Settings
Attendance Settings
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Attendance Settings
Configure your Attendance Settings to determine how your users use Time Clock & Attendance. This article is an overview of all available attendance settings. The settings in your account are dependent upon your plan. See your account’s Plans page or When I Work Pricing for more information and a full...From your Computer
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Setting Pay Period Length
Set the pay period length to align with how frequently your users are paid. For example, if you pay users every week you might want to set weekly pay periods. You must have admin or manager (with “can manage timesheets and pay periods” enabled) level access to change pay periods settings. Changing...From your Computer
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Allow Clocking In With a Personal Computer
If your user’s use computers at work, allow them clock in and out from their computers when they’re logged in to the When I Work web app. You can also allow users to clock in from the When I Work mobile apps or time clock terminals. You must have manager...From your Computer
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Allow Clocking In from Mobile Devices
Turn on the mobile time clock method to allow your users to clock in and out using the When I Work app on their iOS device and Android devices. You can also allow users to clock in and out from personal computers or time clock terminals. You must have manager...From your Computer
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Restricting When Users Can Clock In
Set up time-based clock-in restrictions if you don’t want users with employee or supervisor level access clocking in too early for their scheduled shifts. If you need to set up location-based clocking restrictions, check out Restricting Where Users Can Clock In Or Clock Out. Time-based restrictions determine when an employee...From your Computer
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Restricting Where Users Can Clock In Or Clock Out
Users with employee or supervisor level access can be allowed to clock in or clock out from anywhere, or you can limit where they are allowed to clock in or clock out based on where they’re physically located. You might want to set up location-based restrictions to increase accountability and...From your Computer
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Preventing Employees from Editing Their Timesheets
By default, users with employee level access have the ability to edit their own personal timesheets. If you don’t want employees or supervisors to edit their own timesheets, disable the feature in the Attendance Settings so they can only record their hours by clocking in and out. You must have admin or manager (with “can manage timesheets and pay periods” enabled) level access to change the timesheet settings. If you allow employees to edit their own timesheets, they can only make edits to timesheets in open pay periods. Hover over , then select Attendance Settings. In the General section, uncheck the Allow employees to enter...From your Computer
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Adjust When Clock In/Out Reminders Are Sent
Reminders are sent if a user forgets to clock in or clock out for a shift. Adjust how soon after a user forgets to clock in or out for a reminder to send to best fit your needs. For example, you might want to remind users five minutes after they...From your Computer
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Setting Overtime Alerts
Overtime alerts notify you when users with employee level access are nearing overtime, scheduled for overtime or have accepted a shift that adds overtime hours. Managers and supervisors have the option to opt in or out of these alerts by setting their personal alert preferences. Overtime alerts are based on...From your Computer
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Automatically Deduct Scheduled Breaks
You can have unpaid breaks automatically deducted from timesheets if your users don’t punch in or punch out for breaks on their own. When I Work recommends this feature be used when users have regular unpaid breaks entered as a part of their schedule and there is no requirement for...From your Computer
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How Paid Break Reporting Works
The paid break reporting feature allows users to report that they have taken all of their required paid breaks during their shift. If the user did not take their paid breaks, they can leave a note explaining why the breaks were missed for the employer’s records. Timesheet exports will highlight...From your Computer, iOS device, Android device
Account Settings
Integrations
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Getting Access to the When I Work API
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...From your Computer
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Gusto Integration
When I Work integrates with Gusto to make managing employees and exporting payroll painless. The integration allows you to: Sync employee names Send timesheets from When I Work to Gusto Send When I Work job positions to Gusto Send PTO and sick time from When I Work to Gusto Your workplace must use Time Clock & Attendance to set up payroll integrations. The linked Gusto account must have only one pay schedule. The Gusto pay period frequency and dates must match the When I Work pay period. All When I Work users with worked hours must be assigned to the single pay schedule in...From your Computer
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Integrating With a Payroll Processor
Set up a payroll integration to streamline sending pay period information from When I Work to your payroll processor. Your account’s plan must include Attendance to set up payroll integrations. Follow our instructions to set up a payroll integration with any of these payroll processors: When I Work for RUN...From your Computer
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QuickBooks Online Integration
When I Work integrates with QuickBooks Online to make managing users and exporting pay period hours painless. The integration allows you to sync user names and send worked hours to QuickBooks Online. Prior to exporting this information, you will need to close out your pay period. Your workplace must use Time Clock & Attendance to set up payroll integrations. This integration is compatible with Quickbooks Online Plus with Payroll in the United States, India and Canada. Other QuickBooks Online plans are not compatible. Quickbooks Online Plus accounts must use Core, Premium, Elite or Standard. Outside payroll service integrations are not compatible. PaySuite...From your Computer
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ADP Workforce Now Timesheet Export
If you use Time Clock & Attendance, you can easily send payroll information to ADP Workforce Now for payroll processing. Your workplace must use Time Clock & Attendance to set up payroll integrations. You must have manager or admin level access to set up the integration. If you have multiple ADP...From your Computer
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Paychex Integration
If you use When I Work Time Clock & Attendance, you can easily export your payroll information to a CSV file and upload it to Paychex. Your workplace must use a paid Time Clock & Attendance plan to set up payroll integrations. You must have admin or manager (with “can manage...From your Computer
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Zapier Integration
Zapier lets you connect When I Work to over 1,000 other web services. Automated connections called Zaps are set up in minutes without coding. These Zaps build workflows between apps like Google Sheets, Excel, and Slack that automate processes in When I Work. Each Zap has one app as the...From your Computer
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Integrations to When I Work
Providers of other employee management systems have created integrations to When I Work to streamline actions and processes between platforms. The integrations listed in this article are created by third party providers. Please contact the provider directly with questions as these integrations are not supported by When I Work’s Customer...From your Computer
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When I Work for RUN Powered by ADP® Integration
The When I Work for RUN Powered by ADP® connector enables you to send pay period hours from When I Work right to ADP before you close the pay period. This article provides details around the requirements to implement the connector as well as setup instructions for matching user and...From your Computer
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Single Sign On (SAML v2)
Overview The Single Sign On (SSO) integration, based on SAML v2, allows your users to use your existing corporate authentication to access When I Work. This can help streamline authentication from internal portals, other applications, or even from your custom subdomain. SSO is available on the web app only. What...From your Computer
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API Services Reference Guide
When I Work has a Primary API service and is continuously building new, smaller service APIs to support each new feature in the product. As new features are developed, new service APIs are created to support easier scalability and better redundancy. The content outlined here details all of the current...From your Computer
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ADP Workforce Now Direct Integration
The ADP Workforce Now direct integration enables you to send your payroll information directly to ADP for payroll processing. With this integration you can: Send worked hours, the pay rates for those hours, and paid time off from When I Work to ADP Workforce Now. Create new users in When...From your Computer
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Square Integration Reference
When I Work integrates with Square Payroll for quick and seamless time tracking and payroll services. The integration allows you to sync employees, schedules, and time entries between the systems. Your workplace must use Time Clock & Attendance to set up payroll integrations. This integration is available for US customers only. Employees must be active in Square Team Management in order for users to sync to Square Payroll. NOTE: You do not need a separate subscription to Square Team Plus. If you do have a Square Team Plus plan, there are features in Team Plus that are not supported by When...From your Computer
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Lightspeed Retail (X-Series) POS Integration Reference
When I Work integrates with Lightspeed Retail (X-Series) POS to increase operational efficiency through some automations. With this integration you can: Automatically create and update users in When I Work based on your users in Lightspeed POS. Review actual sales data from Lightspeed POS within your When I Work schedules. You can elect to use one or all of the integrations to Lightspeed POS listed above. Check out Integration details for more information about each one. You must be on a paid When I Work plan. You must have a Lightspeed Retail (X-Series) product. You must specify what Schedule in...From your Computer
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Square POS Integration Reference
When I Work integrates with Square Point of Sale (POS) to increase operational efficiency through some automations. With this integration you can: Automatically create and update users in When I Work based on your users in Square POS. Review actual sales data from Square POS within your When I Work schedules. Clock in/clock out in Square POS against shifts created and edited in When I Work. Compare Square POS actual hours worked data to scheduled shifts in When I Work. You can elect to use one or all of the integrations to Square POS listed above. Check out Integration details...From your Computer
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Clover POS Integration Reference
When I Work integrates with Clover Point of Sale (POS) to increase operational efficiency through some automations. With this integration you can: Create and update user records in When I Work based on your users in Clover POS. Update the sales amount by day and by Schedule in When I Work based on sales data captured in Clover POS. Create and update shifts in Clover POS based on shifts created and modified in When I Work. Create and update clock in/clock out entries in When I Work based on clock ins for shifts in Clover POS. You must be on...From your Computer
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Lightspeed Restaurant (K-Series) POS Integration Reference
When I Work integrates with Lightspeed Restaurant (K-Series) POS to increase operational efficiency through some automations. With this integration you can: Review actual sales data from Lightspeed POS within your When I Work schedules. You must be on a paid When I Work plan. You must have a Lightspeed Restaurant (K-Series) product. You must specify what Schedule in When I Work you want Lightspeed POS mapped to. An active integration user profile must exist in the account. This profile occupies a seat in the workplace. Use the following high level steps as a guide to help get your account set...From your Computer
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Workday Integration Reference
When I Work integrates with Workday to increase operational efficiency through some automations. With this integration you can: Create and update user records in When I Work based on your users in Workday. Create and update time off requests created and approved in Workday. You must be on a paid When I Work plan. You must have a Workday product. You must specify what Schedule in When I Work you want Workday mapped to. An active integration user profile must exist in the account. This profile occupies a seat in the workplace. Use the following high level steps as a...From your Computer
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Next Workers’ Compensation Integration Reference
When I Work integrates with Next Workers’ Compensation to help you find coverage for workers’ compensation insurance. The integration enables you to offer workers’ compensation insurance directly within When I Work. The integration allows When I Work to share your payroll data in real-time and establish a pay-as-you-go policy for Workers’ Comp with NEXT. Your workplace must use Time & Attendance and Payroll. The Payroll Terms of Service – Workplaces and the Workers’ Comp Insurance Schedule (Schedules A and A-1 of our Terms of Service found at https://wheniwork.com/terms) set forth the terms and conditions under which Customers have the opportunity...From your Computer
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MindBody Integration Reference
When I Work integrates with MindBody to increase operational efficiency through some automations. With this integration you can: Create and update user records in When I Work based on your users in MindBody. Update the sales amount by day and by Schedule in When I Work based on sales data captured in MindBody. Create and update shifts in MindBody based on shifts created and modified in When I Work. Create and update clock in/clock out entries in When I Work based on clock ins for shifts in MindBody. You must be on a paid When I Work plan. You must...From your Computer
Scheduling
Introduction to Scheduling
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Scheduler Reference Guide
Use the Scheduler to create and manage the schedule for your workplace. You can access the Scheduler in the When I Work web app at any time by clicking the Scheduler tab at the top of the page. The schedule displays scheduled shifts, annotations, user’s availability preferences, and approved time off. Callout Name Description a Annotation Use annotations to send your staff an announcement, let them know your business is closed, or prevent them from taking time off. Click Annotation button next to a date to add or edit an annotation. b OpenShift Use OpenShifts to offer shifts to a select...From your Computer
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Scheduling Basics
When I Work Scheduling is a comprehensive scheduling tool that helps you save time and instantly communicate the schedule to your users. At the most basic level, scheduling your team involves adding shifts and publishing the schedule. The When I Work schedule is made up of shifts just like any schedule. Every shift is built with the same building blocks. Building Block Description User (Required) The person that is responsible for working the shift. Start and end time (Required) When the shift begins and ends. Position (Optional) The job the user will be performing, such as barista, cashier, or manager....From your Computer, iOS device, Android device
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Giving Your Team Schedule Flexibility
Giving your team schedule flexibility can go a long way to keeping them happy. When I Work offers several features to take the scheduling burden off you and empower your users. The availability feature allows your users to let you know when they prefer to work and when they prefer...From your Computer, iOS device, Android device
Scheduling
Creating the Schedule
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Using Annotations
Use annotations to send your staff important information about a particular day. You can send a general announcement, let your staff know that time off isn’t allowed, or let your staff know that your business will be closed that day. You can also use annotations from your computer or Android phone....From your iOS device
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Finding a Replacement for a Shift
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. You can also find a replacement from your iPhone or...From your Computer
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Shift History
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....From your Computer
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Add Unpaid Breaks to Shifts
Add unpaid breaks to your user’s shifts to calculate total paid hours for a specific day or week in a schedule. If you use When I Work Time Clock & Attendance, unpaid breaks are not automatically deducted from user’s worked hours unless Automatically Deduct Scheduled Breaks from Timesheets is checked...From your Computer
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Using Annotations
Use annotations to send your staff important information about a particular day. You can send a general announcement, let your staff know that time off isn’t allowed, or let your staff know that your business will be closed that day. You can also use annotations from your iPhone, iPad, or Android...From your Computer
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Quick Shift Options
Quick shift options give you easy access to shortcuts for a shift. Hover your mouse pointer over a shift to access the quick shift options. Quick shift options appear when you hover your pointer over a shift. Item Description Edit Pencil button Click to edit the shift. More button Click...From your Computer
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Viewing Labor Costs While Scheduling
Enable forecast tools to view how much is being spent on labor costs as you schedule and also input projected sales (future) or actual sales (past) to get a labor expenses to projected sales ratio. By default, supervisors can view and edit projected sales but cannot view daily labor cost....From your Computer
