{"id":9648792928530,"title":"When I Work Search Users Integration","handle":"when-i-work-search-users-integration","description":"\u003cbody\u003e\n\n\n \u003cmeta charset=\"utf-8\"\u003e\n \u003ctitle\u003eWhen I Work Search Users | Consultants In-A-Box\u003c\/title\u003e\n \u003cmeta name=\"viewport\" content=\"width=device-width, initial-scale=1\"\u003e\n \u003cstyle\u003e\n body {\n font-family: Inter, \"Segoe UI\", Roboto, sans-serif;\n background: #ffffff;\n color: #1f2937;\n line-height: 1.7;\n margin: 0;\n padding: 48px;\n }\n h1 { font-size: 32px; margin-bottom: 16px; }\n h2 { font-size: 22px; margin-top: 32px; }\n p { margin: 12px 0; }\n ul { margin: 12px 0 12px 24px; }\n \/* No link styles: do not create or style anchors *\/\n \u003c\/style\u003e\n\n\n \u003ch1\u003eAutomate Employee Lookups and Actions with When I Work’s Search Users\u003c\/h1\u003e\n\n \u003cp\u003e\n The Search Users capability in When I Work turns routine staff lookups into a foundation for automation. Instead of manually hunting through schedules, spreadsheets, or emails to find an employee’s profile, managers and systems can query the platform to locate people by name, email, role, or other attributes — and then trigger the right follow-up actions automatically.\n \u003c\/p\u003e\n \u003cp\u003e\n For COOs, CTOs, IT directors, and operations managers, that straightforward ability to find people reliably unlocks bigger operational wins: faster onboarding, cleaner integrations with HR and payroll systems, fewer access errors, and auditable user management. When combined with AI integration and workflow automation, Search Users becomes more than a lookup tool — it becomes the door to intelligent workforce automation that reduces friction, saves time, and drives measurable business efficiency.\n \u003c\/p\u003e\n\n \u003ch2\u003eHow It Works\u003c\/h2\u003e\n \u003cp\u003e\n In plain business terms, Search Users acts like a searchable employee directory that responds to queries and returns a structured profile: employment status, role, contact details, manager, assigned locations, and scheduling attributes. That result is not an end in itself — it becomes the data trigger for the next step in your process.\n \u003c\/p\u003e\n \u003cp\u003e\n Imagine a simple five-step workflow: a manager asks to change a shift access, the system searches for the employee by name or email, returns the matching profile, checks whether the employee is active, validates that the manager is authorized to request the change, and then either updates permissions or routes the request for approval. Each step uses the search result as its authoritative source of truth, eliminating manual lookups and file exports.\n \u003c\/p\u003e\n \u003cp\u003e\n That same pattern scales across scenarios: onboarding looks up a new hire; offboarding finds and deactivates accounts; reporting queries specific cohorts for analysis. Because Search Users exposes consistent attributes, it becomes easy to plug that data into payroll, HRIS, access control systems, and analytics tools without brittle manual processes.\n \u003c\/p\u003e\n\n \u003ch2\u003eThe Power of AI \u0026amp; Agentic Automation\u003c\/h2\u003e\n \u003cp\u003e\n Layering AI agents on top of a reliable search capability amplifies its value. Instead of just returning a profile, AI can interpret intent, make contextual decisions, and act — or escalate — according to business rules. These agents are like trusted assistants that know your org structure, policies, and preferred workflows.\n \u003c\/p\u003e\n \u003cul\u003e\n \u003cli\u003e\n Intelligent routing and natural-language handling: A manager can say, “Find Sarah in marketing and give her weekend access,” and an AI agent converts that request into a search, validates constraints, and either completes the change or initiates an approval step.\n \u003c\/li\u003e\n \u003cli\u003e\n Orchestrated onboarding agents: When HR creates a new hire in the HR system, an automation sequence searches for the person in When I Work, creates or updates the scheduling account, assigns default shifts and roles, provisions necessary access, and sends a welcome summary — all while logging each action.\n \u003c\/li\u003e\n \u003cli\u003e\n Proactive compliance monitoring: AI agents can run scheduled searches to detect dormant or duplicate accounts, flag anomalies like mismatched payroll IDs, and either auto-remediate safe issues or prepare exception reports for human review.\n \u003c\/li\u003e\n \u003cli\u003e\n Contextual decision-making: Agents combine search results with approval rules and historical data. For example, a role change request only proceeds automatically if tenure, manager approval, and policy checks pass; otherwise the agent routes it to the appropriate approver with a concise rationale.