Where to find and change your location in When I Work
Your location in When I Work is set in your profile settings, not in the app's main menu. Open When I Work on your phone or computer, tap or click the menu icon (usually three horizontal lines), then select "Settings" or "Profile". Look for a field labeled "Location", "Work Location", or "Store" depending on your version of the app. Tap or click that field, and you'll see options to enter or select a new location.
The exact steps vary slightly between the mobile app and the web version. On mobile, after you reach Settings, scroll down until you see location-related fields. On the web version, go to your account settings and look for a "Locations" or "Workplace" section. If your employer has set up multiple locations in the system, you may see a dropdown menu instead of a text field — in that case, select the location you want from the list.
Key Takeaways
- Your location is stored in your profile settings, accessed through the menu and Settings option in When I Work.
- If your employer manages multiple locations, you'll select from a dropdown list rather than typing a new address.
- Changes to your location take effect immediately, but your manager may need to approve schedule changes if you're switching between locations.
- Your location setting affects which shifts appear in your schedule and which team members you're grouped with in the app.
Why your location matters in When I Work
When I Work uses your location to filter the shifts shown to you and to organize your team. If you work for a company with multiple stores or offices, your location determines which shifts are available for you to pick up and which coworkers appear in your team view. Changing your location tells the system you're now part of a different workplace group.
Your location also affects notifications and scheduling. Managers at your assigned location receive alerts about your availability and time-off requests. If you change locations without updating your profile, you may miss shifts meant for your new workplace, or your old location's manager may still see you as part of their team.
Changing location when you transfer to a new workplace
If you're moving to a different store, office, or branch, contact your manager before changing your location in the app. Your manager may need to update your employment record in When I Work's admin system first — they can assign you to the new location on their end, which then syncs to your account. This ensures your pay rate, job title, and other employment details transfer correctly.
After your manager makes the change in the admin system, you may see a notification in the app asking you to confirm the new location, or the change may happen automatically. If you don't see the update within a few hours, refresh the app by closing it completely and reopening it. If the change still hasn't appeared, message your manager through When I Work's messaging feature to confirm they've updated your location in the system.
What happens if you change location without telling your manager
Changing your location in the app without notifying your manager can create confusion about your schedule and availability. Your old location's manager may still assign you shifts you can't work, or your new location's manager won't know you're part of their team. You might also miss important announcements or schedule changes specific to your new workplace.
In some cases, if your employer tracks location data for payroll or compliance reasons, an unauthorized location change could flag a discrepancy in their records. It's always safer to let your manager update your location through the admin system, which keeps all the backend information in sync.
Fixing a location change that was made by mistake
If you accidentally changed your location or selected the wrong workplace from the dropdown, go back to Settings and select the correct location. The change takes effect immediately. If you can't find the right location in the list, it may not be set up in your employer's When I Work account yet — contact your manager to confirm the location exists in the system.
If you changed your location and now can't see your old shifts or schedule, that's because the app is filtering to show only shifts for your new location. Changing your location back will restore your previous schedule view. If you need to work shifts at both locations temporarily, talk to your manager about whether they can assign you to both locations in the admin system, which some employers allow.
Mobile app vs. web version differences
The When I Work mobile app and web version have slightly different layouts, but the location setting is in the same place: your profile or account settings. On mobile, you'll usually find it by tapping the menu icon and then "Settings" or "Profile". On the web, log in to your account and look for a settings gear icon or a "My Account" link, usually in the top right corner.
Some employers use the web version only for managers and require employees to use the mobile app. If that's the case at your workplace, you can only change your location through the mobile app. Conversely, if your employer uses the web version for scheduling, you may be able to update your location there instead. Either way, the change syncs across both versions within a few minutes.
Frequently Asked Questions
Can I work at two locations at the same time in When I Work?
The standard setup is one location per employee. If you need to work at two locations, ask your manager whether they can assign you to both in the admin system — some employers allow this, but it depends on how your company has configured When I Work. If they can't, you may need to manually check both locations' schedules or ask your manager to post shifts to you directly.
Will changing my location affect my pay or hours?
Changing your location in the app itself won't change your pay or hours — that information is stored separately in your employer's payroll system. However, if your employer pays different rates at different locations, your manager should update your employment record when you transfer, which is separate from changing your location in When I Work.
What if my location doesn't appear in the dropdown list?
If the location you need isn't showing up, it may not be set up in your employer's When I Work account yet. Contact your manager or HR to confirm the location exists in the system. They may need to add it or assign you to it manually on their end.
How long does it take for a location change to show up?
Changes you make in your own profile settings take effect immediately. If your manager changed your location in the admin system, it usually appears in your app within a few minutes, but can take up to an hour. If it hasn't appeared after an hour, try closing and reopening the app to refresh it.