Build and Publish Team Schedules
Managers can use When I Work to turn staffing needs into a shared work calendar. Shifts can be created, updated, and published for the whole team, while schedule changes reach employees without requiring a separate message thread. The mobile view makes it practical to check coverage away from a desk and keep daily staffing plans accessible.
Workplaces can organize schedules around locations, departments, or groups, and access levels determine which parts of the roster each person can view or edit. Auto Scheduling, shift confirmations, and availability details help managers fill the right hours, reduce missed changes, and keep the published schedule aligned with who is actually available.
Clock In and Track Attendance
When a workplace enables mobile time tracking, employees can clock in and out from the app around their scheduled shifts. Managers can compare scheduled hours with recorded time, review attendance, and move approved timesheet information toward payroll instead of rebuilding it from separate records. This connects the work calendar to the hours the team actually completes.
Location rules can limit clock-ins to an approved job site, while overtime alerts and labor reports help supervisors notice cost or coverage problems earlier. Because time-clock options depend on workplace settings and permissions, each employee sees only the controls assigned to that account. The result is a clearer path from scheduled shift to verified attendance.
Trade Shifts and Request Time Off
Employees can manage common schedule conflicts inside When I Work instead of coordinating changes through private texts. They can submit availability, request time off, offer or swap a shift, and pick up open hours when their workplace allows those actions. Managers receive the requests in the same scheduling system and can approve changes while watching coverage.
Shift confirmations, swap and drop notifications, and open-shift listings make responsibilities visible to everyone involved. An employee who cannot work a slot can start the appropriate request, while a coworker looking for extra hours can respond through the shared workplace. Keeping those changes attached to the schedule reduces uncertainty over which version of the roster is current.
Join a Workplace and Message the Team
The app supports both employees joining an existing team and managers setting up a business workspace. New users can log in with email and password, use Google sign-in, or sign up before choosing how they want to participate. Workplace membership then connects the account to the schedules and tools assigned by an employer.
Once inside a team, staff can send private messages or use group conversations without sharing personal contact details. Managers can alert workers to schedule updates, and employees can keep shift questions near the calendar they affect. This account-and-workplace structure is especially useful for restaurants, retail stores, healthcare teams, and other organizations where schedules change frequently.
