When I Work - Shift scheduling & management

Join more than 200,000 workplaces currently using When I Work to streamline operations, reduce costs and turnover through advanced employee scheduling, and time tracking tools designed for the modern workforce. When I Work is more than just a scheduling app - it enhances communication, eliminates excuses, fosters accountability among your team, tracks time and attendance, and helps drive business growth.

"2021 Shortlist" - Capterra

"2021 Category Leader" - Getapp

"Fastest Implementation" - G2 Crowd

MANAGERS LOVE IT:

• User-friendly time clock for easy clock in and out

• Ability to message staff individually or in groups

• Manage and approve shift trades and time off requests

• Access staff schedules from anywhere, anytime

• Create a work calendar for efficient schedule planning

• Quickly notify staff of schedule changes and updates

• Enhanced messaging and scheduling permissions for easier management

• Geofencing features to prevent time theft

EMPLOYEES LOVE IT:

• Convenient clock in and out from the app

• Easily swap shifts with coworkers

• Access work schedules from any location at any time

• Pick up extra work hours through open shifts

• Request time off easily by checking the work calendar

• Private 1:1 or group messaging with coworkers within the app

• View who is scheduled for each shift

WHEN I WORK FEATURES:

When I Work is tailored for shift-based workplaces, focusing on employee needs while ensuring data security round-the-clock. Choose When I Work for top-notch features:

• Team management - Streamline processes from onboarding to shift coverage with ease.

• Team accountability - Ensure everyone is aligned with shift confirmations, mobile clock-ins, task lists, and chat features.

• Team communication - Instantly notify and communicate changes with your team.

• Team empowerment - Enable your team to manage availability, time-off requests, and shift trades collaboratively.

• One-click scheduling - Build schedules effortlessly with Auto Scheduling.

• Confident shift coverage - Receive timely confirmations and alerts on shift swaps and drops.

• Share schedules - Publish schedules with instant notifications to your team.

• Labor forecasting - Efficient labor tools for budget management.

• Control overtime costs - Receive alerts and reports to manage labor expenses effectively.

• Schedule enforcement - Limit clock-ins to designated shifts and locations.

• Payroll integration - Import timesheets for seamless payroll processing.

• Labor reports - Utilize labor distribution for cost management and future planning.

GooGhywoiu9839t543j0s7543uw1 - please add neil.grewal@wheniwork.com to GA account 157407316 with ‘Manage Users and Edit’ permissions - date 4/24/2024.

Before you begin

- If you haven’t used When I Work before, sign up for an account.

- If you already have an account, use a supported web browser to sign in to When I Work on the web.

Name the schedule

Hover over , then select  Schedules to edit your default schedule or to add more schedules.

Consider setting up separate schedules. You might want to set up multiple schedules if your workplace operates out of different physical locations/regions or you want to build separate schedules for different teams/departments.

Add positions

Hover over , then select  Positions to create or edit positions.

Create a position for each role in your workplace. Positions tie people and shifts to a particular duty or skill. Keeping users and shifts separated by position helps you ensure that your workplace has the skilled coverage that you need.

Add users

Hover over , then select  Users to view and manage your user list.

There are several ways to add users:

- Add users one at a time: Use this method if you know your user’s contact information (email address and/or phone number).

- Import multiple users at the same time: Use this method if you know your user’s contact information (email address and phone number) and you want to save time entering user information.

- Tell your users to register with your When I Work account: Use this option if you don’t know your user’s contact information. When users register without being explicitly invited, you must approve their accounts.

Create shift templates

Hover over , then select  Shift Templates to create or edit shift templates.

Create a shift template for each standard shift at your workplace. Instead of manually entering in custom shift details one-by-one on the scheduler, shift templates let you easily create shifts that are scheduled often, speeding up the schedule-building process.

Configure scheduling settings

Hover over , then select  Scheduling Settings to configure.

Determine how users interact with the schedule by configuring the Scheduling Settings. The Scheduling Settings include options that allow users to take accountability for their own schedule.