When To Work

Integration with When To Work scheduling is designed for employers who already use When To Work, or have a need for more advanced scheduling capabilities beyond those built in to Telephone Timesheets.

Here are some of the key features of When To Work.

Integration with When To Work combines the robust scheduling capabilities of When To Work, with the time tracking, automated daily operations, reporting, and 2-way communication systems of Telephone Timesheets. Once the integration is established, your When To Work employees, schedules, positions, and categories will automatically synchronize with Telephone Timesheets.

NOTE: In Telephone Timesheets Positions = Jobs and Categories = Job Sites.

Categories are optional in When To Work. If they are in use, Categories will automatically synchronize with Telephone Timesheets and show up in the Job Sites table. To improve operations, all Job Sites should be updated with address information.

Positions are required in When To Work. Positions automatically synchronize with Telephone Timesheets and are listed in the Jobs table. To improve operations, all Jobs should be updated with job-specific details such as notification rules, mid-shift report requirements, post instructions, etc.

NOTE: Positions are only sync’d if they are scheduled. When a Position sync’s, if it is linked to a Category, it will get linked to the the corresponding Job Site in Telephone Timesheets.

NOTE: If a Position is scheduled but does not have an optional Category defined in the schedule entry, Telephone Timesheets will automatically create a corresponding Job Site as our system requires a Job Site for every Job.

Any Employee List and Ignore List

Telephone Timesheets has now created the option to “ignore” employees to avoid errors showing up in the integration page.

In order to properly sync Telephone Timesheets to When To work, the When To Work employee needs to be in Telephone Timesheets. However, many companies may have placeholders and don’t want it to be integrated.

For example, if When To Work has a placeholder employee, but it is typed into the “ignore list” then it will sync correctly and our system will ignore said placeholder employee.

Additionally, if there is placeholder for someone to fill a shift in When To Work, adding the placeholder name (i.e Someone-Fill-This-Shift or Empty-Shift) to “Any Employee” will allow it to sync the schedule in Telephone Timesheets.