When I Work Guide

In this guide you will complete the following 3 steps:

  1. Configure When I Work API
  2. Employee Import from When I Work
  3. Employee Export to When I Work
  4. Link Employee(s)
  5. Data Import from When I Work
    1. Configure When I Work API
      1. Login to SimplePay account.
      2. Go to Add-Ons >> When I Work
      3. Enter When I Work login details.
      4. Press Save Settings button.
    2. Employee Import from When I Work
      1. Load When I Work page in SimplePay, and go to Import Data Tab.
      2. Under Manage Employees panel, number of employees created in When I Work will be listed which are not imported in SimplePay.
      3. Click on Import Employees button.
      4. Employees data will be loaded in editable form.
      5. Select Employees which you want to import.
      6. Make any required changes and press Save data button.
      7. Employees will be imported into SimplePay.
      8. You can import timesheet data for employees imported from When I Work.
    3. Employee Export to When I Work
      1. Load When I Work page in SimplePay, and go to Import Data Tab.
      2. Under Manage Employees panel, number of employees created in SimplePay will be listed which are not exported to When I Work.
      3. Press Export Employees button to export Employees to When I Work.
    4. Link Employee(s) between When I Work and SimplePay
      1. Select employee(s) from When I Work and SimplePay dropdown
      2. Click Link Employee(s) button.
    5. Data Import from When I Work
      1. Load When I Work page in SimplePay.
      2. Load Import Data page from top right of the page.
      3. Select pay period type (in case of multiple pay period types in company).
      4. Available date range for Timesheet data import is given.
      5. You can select to import Timesheet as Hours Worked or Time In Time Out format.
      6. Press import data button to import timesheets from When I Work.
      7. Status message will be displayed for Timesheet imports.
      8. All Hours from When I Work will be imported as Regular Hours.
      9. You can check the imported timesheet data in Payroll page and Timesheet page.
      10. If multiple rates are used within a pay period for an employee, gross amount will be calculated and populated in Gross field in Payroll page.