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
Log into your BuyerKiosk admin panel
Click Integrations in the left sidebar
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:
Enter your email address in the username field
Enter your password
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.
Choose the location that corresponds to this BuyerKiosk store from the dropdown
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.