What does a When I Work specialist do?
A When I Work specialist builds and maintains shift schedules within the When I Work platform to organize workforce availability and labor distribution. This role focuses on configuring schedule structures, assigning staff to specific shifts, and publishing finalized rosters so employees receive timely notifications. The specialist manages the entire lifecycle of shift creation, from selecting templates to handling custom time blocks and ensuring data accuracy for payroll integration.
- Creates and configures distinct schedules that group users by department, location, or region to allow for independent shift management. The specialist assigns specific employees to these schedules and controls visibility settings within the Scheduler interface to ensure staff see only relevant shifts. This structure supports complex organizational needs by separating teams while maintaining a centralized view for managers.
- Builds shifts using custom details or pre-defined shift templates to accelerate the scheduling process for recurring patterns. The specialist sets precise start and end times, breaks, and role requirements before saving or publishing the shifts to the team. Using templates reduces manual entry errors and ensures consistency across weeks with similar staffing demands.
- Publishes finalized schedules and individual shifts to trigger automatic notifications for employees via email or mobile app alerts. This action makes the roster visible to staff and allows them to view their upcoming commitments or request changes based on company policy. The specialist verifies that all notifications send correctly to prevent communication gaps regarding work hours.
- Configures integrations and API-based sync actions to connect When I Work with downstream payroll or time clock systems. The specialist sets up webhooks to export worked hours and attendance data, ensuring accurate records for compensation processing. This technical setup automates data transfer and reduces the need for manual spreadsheet exports before payroll runs.
- Exports shift data and schedule history before deleting old schedules to preserve records for auditing or historical analysis. The specialist manages the cleanup of outdated schedules while ensuring no critical labor data is lost during the archival process. This practice maintains a clean active workspace while keeping necessary historical information accessible for future reference.
How to hire a When I Work specialist on Upwork
Step 1: Post a job
Define your scheduling needs clearly so freelancers understand the scope. Use the Job Post Generator powered by Uma™, Upwork's Mindful AI to draft a precise description. Describe your requirements in a few sentences and Uma creates a tailored job post for this role. You can write a new post, update a saved draft, or reuse an existing one.
- Specify whether you need help creating schedules for specific user groups like departments or locations.
- List required tasks such as assigning users to schedules or managing shift templates.
- Mention if you need API-based sync actions or integrations with payroll systems.
Step 2: Evaluate candidates
Look for proof of experience with the When I Work web app Scheduler. Uma runs instant video interviews and builds shortlists with side-by-side comparisons to speed up your review.
- Check for portfolios showing configured schedules tied to specific team structures.
- Verify experience adding custom shifts or using shift templates to speed up creation.
- Confirm knowledge of publishing schedules so employees receive correct notifications.
Step 3: Interview your top choices
Discuss their approach to managing complex shift patterns and user assignments. Schedule and conduct interviews within Upwork Messages to get an immediate transcript and summary after each session.
- Ask how they handle exporting shift data before deleting old schedules to preserve history.
- Question their experience setting up webhooks for downstream payroll or data updates.
- Discuss how they manage schedule viewing permissions for different user roles.
Step 4: Agree on scope and begin work
Set clear deliverables such as published shifts or integrated data flows. Use Upwork Messages and the contract workroom for communication and project management while relying on identity verification, payment protection, hourly tracking, and project funds for security.
- Define milestones for creating schedules and assigning users to them.
- Agree on the number of custom shifts or templates the freelancer will build.
- Specify requirements for syncing records via the When I Work API.
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