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Copying Shifts and Schedules
You can copy shifts and schedules to save time and ensure you have the schedule coverage that you need. If your business has regular shifts for select users, copying shifts and setting them up for specific intervals helps you save time (so you don’t have to recreate each shift individually). Ever forget to schedule a position? By loading an existing template, you’ll be able to confidently know that your scheduled shifts cover your most critical positions. To copy a shift, hold the control key (or the command key if on a Mac) and click the shift you want to copy,...From your Computer
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Setting Up Repeating Shifts
If you have a shift that regularly takes place at the same time, set it up as a repeating shift to save yourself time. Using repeat shifts you can: Select the days of the week a shift repeats on. Select the repeat frequency from every week, up to every 4 weeks, or a custom frequency. Select when the shift repeat sequence ends: In 1 year (maximum) In 6 months In 1 month On date A shift can repeat for up to one year. When you’re adding a shift, click the Repeat Shifts toggle. From the Repeats menu, select how often...From your Computer
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Deleting Shifts
If you no longer need a shift or you accidentally scheduled it, you can delete it from the schedule. If you are a supervisor, you can only delete shifts for the schedules that you belong to. A shift cannot be recovered after it is deleted. Hover over the shift you...From your Computer
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Interpreting Availability and Time Off While Scheduling
Availability preferences and time off requests help you better understand when users can work so you can schedule them more effectively and avoid scheduling conflicts. Depending on your view of the Scheduler, user’s availability and time off is displayed differently. See Schedule Views for more information on the ways you...From your Computer
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Tracking Hours in the Scheduler
When I Work makes keeping track of hours easy as you’re building the schedule. In addition to seeing total hours for all users for a day or week, you can see an individual user’s: Scheduled hours per day or week Max number of hours they should be scheduled per week...From your Computer
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Using Annotations
Use annotations to send your staff important information about a particular day. You can create a general announcement, block time off requests, or indicate your business will closed that day. You can also use annotations from your computer, iPhone, or iPad. Types of Annotations Each annotation has one or more...From your Android device
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Reassigning Shifts
You might need to reassign a shift to a different user if the originally scheduled user can’t work the shift. If you’d prefer to offer the shift to other users so they can volunteer to take it, use the find replacement feature instead. If you’re using day view to build...From your Computer
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Finding a Replacement for a Shift
If a user is unable to work an assigned shift, you can offer the shift to other qualified users. The first user to accept the offer is automatically assigned to work the shift. You can also find a replacement from your computer or Android phone. From the When I Work...From your iOS device
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Finding a Replacement for a Shift
If a user is unable to work an assigned shift, you can offer the shift to other qualified users. The first user to accept the offer is automatically assigned to work the shift. You can also find a replacement from your computer, iPhone, or iPad. From the When I Work...From your Android device
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Viewing Hourly Coverage in the Schedule
Viewing hourly coverage helps you better visualize how many people you have scheduled for a particular hour throughout the day. The hourly coverage graph is only available in day view. If you prefer to schedule in week view, you can view daily total hours at the bottom of the schedule....From your Computer
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Saving Time With Scheduling Shortcuts
When I Work offers several tools that help you save time when you build the schedule. If you need to move a shift: Click and drag a shift to move it to a different user. As you move the shift around, icons appear to let you know whether users are qualified or have conflicts. Thumbs up icon means the user is qualified to take the shift (based on position). Thumbs down icon means the user is not qualified to take the shift (based on position). Month view does not support drag and drop. If you need to add another shift...From your Computer
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Scheduling a Shift
If you need to schedule a shift on the go, the When I Work Scheduling app for Android has you covered. You can add a custom shift or use a shift template to save time. You can also create shifts from a computer or iOS device. From the When I Work Scheduling app, tap Schedule Scheduler on the bottom of the screen. Tap Add, in the bottom-right corner. You will see a list of shift templates that can be used to recreate commonly used shift details. If you haven’t added shift templates for shifts that regularly occur, create a shift template. If...From your Android device
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Scheduling a Shift
If you need to schedule a shift on the go, the When I Work Staff Scheduling app has you covered. You can add a custom shift or use a shift template to save time. You can also create shifts from a computer or Android device. From the When I Work...From your iOS device
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Scheduling a Shift
You can add a custom shift or use a shift template to save time. If you need to schedule a shift on the go, you can create shifts from your iOS device or Android device. Click Calendar Scheduler. Click Add to add a shift. If you’re on day, week, or 2...From your Computer
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Auto-Assign Shifts
Auto-assign shifts leverages the information already entered in your When I Work account to create a schedule. The feature automatically assigns unpublished OpenShifts to users for you to review and publish. Auto-assign shifts is only available in week view. Only unpublished OpenShifts are automatically assigned. OpenShifts with no position are only eligible to be assigned to users whose profile is not assigned to any positions. Shifts are assigned to users based on: The user’s assigned positions. The user’s assigned tags. The user’s existing shifts (published or unpublished). The user’s approved time off requests. Active filters in the scheduler. Configure additional...From your Computer
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Overtime Visibility
The overtime visibility feature displays the overtime impact when scheduling. Your account’s overtime thresholds are used to calculate a user’s potential overtime when assigning a shift. Don’t see this feature? If you don’t see Overtime Visibility information, check your Account & Billing page to see if your account has Overtime...From your Computer
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Identifying Scheduling Conflicts
Schedule your staff more effectively in the Android app by viewing their scheduling conflicts. Conflicts occur if a user is scheduled when they: Already have a scheduled shift Break a scheduling rule Have approved time off Have indicated they’re unavailable to work When creating or editing a shift, you can select to assign the shift as an OpenShift for users to pick up, or directly to an agent. a. Qualified Users are users that have the correct Position and Tag assignments to be eligible to take the shift. b. All Employees are all users assigned to the Schedule. c. Tap...From your Android device
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Bulk Edit Shifts
You can make edits to multiple shifts at once in the scheduler. Bulk editing is useful when you need to make changes to positions for multiple shifts, update start or end times for multiple shifts, or move a few different shifts to OpenShifts. User view, position view, and coverage view all support editing multiple shifts. Only the single occurrence of a repeating shift is edited. The repeating instances are not edited. Check icon signifies that all shifts for a user, day, or position are selected. Dash icon signifies that some shifts for a user, day, or position are selected. Callout...From your Computer
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Scheduling Rules Reference
Scheduling rules are available to help promote a more thoughtful schedule that keeps the well-being of the employees at a high focus point. They can also be used to meet local guidelines around scheduling, such as required-time off per week. Scheduling Concerns are shown in the following areas: Create shift...From your Computer
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Copying Shifts
Overview You can copy shifts to save time and ensure you have the schedule coverage that you need. If your business has regular shifts for select users, copying shifts and setting them up for specific intervals helps you save time (so you don’t have to recreate each shift individually). Ever forget to schedule a position? By loading an existing template, you’ll be able to confidently know that your scheduled shifts cover your most critical positions. You can also copy shifts on your computer and Android device. Copy shifts To copy a shift: Open the When I Work mobile app. Tap...From your iOS device
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Copying Shifts
Overview You can copy shifts to save time and ensure you have the schedule coverage that you need. If your business has regular shifts for select users, copying shifts and setting them up for specific intervals helps you save time (so you don’t have to recreate each shift individually). Ever forget to schedule a position? By loading an existing template, you’ll be able to confidently know that your scheduled shifts cover your most critical positions. You can also copy shifts on your computer and iOS device. Copy shifts To copy a shift: Open the When I Work mobile app. Tap...From your Android device
Scheduling
Templates
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Using Schedule Templates
Schedule templates allow you to create a daily or weekly schedule that is reusable. If your schedules are very similar from day to day or week to week, use a template to save time and avoid creating schedules from scratch. You may use an already existing schedule or create a new one to use as a template. Templates can be made for daily or weekly schedules, but not two week or monthly schedules. Templates do not include repeating shifts by default. You can choose to include them when saving. Click Scheduler. Create a daily or weekly schedule that you’d like...From your Computer
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Creating and Managing Shift Templates
Shift templates save you time when you need to 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 shift quickly and easily. You must have supervisor, manager, or admin access privileges in When I Work to add, modify, import, or delete shift templates. Supervisors can manage shift templates for their schedules only. When you edit a shift template, existing shifts that were created using that template are not updated. Future shifts scheduled with the shift template reflect the updates you make. Hover over , then select Shift Templates....From your Computer
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Using Shift Templates Versus Custom Shifts
There are two ways that you can create shifts on your schedule: Shift templates Custom shifts Check out Scheduling a Shift for more information on how to add shifts to the schedule. If you have shifts that you frequently schedule, we recommend creating shift templates so you don’t have to set up shift...From your Computer
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How Shift Templates Work
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...From your Computer
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Create Shift Template
Overview Shift templates save you time when you need to 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 shift quickly and easily. You can create shift templates on your computer or iOS device. Considerations You must have supervisor, manager, or admin access privileges in When I Work to add shift templates. Supervisors can create shift templates for their schedules only. Open the When I Work mobile app. Tap Scheduler. Tap . Tap Create Custom Shift . Add all the details for the shift, then...From your Android device
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Create Shift Template
Overview Shift templates save you time when you need to 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 shift quickly and easily. You can create shift templates on your computer or Android device. Considerations You must have supervisor, manager, or admin access privileges in When I Work to add shift templates. Supervisors can create shift templates for their schedules only. Open the When I Work mobile app. Tap Scheduler. Tap . Tap Create Custom Shift . Add all the details for the shift, then...From your iOS device
Scheduling
OpenShifts
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Taking OpenShifts
OpenShifts appear when your employer creates shifts that you and your coworkers can pick up yourselves. Taking an OpenShift automatically adds the shift to your schedule. You can also take OpenShifts from your computer or iPhone/iPad. OpenShifts are available on a first come, first serve basis. OpenShifts are available for...From your Android device
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Taking OpenShifts
OpenShifts appear when your employer creates shifts that you and your coworkers can pick up yourselves. Taking an OpenShift automatically adds the shift to your schedule. You can also take OpenShifts from your computer and Android phone. OpenShifts are available on a first come, first serve basis. OpenShifts are available for all qualified...From your iOS device
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Scheduling an OpenShift (Open Scheduling)
Schedule an OpenShift when you’d like a user to pick up a shift instead of assigning it to a specific person. OpenShifts are a good fit when: You want to give your users the flexibility to pick up shifts that work best for them. Your user’s availability is complicated, and...From your iOS device
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Scheduling an OpenShift
Schedule an OpenShift when you’d like a user to pick up a shift instead of assigning it to a specific person. The process to create an OpenShift varies slightly depending on whether you’re using users view or position view on the Scheduler. You can also schedule an OpenShift from your...From your Computer
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Taking OpenShifts
OpenShifts appear when your employer creates shifts that you and your coworkers can pick up yourselves. Taking an OpenShift automatically adds the shift to your schedule. You can also take OpenShifts from iPhone/iPad and Android. OpenShifts are available on a first come, first serve basis. OpenShifts are available for all...From your Computer
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Scheduling an OpenShift (Open Scheduling)
Schedule an OpenShift when you’d like a user to pick up a shift instead of assigning it to a specific person. OpenShifts are a good fit when: You want to give your users the flexibility to pick up shifts that work best for them. Your user’s availability is complicated, and letting them pick up shifts themselves saves time for everyone. You can also schedule an OpenShift from your computer or iPhone. From the When I Work Scheduling app, tap Calendar Schedule on the bottom of the screen. Tap More button, then tap Create Shift. You will see a list of shift templates that can...From your Android device
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Offer an OpenShift to Specific Users
When creating or editing an OpenShift, you can view all the users who are eligible for the shift and offer the shift to specific eligible users. A user is eligible to pick up a shift if they meet the following criteria: They are qualified for the shift based on their...From your Computer
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Publishing OpenShifts
After you add OpenShifts to the schedule, publish them to let your staff know they can pick up more shifts. Use the Publish & Notify button near the top left corner of the Scheduler. This publishes all of the shifts in the day, week or month that you are viewing including...From your Computer
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Deleting OpenShifts
Overview If you no longer need an OpenShift or you accidentally scheduled it, you can delete it from the schedule. Hover over the OpenShift you want to delete. Click More button. Select Delete. Alternatively, you can edit the OpenShift, then click Delete. Click Confirm Delete. Clear all OpenShifts for the week from week view....From your Computer
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How Shift Bidding Works (OpenShift Requests)
Shift Bidding, also called OpenShift Requests, is an option within an OpenShift that allows users to express interest in the shift. You can then view who has requested to pick up the OpenShift and select and approve a user to work the shift. The Shift Bidding option helps you moderate...From your Computer, iOS device, Android device
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How OpenShifts Work
Schedule an OpenShift when you’d like a user to pick up a shift instead of assigning it to a specific person. OpenShifts are a good fit when: You want to give your users the flexibility to pick up shifts that work best for them. Your user’s availability is complicated, and...From your Computer, iOS device, Android device
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Require OpenShift Pick Up Approval (Shift Bidding)
Shift Bidding, also called OpenShift Requests, is an option within an OpenShift that allows users to express interest in the shift. Require pick up approval on OpenShifts to allow users to bid on the shift. You can also require pick-up approval from your web app or iOS device. Create or edit an OpenShift in the scheduler to require pick up approval. From the When I Work Scheduling app, tap Calendar Scheduler. Tap Add Create Shift. If you see the shift you want to create in the list of Shift Templates, tap it to use that template. If you haven’t made templates for regular shifts,...From your Android device
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Require OpenShift Pick Up Approval (Shift Bidding)
Shift Bidding, also called “OpenShift Requests”, is an option within an OpenShift that allows users to express interest in the shift. Require pick up approval on OpenShifts to allow users to bid on the shift. You can also require pick up approval from your Android device or iOS device. The...From your Computer
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Require OpenShift Pick Up Approval (Shift Bidding)
