Integration · Payroll & HR

Connect Claude & ChatGPT to When I Work

Ask your AI who is working tomorrow, who can take an open shift or which time-off requests are waiting, and get the answer from When I Work. It can assign and release shifts, accept or deny time off, approve shift swaps, clock employees in and out, and read and correct timesheet entries.

Connect When I Work free

Free plan, no credit card. Takes about a minute.

Try asking

“Who is working at the downtown location tomorrow?”
The AI lists tomorrow's shifts for that location with the assigned employees.
“Who can take the open Saturday bartender shift?”
It lists the employees eligible for the open shift, and can assign the one you pick.
“Which time-off requests are waiting for me this month?”
It lists time-off requests in the date range and can accept or deny the one you choose.

What your AI can do

Shifts and scheduling

List shifts, open shifts and schedule notes, see eligible employees and availability, assign or release shifts, and handle swap and drop requests.

Time off

List, create, accept and deny time-off requests, with the account's time-off types.

Timesheets and staff

Clock employees in and out, read and correct timesheet entries, and look up, add and update employees, positions and job sites.

“Who is clocked in right now?”
It lists open timesheet entries for people who are currently clocked in.
“Emma forgot to clock out yesterday. Set her end time to 17:00.”
It finds her timesheet entry and updates the end time.
“Approve Lars's shift swap for Friday.”
It finds the swap request and sets it to approved.

29 tools for When I Work

These tools are switched on when you connect. You can switch any of them off, or require your approval before it runs.

assign_open_shiftChanges dataAssign one or more employees (`user_ids`) to an open shift by `shift_id`.
clock_inChanges dataClock an employee in; `id` is the user id. Optional `shift_id`, `location_id`, `position_id`, `site_id` and notes.
clock_outChanges dataClock an employee out; `id` is the user id. Optional notes and cash tips.
create_time_entryChanges dataAdd a timesheet entry for `user_id` with `start_time` and `end_time`, plus optional location, position, shift, notes and approval.
create_time_off_requestChanges dataCreate a time-off request for `user_id` with `start_time`, `end_time` and `type_id` (from list_time_off_types), plus paid `hours` if relevant.
create_userChanges dataAdd an employee with name, email, phone, role, positions, locations and hourly rate. An invitation email is sent unless `invite` is false.
delete_shiftDeletesPermanently delete a shift by `shift_id`. Optional `message` is emailed to the assigned employee; `chain` also deletes later shifts in a repeating series.
get_accountGet the connected When I Work account's details and settings.
get_shiftGet one shift by `shift_id`.
get_time_entryGet one timesheet entry by `time_id`.
get_time_off_requestGet one time-off request by `request_id`.
get_userGet one employee by `user_id`, with contact details, positions and schedules.
list_availabilityList employees' availability and unavailability entries up to `end`, optionally for one `user_id`.
list_eligible_usersList employees eligible to take an open shift, by shift `id`, `position_id` or `location_id`.
list_job_sitesList job sites that shifts and clock-ins can be tagged with.
list_positionsList the account's positions (job roles), used when scheduling shifts.
list_schedule_notesList schedule annotations (announcements, closures, no-time-off days) between `start_date` and `end_date`.
list_schedulesList schedules (locations) in the account.
list_shift_swapsList shift swap and drop requests, filtered by date range, `status`, `type`, `user_id` or `shift_id`.
list_shiftsList shifts up to `end` (defaults to 3 days ahead), filtered by `user_id` or `location_id`; set `include_open` or `unpublished` to include open or unpublished shifts.
list_time_entriesList timesheet entries up to `end`, filtered by `user_id`; set `only_open` for people currently clocked in.
list_time_off_requestsList time-off requests between `start` and `end` (yyyy-mm-dd), filtered by `user_id`, `location_id`, `status` or `type`.
list_time_off_typesList the account's time-off request types (e.g. personal, sick, holiday).
search_usersList or search employees by `search` text, optionally filtered by `location_id` or including pending and deleted users.
unassign_shiftsChanges dataRelease the given `shift_ids` from their assigned employees, turning them into open shifts.
update_shift_swapChanges dataUpdate a shift swap or drop request by `swap_id`, e.g. set `status` to 1 to approve or 2 to decline.
update_time_entryChanges dataUpdate a timesheet entry by `time_id`, e.g. start or end time, notes or `is_approved`.
update_time_off_requestChanges dataUpdate a time-off request by `request_id`; set `status` to 2 to accept or 4 to deny, or change times and hours.
update_userChanges dataUpdate an employee by `user_id`, e.g. name, contact details, role, positions, locations, max hours or hourly rate.

Set up in three steps

1
Pick the app
Create a free PipMCP account and choose When I Work from the app list.
2
Paste your key
Enter three things: the email and password of a When I Work user, and a When I Work developer key. API access depends on your When I Work plan: an admin must email When I Work to request API access and receive a private developer key. The AI acts with that user's permissions.
3
Add the link to your AI
You get a personal MCP link. Add it to Claude, ChatGPT or Cursor:
1. Click your name, then Settings › Connectors › Add custom connector.
2. Paste your link as the Remote MCP server URL.
3. Switch it on from the + menu in a chat.

Questions

What can the AI do in When I Work?

The AI can read shifts, schedules, schedule notes, availability, positions, job sites, time-off requests, shift swaps and timesheet entries. It can assign and release shifts, delete a shift, create and update time-off requests and timesheet entries, handle swap requests, clock employees in and out, and add and update employees.

Does the AI see my When I Work credentials?

No. Your When I Work email, password and developer key are encrypted at rest and never shown to the AI. After you save them, they are not shown again, not even to you. The AI only sees the results of the tools it calls.

Can I control what the AI is allowed to do?

Yes. You choose which tools are switched on, so you can start with schedules and timesheets as read-only. Deleting a shift is permanent and can email the assigned employee, and adding an employee sends an invitation email by default. These and other changes can require your approval before they run. Every tool call is logged.

Does it work with ChatGPT?

Yes. In ChatGPT go to Settings › Apps & Connectors › Advanced and turn on Developer mode, then add your PipMCP link. Developer mode needs a paid ChatGPT plan: Plus, Pro, Business or Enterprise. The same link also works in Claude (Settings › Connectors › Add custom connector), Cursor and other MCP clients.

What does it cost?

PipMCP has a free plan with no credit card required. Paid plans bill per completed task. You also need your own When I Work account with API access.

Why does When I Work need a login and a developer key?

When I Work gives API access through a private developer key, which an admin requests by email from When I Work. The API then signs in as a When I Work user with their email and password and acts with that user's permissions. A user with limited permissions limits what the AI can do.