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– One Account, Multiple Locations

Multiple Locations or Departments

Option 1: Use One WhenToWork Account – Add your locations into one account

one w2w account diagramLocations or departments are added into an account by making Location-Specific Positions and then you can Group the Positions for quick viewing of each location separately

Ex. Create Position names like:

  • Cashier – Dept A
  • Cashier – Dept B


  • Dept A Sales
  • Dept B Sales 

You then have the flexibility of viewing any combination of these Positions (all employees at one store or all Cashiers across all locations, etc.)

Optional – You also can set each employee’s Position Preferences to indicate which locations you prefer they work or allow employees to choose their preferred Positions

Note: When locations are included in one account, they must be Published at the same time. Publishing affects all Positions and locations. To Publish locations separately, use separate WhenToWork accounts if appropriate (see below). Also, if you put all locations in one account, we currently do not have a way to restrict managers to only edit or view certain Positions or employees.

Option 2: Use Separate Accounts Linked only for Billing Purposes →


multiple sites to use the same account, multiple departments groups together one account, multiple managers hire the same employee