Shift Bidding, also called OpenShift Requests, is an option within an OpenShift that allows users to express interest in the shift. Require pick up approval on OpenShifts to allow users to bid on the shift. You can also require pick up approval from your web app or Android device. Create or...From your iOS device
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Labor Sharing Reference Guide
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...From your Computer, iOS device, Android device
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How Overlapping OpenShifts Work
The overlapping OpenShift coverage option allows users to pick up OpenShifts that overlap with currently scheduled shifts. This permits users to double up on shifts that have overlapping times if the user can cover enough of the OpenShift. Overlapping OpenShifts can be used without or with shift bidding (OpenShift pick-up...From your Computer, iOS device, Android device
Scheduling
Schedule Views and Filters
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Using Month View
Use month view to view the schedule, add and edit shifts, and print shifts for an entire month. Because month view offers fewer features than day or week view, we recommend using month view to review and fine tune the schedules you’ve made in the other views. Month view is...From your Computer
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Filtering the Schedule
Whether you prefer to schedule in user view, positions view, or coverage view, you can filter your schedule to quickly view coverage for particular positions or job sites. Instead of viewing your entire schedule, filtering helps you narrow your schedule down to the shifts you want to see. Filters can be collapsed and you can scroll independently from the schedule. If you have filtered the schedule, you can see what is filtered by looking for a red dot next to the filter heading. If the filters menu is collapsed, the red dot appears next to the expand button to notify you...From your Computer
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Schedule Views
Changing your view of the schedule helps you better visualize upcoming shifts. The Scheduler offers three types of views: Time views determine the time period that you’re viewing. Staff views determine the formatting of the schedule. Color views determine whether the schedule is colored-coded based on shift colors, position colors, or job site colors. You can also change schedule views from your Android device or iOS device. Looking to manage hours in the schedule? Check out Track Hours and Labor in the Scheduler. Time views The Scheduler allows you to view the schedule by week (default), day, 2 weeks, or month. Switch between time views...From your Computer
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Schedule Views
The When I Work Staff Scheduling app allows you to view the full schedule, OpenShifts, and your personal shifts. If you have employee access privileges, check out employee schedule views article. From the When I Work Staff Scheduling app, tap Calendar Scheduler at the bottom of the screen. All Shifts view appears by default. All...From your iOS device
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Schedule Views
The When I Work Scheduling app for Android allows you to view and manage the full schedule, OpenShifts, and your personal schedule. If you have employee access privileges, check out our employee schedule views article. From the When I Work Scheduling app, tap Calendar Scheduler at the bottom of the screen....From your Android device
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Schedule Filtering
You can filter shifts by schedules, job sites, positions, tags, and users. If you like, you can apply multiple filters at once; in this case, only shifts that match all of the applied filters are displayed. You can also filter the schedule from your computer or Android phone. From the...From your iOS device
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Schedule Filtering
You can filter shifts by schedules, job sites, positions, tags and users. If you like, you can apply multiple filters at once; in this case, only shifts that match all of the applied filters are displayed. You can also filter the schedule from your computer or iPhone. From the When I Work Scheduling app, tap Schedule Scheduler on the bottom of the screen. Tap Preferences in the top-right corner to view the filter options. The filters screen appears. Tap Schedule. Tap the schedule that you want to view shifts for. Tap Checkmark to save your selection. (Optional) Apply job sites, positions, tags, or...From your Android device
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Forecast Tools
Get more insight into your budget using the forecast tools. Use forecast tools while scheduling to ensure you have the right coverage and are within your labor budget. Use the forecast data import function to quickly enter forecast information across time. By default, supervisors can view and edit projected sales...From your Computer
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Scheduler Coverage View Reference Guide
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...From your Computer
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Scheduler User View Reference Guide
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 theFrom your Computer
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Scheduler Position View Reference Guide
Position view displays shifts grouped by assigned position. Use position view if you’d like to schedule coverage based on which positions need to be filled. Position 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. Go to theFrom your Computer
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Track Hours and Labor in the Scheduler
When I Work makes keeping track of hours easy as you’re building the schedule. The schedule displays total scheduled hours for the week or day and total scheduled hours per user. All hours are counted based on the workday start time. This is set to 12 AM by default. Contact...From your Computer
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Scheduler Job Site View Reference Guide
Job site view displays shifts grouped by assigned job site. Use job site view if you’d like to schedule coverage based on which job sites need to be covered. Job site 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. Go to theFrom your Computer
Scheduling
Using Availability
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Editing a User’s Availability
Availability preferences let you know when a user prefers to work. You might need to edit a user’s availability yourself if the user communicates preferences to you outside of When I Work. You can also edit a user’s availability preferences from your computer or Android phone. You must have supervisor, manager, or...From your iOS device
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Viewing User Availability
User’s availability preferences let you know when they’re available when assigning shifts so that you can schedule accordingly. Having this visibility can help you avoid scheduling users at a time when they have a conflict or prior engagement. You must have supervisor, manager, or admin access privileges to view employees’ availability....From your iOS device
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Editing a User’s Availability
Availability preferences let you know when a user prefers to work. You might need to edit a user’s availability yourself if the user communicates preferences to you outside of When I Work. You can also edit a user’s availability preferences from your iPhone or Android phone. You must have supervisor, manager, or...From your Computer
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Setting Your Availability
Set your availability preferences to let your employer know when you prefer to work and when you prefer not to work. By default, you’re set to be available all day. You can also set your availability preferences from your computer or Android phone. Your availability is a preference that your employer...From your iOS device
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Setting Your Availability
Set your availability preferences to let your employer know when you prefer to work and when you prefer not to work. By default, you’re set to be available all day. You can also set your availability preferences from your computer or iPhone. Your availability is a preference that your employer can take...From your Android device
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Setting Your Availability
Set your availability preferences to let your employer know when you prefer to work and when you prefer not to work. By default, you’re set to be available all day. You can also set your availability preferences from your iPhone or Android phone. Your availability is a preference that your employer can...From your Computer
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Editing a User’s Availability
Availability preferences let you know when a user prefers to work. You might need to edit a user’s availability yourself if the user communicates preferences to you outside of When I Work. You can also edit a user’s availability preferences from your computer or iPhone. You must have supervisor, manager, or admin access privileges to set availability preferences on behalf of a user. You can add, edit, or delete availability preferences that take place in the future but not preferences that take place in the past or on the current day. Users can set their their own availability preferences. Encourage them to set their...From your Android device
Scheduling
Using Tasks
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Completing Tasks
Tasks let you know which activities need to be completed at your workplace. You can also complete tasks from your Android phone. If you have Supervisor, Manager, or Admin access privileges, you can schedule and monitor tasks from your computer. You must be scheduled to work to view and complete...From your iOS device
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Completing Tasks
Tasks let you know which activities need to be completed at your workplace. You can also complete tasks from your iPhone. If you have supervisor, manager, or admin access privileges, you can add, schedule, and assign tasks from your computer. You must be scheduled to work to view and complete tasks. If you’re scheduled to work and can’t see the tasks your manager added, make sure you have the latest version of the When I Work Scheduling app. From the When I Work Scheduling app, go to the Dashboard. If the Your Next Shift card references Tasks Tasks, there are tasks to complete...From your Android device
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How Task Lists Work
Use task lists to let your users know what activities they need to complete on a given day or during their shift. Then monitor the task lists to ensure those activities are completed. Task lists can be created, assigned, and monitored from a computer, iOS device or Android device. Tasks...From your Computer
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Setting Up Team Task Lists
Create team task lists to capture tasks that need to be completed by your staff. Any user working that day can complete the tasks or specific tasks can be assigned to a user. Team task lists are for activities or duties that are completed collaboratively by the people working that...From your Computer
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Scheduling Team Tasks
When your team task list is ready, you can add it to the schedule to make its tasks visible to your users. You can set the list to automatically repeat daily or weekly, or you can pick the days it should be active. To schedule shift tasks instead, check out...From your Computer
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Assign Team Tasks
After you schedule a team task list, you have the option to assign specific tasks in the list to a user. When a team task is assigned to someone, it is their responsibility to complete. A team task list must be scheduled before you can assign tasks from the list to...From your Computer
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Monitoring Tasks
You can monitor team and shift task completion and mark tasks complete from your computer. Team tasks can also be monitored from an iOS device or Android device. Monitor daily tasks from the Dashboard or from the Scheduler. Use the Dashboard Dashboard to monitor tasks and mark them complete. Click Dashboard Dashboard....From your Computer
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Setting Up Shift Task Lists
Create shift task lists to capture tasks that need to be completed during a particular shift. Shift task lists can be added on the scheduler to custom shifts and to shift templates. Shift task lists are for duties that are to be completed by a single user during their scheduled...From your Computer
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Scheduling Shift Tasks
When your shift task list is ready, you can add it to shifts to make its tasks visible to your users. You can schedule the list to a single shift or add the list to a shift template to use over and over. To schedule team task lists instead, check...From your Computer
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Monitoring Tasks
You can monitor team task completion and mark tasks complete from your mobile device. Tasks can also be monitored from a Computer or on the Android app. Use the Dashboard Dashboard to monitor daily team tasks. From the When I Work Staff Scheduling app for iPhone and iPad, go to the Dashboard...From your iOS device
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Monitoring Tasks
You can monitor team task completion and mark tasks complete from your mobile device. Tasks can also be monitored from a Computer or on the iOS app. Use the Dashboard Dashboard to monitor daily tasks. From the When I Work Scheduling app, go to the Dashboard Dashboard. You can see if there are tasks assigned to your current shift. Tap the shift to view the details and tap the Tasks Tasks section to view the tasks for the shift or team. The Tasks page shows which tasks are completed, who completed them, and when they were completed. a. View the Shift Tasks assigned...From your Android device
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Setting Up Team Task Lists
Create team task lists to capture tasks that need to be completed by your staff. Any user working that day can complete the tasks or specific tasks can be assigned to a user. Team task lists are for activities or duties that are completed collaboratively by the people working that day. To assign tasks to a shift, see Setting Up Shift Task Lists. You can also set up team tasks from your Computer or iOS device. From the When I Work Scheduling app, tap More More on the bottom-right. Tap Task Lists. Set up a new team task list...From your Android device
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Setting Up Team Task Lists
Create team task lists to capture tasks that need to be completed by your staff. Any user working that day can complete the tasks or specific tasks can be assigned to a user. Team task lists are for activities or duties that are completed collaboratively by the people working that...From your iOS device
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Setting Up Shift Task Lists
Create shift task lists to capture tasks that need to be completed during a particular shift. Shift task lists can be added on the scheduler to custom shifts and to shift templates. Shift task lists are for duties that are to be completed by a single user during their scheduled...From your iOS device
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Setting Up Shift Task Lists
Create shift task lists to capture tasks that need to be completed during a particular shift. Shift task lists can be added on the scheduler to custom shifts and to shift templates. Shift task lists are for duties that are to be completed by a single user during their scheduled shift. For tasks that can be completed by any user working, see Setting Up Team Task Lists. You can also set up shift tasks from a Computer or iOS device. From the When I Work Scheduling app, tap Menu button in the top-left corner of the screen then tap Task...From your Android device
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Scheduling Shift Tasks
When your shift task list is ready, you can add it to shifts to make its tasks visible to your users. Shift task lists can also be scheduled from a Computer or iOS device. Shift task lists are assigned to shifts on the scheduler or added to a shift template. From the When I Work Scheduling app, tap Calendar Scheduler. Tap Add in the bottom-right corner of the screen. If you want to add a one-off shift, tap Custom Shift. If you want to add a shift you frequently schedule, tap one of your shift templates. If you haven’t added shift templates for shifts...From your Android device
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Scheduling Shift Tasks
When your shift task list is ready, you can add it to shifts to make its tasks visible to your users. Shift task lists can also be scheduled from a Computer or Android device. Shift task lists are assigned to shifts on the scheduler or added to a shift template. From the...From your iOS device
Scheduling
Sending the Schedule to Your Team
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Publishing the Schedule
When you’re done making the schedule, you need to let your staff know. Publishing the schedule alerts your users that they have new shifts, and allows them to see the shifts in the When I Work app. You can also publish the schedule from your iPhone/iPad or Android phone. The Publish & Notify button near the top-left corner of the Scheduler allows you to publish the schedule for the day, week, or month that you’re currently viewing. When you’re finished making the schedule, click Publish & Notify to let your users know about their shifts. Users with new or updated shifts...From your Computer
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Publishing Shifts
When you initially add a shift to the schedule, it is only visible to you and other supervisors and managers; the employee cannot see the shift until you publish it. This allows you to build and tweak the schedule without making it visible to your employees. Unpublished shifts have diagonal...From your iOS device
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Unpublishing Shifts
You may need to unpublish a shift if you accidentally published it too early, or if you need to modify the shift without making the changes immediately visible to the user. When you unpublish a shift, the assigned user can no longer see it and the user is not notified....From your Android device
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Publishing Shifts
If you need to publish an existing shift on the go, the When I Work Scheduling app for Android has you covered. Publishing shifts allows users to see their shifts when they log in and sends them notifications based on their alert preferences. The When I Work Scheduling app for...From your Android device
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Publishing a Single Shift
When you initially add a shift to the schedule, it is only visible to you and other supervisors and managers; the employee cannot see the shift until you publish it. This allows you to build and tweak the schedule without making it visible to your employees. Unpublished shifts have diagonal...From your Computer
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Minimizing Publish Notifications
