When I Work is an employee scheduling app that tracks time and attendance while improving communication and accountability among your team. And when you integrate When I Work with OnPay, managing and paying employees gets even easier because you can:
- Sync employees and their information from OnPay to When I Work
- Pull timesheet data, including PTO, Vacation, and Sick time, from When I Work into OnPay
- Use the Positions and Rates you've already set up in When I Work when running payroll
What we'll cover
- Connecting When I Work
- What to do if an employee doesn't sync
- Overtime and PTO for salary employees
- Positions and rates
- Saving and removing the integration
What to know before you begin
Before you setting up this integration, make sure you've done the following:
- Your company must subscribe to When I Work services separately from OnPay
- Your pay cycle and pay periods in OnPay must exactly match those in When I Work
- Employees must be active in both OnPay and When I Work
- Employee email addresses and names in OnPay must match their information in When I Work
- For Time Off balances to appear on paystubs, a policy must be set up and assigned in OnPay
Connecting When I Work
Go to Company, then App Directory, then Time Tracking.
Click Get Started With When I Work.
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Before you proceedMake sure all employee emails are correct in both When I Work and OnPay. OnPay uses the employee's email address to match them with their employee profile in When I Work. Any OnPay employee whose email isn't found in When I Work will not be updated. Additionally, once OnPay has found an email match, the employee first and last name will be updated using the information found in the employee's OnPay profile. |
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Once you've confirmed your employee emails are correct, enter your When I Work login credentials, and click Connect.
Select a worksite, and click Connect.
Once employees are synced, click OK.
What to do if an employee doesn't sync
You'll get this message when OnPay has an employee email address that can't be found in When I Work.
These email addresses will need to be updated in When I Work before these employees can be synced. Once you've done this, click Sync Employees.
Overtime and PTO for salary employees
Include Salary employees in sync
Selecting "Include Salary employees in sync" means OnPay will import overtime hours, vacation and paid leave, and holiday hours for salary employees when importing hours for a pay run. Regular hours are not imported for salary employees.
Positions and rates
Use Positions and Rates From When I Work
Map your WIW Positions to OnPay by selecting their corresponding pay types in each menu. Click Get Positions if you need to refresh this list.
Need a new Pay Type?
You can create new pay types in Pay Items.
Select the appropriate pay type from the menu to the right of each position in the list.
Removing the integration
Click Disconnect to turn of this integration.
Importing hours during a pay run
Now that you've integrated OnPay and When I Work, it's time for the easy part! Next time you're ready to run payroll, you'll be able to quickly import hours from When I work.
How to import When I Work hours during a pay run→
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