\n \u003c\/li\u003e\n \u003cli\u003e\n Collaborative assistants: AI agents can present short, actionable summaries to humans — “5 accounts flagged for duplicate emails; suggested action: merge or deactivate” — reducing cognitive load and speeding decisions.\n \u003c\/li\u003e\n \u003c\/ul\u003e\n\n \u003ch2\u003eReal-World Use Cases\u003c\/h2\u003e\n \u003cul\u003e\n \u003cli\u003e\n Onboarding and account verification — When HR adds a new hire, an automation bot searches When I Work to confirm whether a scheduling account exists, creates one if needed, assigns initial shifts and permissions, and notifies the department lead. What used to take multiple emails and spreadsheet checks becomes a consistent, traceable flow.\n \u003c\/li\u003e\n \u003cli\u003e\n Role changes and bulk permissions updates — A manager’s request to update a team’s responsibilities triggers a user search to identify everyone with a specific role. An agent applies updates in bulk, ensuring no one is left with outdated access and reducing human error from manual edits.\n \u003c\/li\u003e\n \u003cli\u003e\n Offboarding and security audits — When an employee departs, an automated offboarding workflow searches for their accounts, deactivates scheduling and time-tracking access, revokes special shift privileges, and logs each step for compliance. This lowers the risk of unauthorized access to schedules and sensitive staffing data.\n \u003c\/li\u003e\n \u003cli\u003e\n HR-to-operations reconciliation — Periodic searches reconcile user lists between When I Work and HR\/payroll systems. Discrepancies like mismatched job codes or missing payroll IDs are flagged and corrected automatically or routed for quick human approval, keeping pay and schedules aligned.\n \u003c\/li\u003e\n \u003cli\u003e\n Support triage and faster resolution — Support agents or chatbots can search employee records instantly when someone reports a scheduling or access issue, quickly identifying the root cause and applying fixes or escalating with precise context.\n \u003c\/li\u003e\n \u003cli\u003e\n Targeted reporting and insights — Use search to assemble cohorts (e.g., part-time night shift workers in a region) and feed the results into analytics tools or AI assistants that generate staffing recommendations, overtime forecasts, or shift optimization suggestions.\n \u003c\/li\u003e\n \u003cli\u003e\n Seasonal staff scaling — During busy periods, automation finds onboarding gaps, bulk-provisions accounts for temporary staff, assigns standard shift templates, and ensures temporary access is time-limited and auditable.\n \u003c\/li\u003e\n \u003c\/ul\u003e\n\n \u003ch2\u003eBusiness Benefits\u003c\/h2\u003e\n \u003cp\u003e\n Making Search Users the backbone of your automation strategy produces measurable improvements across time, cost, and operational risk. These are not abstract perks — they translate into fewer mistakes, faster processes, and a more predictable workforce experience.\n \u003c\/p\u003e\n \u003cul\u003e\n \u003cli\u003e\n Time savings — Removing repetitive manual lookups and handoffs compresses multi-step processes like onboarding from days into minutes. HR and operations teams regain hours each week to focus on strategic initiatives.\n \u003c\/li\u003e\n \u003cli\u003e\n Reduced errors — Automated workflows follow rules consistently, lowering misconfigured permissions, duplicate accounts, and scheduling mismatches that otherwise create payroll disputes and operational headaches.\n \u003c\/li\u003e\n \u003cli\u003e\n Faster collaboration and decision-making — With synchronized user data and AI agents summarizing options, managers and HR make decisions faster. Approvals that used to require back-and-forth emails become one-click reviews with context.\n \u003c\/li\u003e\n \u003cli\u003e\n Auditability and compliance — Every automated search and subsequent action can be logged, timestamped, and tied to an approval flow. That creates clear trails for internal audits and external compliance needs.\n \u003c\/li\u003e\n \u003cli\u003e\n Scalability — Manual user management doesn’t scale. The same search-driven automation workflows support ten or ten thousand employees without proportional increases in headcount.\n \u003c\/li\u003e\n \u003cli\u003e\n Cost and risk reduction — Faster offboarding reduces the window for unauthorized access; consistent provisioning reduces payroll errors; and fewer manual tasks lower operational overhead.\n \u003c\/li\u003e\n \u003cli\u003e\n Better employee experience — Quicker provisioning, fewer access hiccups, and accurate schedules improve day-to-day life for frontline staff and managers, boosting retention and productivity.\n \u003c\/li\u003e\n \u003c\/ul\u003e\n\n \u003ch2\u003eHow Consultants In-A-Box Helps\u003c\/h2\u003e\n \u003cp\u003e\n Consultants In-A-Box turns the Search Users capability into practical, business-focused automation that fits your organization. We start with discovery: mapping common workforce scenarios, cataloging data sources, and identifying where search-based triggers remove manual steps or reduce risk.