When I Work Integration: Sync Your Schedule to Crew

Crew integrates with When I Work. If you use When I Work for creating and managing your team’s schedule, you can automatically sync that schedule to Crew. Note This is a one-way integration from When I Work to Crew. Adding, editing or removing shifts from Crew will not be reflected in When I Work.

Take advantage of When I Work’s robust scheduling and time-and-attendance functionality, while using Crew as your communications hub to keep everyone on the same page. This integration is available to all Crew users, regardless of pricing plan. 

To enable the integration, follow the steps below.

Individual Organizations on Crew

  1. Go to the Crew Admin tab
  2. Click “View all add-ons” and scroll down to When I Work
  3. Click “Add.” This will prompt you to sign into your When I Work account

If you have more than one location in your When I Work account, select which location you want to sync to.

Once you’ve successfully connected to your When I Work account and the syncing process has completed, you’ll see your team’s schedule automatically appear in the Team view on the Calendar tab.

Once the sync is complete, shifts will show in the Calendar tab.

Clicking on a specific shift will provide more detail about that shift. To view the same shift within When I Work, simply click on “When I Work” as the source of that shift, and you’ll be linked to When I Work with a view that includes equivalent shifts.

Tap into a shift to view the shift details and source.

Enterprise or Multi-Location Teams on Crew

  1. Log into Command Center
  2. Tap on “Add-ons” from the navigation menu
  3. Select When I Work and click “Add.” This will prompt you to sign in to your When I Work account.

You will be asked to map all locations in When I Work to the corresponding organizations within Crew. This ensures that the right schedule data from When I Work syncs to the right teams within Crew.

Once you’ve successfully connected to your When I Work account and the syncing process has completed, you’ll see your team’s schedule automatically appear in the Team view on the Calendar tab.

Clicking on a specific shift will provide more detail about that shift. To view the same shift within When I Work, simply click on “When I Work” as the source of that shift, and you’ll be linked to When I Work with a view that includes equivalent shifts.

Once the sync is complete, shifts will show in the Calendar tab.
Tap into a shift to view the shift details and source.

Troubleshooting and Other Info

If you experience any issues enabling the integration, the following information may help in resolving them. If you’re still experiencing difficulty please contact Crew Support within the Crew app, or at help@crewapp.com

  • Insufficient When I Work permissions Only Managers and Admins who are also Admins in When I Work have the ability to add the integration. If you receive a message saying you have insufficient permissions, contact the person on your team who should have Admin status in When I Work and ask that person to install the add-on.

  • When I Work team members not in your Crew organization If there are members of your When I Work team that aren’t part of your Crew organization or can’t be matched to a user in Crew, you’ll be prompted to invite those users to Crew or to ignore them until later.   

  • Information updating from When I Work to Crew Information will be synced from When I Work to Crew when the integration is first installed. After that, information will be synced at regular intervals. Therefore, there may be up to a 60 minute delay from when a new employee, new shift, or schedule change in When I Work is reflected in Crew.

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Need Help?

Email help@crewapp.com

Send a message to Crew Support within the Crew app