Introduction: Setting Up Your Schedule
After you've created your When I Work account, you'll need to setup a few things before you start scheduling. You should have also received a welcome email that includes a link to a "Guided Setup" tool that will help you get started.
Locations
First, decide whether you'll need to manage schedules for multiple locations. Select "Locations" from the "Toolbox". For example, if you operate multiple salons and have staff that work at all locations, configuring multiple locations will allow you to easily schedule and find shift replacements. It will also make it convenient for staff to make shift trades with other employees.
Positions
Next, setup your positions. Select "Positions" from the "Toolbox". You can use positions to establish departments, skills, groups or tasks for your staff. You will assign your employees to one or more positions. For example, if you operate a restaurant, your positions may be managers, hosts, servers, cooks, bartenders, shift leads, etc. This will simplify scheduling and allow you to visualize position coverage easily.
Shifts
Setting up shifts will make assigning your regular shifts quick and easy. Select "Shifts" from the "Toolbox". For shifts that you regularly need to filled, define them in the Shifts section. You can color code your shifts as desired. For example, you may want all your morning shifts green and your night shifts blue.
Employees
After you've setup your locations, positions and shifts, you'll add your staff to the schedule. Select "Employees" from the "Toolbox". Adding your employees is quick and easy. If you include their mobile number and/or email address they will instantly receive an invitation to view the work schedule online. Setting each employees preferred ours per week will allow scheduling managers to keep scheduled hours under control.
Start Scheduling
Now you're ready to start scheduling. Click "Scheduler" from the main menu. To assign shifts, simply click on the empty cell for the day and employee you want to schedule. If you need to assign shift with a custom start and end time, click "Custom Shift".