\n \u003c\/p\u003e\n \u003cp\u003e\n From there we design workflows that reflect your approval policies and organizational rules. That includes defining when human oversight is required, what safe-guardrails prevent unintended changes, and how logging and audit trails are captured for governance. We build the AI agents and automation bots that understand natural language requests, run searches, and orchestrate multi-step processes across systems like HRIS, payroll, and access control.\n \u003c\/p\u003e\n \u003cp\u003e\n Implementation covers integration, testing, and a phased rollout so changes are incremental and measurable. Equally important is workforce development: training managers, HR staff, and support teams to interact with AI assistants, read automated reports, and manage exceptions. Finally, we establish monitoring and continuous improvement so automations evolve with your business needs and deliver ongoing gains in business efficiency and digital transformation.\n \u003c\/p\u003e\n\n \u003ch2\u003eSummary\u003c\/h2\u003e\n \u003cp\u003e\n Search Users in When I Work is a deceptively simple capability with outsized impact when combined with AI integration and workflow automation. By turning lookups into automated triggers, organizations eliminate repetitive tasks, reduce errors, and create consistent, auditable processes across onboarding, access management, reporting, and system integrations. The result is clearer governance, faster outcomes, and a more efficient workplace where teams spend time on work that matters.\n \u003c\/p\u003e\n\n\u003c\/body\u003e","published_at":"2024-06-28T07:26:32-05:00","created_at":"2024-06-28T07:26:33-05:00","vendor":"When I Work","type":"Integration","tags":[],"price":0,"price_min":0,"price_max":0,"available":true,"price_varies":false,"compare_at_price":null,"compare_at_price_min":0,"compare_at_price_max":0,"compare_at_price_varies":false,"variants":[{"id":49764159095058,"title":"Default Title","option1":"Default Title","option2":null,"option3":null,"sku":"","requires_shipping":true,"taxable":true,"featured_image":null,"available":true,"name":"When I Work Search Users Integration","public_title":null,"options":["Default Title"],"price":0,"weight":0,"compare_at_price":null,"inventory_management":null,"barcode":null,"requires_selling_plan":false,"selling_plan_allocations":[]}],"images":["\/\/consultantsinabox.com\/cdn\/shop\/files\/55256cc93446f5d68ee57c681fbe91af.png?v=1719577593"],"featured_image":"\/\/consultantsinabox.com\/cdn\/shop\/files\/55256cc93446f5d68ee57c681fbe91af.png?v=1719577593","options":["Title"],"media":[{"alt":"When I Work Logo","id":39995125301522,"position":1,"preview_image":{"aspect_ratio":5.388,"height":348,"width":1875,"src":"\/\/consultantsinabox.com\/cdn\/shop\/files\/55256cc93446f5d68ee57c681fbe91af.png?v=1719577593"},"aspect_ratio":5.388,"height":348,"media_type":"image","src":"\/\/consultantsinabox.com\/cdn\/shop\/files\/55256cc93446f5d68ee57c681fbe91af.png?v=1719577593","width":1875}],"requires_selling_plan":false,"selling_plan_groups":[],"content":"\u003cbody\u003e\n\n\n \u003cmeta charset=\"utf-8\"\u003e\n \u003ctitle\u003eWhen I Work Search Users | Consultants In-A-Box\u003c\/title\u003e\n \u003cmeta name=\"viewport\" content=\"width=device-width, initial-scale=1\"\u003e\n \u003cstyle\u003e\n body {\n font-family: Inter, \"Segoe UI\", Roboto, sans-serif;\n background: #ffffff;\n color: #1f2937;\n line-height: 1.7;\n margin: 0;\n padding: 48px;\n }\n h1 { font-size: 32px; margin-bottom: 16px; }\n h2 { font-size: 22px; margin-top: 32px; }\n p { margin: 12px 0; }\n ul { margin: 12px 0 12px 24px; }\n \/* No link styles: do not create or style anchors *\/\n \u003c\/style\u003e\n\n\n \u003ch1\u003eAutomate Employee Lookups and Actions with When I Work’s Search Users\u003c\/h1\u003e\n\n \u003cp\u003e\n The Search Users capability in When I Work turns routine staff lookups into a foundation for automation. Instead of manually hunting through schedules, spreadsheets, or emails to find an employee’s profile, managers and systems can query the platform to locate people by name, email, role, or other attributes — and then trigger the right follow-up actions automatically.\n \u003c\/p\u003e\n \u003cp\u003e\n For COOs, CTOs, IT directors, and operations managers, that straightforward ability to find people reliably unlocks bigger operational wins: faster onboarding, cleaner integrations with HR and payroll systems, fewer access errors, and auditable user management. When combined with AI integration and workflow automation, Search Users becomes more than a lookup tool — it becomes the door to intelligent workforce automation that reduces friction, saves time, and drives measurable business efficiency.