If you want to avoid sending your users too many notifications when you’re building the schedule, don’t publish shifts one at a time. Instead, publish the schedule for longer time periods and we’ll do our best to minimize notifications. To make sure your employees are aware of their shifts, When...From your Computer
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Unpublishing Shifts
You may need to unpublish a shift if you accidentally published it too early, or if you need to modify the shift without making the changes immediately visible to the employee. When you unpublish a shift, the assigned employee can no longer see it and the employee is not notified. However, the shift is...From your Computer
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Unpublishing Shifts
You may need to unpublish a shift if you accidentally published it too early, or if you need to modify the shift without making the changes immediately visible to the employee. When you unpublish a shift, the assigned employee can no longer see it and the employee is not notified. However, the shift is...From your iOS device
Scheduling
Processing User Requests
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Processing Shift Requests
When users ask to swap or drop a shift, you can use the When I Work Staff Scheduling app to process the requests from your iPhone. You can also process requests from your computer or Android phone. You must have supervisor, manager, or admin access privileges to process employee requests. If you’re...From your iOS device
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Process Shift Requests
When users request to swap and drop shifts, you can use the When I Work web app to process the requests from your computer. You can also process shift requests from your iOS device or Android device. You must have supervisor, manager, or admin access privileges to process employee requests. If you’re...From your Computer
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Processing Shift Requests
When users ask to swap or drop a shift, you can use the When I Work Scheduling app to process the requests from your Android phone. You can also process requests from your computer or iPhone. You must have supervisor, manager, or admin access privileges to process employee requests. If you’re a supervisor, you can only process requests for employees that belong to your schedules. Swap and drop requests do not require approval if Require Manager Review for Swaps and Drops is turned off in the Scheduling Settings. All requests have a status. Learn more about the different Shift Request Statuses. From the When...From your Android device
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Process Time Off Requests
When users request time off, use the When I Work web app to process the requests from your computer. You can also process time off requests from your iOS device or Android device. You must have supervisor, manager, or admin access privileges to process employee requests. If you’re a supervisor, you can...From your Computer
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Processing Time Off Requests
When users request time off you can use the When I Work Staff Scheduling app to process the requests from your iPhone. You can also process requests from your computer or Android phone. You must have supervisor, manager, or admin access privileges to process employee requests. If you’re a supervisor, you can...From your iOS device
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Processing Time Off Requests
When users request time off, you can use the When I Work Scheduling app to process the requests from your Android phone. You can also process requests from your computer or iPhone. You must have supervisor, manager, or admin access privileges to process employee requests. If you’re a supervisor, you can only process requests for employees that belong to your schedules. Time off requests do not require approval if Require Approval for Employees and Require Approval for Supervisors is turned off in the General Settings. If you submit a time off request on an employee’s behalf, the request is automatically approved. All requests have a...From your Android device
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Statuses for Shift Requests
Every shift request made by a manager or an employee will have a status. Learn more about processing shift requests from your computer, iPhone or Android phone. The following are the definitions for the statuses you will find when moderating: Status Description Pending Approval The request is waiting for approval from management.1...From your Computer, iOS device, Android device
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Statuses for Time Off Requests
Every time off request made by a Manager or employee will have a status. Learn more about processing time off requests from your computer, iPhone or Android phone. The following are the definitions for the statuses you will find when moderating: Status Description Pending Approval The request is waiting for approval from...From your Computer, iOS device, Android device
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Process OpenShift Requests
When users bid on OpenShifts, use the When I Work Staff Scheduling app to process OpenShift requests from your iOS device. You can also process OpenShift requests from your computer or Android device. You must have supervisor, manager, or admin access privileges to process employee requests. If you’re a supervisor, you can only...From your iOS device
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Process OpenShift Requests
When users bid on OpenShifts, use the When I Work Employee Scheduling app to process OpenShift requests from your Android device. You can also process OpenShift requests from your computer or iOS device. You must have supervisor, manager, or admin access privileges to process employee requests. If you’re a supervisor, you can only process requests for employees that belong to your schedules. All requests have a status. Learn more about the different OpenShift Request Statuses. You can process OpenShift requests on the Requests screen. From the When I Work Scheduling app, tap the Open Requests dashboard card. Tap the OpenShift request you want to...From your Android device
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Process OpenShift Requests
When users bid on OpenShifts, use the When I Work web app to process OpenShift requests from your computer. You can also process OpenShift requests from your Android device or iOS device. You must have supervisor, manager, or admin access privileges to process employee requests. If you’re a supervisor, you can only process requests...From your Computer
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Statuses for OpenShift Requests
Every shift request made by a manager or an employee will have a status. Learn more about processing shift requests from the web app, an Android device or iOS device. Each request has a status that lets you know its state and who needs to act on it. Status Description...From your Computer
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Processing Absences
Overview When an employee reports an absence, you can view the note for the absence or find coverage for the shift. You can also process absences from your Android or iOS device. Considerations You must have supervisor, manager, or admin access privileges in order to process absences. You can respond to absences in three locations: From the dashboard under Attendance Notices From the Absence Page From the Scheduler On the Dashboard, scroll to Attendance Notices. Click Show Details. Click Get Shift Covered. Click either Move to Open or Find Replacement. If Move to Open is selected, you will see a confirmation...From your Computer
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Filtering Requests
Use the filters on your iOS device to find the requests that need your attention. You can also filter requests on Android. Time Off Requests: Schedule Status Time off type User Shift Requests: Schedule Status Shift request type User OpenShift Requests: Schedule Status User Not seeing a request? If you can’t see a particular request, try resetting the filters. To filter shift requests: From the When I Work Staff Scheduling app, tap a request type under Requests Needing Approval. Tap , then select the relevant filters. Tap Apply Filters to view the filtered results.From your iOS device
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Filtering Requests
Use filtering on your Android device to locate and respond to Time Off Requests, Shift Requests, and Openshift Requests. You can also filter requests on iOS. Time Off Requests: Schedule Status Time off type User Shift Requests: Schedule Status Shift request type User OpenShift Requests: Schedule Status User Not seeing a request? If you can’t see a particular request, try resetting the filters. From the When I Work Scheduling app tap Time Off Requests, Shift Requests or OpenShift requests on the Dashboard. Tap the Filter icon on the top right. Tap the type of Filter you want to edit. Tap...From your Android device
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Submitting Absence for Employees
Submitting absences on behalf of employees allows you to record the absence or find coverage for the shift. You can also report an absence on a computer or Android device. In order to submit an absence on behalf of another employee: You must have supervisor, manager, or admin access privileges. The shift has to be published. The shift’s start time must be within the next 24 hours or has already passed. From the When I Work Staff Scheduling app, tap Scheduler at the bottom. Tap the shift that the employee will be absent for. Tap Report Absence. Add a note and tap...From your iOS device
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Submitting Absence for Employees
Submitting absences on behalf of employees allows you to record the absence or find coverage for the shift. In order to submit an absence on behalf of another employee: You must have supervisor, manager, or admin access privileges. The shift has to be published. The shift’s start time must be within the next 24 hours or has already passed. Start from either the Dashboard or the Scheduler. From the Dashboard, click View Details on the shift and then click Report Absence. From the Scheduler, click on on the shift and then click Report Absence. Type a note and then click Save. An...From your Computer
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Processing Absences
Processing absences allows you to review the absence or find coverage for the shift. You can also process absences from your Computer or iOS device. From the When I Work Scheduling app, tap More at the bottom. Tap Absences. Tap the Absence you want to review or find a replacement for. (Optional) Tap Get Shift Covered (A). If the Absence needs to be deleted, tap the on the top right (B). You can either Create a Drop Request (A) or Move to OpenShift (B). If you tap Move to OpenShift, the shift is instantly moved and will be able to...From your Android device
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Processing Absences
Processing absences allows you to review the absence or find coverage for the shift. You can also process absences from a Computer or Android device. From the When I Work Staff Scheduling app, tap More at the bottom. Tap Absences. Tap the Absence you want to review or find a replacement for. (Optional) Tap Get Shift Covered (A). If the Absence needs to be deleted, tap the on the top right (B). You can either Create a Drop Request (A) or Move to OpenShift (B). If you tap Move to OpenShift, the shift is instantly moved and can be picked...From your iOS device
Scheduling
Checking the Schedule
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Viewing Your Schedule
Use the When I Work Scheduling app for Android to get your schedule no matter where you are. You can also get your schedule from your computer or iPhone. From the When I Work Scheduling app, go to the Dashboard. Find the Your Next Shift card, which shows your next upcoming...From your Android device
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Viewing Your Coworkers’ Schedules
If you want to know who you’ll be working with on a given day, you can use the When I Work app to view the full schedule for your workplace. You can also view the full schedule from your computer or iPhone. Your employer has the option to prevent you and your...From your Android device
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Syncing Your Schedule to the iOS Calendar App
Sync your work schedule from When I Work to the Calendar app on your iPhone or iPad to see the work schedule side-by-side with your personal schedule. You can also sync the work schedule with your calendar on your computer. When I Work calendar sync uses an open standard called iCalendar...From your iOS device
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Receiving Your Schedule By SMS
When your Manager invites you to the schedule, you will receive a welcome SMS message if your mobile number was inputted. Reply with YESWIW to get schedule updates via SMS. If you are logged into the When I Work iPhone, iPad, or Android app, you will receive mobile alerts by push...From your iOS device, Android device
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Viewing Your Personal Schedule
Your My Schedule page allows you to see your schedule, confirm your shifts, and pick up OpenShifts. In addition, the My Schedule page provides quick access to other features within the When I Work web app. You can also view your schedule from the iPhone/iPad and Android apps. Depending on...From your Computer
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Using Shift Confirmation
Shift confirmation is a verification measure that lets you know if your users have seen their shifts. Users that confirm their shifts know that they’re responsible to work. Shift confirmation is required by default. If you have manager or admin access privileges, you have the option to turn it off in...From your Computer
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Syncing Your Schedule to a Calendar App
When I Work allows you to sync the work schedule to other calendar applications. Use calendar sync to: Overlay your work schedules on top of you existing personal calendar. Let friends and family see your work schedule, even if they don’t use When I Work. Overlay published shifts from multiple...From your Computer
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Viewing Your Schedule
Use the When I Work Staff Scheduling app for iPhone and iPad to get your schedule no matter where you are. You can also view your schedule from your computer or Android phone. From the When I Work Staff Scheduling app, go to the Dashboard. Find the Your Next Shift card,...From your iOS device
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My Hours
The My Hours page in the iOS app and Android app displays your total and average hours weekly. Use the My Hours page to track and monitor your hours as well as find more hours. The My Hours page graphs a five-week period: Two historical weeks One current week and Two future/projected weeks If the account uses When I Work Time Clock & Attendance, past weeks will use timesheet data. The current and future weeks will use scheduled hours. My hours From the When I Work Scheduling app, tap More More in the bottom-right corner. Tap My Hours to see the breakdown of...From your iOS device, Android device
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Identifying Annotations
Your employer can set up annotations to communicate important announcements about your workplace that can be viewed on the When I Work web app. Annotations also display on the Android and iOS apps. Your employer can create three types of annotations. Type Description Announcement General messages and workplace announcements. Time...From your Computer
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Identifying Annotations
Your employer can set up annotations to communicate important announcements about your workplace that can be viewed in the When I Work app. Annotations also display on the web and Android apps. Your employer can create three types of annotations. Type Description Announcement General messages and workplace announcements. Time Off Not Allowed...From your iOS device
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Identifying Annotations
Your employer can set up annotations to communicate important announcements about your workplace that can be viewed in the When I Work app. Annotations also display on the web and iOS apps. Your employer can create three types of annotations. Type Description Announcement General messages and workplace announcements. Time Off Not Allowed Indicates time off requests aren’t allowed on the selected days.* Business Closed Indicates the business is closed. * supervisors and managers can still submit time off requests on behalf of users. Annotations can be viewed several places within your When I Work profile. Type Dashboard Schedule Time Off Request...From your Android device
Scheduling
Time Off and Shift Requests
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Submitting Time Off Requests for Employees
Submitting time off on behalf of users with employee level access allows you to create requests for past dates or submit the same request for multiple employees at once. You can also submit time off on their behalf if you’ve disabled employees’ ability to submit their own time off requests...From your Computer
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Requesting Time Off
When you need to take time off from work, use the When I Work Scheduling app for Android to send the request to your manager for approval. Time off can be submitted as unpaid, paid (PTO), sick, or holiday. You can also request time off from your computer or iPhone/iPad. If...From your Android device
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Get Your Shifts Covered
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...From your Android device
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Get Your Shifts Covered
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...From your iOS device
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Requesting Time Off
When you need to take time off from work, use the When I Work Staff Scheduling app for iPhone and iPad to send the request to your Manager for approval. Time off can be submitted as unpaid, paid (PTO), sick, or holiday. You can also request time off from your computer...From your iOS device
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Viewing Time Off Totals
Paid time off totals allow you to see how much paid time off you’ve taken from January 1st to the current date. The paid time off total includes PTO, sick, and holiday time off. Paid time off totals are only accessible through the When I Work web app. Paid time...From your Computer
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Split Shifts
If your Manager has approved the feature, you can use the Split Shift option to split your shift in two. This allows you to swap or drop a part of your shift. Your employer has the option to disable shift splitting in the Scheduling Settings. Hover over your name, then...From your Computer
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Get Your Shifts Covered
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. You can also get your shifts covered from your iPhone/iPad or Android phone. Your employer has the option to disable shift swaps, shift drops, and...From your Computer
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Requesting Time Off
