If you’re searching for a simple, powerful way to connect WhenWorks with an answering service, you’re in the right place. Upfirst’s AI answering service can automatically pass call details into WhenWorks through Zapier, helping you save time, reduce manual work, and ensure nothing slips through the cracks. Whether you run a busy property management office, a real estate team with shifting hours, or a growing contracting business, the WhenWorks answering service integration can streamline your day-to-day scheduling and communication.

What is WhenWorks?

WhenWorks (sometimes called “When I Work”) is a user-friendly scheduling and staff management platform designed for small businesses. With WhenWorks, you can schedule shifts, manage employee time off, update user details, and keep track of your team’s calendar—all in one place. It’s especially popular with businesses that juggle hourly workers or need to stay flexible, like property managers, contractors, and real estate offices.

What can you do with WhenWorks and Upfirst’s AI answering service?

Connecting Upfirst to WhenWorks through Zapier gives you the power to automate workflows that would otherwise eat up hours of your week. Here are some real-world examples of what you can achieve with the WhenWorks answering service integration:

1. Instantly create or update staff shifts after a call

Let’s say you run a property management office and a tenant calls in to report an emergency repair. Upfirst’s AI receptionist collects the details and tags the call as urgent. With Zapier, you can automatically create a new shift in WhenWorks for your on-call maintenance staff—no manual entry required.
How it works:

• Upfirst’s call completes and Zapier triggers.
• If the transcript mentions “urgent” or “emergency,” Zapier creates a new shift in WhenWorks for your designated staff member.
• The maintenance team is instantly notified and scheduled, speeding up response times.

2. Log lead details and schedule follow-up shifts

For real estate teams, every new lead is valuable. When a prospective client calls, Upfirst’s AI can collect key info (name, contact, budget, preferred showing times) through custom fields. You can then use Zapier to automatically create a shift in WhenWorks for an agent to follow up or show a property.
How it works:

• The caller provides their info; Upfirst passes this to Zapier.
• Zapier creates a follow-up shift in WhenWorks with the client’s details in the notes.
• Your agent sees the shift, knows exactly who to call, and what they’re looking for.

3. Automate time off requests based on calls

If you operate a contracting business and staff need to call in sick or request days off, Upfirst’s AI can handle those calls, collect the dates needed, and automatically create a time off request in WhenWorks.
How it works:

• Employee calls in, answers AI prompts about time off.
• Upfirst logs details and passes them to Zapier.
• Zapier creates a time off request in WhenWorks—no more manual entry or forgotten requests.

4. Update user details instantly

If a team member calls to update their contact info or role, Upfirst can collect those details and Zapier can update the user record in WhenWorks. This keeps your staff list up to date without emails or paperwork.

These automations mean less time spent on administrative tasks, fewer mistakes, and a smoother experience for your staff and customers. The WhenWorks answering service integration helps you stay organized and responsive, even as your business grows.

What actions can you trigger in WhenWorks after our virtual receptionist answers a call?

After every call, you can use Zapier to automate these actions in WhenWorks:

• Create user
• Update user
• Create shift
• Update shift
• Create time off request
• Update time off request
• Create schedule

This flexibility allows you to tailor the WhenWorks virtual receptionist integration to your unique workflow.

How to connect WhenWorks to Upfirst

Getting started is easy—even if you’re not a tech expert. Here’s how to set up the integration step-by-step:

1. Sign up or log in to Zapier.
   • If you don’t already have a Zapier account, sign up here.
2. Create a new Zap.
   • Click “Create Zap” in your Zapier dashboard.
3. Select Upfirst as the trigger app.
   • Choose “Call Completed” as the trigger event. This means every time Upfirst finishes a call, your Zap will run.
4. Connect your Upfirst account.
   • Follow the prompts to link Upfirst to Zapier (you’ll need your API key, found in your Upfirst settings).
5. Set up the trigger.
   • Choose what call data you want to use—caller info, call summary, transcript, and any custom fields you’ve set up in Upfirst (like “service needed” or “preferred time”).
6. Add WhenWorks as the action app.
   • Choose the action you want (e.g., “Create Shift,” “Create Time Off Request,” or “Update User”).
7. Map the data.
   • Match the fields from Upfirst to the relevant fields in WhenWorks. For example, you can map the caller’s requested time off dates to the WhenWorks time off form.
8. Add filters or conditions (optional).
   • Use Zapier’s Filters to only trigger certain actions (e.g., only create shifts for emergency calls).
   • Add Paths if you want different actions based on the content of the call.
9. Test your Zap.
   • Run a test to make sure everything works as expected.
10. Turn on your Zap.
    • Once you’re happy with your setup, switch your Zap live. You’re done!

With the WhenWorks answering service integration, your virtual receptionist can do far more than just take messages—it can directly update your schedules, shifts, and staff records, saving you time and streamlining your operations. Try the WhenWorks virtual receptionist integration today to see how much time you can save!