When I Work schedules

If your team's shifts are scheduled in When I Work, connect it and TicketStacker knows who's working where. You keep making schedules in When I Work. TicketStacker reads them every hour and never changes anything there.

Connect it

Only a company Admin can connect it. When I Work doesn't offer a "Sign in with When I Work" button, so it takes three things:

1. A developer key. When I Work includes API access on its Premium plan. Email When I Work support from an Admin account and ask for a developer key for your account.
2. Your When I Work email and password. Use a When I Work Admin or Manager login, so every schedule comes in.
3. Open Settings → Connected apps → When I Work (under Scheduling), enter the Developer key, When I Work email and When I Work password, and click Connect and sync.

TicketStacker signs in once and keeps only the session When I Work gives back, renewing it on every sync. Your password isn't saved. If the session ever lapses (for example, you change your When I Work password), an Admin clicks Change sign-in and enters it again.

Each sync brings in your employees, schedules (When I Work calls them locations), positions, published shifts from a week back to four weeks ahead, and time off. Sync now runs one right away. Disconnect removes everything When I Work brought in.

Work schedule

Work schedule (from Home's Working now card, or app.ticketstacker.com/work-schedule) shows:

• Working now: everyone on a shift right now, where, and until when.
• The Week: each schedule's shifts day by day, named by the Location it's linked to, with open shifts marked Open shift. Use the arrows for other weeks, and This week to come back.
• Time off: approved time off that week.

Home's Working now card shows who's on now and, once you're linked, your own next shift.

Links

Each When I Work schedule is one of your Locations, and each employee is someone in your company:

• A schedule with the same name as one of your Locations links on its own. Employees link on their own when their When I Work email matches their TicketStacker email.
• Admins link the rest on the Links tab: pick the Location for each schedule and the TicketStacker account for each employee. Employees who aren't in TicketStacker yet are listed on People (with their phone, employee code and position, never pay rates or timesheets), where an Admin can invite them. Nobody is emailed until an Admin clicks Invite selected.

With Sales & Inventory, schedules also show on the Locations Map with a When I Work badge next to the Location's other data feeds.

Send new tickets to whoever is on shift

In a stack's editor, on Stages, turn on Give new tickets to whoever is on shift. From then on, a new ticket at a Location (from a Location field, a store queue, or a ticket moved to a Location) that has no owner yet goes to someone working at that Location right now: a When I Work employee linked to a teammate who can work the stack, the one with the fewest open tickets in it. When nobody is on shift there, the ticket waits unassigned as usual. This needs the schedule linked to the Location and the employees linked to their TicketStacker accounts.

Labor in Analytics

With Sales & Inventory, Analytics adds labor next to sales:

• If your team clocks in with When I Work's time clock, each sync brings in the last five weeks of timesheets, and Analytics shows Labor: hours worked.
• If you only schedule in When I Work, it shows Scheduled labor: the hours on published shifts, less breaks.

Analytics shows the hours, sales per labor hour and, by Location, Labor hours. Admins also see Labor cost (hours × each person's pay rate, when When I Work shares pay rates with your login). Pay rates and timesheets are only visible to Admins.