# When I Work Integration Connect your BuyerKiosk account to When I Work to sync your team schedule, enable clock-in from the Workbook, and track labor hours against sales in real time. --- ## What This Integration Does When I Work (WIW) is a scheduling and time-tracking platform. When connected to BuyerKiosk, it provides: | Feature | Description | |---------|-------------| | **Schedule Sync** | Team schedules from When I Work appear in the BuyerKiosk Workbook | | **Clock-In Integration** | Only clocked-in employees appear as available buyers in the queue | | **Labor Reporting** | View labor hours and labor-to-sales percentage from within BuyerKiosk | | **Team Member Sync** | When I Work employees sync to BuyerKiosk automatically | The integration connects via the When I Work API using a secure token. Your login credentials are used once to generate the token and are never stored. --- ## Getting Started ### Requirements Before connecting, make sure you have: - An active When I Work account with at least one location configured - Admin or manager access to the When I Work account - Admin access to your BuyerKiosk store ### Accessing the Setup 1. Log into your BuyerKiosk admin panel 2. Click **Integrations** in the left sidebar 3. Select **When I Work** --- ## Connecting When I Work The setup is a 3-step wizard. ### Step 1: Log In On the When I Work Integration Setup page, enter your When I Work credentials: 1. Enter your **email address** in the username field 2. Enter your **password** 3. Click `Submit` BuyerKiosk will use these credentials to request an API token from When I Work. The credentials are sent directly to When I Work's servers and are never stored in BuyerKiosk. > **Tip:** If your login is rejected, double-check your email and password. You must use the same credentials you use to log into the When I Work website or app. ### Step 2: Select Your Location After authenticating, When I Work will return a list of your locations (schedules). Each location represents a physical store or schedule group. 1. Choose the location that corresponds to **this BuyerKiosk store** from the dropdown 2. Click `Next` > **Tip:** If you have multiple stores, each BuyerKiosk store should be connected to a different When I Work location. Make sure to select the correct one for the store you are currently configuring. ### Step 3: Confirmation Once the location is selected, your integration is complete. The page will show a confirmation message: "Your Account is Now Setup!" The integration is now active and BuyerKiosk will begin pulling schedule and employee data from When I Work. --- ## How the Integration Works ### Team Member Sync When the integration is active, BuyerKiosk pulls team member data from When I Work for the selected location. This includes: - First and last name - When I Work user ID (stored as `wiwID`) - Clock-in/out status Team members who are assigned to your When I Work location automatically appear in BuyerKiosk. ### Clock-In and the Buy Queue One of the key benefits of the When I Work integration is automatic buyer list filtering: - **Only employees who are clocked in** at When I Work appear as available buyers in the buy queue - When a team member clocks in through When I Work, they automatically become available in BuyerKiosk - When they clock out, they are removed from the available buyers list This prevents assigning buys to team members who are not currently working. ### Schedule in the Workbook The Workbook displays schedule information from When I Work, showing which team members are scheduled for the current day. This helps managers plan coverage and assign buys efficiently. --- ## Labor Report The **Labor Report** is available under **Team > Labor Report** in the sidebar (when the integration is enabled). It shows: | Metric | Description | |--------|-------------| | **Labor Hours** | Total hours worked by all team members today | | **Labor Dollars** | Estimated labor cost based on hours | | **Current Sales** | Today's sales total | | **Labor Percent** | Labor cost as a percentage of sales | The report also lists each team member with their When I Work ID, name, and current shift hours. > **Note:** Data is cached and refreshed every 5 minutes to avoid overloading the When I Work API. The numbers shown may have a short delay from real-time values. --- ## Scheduling Provider Options BuyerKiosk supports multiple scheduling providers. You can configure your preferred provider under **Schedule > Settings**: | Provider | Description | |----------|-------------| | **None** | Scheduling disabled | | **BuyerKiosk Native** | Built-in scheduling with overtime rules, payroll rounding, and shift management | | **When I Work** | Uses When I Work for schedules and time clock | | **Homebase** | Uses Homebase for schedules and time clock | To switch providers, go to **Schedule > Settings** and change the `Active Provider` dropdown. > **Tip:** If you switch from When I Work to BuyerKiosk Native scheduling, you gain access to built-in overtime calculations, payroll rounding, and shift policies directly within BuyerKiosk. --- ## Troubleshooting ### Login credentials rejected - **Cause:** The email or password entered does not match your When I Work account. - **Solution:** Verify your credentials by logging into wheniwork.com directly. If you recently changed your password, use the new one. ### No locations appear in Step 2 - **Cause:** Your When I Work account may not have any locations configured, or the API token may have expired. - **Solution:** Log into When I Work and verify that you have at least one location set up under **Settings > Locations**. If needed, restart the setup process. ### Team members not showing as clocked in - **Cause:** The clock-in data is cached and refreshes every 5 minutes. - **Solution:** Wait a few minutes after a team member clocks in. If they still do not appear, verify that they are clocked in at the correct When I Work location (the one linked to this store). ### Labor Report shows zero data - **Cause:** No team members have clocked in today, or the When I Work connection has expired. - **Solution:** Verify the integration is still active by checking the setup page. If it shows Step 1 (the login form), the API token may have expired. Re-run the setup process to generate a new token. ### "WhenIWork integration is not enabled" message in Workbook - **Cause:** The When I Work integration has not been set up for this store, or it was disabled. - **Solution:** Complete the setup wizard under **Integrations > When I Work**. All three steps must be completed for the integration to be active. --- ## Related Articles - [Navigating the Admin Panel](/support/articles/navigating-the-admin-panel) - [Mastering the Queue](/support/articles/mastering-the-queue) - [Shopify Integration](/support/articles/shopify-integration)