When you need to take time off from work, use When I Work to send the request to your manager for approval. Time off can be submitted as Holiday (paid or unpaid), Personal (paid or unpaid) or Sick (paid or unpaid). You can also request time off from your iPhone/iPad or Android phone....From your Computer
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Accept Shift Swap and Drop Requests
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 a shift (drop). You can accept shift coverage requests from your iOS device. You can also accept shift requests from your computer or Android...From your iOS device
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Accept Shift Swap and Drop Requests
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 a shift (drop). You can also accept swap and drop requests from your iOS device or Android device. If you are eligible to take or trade...From your Computer
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Accept Shift Swap and Drop Requests
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 a shift (drop). You can accept shift coverage requests from your Android device. You can also accept swap and drop requests from your computer or iOS...From your Android device
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Time Off Types
Every time off request created must have a time off type. The type of time off communicates why the user is taking time off. The time off request feature in When I Work may not fully align with your employer’s rules for time off. For more information on how your...From your Computer, iOS device, Android device
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Bid on OpenShifts (OpenShift Requests)
Some OpenShifts may require pick up approval by management. Bid on an OpenShift to express interest in a shift. Management then selects a user from the list of interested users to assign the shift. You can also request to work OpenShifts from an Android device or iOS device. From the My...From your Computer
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Bid on OpenShifts (OpenShift Requests)
Some OpenShifts may require pick up approval by management. Bid on an OpenShift to express interest in a shift. Management then selects a user from the list of interested users to assign the shift. You can also request to work OpenShifts from the web app or an Android device. From...From your iOS device
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Bid on OpenShifts (OpenShift Requests)
Some OpenShifts may require pick-up approval by management. Bid on an OpenShift to express interest in a shift. Management then selects a user from the list of interested users to assign the shift. You can also request to work OpenShifts on the web app or an iOS device. From the When I Work Scheduling app, tap the Open Shifts Available card on the Dashboard. Tap the OpenShift that you want to take. Tap Request Shift. A confirmation appears at the bottom. Pending Approval After you submit your OpenShift request, it is sent to your manager for approval. You will be notified if you are...From your Android device
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How Tracking Absences Works
Absence tracking is a feature that allows users to report when they cannot work an assigned shift that takes place within the next 24 hours. When users report an absence, management is notified that the assigned person will not be working and coverage is needed. Absence tracking is available from...From your Computer, iOS device, Android device
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Reporting Absences
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. You can also report absences from an iOS or Android device. This article walks through self-reporting absences. Users with admin, manager, and supervisor level access can report absences on behalf of a user. See Reporting Absences for Users for more information. You can report absences from your My Schedule page. Hover over your name, then select My Schedule. Click the shift that you’d like...From your Computer
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Reporting Absences for a User
Absence tracking allows users to report when they cannot work an assigned shift that takes place within the next 24 hours. Management can report absences on behalf of their employees from the scheduler or the dashboard. You can also report absences for a user from an iOS device or Android device. You must have admin, manager, or supervisor level access to report an absence on behalf of another user. You must have admin, manager, or supervisor level access to report absences for past shifts. Absence tracking can be used alongside the shift coverage options in the Scheduling Settings. See Respond to...From your Computer
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Reporting Absences
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. You can also report an absence from your computer or iOS device. 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 Employees for more information. You can report an absence if: The setting is enabled for your workplace by your employer. The shift has to be...From your Android device
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Reporting Absences
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. You can also report an absence from your computer or Android device. 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 Employees for more information. You can report an absence if: The setting is enabled for your workplace by your employer. The shift has to be...From your iOS device
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Edit Time Off Balances for Users
You can make adjustments to a user’s time off balances in their user profile. This is helpful if you are migrating from a system where time off balances already existed or if you need to make manual updates of balances for specific users. If you need to check your balance, see Checking Your Time Off Balance. You must have attendance and/or Payroll to use time off accruals. Your workplace must be set up to with a time off accrual policy. Only admins and managers can edit time off balances. Hover over , then select Users. Click next to the user...From your Computer
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Checking Your Time Off Balance
Curious about how much time off you have accrued? This article walks you through checking your time off balance. Check out Edit Time Off Balances for Users if you are an admin or manager and need to make adjustments to a time off balance. You must have attendance and/or Payroll to use time off accruals. Your workplace must be set up to with a time off accrual policy. Hover over , then select Request Time Off. Select the time off type you want to check the balance for. Your time off balance loads in the modal.From your Computer
Scheduling
Printing and Exporting
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Can I Export My Data?
It is your responsibility to maintain appropriate alternate backups of your When I Work data. When I Work makes it easy to export your data by offering the following exports. Use the following instructions to export the data you need from your When I Work account: Users Job Sites Pay Period Hours Schedules Shift requests Shift templates Timesheets Time off requestsFrom your Computer
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Printing the Schedule
You may need to print schedules for people that do not have access to a computer or mobile phone. Two types of printing are available: Multiple people (day, week, or month) Single person (week) We strongly recommend that users with computers or smartphones use the When I Work web app...From your Computer
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Exporting Shift Requests
Exporting shift requests from your When I Work account allows you to download a spreadsheet containing your user’s swap and drop 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 on exporting other data from When I Work. The export contains the dates of the shift being swapped or dropped, the date the request was created, the status of the request, approval details, and acceptance details. Based on the date the request was created, When I Work keeps shift requests for one year. Hover...From your Computer
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Exporting Time Off Requests
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...From your Computer
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Exporting Job Sites
Exporting job sites from your When I Work account allows you to download a spreadsheet containing each job site address, description, and assigned schedules. Export job sites 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 on exporting other data from When I Work. Hover over , then select Job Sites. In the upper right corner, click Select Export Job Sites.The file downloads to your computer.From your Computer
Time Clock & Attendance
Introduction to Attendance
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How Does the Attendance Free Trial Work?
Use the 14-day free trial to try Time Clock & Attendance at no cost. During that time you’ll have full access to all attendance features. Time Clock & Attendance allows you to easily track time for your workplace with flexible time clock options and streamline payroll processing. You can configure...From your Computer, iOS device, Android device
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Using the Time Tracker
If you are using both When I Work Scheduling and Attendance, the Time Tracker tool allows you to quickly compare scheduled shifts with actual clocked in hours. You can also clock your users in to their shifts from this page. Hover over Attendance Attendance, then select Time Tracker Time Tracker. If...From your Computer
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Editing Pay Periods
Editing pay periods ensures your account does not have overlapping, duplicate, or gaps between pay periods. At this time, this feature is only accessible via the web app. The Admin and Managers with access to manage timesheets and pay periods are able to edit pay periods. If the previous pay...From your Computer
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Add Time Clock & Attendance to Scheduling
This article walks through how to add Time Clock & Attendance to your account when you are already using When I Work Scheduling. If you are new to When I Work and have not set up Scheduling, See Setting Up Scheduling and Time Clock & Attendance for Your Workplace. Add...From your Computer
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How Does Free Attendance Work?
The Free Attendance service offers core When I Work Time & Attendance features in addition to your Scheduling service at no cost for accounts with up to 75 users. Free Attendance is Retired Starting in February, 2021, the Free Attendance option is no longer available to be added to new...From your Computer, iOS device, Android device
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How Time Clock & Attendance Works
When I Work Time Clock & Attendance takes your employee management to the next level by combining our scheduling service with a service for tracking worked time. When I Work provides three different time clock types to fit your workplaces’ needs. Set up one type or all three for your users to clock in and out on. Similar to a traditional time clock, the Time Clock Terminal is set up by the admin, a manager or supervisor on a computer, Android or iOS device. Users can enter their email address or employee ID on the terminal screen to clock in...From your Computer
Time Clock & Attendance
Tracking Tips
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Set Up Tips Tracking
Enable Tips Tracking if you want your employees to report the tips they earned for each shift. Users are asked how much they earned in tips upon clocking out. You can report tips using a computer, iOS device, or Android device. This data can be used when running Payroll and also sent over to an integration. Tax Purpose Reported tips are tips that have already been paid out and are used for tax purposes. These are not tips owed to the user in a paycheck. Hover over , then select Attendance Settings. Navigate to Tips Tracking and click the toggle...From your Computer
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Reporting Your Tips
With tips tracking enabled, you are prompted to enter your tips and any relevant notes upon clocking out of your shift. You can also report your tips on an iOS device or Android device. Clock out of your shift. Enter the amount of tips you earned and any notes that would be helpful. Click Clock Out.From your Computer
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Reporting Your Tips
With tips tracking enabled, you are prompted to enter your tips and any relevant notes upon clocking out of your shift. You can also report your tips on a computer or Android device. Clock out of your shift. Enter the amount of tips you earned and any notes that would be helpful. Tap Clock Out.From your iOS device
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Reporting Your Tips
With tips tracking enabled, you are prompted to enter your tips and any relevant notes upon clocking out of your shift. You can also report your tips on a computer or iOS device. Clock out of your shift. Enter the amount of tips you earned and any notes that would be helpful. Tap Clock Out.From your Android device
Time Clock & Attendance
Clocking In and Out
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Clocking In and Out
If your workplace allows mobile clock in, you can clock in and out from the When I Work Staff Scheduling app on your iPhone or iPad. You can also clock in and out from your Android device. Your employer can require that you clock in at the assigned shift start time or within 5, 15, or 30 minutes of your shift. If you’re too early, you may be unable to clock in. Your employer has the option to require that you clock in within a specific distance of the schedule or job site where your shift is scheduled. Your employer...From your iOS device
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Clocking In and Out
If your workplace allows mobile clock in, you can clock in and out from the When I Work Scheduling app on your Android phone. You can also clock in and out from your iPhone. Your employer has the option to require that you clock in no more than 5, 15, or 30 minutes early. Your employer has the option to require that you clock in within a specific distance of the location or job site where your shift is scheduled. Your employer can enable notifications to remind you to clock in or clock out from a shift. Your employer can enable...From your Android device
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Clocking an Employee In or Out (Scheduling App)
If you’re a supervisor, manager, or admin, you can clock in or out on behalf of your employees from your Android device. You can also clock in on behalf of your employees from your computer or iOS device. If you need to clock in or out for your own shift, see Clocking In and Out from Android. If you’re a supervisor, you can only clock in or out on behalf of employees that belong to your schedule. From the When I Work Scheduling app, tap Employee Activity At the bottom of the screen, tap Clock others in or out? Tap...From your Android device
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Attendance Notices
If you are using Scheduling and Time Clock & Attendance you will have attendance notices that appear in the dashboard. These notices are there to let you know when users clock in late, forget to clock out, clock in at the wrong location, or forgot to clock in. The last seven days of attendance notices display on the dashboard. Attendance notices are generated based off of the ‘How early can employees and supervisors clock in for a shift?’ and ‘Notify users when they miss a clock in/out’ menus in the Attendance Settings. The Attendance Notices card show alerts related to...From your Computer
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Setting Up a Time Clock Terminal
A time clock terminal is a dedicated computer or mobile device at your workplace that is used solely for clocking in and out. You might set up a time clock terminal at an entrance, break room, or central location at your workplace. Users clock in and out from the terminal...From your Computer, iOS device, Android device
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Clock In and Out
If your employer allows, you can clock in and out while you’re logged in to the When I Work web app from a personal computer. If you don’t see the option to clock in, your employer may have turned off the personal computer time clock feature. Your employer can require that you clock in at the assigned shift start time or within 5, 15, or 30 minutes of your shift. If you’re too early, you may be unable to clock in. Your employer can also require that you clock in from a specific street or IP address. If you’re at...From your Computer
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Clocking an Employee In or Out (Scheduling App)
If you’re a supervisor, manager, or admin, you can clock in or out on behalf of your employees from your iOS device. You can also clock in on behalf of your employees from your computer or Android device. If you’re a supervisor, you can only clock in or out on...From your iOS device
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Clocking an Employee In or Out
If you’re a supervisor, manager, or admin, you can clock in or out on behalf of your employees by editing their timesheets from your computer. You can also clock in on behalf of your employees from your iOS device or Android device. If you’re a supervisor, you can only clock in...From your Computer
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Clock In and Out From a Time Clock Terminal
A time clock terminal is a device at your workplace that is used solely for clocking in and out. If your employer has set up a terminal on a computer, perform these steps to clock in and out. If your employer has set up a terminal on a different type of...From your Computer
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Clock In and Out From a Time Clock Terminal
A time clock terminal is a device at your workplace that is used solely for clocking in and out. If your employer has set up a time clock terminal on an iOS device, perform these steps to clock in and out. If your employer has Photo Clock In enabled, a picture...From your iOS device
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Clocking In and Out From a Time Clock Terminal
A time clock terminal is a device at your workplace that is used solely for clocking in and out. If your employer has set up a terminal on an Android device, perform these steps to clock in and out. If your employer has set up a terminal on a different...From your Android device
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Enable Photo Clock In
This article covers how to enable Photo Clock In. First, you’ll need to enable it in your attendance settings, then enable it on each iOS Time Clock Terminal you want to use Photo Clock In for. Check out the Photo Clock In Reference Guide for more information about Photo Clock...From your Computer, iOS device
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Review Photo Clock In Photos
You can review all clock in and clock out photos on each iOS time clock terminal you have enabled to use Photo Clock In. Check out the Photo Clock In Reference Guide for more information about Photo Clock In. Photos are only stored in the app on the iOS device...From your iOS device
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Clocking In and Out With Photo Clock In
