Connect to When I Work

Overview

This guide will walk you through establishing a connection required for the When I Work integration. It is divided into three sections.

• Before You Connect
• Create Manager or Admin Role in When I Work
• Establish Connection

Section 1: Before You Connect

Preconditions

• The customer setting up this connection must have the role of either Manager or Admin, because the role must have permissions to make API calls. It is recommended that a user is created specifically for the integration. Because the number of Admin users is limited, it may be best for the customer to create a user and set the role as Manager. See Section 2 for instructions. 

Section 2: Create Manager or Admin Role in When I Work

This Section will be completed by the customer.

• Step 1: Log in to When I Work.

• Step 2: On the top right of your screen, hover over the store icon in the main menu. Then, select Employees. 

• Step 3: Click the Add Employee button located near the top of your screen.

• Step 4: Complete the Add Employee form. Make sure to choose either Manager or Admin in the role field to ensure the correct level of permissions needed for the connection. Then, click the Continue to Assignments button. (Note: The email used will receive an invitation, which will need to be accepted to complete the employee setup. Make sure to use an email address that you have access to when completing this section.)

• Step 5: On the next screen, click the Add & Invite Employee button. You should then receive an email invitation to When I Work. (Note: For the purposes of creating a user specifically for the integration, the fields in the screenshot below are not required.)

• Step 6: Log in to the email address used in Step 4. Open the When I Work employee invitation email, and accept the invitation. You will be taken to the newly created When I Work profile. Confirm the information is correct, and then click the Save button. 

Section 3: Establish Connection

Task 1: Paylocity Representative Generates Link

This Task will be completed by a representative from Paylocity while on a call with the Customer. 

• Step 1: On the left menu, click/expand Integration Management.

• Step 2: Click Apps from the drop-down menu.

• Step 3: Scroll down until you see the When I Work application. Click the application icon or anywhere within the row where the When I Work application is located.

• Step 4: You will be taken to the When I Work screen. Click the App Options button on the top right of your screen.

• Step 5: Select Generate link from the drop-down menu.

• Step 6: A link will appear under the App Options button. Copy the link by highlighting the text, right-clicking, and selecting Copy.

• Step 7: At this point, Paylocity will provide the link to the Customer while on the call and keep the current Cloudsnap page open.  

Task 2: Customer Connects to When I Work

This Task will be completed by the Customer while still on the call with their Paylocity representative. 

• Step 1: Paste the link into your browser and press Enter. It will take you to the Connect Paylocity to When I Work screen. Using the credentials of the user created in Section 2, enter the Email and Password as shown in the screenshot below. 

• Step 2: Click Update App. 

• Step 3: You will see the screen below. This indicates that the credentials have been stored. 

 

Task 3: Paylocity Tech Services Confirms Connection in Cloudsnap

This Task will be completed by a representative from Paylocity while on the call with the Customer. 

• Step 1: After the Customer confirms that their credentials have been stored (Task 2, Step 3), click the Test Connection button in Cloudsnap at the top right of your screen. If you are no longer on the When I Work page in Cloudsnap, follow Steps 1-2 in Task 1 of this section. 
  • If successful, a green checkmark will appear to the left of the Test Connection button. 
    • If the connection succeeds, this indicates that the When I Work connection has been established, and the connection can be used for When I Work workflows.
    • If the connection fails, check and correct the When I Work credentials.