Resources · Make integration

When I Work Make integrationAutomate When I Work with Make.

Tired of adding every new hire to When I Work by hand? The When I Work Make integration gives you 6 modules to create, update, find and remove users. This guide is for managers who schedule shifts, and it walks you from connection to a first working scenario.

Try the When I Work integration on MakeSee the 6 modules

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What you can automate

What can the When I Work Make integration do?

The When I Work Make integration links your When I Work account to Make, a no-code tool where you build a scenario: an automation made of modules, each module being one brick that acts on one app. Here the bricks manage the people on your schedule: 5 actions and 1 search, all centered on users.

Onboarding without retyping. When a new employee shows up in your hiring form or HR sheet, a scenario can pass that record to Create a User, so the person exists in When I Work before their first shift is planned.

Profiles that stay current. A phone number or email changes in your main staff list? Search Users finds the matching person and Update a User writes the change, so managers never call an old number.

Clean exits. When someone leaves, Delete a User removes the account from When I Work as part of the same offboarding flow that closes their other tools.

What Make does not do here: When I Work has no trigger in Make, so it cannot start a scenario by itself. Your scenario starts from another app or from Make's own schedule. For anything the 5 listed actions miss, Make an API Call reaches the rest of the When I Work API with the same connection.

Wondering how Make compares with n8n for this kind of HR plumbing? Read n8n vs Make. To check which plan fits, see Make pricing, and if you would rather have the team build it, visit Make agency.

Connect

How do you connect When I Work to Make?

  1. 01

    Add a When I Work module

    In your scenario, click the +, search for When I Work and pick any of its modules. A connection is your When I Work account linked to Make once, then reused by every When I Work module. Click Create a connection.

  2. 02

    Name the connection

    The Connection name field is optional, but a clear label such as the location or account owner helps later, when several people share the same Make workspace and several accounts sit in the list.

  3. 03

    Enter your credentials

    Type the credentials the window asks for. The When I Work doc points to the email and password of your When I Work account, and mentions an API key in its prerequisites. Copy them from your account, paste, and save.

First scenario

Your first scenario: add new hires to When I Work

GoalWhen a new employee is recorded in another app, Make creates that person as a user in When I Work.

  1. 01

    Create the scenario

    From the Scenarios page, create a new scenario and click the +. The first module is the app where new hires land, such as your hiring form or staff sheet.

  2. 02

    Add Create a User

    Click the + on the right of that first module, search When I Work and choose Create a User. Pick your connection, or click Create a connection if this is your first time.

  3. 03

    Map the new hire

    Fill the module fields by mapping data from the first module: the name and email of the new employee flow in from each bundle, which is one item passed from one module to the next.

  4. 04

    Test with Run once

    Click Run once to execute the scenario one time. Open the bubble above each module to read the bundles it received, then check that the person now appears in When I Work.

  5. 05

    Schedule and switch on

    Set the schedule on the first module (every 15 minutes by default) and switch the scenario on. Each module run on one bundle is an operation, the unit Make counts on your plan.

Modules

What each When I Work module does

When I Work gives you 6 modules. For each one: what it does for you, when to reach for it, and what to watch out for.

When I Work1

Create a User

Action

In Make“Creates a user.”

Turns a new hire into a When I Work user without anyone retyping a name or an email, so the person is ready to be placed on the schedule.

When to use it
right after a hiring form, a signed contract or a new row in your staff sheet, as the step that closes onboarding.
Watch out
run Search Users first if the person might already exist, or you may end up with two accounts for one employee.
When I Work2

Delete a User

Action

In Make“Deletes a user by ID.”

Removes a person from When I Work when they leave, so former staff stop showing up on schedules and in your team list.

When to use it
inside an offboarding scenario, after the departure is confirmed in your HR tool or staff sheet.
Watch out
it works by user ID and a deletion should be treated as final, so test it with Run once on a dummy account before switching the scenario on.
When I Work3

Get a User

Action

In Make“Get a user's details by ID.”

Pulls the full details of one person you already know by ID, so later modules can reuse that profile without asking anyone for it.

When to use it
when an earlier step already hands you the user ID and you need the rest of the profile to send a message or fill a report.
Watch out
it needs the ID, not a name or an email; if you do not have it yet, start with Search Users instead.
When I Work4

Make an API Call

Action

In Make“Performs an arbitrary authorized API call.”

Opens the rest of the When I Work API from inside your scenario, reusing the connection you already created, for anything the other 5 modules do not cover.

When to use it
when your need goes beyond users, and none of the listed modules handles it.
Watch out
you write the request yourself, so keep the When I Work API documentation open and test every call with Run once before going live.
When I Work5

Update a User

Action

In Make“Updates a user by ID.”

Keeps an existing profile in step with your main staff list by writing the new values onto the right user, instead of someone fixing it by hand later.

When to use it
after a change of phone number, email or role recorded in your HR tool.
Watch out
it targets a user by ID, so pair it with Search Users when your source does not hold the user ID, and map only the fields you mean to change.
When I Work6

Search Users

Search

In Make“Searches for specific users or lists them all.”

Finds specific people in When I Work, or lists your whole team, and hands each match to the next module as its own bundle.

When to use it
to fetch a person's user ID before an update or a deletion, or to check whether a new hire already has an account.
Watch out
it can return zero, one or many bundles, and every module after it runs once per result, which counts as operations.
Need help

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FAQ

When I Work and Make: common questions

01Is the When I Work Make integration free?
Yes, on the Make side. When I Work is a standard app, available from the Free plan. That plan allows 2 active scenarios, a minimum of 15 minutes between scheduled runs, 5 minutes of execution per run, files up to 5 MB and 512 MB of data transfer. Paid plans (Core, Pro, Teams and Enterprise) lower the interval to 1 minute and remove the limit on active scenarios. Usage is counted in operations per month. You still need your own When I Work account, whose subscription is separate from Make.
02What do you need to connect When I Work to Make?
A When I Work account and the credentials the connection window asks for. The When I Work doc lists an API key among the prerequisites and, in its setup notes, points to the email and password of your account. You add any When I Work module, click Create a connection, optionally name it, then enter those credentials. The connection is then reused by every When I Work module in all your scenarios, so you only do this once per account.
03Can When I Work start a Make scenario on its own?
No. When I Work has no trigger module in Make, neither scheduled nor instant, so nothing inside When I Work can launch a scenario. You start the scenario in one of two ways. Either a trigger from another app opens the flow, such as a new row in a staff sheet, and When I Work modules follow it. Or you use the schedule on the first module, which runs every 15 minutes by default, down to 1 minute on paid plans. Both work with all 6 modules.
04What if the When I Work module you need is missing in Make?
Use Make an API Call. This module reaches any endpoint of the When I Work API from your scenario, using the same connection as the other modules, so you do not set up anything new. The 5 other modules only handle users: create, get, update, delete and search. Anything beyond that goes through Make an API Call, with the When I Work API documentation open next to you. Test each request with Run once and read the returned bundle before switching the scenario on.
05Should you use Make or n8n for When I Work?
It depends on what you need and on what each tool actually offers for When I Work. On Make, you get 6 modules centered on users, plus Make an API Call for the rest of the API, and no trigger. Before choosing n8n, check whether it has a When I Work node and what that node covers, because this page cannot confirm it. Compare the two on the actions you need, on how your scenario will start, and on the plan limits that apply to your volume.
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