\n \u003c\/p\u003e\n\n \u003ch2\u003eHow It Works\u003c\/h2\u003e\n \u003cp\u003e\n In plain business terms, Search Users acts like a searchable employee directory that responds to queries and returns a structured profile: employment status, role, contact details, manager, assigned locations, and scheduling attributes. That result is not an end in itself — it becomes the data trigger for the next step in your process.\n \u003c\/p\u003e\n \u003cp\u003e\n Imagine a simple five-step workflow: a manager asks to change a shift access, the system searches for the employee by name or email, returns the matching profile, checks whether the employee is active, validates that the manager is authorized to request the change, and then either updates permissions or routes the request for approval. Each step uses the search result as its authoritative source of truth, eliminating manual lookups and file exports.\n \u003c\/p\u003e\n \u003cp\u003e\n That same pattern scales across scenarios: onboarding looks up a new hire; offboarding finds and deactivates accounts; reporting queries specific cohorts for analysis. Because Search Users exposes consistent attributes, it becomes easy to plug that data into payroll, HRIS, access control systems, and analytics tools without brittle manual processes.\n \u003c\/p\u003e\n\n \u003ch2\u003eThe Power of AI \u0026amp; Agentic Automation\u003c\/h2\u003e\n \u003cp\u003e\n Layering AI agents on top of a reliable search capability amplifies its value. Instead of just returning a profile, AI can interpret intent, make contextual decisions, and act — or escalate — according to business rules. These agents are like trusted assistants that know your org structure, policies, and preferred workflows.\n \u003c\/p\u003e\n \u003cul\u003e\n \u003cli\u003e\n Intelligent routing and natural-language handling: A manager can say, “Find Sarah in marketing and give her weekend access,” and an AI agent converts that request into a search, validates constraints, and either completes the change or initiates an approval step.\n \u003c\/li\u003e\n \u003cli\u003e\n Orchestrated onboarding agents: When HR creates a new hire in the HR system, an automation sequence searches for the person in When I Work, creates or updates the scheduling account, assigns default shifts and roles, provisions necessary access, and sends a welcome summary — all while logging each action.\n \u003c\/li\u003e\n \u003cli\u003e\n Proactive compliance monitoring: AI agents can run scheduled searches to detect dormant or duplicate accounts, flag anomalies like mismatched payroll IDs, and either auto-remediate safe issues or prepare exception reports for human review.\n \u003c\/li\u003e\n \u003cli\u003e\n Contextual decision-making: Agents combine search results with approval rules and historical data. For example, a role change request only proceeds automatically if tenure, manager approval, and policy checks pass; otherwise the agent routes it to the appropriate approver with a concise rationale.\n \u003c\/li\u003e\n \u003cli\u003e\n Collaborative assistants: AI agents can present short, actionable summaries to humans — “5 accounts flagged for duplicate emails; suggested action: merge or deactivate” — reducing cognitive load and speeding decisions.\n \u003c\/li\u003e\n \u003c\/ul\u003e\n\n \u003ch2\u003eReal-World Use Cases\u003c\/h2\u003e\n \u003cul\u003e\n \u003cli\u003e\n Onboarding and account verification — When HR adds a new hire, an automation bot searches When I Work to confirm whether a scheduling account exists, creates one if needed, assigns initial shifts and permissions, and notifies the department lead. What used to take multiple emails and spreadsheet checks becomes a consistent, traceable flow.\n \u003c\/li\u003e\n \u003cli\u003e\n Role changes and bulk permissions updates — A manager’s request to update a team’s responsibilities triggers a user search to identify everyone with a specific role. An agent applies updates in bulk, ensuring no one is left with outdated access and reducing human error from manual edits.\n \u003c\/li\u003e\n \u003cli\u003e\n Offboarding and security audits — When an employee departs, an automated offboarding workflow searches for their accounts, deactivates scheduling and time-tracking access, revokes special shift privileges, and logs each step for compliance. This lowers the risk of unauthorized access to schedules and sensitive staffing data.\n \u003c\/li\u003e\n \u003cli\u003e\n HR-to-operations reconciliation — Periodic searches reconcile user lists between When I Work and HR\/payroll systems. Discrepancies like mismatched job codes or missing payroll IDs are flagged and corrected automatically or routed for quick human approval, keeping pay and schedules aligned.