How to Get Access
  • Your ID & Password
  • First-Time-Through Wizard
  • Regularly Signing In
  • Use WhenToWork to....
  • See What's New
  • View Notices from your Manager
  • Check Your Schedule
  • Export to Google Calendar
  • Sync your Schedule with Outlook
  • Download Shifts to Outlook Manually
  • View shifts on iPhone Calendar
  • Mobile Version tips
  • View the Bulletin Board
  • Change Your Info
  • Email & Text Message Notifications
  • Use OpenID For Access
  • Send & Receive Messages
  • Mobile Version
  • If allowed, you also can...
  • View Everyone's Schedule
  • See Other Employees' Availability
  • Set Your Prefer / Dislike Work Times
  • Ask for Time Off on a Specific Day
  • Cancel a Pending Time Off
  • View Staff List
  • Set Preferred Positions or Locations
  • Set Your Own Cannot Work Times
  • View Another Person's Schedule
  • Add Bulletins to the Bulletin Board
  • Trade & Pick Up Shifts
  • Add Your Own Shifts
  • Edit Your Own Shifts
  • Cancel a Pending Trade
  • Frequently Asked Questions
  • I have a shift I want to get rid of...
  • I changed my mind and want to cancel a shift pickup or request...
  • How do I change my ID and/or password?
  • Why can't I pick up an unassigned shift?
  • Why don't I get my messages by e-mail?
  • When I click links nothing happens!
  • My window turns blue & does not close
  • Signing in Using a Smart Phone
  • Latest w2w Features

  • Sync your WhenToWork Schedule with Outlook
    The preferred method to view your schedule in Outlook is to Export to Google Calendar and then sync Google with your Outlook.  This export will automatically be updated when your schedule changes, so you just export once and set up your sync and your Outlook should always then reflect your most up to date schedule.

    Be sure your shifts are correctly displaying in Google Calendar, then follow the steps below to link up your Google Calendar and Outlook.  This ensures that the shifts are updated in Outlook when schedules change or new shifts are published.

    After creating your Export to Google Calendar:

    Log in to your Google Account and open your Google Calendar
    1 Click the down arrow next to "My calendars" (below) and choose "Settings" (B)
    2 Click the name of your WhenToWork Google Calendar. (C)
    3 Scroll down to "Private Address" and click the green ICAL button  (D)
    4 Right-click the URL and choose "Copy link address"  (E)
    Launch Outlook and click Calendar
    5 In Outlook 2007 -  In the top menu under "Tools" choose "Account Settings" (Abelow)  and click to the "Internet Calendars" tab (B) and click "New" (C) 
    In Outlook 2010  - In the Home menu ribbon, in the Manage Calendars pane click "Open Calendar" and choose "From Internet"
    6 Click in the input field and Paste the url - (hold down CTRL and press V) and click Add  (D)
    7 Under Update Limit, UNCHECK the box (E) and click OK (F)
    You can now view your Google Calendar from Outlook
    Note: to view your WhenToWork calendar overlaid or merged with your other Outlook calendar:
    • Check off all calendars listed in left column that you want to merge so they are side by side
    • Click the little left arrow button  in the top tab of the calendar next to the calendar name to overlay it.


 Online Scheduling