This article covers how to clock in and clock out using Photo Clock In on the iOS Time Clock Terminal app. Check out the Photo Clock In Reference Guide for more information about Photo Clock In. Near the bottom of the screen, enter your employee ID or email address. Tap Right....From your iOS device
Time Clock & Attendance
Breaks
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Take a Lunch Break
You can track your lunch breaks while you’re clocked in. These breaks are also called unpaid breaks. Check with your Manager to find out if you should record your breaks in When I Work. You must be clocked in to start a lunch break. From the When I Work Scheduling...From your Android device
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Take a Lunch Break
You can track your lunch breaks while you’re clocked in. These are also called unpaid breaks. Check with your Manager to find out if you should record your breaks in When I Work. You must be clocked in to start a lunch break. From the When I Work Staff Scheduling...From your iOS device
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Take a Lunch Break
You can track your lunch breaks while you’re clocked in. These breaks are also called unpaid breaks. Check with your Manager to find out if you should record your breaks in When I Work. You must be clocked in to start a lunch break. Click Take Lunch. If you’re an...From your Computer
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Take a Lunch Break on a Time Clock Terminal
You can track your lunch breaks while you’re clocked in. These breaks are also called unpaid breaks. Check with your Manager to find out if you should record your breaks in When I Work. You must be clocked in to start a lunch break. Enter your Employee ID or email...From your iOS device
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Take a Lunch Break on a Time Clock Terminal
You can track your lunch breaks while you’re clocked in. These breaks are also called unpaid breaks. Check with your Manager to find out if you should record your breaks in When I Work. You must be clocked in to start a lunch break. Enter your employee ID or email address....From your Computer
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Take a Lunch Break on a Time Clock Terminal
You can track your lunch breaks while you’re clocked in. These breaks are also called unpaid breaks. Check with your manager to find out if you should record your breaks in When I Work. You must be clocked in to start a lunch break. Near the bottom of the screen,...From your Android device
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Reporting Paid Breaks on a Time Clock Terminal
You can report on your paid breaks upon clock out. Your Manager has the option to turn off paid break reporting in the account’s settings. Paid breaks are recorded upon clock out. Enter your employee ID or email address. Click Right. Tap Yes or No to answer the prompt. If Yes, skip to step 4. Tap How...From your Computer
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Reporting Paid Breaks on a Time Clock Terminal
You can report on your paid breaks upon clock out. Your manager has the option to turn off paid break reporting in the account’s settings. Paid breaks are recorded upon clock out. Near the bottom of the screen, enter your employee ID or email address. Tap Right. Tap Clock Out. Tap Yes or No to answer...From your Android device
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Reporting Paid Breaks on a Time Clock Terminal
You can report on your paid breaks upon clock out. Your Manager has the option to turn off paid break reporting in the account’s settings. Paid breaks are recorded upon clock out. Enter your employee ID or email address. Tap Right. Tap Yes or No to answer the prompt. If Yes, skip to step 4. Tap How many...From your iOS device
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Reporting Paid Breaks
You can report on your paid breaks upon clock out. Your Manager has the option to turn off paid break reporting in the account’s settings. Paid breaks are recorded upon clock out. Tap Clock Out on the Dashboard. Tap Yes or No to answer the prompt. If Yes, skip to step 4. Tap How many weren’t taken...From your Android device
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Reporting Paid Breaks
You can report on your paid breaks upon clock out. Your Manager has the option to turn off paid break reporting in the account’s settings. Paid breaks are recorded upon clock out. Hover over Attendance Attendance, then select Clock In Clock Out. Tap Yes or No to answer the prompt. If Yes, skip to step 4. Tap How...From your Computer
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Reporting Paid Breaks
You can report on your paid breaks upon clock out. Your Manager has the option to turn off paid break reporting in the account’s settings. Paid breaks are recorded upon clock out. Tap Clock Out on the Dashboard. Tap Yes or No to answer the prompt. If Yes, skip to step 4. Tap How many weren’t taken...From your iOS device
Time Clock & Attendance
Working with Timesheets
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Close and Export Pay Period Hours
When a pay period has ended, review and close the pay period to prepare it for export to your payroll processor. Only the admin and managers with access to manage timesheets and pay periods can close or re-open the pay period. The icons in front of the pay periods indicate their status: Open...From your Computer
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Reviewing User’s Timesheets
If you use When I Work Time Clock & Attendance to track worked hours, you can review pay periods and timesheets to monitor user’s hours and make any needed adjustments. If you notice a discrepancy in a timesheet, you can edit the timesheet to make corrections. Hover over Attendance Attendance,...From your Computer
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Reviewing and Editing Timesheets
Review timesheets to make sure worked hours are recorded properly. If you notice a discrepancy, you can edit the timesheet to correct the issue. You can also review and edit timesheets from your computer or Android phone. You must have manager or admin access privileges to edit employee timesheets for all...From your iOS device
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How Timesheet Hours Are Calculated
To ensure timesheets are consistent, When I Work uses a standard calculation method to record worked hours. When I Work uses the following rules to calculate worked hours: When a user clocks in or out, When I Work records the hour and minute. Seconds are not recorded. For example, a...From your Computer, iOS device, Android device
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Reviewing and Editing Timesheets
If you’re a supervisor, manager, or admin, you can use the When I Work Scheduling app for Android to review and edit timesheets. You can also edit timesheets from your computer or iPhone/iPad. You must have manager or admin access privileges to edit employee timesheets for all schedules. If you...From your Android device
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How Overtime is Calculated
When I Work automatically calculates overtime based on weekly and daily thresholds configured by the admin or manager. In the General Settings, there is an option to change the overtime thresholds. When I Work can calculate weekly, daily, and daily double overtime. Overtime Pay is calculated based on the hourly...From your Computer, iOS device, Android device
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Editing User’s Timesheets
If you notice a discrepancy in a user’s timesheet, you can make the necessary corrections. You can also add time off and unpaid breaks. If you’re an employee, you can edit your own timesheet if your employer has chosen to allow it. For information about how to read time entries,...From your Computer
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Approve User’s Timesheets
Timesheet approval helps keep track of which user’s timesheets have been checked for accuracy before closing out the pay period. Timesheet approval can be particularly useful for workplaces where supervisors are required to review specific timesheets before the pay period is closed out and exported. You must have admin, manager,...From your Computer
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Viewing the Timesheet Edit History
View the edit history of a particular timesheet entry to see when the entry was created, any edits made to the entry and who made the changes. You can also view the map where users clocked in and clocked out. View the edit history when you have multiple users reviewing...From your Computer
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Weighted Average Overtime
If a user works more than one position with different pay rates in the work week, When I Work calculates a user’s overtime using the weighted average wages of the positions worked. Weighted average overtime is currently only supported on weekly or every two week pay periods. Weighted average overtime...From your Computer, iOS device, Android device
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How Timesheet Rounding Works
The timesheet rounding option allows timesheet entries to be rounded to the nearest 5, 6, or 15 minutes to align with your payroll requirements and workplace policies. Both rounded and actual timesheet entries can be exported and rounded entries can be sent to a supported payroll integration. Enabling timesheet rounding...From your Computer, iOS device, Android device
Time Clock & Attendance
Printing and Exporting
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Printing Timesheets
You can print a user’s individual timesheet for a specific pay period. Hover over Attendance Attendance, then select Time Sheet Timesheets. Click the arrow button on the pay period menu in the top left corner to select a specific pay period to print. Click on a user’s name within the Timesheets section...From your Computer
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Exporting Timesheets
Exporting timesheets allows you to download a spreadsheet containing timesheet information. You can export timesheets for a pay period, or for a custom date range outside of your pay periods. Timesheet exports contain raw time entries and totals. Check out Can I Export My Data? for more information on exporting other data...From your Computer
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Reviewing Breaks on Timesheet Exports
Easily review unpaid lunch breaks and paid rest breaks in the timesheet export. After exporting timesheets, use the Breaks tab in the export to see details of your user’s breaks. Make sure the Breaks option is enabled in the account’s Attendance Settings. Checking the box for ‘Let users record unpaid...From your Computer
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Exporting Custom Timesheets
Custom timesheet exports allow you to download customized spreadsheets containing timesheet data. You can create this export for a custom date range outside of your pay periods. Custom timesheet exports also allow you to filter the export based on schedules, job sites, positions, and users. All timesheet exports contain raw...From your Computer
Time Clock & Attendance
Clair On-Demand Pay
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Clair On-Demand Pay Employee Adoption Guide
This article is intended to serve as a guide for how to share and help your team get started with Clair On-Demand Pay. Clair On-Demand Pay is included in the Time & Attendance product and gives users an opportunity to access their earned wages as soon as they clock out. Once On-Demand Pay is turned on in your account, users are given prompts to sign up on the dashboard and clock out screens in the When I Work mobile app. Setup is started in the When I Work web app and completed by setting up Clair. This guide gives you...From your Computer, iOS device, Android device
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Clair On-Demand Pay Manager Reference
When I Work teams up with Clair, an on-demand pay provider to offer U.S.-based users access to a portion of their earnings as soon as they clock out. Clair’s mission is to bring financial confidence to America’s hourly workforce. This integration is included in the When I Work Attendance product...From your Computer, iOS device, Android device
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Clair On-Demand Pay FAQ
On-Demand Pay means users can take wage advances based on the hours they have already completed instead of waiting for payday¹. When I Work teamed up with CLair to provide this at no cost to employers², no impact on payroll, with fee-free³ and instant options for users4. This allows users to take an advance based on their hours worked, available in the When I Work mobile app. No cost to you No changes to payroll Clair in-house support team The Clair On-Demand Pay Reference Guide is a guide for how you turn On-Demand Pay on in your When I Work...From your Computer, iOS device, Android device
Team Communication
Sending Emails and TeamTxt Messages
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Sending Group Emails
Using Group Emails from When I Work allows you to quickly communicate with all users, specific positions, or specific users about changes on the schedule or at the business. You can also send group emails from your computer or iPhone/iPad. You must have supervisor, manager, or admin access privileges to send a group email. Email...From your Android device
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Viewing the Email and Mobile Alert Logs
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...From your Computer
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Sending Group Emails and Text Messages
When I Work enables you to communicate with your team by sending emails and TeamTxt messages (custom text messages). The TeamTxt service enables you and your managers to send mass custom text messages to employees at any time. Use TeamTxt to send time-sensitive group SMS messages, such as meeting updates,...From your Computer
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Sending Group Emails
Using Group Emails from When I Work allows you to quickly communicate with all users, specific positions, or specific users about changes on the schedule or at the business. When I Work also allows sending group emails on the Web App and on Android. You must have admin, manager, or supervisor...From your iOS device
Team Communication
WorkChat
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Managing WorkChat
WorkChat allows you and your staff to send messages and images in real time without exchanging personal contact information. For example, you might want to start a discussion, share an image, send an announcement, or just let your employees know you’re running late. If you have manager or admin access privileges, you...From your Android device
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Using WorkChat
WorkChat is a secure communication tool that allows you and your staff to send messages and images in real time without exchanging personal contact information. WorkChat can be further customized to fit exactly the type of communication you’d like for your staff to have access to. For example: Use in broadcast-only mode so managers can send out one-way messaging to all staff. Empower employees to start and post in custom channels to communicate with one another. You can also use WorkChat from your computer or the iPhone/iPad app. If you have manager or admin access privileges, you can manage WorkChat settings for...From your Android device
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Using WorkChat
WorkChat is a secure communication tool that allows you and your staff to send messages and images in real time without exchanging personal contact information. WorkChat can be further customized to fit exactly the type of communication you’d like for your staff to have access to. For example: Use in broadcast-only mode so managers can send out one-way messaging to all staff. Empower employees to start and post in custom channels to communicate with one another. You can also use WorkChat from your computer or the Android app. If you have manager or admin access privileges, you can manage WorkChat settings...From your iOS device
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Managing WorkChat
WorkChat allows you and your staff to send messages and images in real time without exchanging personal contact information. For example, you might want to start a discussion, share an image, send an announcement, or just let your employees know you’re running late. If you have manager or admin access privileges, you...From your iOS device
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Using WorkChat
WorkChat is a secure communication tool that allows you and your staff to send messages and images in real time without exchanging personal contact information. WorkChat can be further customized to fit exactly the type of communication you’d like for your staff to have access to. For example: Use in broadcast-only mode so managers can send out one-way messaging to all staff. Empower employees to start and post in custom channels to communicate with one another. You can also use WorkChat from the iOS app or the Android app. If you have manager or admin access privileges, you can manage WorkChat settings...From your Computer
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Managing WorkChat
WorkChat is a secure communication tool that allows you and your staff to send messages and images in real time without exchanging personal contact information. WorkChat can be further customized to fit exactly the type of communication you’d like for your staff to have access to. For example: Use in broadcast-only mode so managers can send out one-way messaging to all staff. Empower employees to start and post in custom channels to communicate with one another. WorkChat is available for plans that support 1,000 or fewer users. WorkChat cannot be enabled for an account with over 800 users. You must be...From your Computer
Team Communication
Documents
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Communicate With Your Team
Good communication is critical for any workplace. When I Work offers several ways to communicate with your team. WorkChat allows everyone at your workplace to communicate in real time, no matter where they are. For example, you might want to start a discussion, share an image, send an announcement, or...From your Computer, iOS device, Android device
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Viewing and Sharing Documents
You can view and share documents in the When I Work mobile app. You can also view and share documents from your computer or Android device. To view documents: Tap More to open the Toolbox. Tap Documents. Tap the document you want to view. Tap Close to close the document....From your iOS device
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Viewing Documents
You can view documents in the When I Work mobile app. You can also view and share documents from your computer or iPhone/iPad. From the When I Work Scheduling app, tap Menu button More. Tap Documents. Tap the document you want to view. The document opens in your device’s default viewer.From your Android device
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Managing Documents
You can upload, delete, and share your documents on the Documents page of When I Work. This article is intended for users with admin or manager level access. If you are a supervisor or employee, check out Viewing Documents. To upload a new document: Hover over Workplace, then select Document Documents. Click...From your Computer