\n \u003c\/li\u003e\n \u003cli\u003e\n Support triage and faster resolution — Support agents or chatbots can search employee records instantly when someone reports a scheduling or access issue, quickly identifying the root cause and applying fixes or escalating with precise context.\n \u003c\/li\u003e\n \u003cli\u003e\n Targeted reporting and insights — Use search to assemble cohorts (e.g., part-time night shift workers in a region) and feed the results into analytics tools or AI assistants that generate staffing recommendations, overtime forecasts, or shift optimization suggestions.\n \u003c\/li\u003e\n \u003cli\u003e\n Seasonal staff scaling — During busy periods, automation finds onboarding gaps, bulk-provisions accounts for temporary staff, assigns standard shift templates, and ensures temporary access is time-limited and auditable.\n \u003c\/li\u003e\n \u003c\/ul\u003e\n\n \u003ch2\u003eBusiness Benefits\u003c\/h2\u003e\n \u003cp\u003e\n Making Search Users the backbone of your automation strategy produces measurable improvements across time, cost, and operational risk. These are not abstract perks — they translate into fewer mistakes, faster processes, and a more predictable workforce experience.\n \u003c\/p\u003e\n \u003cul\u003e\n \u003cli\u003e\n Time savings — Removing repetitive manual lookups and handoffs compresses multi-step processes like onboarding from days into minutes. HR and operations teams regain hours each week to focus on strategic initiatives.\n \u003c\/li\u003e\n \u003cli\u003e\n Reduced errors — Automated workflows follow rules consistently, lowering misconfigured permissions, duplicate accounts, and scheduling mismatches that otherwise create payroll disputes and operational headaches.\n \u003c\/li\u003e\n \u003cli\u003e\n Faster collaboration and decision-making — With synchronized user data and AI agents summarizing options, managers and HR make decisions faster. Approvals that used to require back-and-forth emails become one-click reviews with context.\n \u003c\/li\u003e\n \u003cli\u003e\n Auditability and compliance — Every automated search and subsequent action can be logged, timestamped, and tied to an approval flow. That creates clear trails for internal audits and external compliance needs.\n \u003c\/li\u003e\n \u003cli\u003e\n Scalability — Manual user management doesn’t scale. The same search-driven automation workflows support ten or ten thousand employees without proportional increases in headcount.\n \u003c\/li\u003e\n \u003cli\u003e\n Cost and risk reduction — Faster offboarding reduces the window for unauthorized access; consistent provisioning reduces payroll errors; and fewer manual tasks lower operational overhead.\n \u003c\/li\u003e\n \u003cli\u003e\n Better employee experience — Quicker provisioning, fewer access hiccups, and accurate schedules improve day-to-day life for frontline staff and managers, boosting retention and productivity.\n \u003c\/li\u003e\n \u003c\/ul\u003e\n\n \u003ch2\u003eHow Consultants In-A-Box Helps\u003c\/h2\u003e\n \u003cp\u003e\n Consultants In-A-Box turns the Search Users capability into practical, business-focused automation that fits your organization. We start with discovery: mapping common workforce scenarios, cataloging data sources, and identifying where search-based triggers remove manual steps or reduce risk.\n \u003c\/p\u003e\n \u003cp\u003e\n From there we design workflows that reflect your approval policies and organizational rules. That includes defining when human oversight is required, what safe-guardrails prevent unintended changes, and how logging and audit trails are captured for governance. We build the AI agents and automation bots that understand natural language requests, run searches, and orchestrate multi-step processes across systems like HRIS, payroll, and access control.\n \u003c\/p\u003e\n \u003cp\u003e\n Implementation covers integration, testing, and a phased rollout so changes are incremental and measurable. Equally important is workforce development: training managers, HR staff, and support teams to interact with AI assistants, read automated reports, and manage exceptions. Finally, we establish monitoring and continuous improvement so automations evolve with your business needs and deliver ongoing gains in business efficiency and digital transformation.\n \u003c\/p\u003e\n\n \u003ch2\u003eSummary\u003c\/h2\u003e\n \u003cp\u003e\n Search Users in When I Work is a deceptively simple capability with outsized impact when combined with AI integration and workflow automation. By turning lookups into automated triggers, organizations eliminate repetitive tasks, reduce errors, and create consistent, auditable processes across onboarding, access management, reporting, and system integrations. The result is clearer governance, faster outcomes, and a more efficient workplace where teams spend time on work that matters.\n \u003c\/p\u003e\n\n\u003c\/body\u003e"}