When I Work is an employee scheduling and time tracking solution built specifically for shift-based workplaces. It simplifies the process of creating, distributing, and managing work schedules.
While it offers a range of valuable features, there may be situations where a user no longer needs access to their profile or workplace account. In such cases, it's important to follow the proper procedures to ensure personal and workplace data is managed responsibly and securely during the deletion process.
In this blog, we’ll discuss how users can delete their When I Work account and some key considerations to keep in mind during the process.
In the When I Work system, account deletion can mean one of two things: deleting a user profile or canceling an entire workplace account.
Understanding the difference between these actions is important to ensure the correct process is followed, depending on the user's role and intent.
If you're an employee looking to remove your user profile, you can start the process directly through the When I Work app on an iOS device. Below are the steps you need to follow:
- Open the When I Work app on your iOS device
- Tap ‘More’ in the bottom-right corner of the screen
- Scroll down and select ‘Delete Profile’
- Carefully review and acknowledge the deactivation information by checking each item
- Tap ‘Submit Request’, then tap ‘Close’ to finish
After your request is submitted, your workplace administrators and managers will be notified. If you’re scheduled for future shifts, they’ll have the chance to reassign or remove them. If there are no upcoming shifts, your profile will be automatically archived, and your access to the workplace will be removed.
For administrators who wish to cancel their entire workplace account, the process must be completed through the When I Work web application. Here’s how admins can cancel a workplace account:
- Log in to the When I Work web app using your administrator credentials
- Hover over your name in the top-right corner and select ‘Account & Billing’
- On the Account & Billing page, click the ‘Gear’ icon in the center and choose ‘Cancel Account’
- Follow the on-screen instructions to complete the cancellation
According to the When I Work terms and conditions, admins can cancel their account at any time; however, cancellations are nonrefundable. Once the cancellation is confirmed, you'll be immediately logged out of the web app, and a confirmation email will be sent to your inbox. Before proceeding, export any necessary data—including user details, schedules, and timesheets—as you will lose access to all workplace data after cancellation.
Before deleting a user profile, keep the following things in mind:
Effectively managing the deletion of user profiles and workplace accounts in When I Work employee scheduling software is essential for preserving data integrity and staying aligned with organizational policies. By carefully following the outlined steps, both users and administrators can confidently navigate the process.