The People® integration server integrates with other systems and schedules the synchronisation of data so you don’t need to manually refresh data from one system to another. 


Go to and log in or create a new account using the Register option on the top right 

Login in using your email and password

Click on the WhenIWork Settings option and enter your WhenIWork login details and press the authorise buttons 

Then refresh the screen using the browser refresh. A list of all your employee numbers with the Rota ID for each employee will be shown. These are the Rota ID identifiers in WhenIWork. 

Next login to your People system. For each employee that you would like to link to WhenIWork go into their Employment Record and set the Rota ID field to match Rota ID shown in the list.

While still logged into the People system go to the 'Settings' option and then 'API' and create a new API key. Be sure to select the Employee, Holiday and Absence sections. Call the API key something meaningful, such as WhenIWorkLink

Go back to the People Integration program and click on the PeopleHR Settings menu option and enter the API key from People® and press the authorise button. 

That’s the configuration complete


The following data will be synchronised between People and WhenIWork

New holidays

Approved holidays — requests will not be sync’d until the approved

Updated holiday records

Deletion of holidays — holidays deleted in people will be removed from WhenIWork

New sick 

Deletion of sick

Updating sick 

The system will sync records for the following range of dates: 1 week back and 3 weeks forward. This means that any amendments to holidays or sick in People more than a week ago or more than 3 weeks ahead will not be transferred to the WhenIWork schedule. 

Durations of 1/2 a day are transferred as follows: If the duration is AM then the start time of the event is taken as 9am and the end time 1pm. If the duration is PM then the start time is taken a 1pm and the end time as 5pm.

The sync will take place every 10 minutes and will run through 5 employees at a time. This limit is imposed on us to stop us overloading WhenIWork servers - and it’s good practice. So if you have 20 employees then the system will take 40 minutes to sync all the records and then it will cycle back to the first employee.

Your WIW clock in and clock out transactions will show in the People timesheet area. 

The integration works as follows:

1. Every 10 minutes People will check the previous  7 days punch in and outs on WIW

2. If data is found then the following steps will take place:

  • The previous days punch data will be cleared in People and overwritten with the WIW punch data
  • If more then 5 punch in out combinations are found in WIW then each successive punch in out will be placed into the 5 and final punch slot in People 


Customer Services Team

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