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When I Work

Enhance team coordination and operational efficiency by syncing Xola events with When I Work’s staff scheduling platform.

When I Work is a powerful employee scheduling platform designed to streamline communication, boost team accountability, and simplify time tracking for your entire staff. By integrating Xola with When I Work, your real-time events in Xola automatically sync with your staff scheduling, providing a centralized and up-to-date view of your team’s schedule directly within your When I Work dashboard.

This seamless integration helps you manage your workforce more efficiently, reduce scheduling conflicts, and ensure that everyone is aligned on upcoming shifts and events. It’s a smarter, more efficient solution that supports smooth daily operations and keeps your team productive and informed.

User Access: Administrator roles have access to set up When I Work in Xola.

To grant access to users, click here. 

What's covered in this article:

How to Get Started

  • Create a When I Work Account
    • If you don't have one already, sign up for a When I Work account here.
  • Connect When I Work in Xola
    • In your Xola account:
      • Go to the App Store Tab, find When I Work, and click Install.
      • Authorize the Integration by clicking on Authorize.
      • In the separate window, enter your primary When I Work username and password to authorize the connection.

How it Works

Once integrated, all new and future reservations made in Xola will appear in your When I Work account as Open Shifts. From there, you can:

  • Assign Guides: Manually assign your guides to the open shifts in When I Work.

  • Self-Assignment: Allow guides to assign themselves to available shifts through When I Work.

This seamless integration ensures that your scheduling stays up-to-date with real-time events, enhancing operational efficiency.

Note: Any past reservations that were in Xola before the integration connection will have to be manually entered into When I Work. 

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Tips for Success

  • Train Your Staff: Ensure that your team is familiar with both Xola and When I Work platforms to maximize the benefits of the integration.

  • Regularly Monitor Shifts: Keep an eye on the Open Shifts in When I Work to promptly assign guides and avoid scheduling conflicts.