Log in
Enter your login credentials.
Hover over the left side of the screen to open the sidebar, then use it to move around the platform: Home, Pulse, Review, Workers, Payments, Messages, Settings, Create Shift, and Support.
Create a new shift
From the Home screen, click Create New Shift or duplicate a recent shift. Fill in the following information:
Position
Location
Date(s)
Start time
End time
Break info
Number of workers needed
Supervisor
Pay type
Pay amount
Bonus amount (optional)
Review and confirm all the details, and then set your shift live!
We recommend giving at least 72 hours of lead time when posting a shift to ensure your shift is filled.
Note: You can edit most shift details up until 24 hours before the start time.
Request specific workers
While creating a shift, go to the Staff section and select Request Specific Workers.
Add your desired workers to notify them of the shift.
We recommend toggling on the setting to let other qualified workers accept if your requested workers are unable to attend in order for your shift to be staffed.
Manage your schedule
The home screen shows your upcoming and past shifts, with the role, location, and shift time for each.
Track fill rates right from your schedule to see your coverage at a glance.
Click into any scheduled job to see which workers are assigned.
Need to change an existing shift or post a new one? Reach out to your WorkWhile Account Manager, and we'll take care of it.
View an active shift
Click into a shift to see all the key details at the top:
Position
Date
Shift time, including breaks
Location and full site address
Pay rate, including any bonuses
Supervisor
Message workers
From the shift view, you can message everyone on the shift at once or reach out to a worker individually. Replies come back to the portal, and anyone on your team can respond, so nothing falls through the cracks.
Manage time and attendance
Click the pencil icon next to a worker to manage their time. You'll see when they clocked in, when they clocked out, and their total hours worked.
From here you can:
Adjust a clock-in or clock-out time
Clock a worker out if they forgot to
Clock a worker out early if you need to
Report a no-show
View worker experience and history
Click into a worker profile for a snapshot of their experience: their rating, total completed shifts, and whether your team has favorited them.
You can also see total shifts and hours worked, plus certifications, qualifications, and other work experience.
WorkWhile also supports direct hire. Our standard direct hire fee is $1,000, prorated with hours worked, and free after a worker completes 480 hours.
Worker actions
From a worker's profile you can:
Schedule shift — request a specific worker for a shift.
Add to list — group your top workers together for easier scheduling.
Favorite — favorited workers get first access to your shifts going forward.
Block — block a worker from one or many positions. You'll be asked for a reason, which helps us improve quality and matching across the platform.
Bonus — reward a worker for going above and beyond.
Add shift instructions
Click into a shift and select Edit Instructions to set expectations before workers arrive. You can add instructions for:
General instructions
Arrival and parking
Attire and grooming
Check in
Check out
Workers clock in automatically, so there are no codes to manage. If you'd prefer to require clock-in and clock-out codes for a shift, reach out to your WorkWhile Account Manager and we'll turn them on for you.
After the shift: review and rate
Head to the Review page once a shift wraps up to close it out:
Approve or reject any worker call-out requests.
Rate your workers and approve their hours.
Favorite a great worker to give them first access to future shifts, or block one to keep them off future jobs.
Approve hours within 24 hours of the shift ending. After that, shifts approve automatically based on clock-in and clock-out times.
Create a past shift
Navigate to the Worker section and click the + Schedule a past or future shift button. Select the Create Past Shift option.
Assign the worker directly. Because the shift has already occurred, no invitation is needed.
View invoices
Go to the Payments screen and open the Outstanding Invoices tab to see all pending charges to your account. Click into any invoice for line-item details, or download it as a CSV for reconciliation or internal reporting.
We don't process payment until a shift has been completed, reviewed, and approved.
Add payment info
On the Outstanding Invoices tab, scroll to the Payment Information section, then:
Click Add Bank Account to connect your bank.
Click Add Credit Card to add a card.
We also support invoice billing with Net 14 terms. Invoices are generated on the 7th, 14th, 21st, and last day of each month.
Add new team members
Go to the Settings screen and open the Team tab.
Click + Invite Team Member and enter their email address.
Assign their access level.
They'll receive an email prompting them to create a login.
Track performance metrics
Reports
CSV shift summaries — from the Home screen, click the CSV button in the top right.
Invoice details — from the Payments screen, open the Past Invoices tab and click Download CSV.
Analytics
Pulse dashboard — from the Pulse screen, admins can track fill metrics, total costs and spend, and worker performance.
