Change your work location in the When I Work app from your phone or computer
When I Work stores a default work location for your account, but you can change it whenever you need to work from a different place. The app uses your location to track clock-in and clock-out times, so updating it matters if you work at multiple sites or move to a new workplace. You change the location through your account settings, not through the scheduling interface — most people miss this because the option sits in a different menu than where you manage your shifts.
The steps differ slightly between the mobile app and the web version, but both take less than a minute. You will need to be logged into your When I Work account, and your manager or account owner may have restricted location changes depending on how your workplace set up permissions.
Key Takeaways
- Your work location in When I Work is stored in account settings, not in the shift or schedule section.
- Mobile app users tap the menu icon, then Settings, then tap their name to edit location details.
- Web users click the account menu in the top right, select Settings, and update the location field.
- If you cannot edit your location, your manager or account owner has restricted that permission for your role.
- Changing your location only affects future clock-ins and does not alter past time records.
Change location on the When I Work mobile app
Open the When I Work app on your phone and tap the three horizontal lines (menu icon) in the bottom right corner. This opens your main menu. Scroll down and tap Settings.
On the Settings screen, tap your name or profile section at the top. This opens your profile details. Look for the Location field — it will show your current work location. Tap on it to edit. Type the new location name or address, then tap Save or Done depending on whether you are using iOS or Android.
The app will confirm the change when ready. Your next clock-in will use this new location. If you work at multiple sites regularly, some managers set up separate locations in the system, so ask your manager whether there is already a location code or name you should use instead of typing a new one.
Change location on the When I Work website
Log into your When I Work account at wheniwork.com. In the top right corner, click the menu icon or your name, then select Settings from the dropdown.
On the Settings page, find the Location field in your profile section. Click on it to edit the text. Type your new work location, then click Save. The change takes effect when ready for any future clock-ins.
If you see a message saying you do not have permission to change this field, your account owner or manager has locked location editing. Contact them to request the change, or ask them to update it on your behalf through their manager dashboard.
What happens when you change your location
Changing your location only affects clock-ins and clock-outs you record after the change. Any time you already clocked in or out at the old location stays in your history with that location attached. Your manager can still see all your past records with their original locations.
If you need to correct a past clock-in that was recorded at the wrong location, you cannot change it yourself through the location field. Instead, contact your manager and ask them to edit that specific time entry through the manager dashboard. They can change the location on individual shifts if there was a mistake.
Why your location might be locked
Some workplaces restrict employees from changing their own location to prevent time tracking errors or to enforce that staff clock in at specific sites. If you see a message that you cannot edit the location field, this restriction is in place for your account.
Ask your manager or the person who set up your When I Work account to either unlock location editing for you or to change the location themselves. Provide them with the correct location name or address you need to use. They can adjust this permission in the account settings under employee roles and permissions.
Multiple locations and location codes
If your workplace has multiple sites, your manager may have set up location codes or specific location names in the system. Before you type a new location, ask your manager what name or code to use. Using the exact name the system recognizes helps with scheduling, payroll, and reporting.
Some workplaces use codes like "Store A" or "Warehouse 2" instead of full addresses. Using the wrong variation of a location name can cause confusion in reports or make it harder for your manager to track which site you worked at. When in doubt, copy the exact location name from your manager or from a recent shift that was scheduled at that site.
Frequently Asked Questions
Can I change my location before I clock in?
Yes. You can change your location anytime through Settings, whether you are clocked in or clocked out. The change takes effect on your next clock-in action. If you are already clocked in and realize you are at the wrong location, change it in Settings, then clock out and clock back in at the correct location.
What if I work at different locations on different days?
Change your location in Settings before you clock in each day. The app does not have a way to set different default locations for different days, so you will need to update it manually when you switch sites. Some managers use location codes in shift notes to help you remember which code to use each day.
Does changing my location affect my pay?
Changing the location in When I Work does not change your pay rate or hours. It only updates where the system records that you worked. If different locations have different pay rates, your manager handles that through payroll settings, not through the location field in your profile.
Can my manager see when I change my location?
Your manager can see your current location setting and all your past clock-ins with their locations attached. They may or may not see a log of when you changed the setting itself, depending on how their account is configured. If you change your location frequently, let your manager know why so there is no confusion about your time records.
What if the location field will not save?
Make sure you are connected to the internet and that you tapped or clicked Save after typing the new location. If it still will not save, try logging out and logging back in. If the problem continues, contact your manager — they may need to unlock the field or check your account permissions in the system.