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Document Storage Reference for Managers
Document Storage is a central repository in When I Work for documents you want to share company-wide. This is useful for on-boarding checklists, employee handbooks, or training manuals. You can share links to documents in shift notes, job sites, annotations and WorkChat. You can also view documents on your iPhone/iPad...From your Computer
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Viewing and Sharing Documents
You can view and share documents on the Documents page of When I Work. This article is intended for users with Supervisor or Employee level access. You can also view documents from your iPhone/iPad or Android device. To view documents: Click Document in the navigation bar. Click a document you want to...From your Computer
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Sharing Documents
You can share your documents on the Documents page of When I Work. This article is intended for users with admin or manager level access. If you are a supervisor or employee, check out Viewing Documents. To share a document: Hover over Workplace, then select Document Documents. Click Share button . Click...From your Computer
Reporting
Report Types
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Shifts Report Details
Use the Shifts report data to understand how managers and employees are interacting with their schedule. For example, you can: See which OpenShifts aren’t being filled Identify no shows (blank time entry) Shifts assigned to archived users are included in the report. Data in the Shifts report are available in...From your Computer
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Time Entries Report Details
Use the Time Entries report to compare time entries to scheduled shifts as well as determine patterns of behavior that might contribute to attendance issues. You can also dig into more detailed clock in and clock out information not visible elsewhere in When I Work. Time entries for archived users...From your Computer
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Shift History Report Details
Use the Shift History report to trace shift changes that can help resolve labor disputes, hold employees and schedule managers accountable for their actions, and identify patterns of behavior over time. Shift history is available for shifts from the last 60 days. Shifts assigned to archived users are included in...From your Computer
Reporting
Working with Reports
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Reporting Reference
The Reporting page provides a centralized location for all of the reports and exports available in your When I Work account. The Reports page is organized into two tabs: Exports and Custom Reports. The Exports tab includes reports that are generated automatically on a recurring basis and standard exports. Click next to the report you want to view. Automated reports open a drop down to select from historical reports where non-automated reports download automatically. Export Name Description Absences View all the reported absences by staff at your workplace. Archived Users View all of the data that When I Work stores...From your Computer
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Custom Reports Reference
Create a custom report to gain insights, fine tune your business, and schedule more efficiently. Use the integrated report builder to create as many custom reports as you need. You can drag and drop columns right in the app to arrange the data exactly how you want. Additionally, you can filter, sort, and rearrange the data right in the app. Any refinements you make are preserved when you export your report. Data availability for the Shifts and Times report spans the past 3 months and 3 months into the future. Data availability for the Shift History report spans the past...From your Computer
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Times Report Example Scenarios
This article provides examples of some data that can be pulled from the Times report within the reporting feature of When I Work. For a more detailed look at what you can do with custom reports, check out Custom Reports Reference and Creating and Refining Custom Reports. If you’re having performance issues with a particular user, you might want to review all their punched times to check for irregularities. Click Reports. Click Custom Reports, then click New Report. Create a Times report for the date range you want. Filter by: Employee Last Name Employee First Name Employee ID You might want to summarize...From your Computer
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Shifts Report Example Scenarios
This article provides examples of some data that can be pulled from the Shifts report within the reporting feature of When I Work. For a more detailed look at what you can do with custom reports, check out Custom Reports Reference and Creating and Refining Custom Reports. You might want to view unfilled OpenShifts in order to determine whether you’re meeting your staffing requirements, or to determine whether certain types of OpenShifts are less desirable to your users and correct the issue. Click Reports. Click Custom Reports, then click New Report. Create a Shifts report for the date range you want. Expand the...From your Computer
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Creating and Refining Custom Reports
When I Work provides a rich interface for creating custom reports then refining each to look at data about your workplace analytically. Once you have created a custom report, you can refine the data within the report and save the report definitions to run the report again in the future. Considerations Data availability for the Shifts and Times report spans the past 3 months and 3 months into the future. Data availability for the Shift History report spans the past 60 days. Reports cover a 180 day duration period. Data in the Shifts and Times reports are available in real-time....From your Computer
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Shift History Report Example Scenarios
This article provides examples of some data that can be pulled from the Shift History report within the reporting feature of When I Work. For a more detailed look at what you can do with custom reports, check out Custom Reports Reference and Creating and Refining Custom Reports. This report is useful to see all the shifts that have been deleted over a certain time period. Click Reports. Click Custom Reports, then click New Report. Create a Shift History report for the date range you want. Expand Reason Code filter, then click delete. This report is useful to perform audits of shift edits...From your Computer
FAQs & Reference
FAQs
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Where can I find my account ID?
Your account ID is displayed in the general app settings area of the When I Work web app. Your account ID is a number by default, but you are welcome to edit to your preference (i.e. company name). Admins can view and edit the account ID. Managers can view the...From your Computer
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Resetting a Forgotten Password
Follow these instructions if you forgot your password and need to create a new one. If you know your current password, you can change your password from your profile. If you’ve forgotten your password, request a password reset email. The password reset email expires after one hour. If you have...From your iOS device, Android device, Computer
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I Can’t Log In
If you’re having trouble logging into your When I Work account, follow the steps in this article to troubleshoot and get back into your account. The app displays an “Incorrect username and/or password” message at the top of the screen when you log in with the wrong email address or...From your Computer, iOS device, Android device
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I Can’t Reset My Password
Resetting your password relies on the email address set in your When I Work profile. If your email address is incorrect in When I Work, or if you enter the wrong email address, you won’t be able to reset your password. If this happens, you need to change your email...From your Computer, iOS device, Android device
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Clear Your Cache and Cookies
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...From your Computer
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Time Zone Best Practices
When I Work offers time zone settings that determine how schedules and time entries are viewed and created. This article covers best practices for Admins configuring the time zones for your workplace and users through example scenarios. For information on configuring time zone settings, see Setting Time Zones. Only users...From your Computer
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Frequently Asked Account & Billing Questions
This guide contains frequently asked questions regarding your workplace account’s plan and billing. The information included here is specific to Scheduling + Attendance plans. Admins can view and adjust the plan and billing information by logging into their profile from a computer, hovering over then selecting Account & Billing. Which Billing Engine Am I On? Accounts created after 7/17/2023 are on the current billing engine. Accounts created before this are on the “old” billing engine. Question Answer How much does it cost to use When I Work? The cost is based on the plan selected, the number of seats purchased,...From your Computer
FAQs & Reference
Troubleshooting Guides
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Troubleshooting Mobile Time Clocks
Overview If your users are having trouble clocking in or clocking out from the When I Work app on their iOS and Android devices, follow the steps in this article to troubleshoot and resolve the issue. Considerations You must have manager or admin access privileges to perform some troubleshooting steps in...From your Computer, iOS device, Android device
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Troubleshooting Personal Computer Time Clocks
If your users are having trouble clocking in from the When I Work web app on their personal computers, follow the steps in this article to troubleshoot and resolve the issue. You must have manager or admin access privileges to perform some troubleshooting steps in this article. If you have employee or...From your Computer
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Troubleshooting a Time Clock Terminal on a Tablet or Phone
If your users are having trouble clocking in from a time clock terminal on an iPad, iPhone, Android phone, or Android tablet, follow the steps in this article to troubleshoot and resolve the issue. If your time clock terminal is running on a computer, check out our troubleshooting article on...From your Computer, iOS device, Android device
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Troubleshooting a Time Clock Terminal on a Computer
If your users are having trouble clocking in from a time clock terminal on a desktop or laptop computer, follow the steps in this article to troubleshoot and resolve the issue. If your time clock terminal is running on a tablet or phone, check out our troubleshooting article on the...From your Computer
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Troubleshooting Failed Payments
If payments for your When I Work subscription are failing to go through, use this article to troubleshoot and correct the issue. Typically, payments fail due to incorrect card information or your bank preventing the charge. You must have Admin access privileges to be able to to access the Account & Billing page and update...From your Computer
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Troubleshoot Users Missing in the Scheduler
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....From your Computer
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Troubleshooting WorkChat
Having trouble with WorkChat? Use this article to help find a solution so you can get back to communicating with your team. Your employer has the option to turn WorkChat on and off. Log into your profile via the web and click WorkChat WorkChat on the toolbar to open WorkChat. A Message Staff...From your Computer, iOS device, Android device
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Troubleshooting Registration
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...From your Computer, iOS device, Android device
FAQs & Reference
References
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Language Support
When I Work offers and supports our web and mobile applications in English. Set the device language on iOS or Android to translate the app. Platform Language Web English iOS English, Spanish, French, Italian, German Android English, Spanish, French, Italian, German The Customer Care team at When I Work provides support...From your Computer, iOS device, Android device
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Glossary of Terms
Absence Tracking This feature of When I Work allows employees to report when they will not be at work. Also gives supervisors, managers, and admins the option find coverage for the shift. Access Privileges A user’s Access privilege, also called ‘role,’ determines what they can see and do in When I Work. See also employee, supervisor, manager, and admin. Account ID A unique ID for the workplace account set in the General Settings that employees can use to register for your account without an invite. Admin This user is the owner of the account and in charge of billing. The admin...From your Computer, iOS device, Android device
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Manager Resources
Use this guide to get started managing a When I Work workplace. This guide assumes that you have received an email or text message invite to perform this setup. Resources linked in this guide lead to articles related to use of When I Work on a computer via the web...From your Computer
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Supported File Formats for Uploads
When I Work supports uploading files to Document Storage. Document Storage is a central repository in When I Work for documents you want to share company-wide. Uploaded files can be no larger than 1 GB. The total storage capacity for Document Storage is 50 GB. All uploaded files are scanned...From your Computer
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Enable TLS v1.2 on Your Web Browser
Access to When I Work requires a TLS v1.2 compliant web browser. If you’re unsure of your web browser’s compatibility, run this tool to check, and also check out the TLS v1.2 Reference article. Mac OS X version 10.9 and later is already compatible with TLS v1.2. No browser updates are required...From your Computer
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Transport Layer Security (TLS) v1.2 Reference
When I Work strives to comply with industry standard best practices that ensure your data stays private and secure. A TLS v1.2 compliant version of your web browser or mobile app is required to connect to When I Work. If your web browser or mobile app is not compliant, you...From your Computer, iOS device, Android device
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Wage Calculation Reference
When I Work enables you to enter wage information for each user and position you have added to your account. Wage information is useful to help forecast your labor costs while scheduling. Wage information is also available in timesheet exports and pay period summary exports. All wage calculations in When...From your Computer
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Photo Clock In Reference Guide
Photo Clock In enables increased accountability by using the iOS Time Clock Terminal camera to capture the face of each user that clocks in and clocks out. Photo Clock In is only available in the iOS Time Clock Terminal app. Make sure your app is up to date and your...From your Computer, iOS device
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Ramp Up for the Season – Account Reactivation Guide
This guide includes recommendations for seasonal business that need to ramp up their account for the upcoming busy season. If your account is currently hibernated, reactivate it. You must have admin access privileges in order to reactivate a hibernated account. See Reactivate Your Account. As you ramp up, Users can...From your Computer
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Shift Coverage Reference Guide
Shift coverage provides flexible scheduling options to increase employee accountability for their schedule and help ensure all of the shifts you need covered are filled. The shift coverage options include: Overlapping OpenShift pick-up – users can pick-up available OpenShifts that overlap their assigned shifts Shift release – reassigns a user’s...From your Computer, iOS device, Android device
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Customer Data Privacy Reference
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...From your Computer
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Security Reference Guide
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...From your Computer, iOS device, Android device
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Max Hours Enforcement Reference
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...From your Computer
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Two-Step Verification Technical Reference
Two-step verification adds a second layer of security to your account by requiring another method of verification beyond your initial password. Two-step verification is a way to ensure secure access to When I Work for everyone in your organization. Any malicious access attempts to When I Work accounts require a password and an authentication code in order to succeed. When I Work offers two-step verification as a way to confirm appropriate users are performing sensitive actions in your profile or as an optional feature for your account. Once enabled, two-step verification is required at each login to When I Work....From your Computer, iOS device, Android device
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Advanced Role Permissions
Role Permissions provide admins more centralized control over the permissions and access allowed for managers and supervisors. This article covers specifics surrounding each Role Permissions setting in the General Settings. To adjust the Role or “access level” of a specific user, see User Access Privileges. Callout Description a Check to allow Managers access to the Gear menu and make changes to Settings (General, Scheduling, Attendance, Integrations). b Check to allow Managers to view and make changes to the following Workplace objects: Schedules Positions Job Sites Shift Templates Tags Callout Description a Check to allow Supervisors to view and make changes...From your Computer
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Webhooks Reference
Webhooks send event data from When I Work to an endpoint that you set up letting you know about certain changes that happen in near real-time within your account. Webhooks also allow for a push model where you are notified about changes made on the backend. The Endpoint is the...From your Computer
FAQs & Reference
Get Help
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Contacting Us
If you need help with When I Work, you can contact our Customer Care team for assistance. You can also contact us from your computer or iOS device. When I Work offers support through tickets and live chat rather than phone assistance. Online support allows us to quickly and efficiently deliver the answers you need. We decided to keep our support online for a few reasons: We can instantly view your workplace, account activity, system details, and other information so we can troubleshoot effectively. Managing your account is a visual process. We frequently ask you to send us screenshots, videos, and links to help...From your Android device
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Contacting Us
If you need help with When I Work, you can contact our Customer Care team for assistance. You can also contact us from your computer or Android device. When I Work offers support through tickets and live chat rather than phone assistance. Online support allows us to quickly and efficiently deliver the answers you need. We decided to keep our support online for a few reasons: We can instantly view your workplace, account activity, system details, and other information so we can troubleshoot effectively. Managing your account is a visual process. We frequently ask you to send us screenshots, videos, and links to...From your iOS device
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Contacting Us
If you need help with When I Work, you can contact our Customer Care team for assistance. Our Customer Care team provides support through tickets and live chat. You can also contact us from your iOS device or Android device. When I Work offers support through tickets and live chat rather than phone assistance. Online support allows us to quickly and efficiently deliver the answers you need. We decided to keep our support online for a few reasons: We can instantly view your workplace, account activity, system details, and other information so we can troubleshoot effectively. Managing your account is a visual...From your Computer
FAQs & Reference
Product Updates
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Document Storage Release Notes
Document storage enables you to create a centralized repository of important documents for your employees to reference. It’s perfect for storing your employee handbook or an on-boarding checklist. Documents can be uploaded and shared on the When I Work web app, and viewed on all platforms. Document storage is available...From your Computer, iOS device, Android device
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Timesheet Enhancements Release Notes
We have made multiple enhancements to Timesheets in When I Work that support your day-to-day tasks and your growing business. Improved performance that supports scaling to larger accounts. Timesheets and exports now display times in 2 decimals places. Access details with one click. More detailed warnings for: Late clock in...From your Computer
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OpenShift Requests Release Notes
OpenShift Requests, also called Shift Bidding, is an option within OpenShifts that allows employees to express interest in the shift for a management to approve. The Shift Bidding option helps schedulers moderate the OpenShift pick up process to get the most qualified employees into the right shifts. OpenShift Requests is available...From your Computer, iOS device, Android device
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Auto Scheduling Release Notes
Auto scheduling helps you create a fair schedule by leveraging the information already entered in your When I Work account. Save time and reduce errors on complex schedules and get the right employees into the right shifts. Automatically assign unpublished OpenShifts to employees for you to review and publish. Shifts...From your Computer
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Shift Tasks Release Notes
Tasks have been enhanced to include Shift Tasks. Shift Tasks increase employee accountability by allowing you to add tasks list directly to their scheduled shifts. This feature enables you to schedule tasks across schedules, assign tasks to shifts, and monitor progress as tasks are completed. Shift Tasks are available to all current plan types. Shift Tasks can be assigned to individual shifts or shift templates for future reuse. Check the status of Team Tasks and Shift Tasks from the Dashboard & Scheduler in the When I Work web app. Employees complete tasks on their iOS device or Android device. For more...From your Computer, iOS device, Android device
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Labor Reports Release Notes
Labor reports give you deeper insight into your business. These are automatically generated, weekly reports that help you track the labor costs of your workplace. The Attendance Notices Report helps gauge employee performance long term while the Labor Breakdown Report gives an in depth breakdown of your labor costs. Attendance Notices Report:...From your Computer
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Overtime Visibility Release Notes
Overtime visibility displays the overtime impact when scheduling. Your account’s overtime thresholds are used to calculate an employee’s potential overtime when assigning a shift. Overtime visibility is available right in the Scheduler, where you can switch between Hours mode and forecast tools mode for weekly employee totals, and schedule day...From your Computer, iOS device, Android device
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Request Filtering Release Notes
Filtering capabilities have been added to the Time Off Request and Shift Request pages. Use the filters to find the requests that need your attention even faster. Request filtering is available to all When I Work accounts regardless of the plan. Time Off Requests: Filter the time off requests by request...From your Computer
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Auto Scheduling Enhancements Release Notes
Auto Scheduling has been enhanced to give you more control over the distribution of auto scheduled shifts. In addition, improvements to copying schedules and loading templates makes any template an auto scheduling template. Additional auto scheduling options can be customized including: Respecting the maximum hours set in the employee’s profile....From your Computer
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File Upload Enhancements Release Notes
Hire and Document Storage have been enhanced to include virus scanning for all file uploads. Virus scanning has been added to the following products in When I Work: Document Storage Hire public postings Hire manual application additions If the virus scan detects a virus, the upload will not complete and...From your Computer
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Request Views Release Notes
Additional views have been added to the Time Off Requests and Shift Requests pages. Use these to find the requests you are looking for even faster. Request views are available to all When I Work accounts regardless of the plan. Time Off Requests page includes the following views for admin,...From your Computer
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When I Work for RUN Powered by ADP® Integration Release Notes
When I Work for RUN Powered by ADP® is now an integration option. The When I Work for RUN Powered by ADP® connector enables you to send payroll hours from When I Work right to ADP before you close payroll. A new interface for the When I Work for RUN...From your Computer
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Position View & Coverage View Release Notes
The Scheduler has been enhanced with user interface updates to Position view and a new view titled Coverage view has been added. With this, a new look and new filtering options enhance the Position view experience, while Coverage view provides a chronological view of scheduled shifts for each day so...From your Computer
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Employee Archive Release Notes
User profiles can be archived rather than deleted. Archiving users deactivates their employee profile and removes them from the schedule. The new Archived Employees page displays a list of inactive users and allows you to restore employee profiles in bulk. The Archived Employees page displays all previously archived (deleted) users...From your Computer
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Overtime Visibility for OpenShift Requests Release Notes
Overtime visibility has been added to the OpenShift Requests feature. OpenShift requests that are pending manager approval display the max hours and overtime impact for potential takers. A badge appears for any employee that will acquire max hours or overtime when processing OpenShifts requests. Hover over the badge for a breakdown...From your Computer, iOS device, Android device
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Employee Import Enhancements Release Notes
Employee import has been enhanced to enable updates to your existing users, as well as add new ones. Use Employee Import to create all of your user accounts in advance, then add their email addresses when you’re ready to invite them. Make updates in bulk to pay rates, which could...From your Computer
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Printing Enhancements Release Notes
Browser printing of the Scheduler has been enhanced to provide a better end-user experience. Filters applied to the Scheduler prior to printing are respected on the print out. Additional Print Options have been added. You can now show: Annotations OpenShifts Unscheduled Employees Check out Printing the Schedule for more detailed...From your Computer
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Photo Clock In Release Notes
Photo Clock In enables increased accountability by using the iOS Time Clock Terminal camera to capture the face of each employee that clocks in and clocks out. To complete the clock in or clock out process, a photo of the employee is taken. Photos are stored in the app on...From your Computer, iOS device
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Shift Coverage Release Notes
We have enhanced the way in which you can empower your employees to self-schedule, giving you the confidence that you’ll have the coverage you need each day. Employees can now choose to release a shift to an OpenShift in addition to swapping or dropping the shift. Shift Release is a...From your Computer, iOS device, Android device
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WorkChat Enhancements Release Notes
WorkChat has been enhanced to fit exactly the type of communication you’d like for your staff to have access to. You can: Use WorkChat in broadcast-only mode so managers can send out one-way messaging to all staff. Empower employees to start and post in custom channels to communicate with one...From your Computer, iOS device, Android device
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Tags Release Notes
Tags provide a way to define custom shift qualifications that cannot be easily captured by position alone. Think of tags like additional eligibility requirements that you can layer on top of positions. When you use Tags to capture more specific eligibility requirements or qualifications you can make sure that the...From your Computer
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Labor Sharing Release Notes
Labor Sharing is a way to increase your shift coverage by looking at eligible and available employees on your other schedules. Use Labor Sharing when you need to fill vacant OpenShifts, backfill dropped shifts, or find coverage for your employees’ planned PTO. Advanced Feature Don’t see this feature? Check out the plans page to upgrade to a plan with access to Labor Sharing. Share shifts between schedules using Shared OpenShifts. Edit your existing schedules’ OpenShifts to be Shared OpenShifts, or create new Shared OpenShifts. Schedule Shared OpenShifts in the When I Work web app, on your iOS device, or...From your Computer, iOS device, Android device
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ADP Workforce Now Direct Integration Release Notes
The ADP Workforce Now direction integration enables you to send your payroll information directly to ADP for payroll processing. Send worked hours, pay rates for those worked hours, and paid time off from When I Work to ADP Workforce Now. Create new employees in When I Work from your existing...From your Computer
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Max Hours Enforcement Release Notes
Max Hours Enforcement uses the Max Hours/Week setting to enforce the maximum amount of hours each employee can work per work when picking up OpenShifts. Prevent employees from taking too many OpenShifts or shift requests. Control your workforce labor costs by enforcing how many hours each employee can work. For...From your Computer
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Schedule Templates Enhancements Release Notes
The workflow of Schedule Templates has been enhanced to provide a better use, creation and editing experience. Schedule Templates for the current active schedule now appear first in the list of templates. Filter and sort templates to create your exact order. Update existing templates with a new workflow. Include or...From your Computer
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Availability Enhancements Release Notes
Availability has been enhanced to enable admins and managers to enforce how many days notice you need to change availability. Enforcement can help better manage employees making last-minute changes to their availability. New field in Scheduling Settings for Availability that enables the admin or manager to set days notice required for...From your Computer, iOS device, Android device
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Auto-Assign Shifts Release Notes
Auto-Assign shifts has been enhanced to help provide even better shift coverage on weekends, more precise availability considerations, and has added the ability to exclude selected employees from the auto-assign process. Added option to schedule weekends first which prioritizes scheduling weekend shifts before weekday shifts. Enhanced employee availability logic when...From your Computer
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WorkChat Enhancements for iOS and Android Release Notes
WorkChat has been updated so you can customize your communication with your team from the iOS and Android apps. Remove users from channels: Now you can simply remove employees from channels instead of creating a new channel. Improved channel creation: Create new channels without having to first send a message. ...From your Computer, iOS device, Android device
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Dashboard Customization and Filtering Release Notes
Updates to the dashboard allow you to further customize your dashboard to highlight the information that is most relevant to your workplace. Dashboard customization: hide and rearrange dashboard cards to highlight the information that is most valuable to you. Attendance notice card filtering: added filters to more easily triage attendance...From your Computer
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Custom Unit Forecasting Release Notes
Create a custom unit to forecast the shift or hours needs for your organization, whether that’s number of patients, hotel rooms, or guests. You’ll get a more efficient and optimized schedule with the right measurement that’s driving your labor. Custom forecast units calculate the number of shifts or hours to...From your Computer
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New Square Integration Release Notes
With the new Square integration, running payroll is quick and easy. Automatically sync timesheet data to Square—and manage employees and schedule data between systems with ease. Sync time entries to Square directly from When I Work timesheets. Import Square team members into When I Work as employees. Manage employee/team member...From your Computer
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Overlapping OpenShift Coverage Release Notes
The overlapping OpenShift coverage option allows employees to pick up OpenShifts that overlap with currently scheduled shifts. This permits employees to double up on shifts that have overlapping times if the employee can cover enough of the OpenShift. Overlapping OpenShifts can be used without or with shift bidding (OpenShift pick-up approval) enabled....From your Computer, iOS device, Android device
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Searching, Filtering, and Sorting Workplace Objects Release Notes
The workplace objects pages have been updated for a more consistent and modern look and feel. Workplace objects are found under the Workplace Workplace menu. They are the elements that make up your When I Work account so you can schedule and track time for your workplace. This includes users,...From your Computer
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Timesheet Rounding Release Notes
The timesheet rounding option allows timesheet entries to be rounded to align with your payroll requirements and workplace policies. The timesheet rounding functionality is enabled and configured in the Attendance Settings. Timesheet entries can be rounded to the nearest 5 minute, 6 minute or 15 minute increment. Rounded and actual...From your Computer
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Enhancements to Exports Release Notes
Exports have been enhanced in a number of ways to make them more friendly to consume. An export for Shift Templates was also added. Export Enhancement All exports File Name Updates: Export as of run date: [export name] as of month abbreviation, day, four digit year. For example: Job Sites as of Apr 1, 2023.xlsx Exports with a timeframe, e.g. Schedule export, Shift Request, includes start and end date. For example: Schedule for Jan 5, 2023 – Jan 20, 2023.xlsx Columns reordered. Job Sites Export is sorted by job site name. Schedule Hourly tab: Name removed, First Name, Last Name...From your Computer
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Payroll Launch Announcement
When I Work is excited to announce When I Work Payroll! When I Work Payroll is designed to make it incredibly easy for small businesses to run payroll. When I Work Payroll is full-service. Itʼs always ready to run, with no importing or closing pay periods needed. When I Work Payroll is part of When I Work, meaning itʼs a single, user-friendly system. When I Work Payroll includes the following feature set for launch: Real-time payroll experience – Time entries are automatically synced and recalculated with payroll. No need to import and no more data issues between payroll and time...From your Computer
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Basic Time Off Accruals Release Notes
Basic Time Off Accruals enables you create time off accrual policies to start tracking time off for you and your users. If you are migrating from another time accrual tracking system you can transfer all that information right into When I Work. Create time off accrual policies for all of your time off types. Track and manage time off balances for all users. Manage Basic Time Off Accrual Policies Edit Time Off Balances for Users Checking Your Time Off BalanceFrom your Computer
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Integrations Roundup Release Notes Spring/Summer 2024
When I Work is excited to announce new Point of Sale (POS) integrations to the product. When I Work now integrates with Square Point of Sale (POS) to increase operational efficiency through some automations. With this integration you can: Automatically create and update users in When I Work based on your users in Square POS. Review actual sales data from Square POS within your When I Work schedules. Clock in/clock out in Square POS against shifts created and edited in When I Work. Compare Square POS actual hours worked data to scheduled shifts in When I Work. Check out Square...From your Computer