When I Work 2FA: how to set up an authenticator app

When I Work is the scheduling and time clock app many shift workers and their managers use. Its two-step verification is opt-in: anyone, from an employee to an account owner, can turn it on for their own login, and When I Work doesn't describe a way for a workplace to force it (When I Work). You can choose an authenticator app or text messages. When I Work recommends the app if you have a smartphone and keeps SMS for people without one (When I Work).

This guide uses Authenticator App - Novaz on iPhone. Any authenticator app works the same way.

How we checked this guide: the When I Work steps come from When I Work's own help center articles and their screenshots, linked below, which we read on October 21, 2026. We haven't tested them on a When I Work account, so a label may differ slightly. The Novaz steps are checked against the app, version 1.0.5.

Turn on 2FA from a computer

This is the easiest route, because the web app shows a QR code for your iPhone to scan (When I Work):

1. Sign in to When I Work on the web and open Profile & Settings.
2. Click Enable Two-Step Verification.
3. Click Use an Authenticator App, then Next.
4. The Set up Authenticator App screen shows a QR code. In Novaz, tap +, then Scan QR code, and point the camera at the screen.
5. If you can't scan it, When I Work's screenshot shows an Enter Code Manually button under the QR code. In Novaz, tap +, then Enter key manually, and type the key as the Setup key. See What is a 2FA setup key?
6. Click Next, type the code Novaz shows, and click Next again.
7. Save the recovery codes When I Work shows you (more below), then click Done.

Turn it on from the When I Work iPhone app

The phone app gives you a key to copy instead of a QR code (When I Work):

1. Tap More in the bottom-right corner, then Profile Settings, then Edit in the top-right corner.
2. Tap the Two-Step Verification field, then Authenticator App.
3. Tap Next, then Copy Key.
4. Open Novaz, tap +, then Enter key manually. Type When I Work as the Service, add your email as the Account if you like, and paste the key into Setup key.
5. Copy the 6-digit code from Novaz, go back to When I Work, paste it, and tap Next.
6. Tap Copy Codes to copy your recovery codes, store them, and tap Done.

The Android app works the same way, starting from More and Profile & Settings (When I Work).

When I Work's help doesn't say how many digits its codes have or how often they change. A key typed into Novaz always gives 6-digit codes every 30 seconds. If When I Work rejects the first code after you paste the key, remove the account in Novaz and set it up from a computer with the QR code instead, since a QR code carries the code settings.

Keep the recovery codes off your phone

After setup, When I Work shows a list of one-time recovery codes for the day you can't reach your authenticator. Its help suggests copying them into a text document or an email to yourself (When I Work). Keep them even if you back up Novaz: if the phone is lost and you have no Novaz backup, or it's out of date, the recovery codes are how you get in. Keep them somewhere you can reach without that phone, such as a password manager or a printed page.

If you think someone has seen them, open Profile & Settings, click Configure Two-Step Verification, then Regenerate Recovery Codes and Continue (When I Work). More in 2FA backup codes.

When When I Work asks for a code

Once it's on, you enter your email and password and then a code at every login, on any device. When I Work also asks again when you change your email address and when you view sensitive information in Payroll (When I Work). Day to day you may not see it often. On the web, When I Work keeps you signed in for up to 8 days, and the mobile apps stay signed in as long as you keep using them (When I Work).

When I Work's pages don't say whether the code is also asked for when you sign in with Google, Apple or your company's single sign-on.

If When I Work rejects your code

When I Work's help has no advice for rejected codes. The usual cause is the iPhone's clock: open Settings > General > Date & Time and turn on Set Automatically. Novaz warns you when the clock is 15 seconds or more off. Other causes are in Authenticator code not working?

Moving to a new iPhone

Do this while you still have the old phone. In Profile & Settings, click Configure Two-Step Verification, then Change Two-Step Verification Method and Continue, and go through the setup again with the new phone (When I Work). If you have a Novaz iCloud backup or backup file, you can restore your accounts on the new iPhone instead and keep the same codes. See How to transfer your authenticator app to a new iPhone.

If you lose your authenticator

Use one of your recovery codes: When I Work describes them as the fail-safe for getting back into your account. Its help doesn't show where to type one at login, or say how support handles a lost authenticator, what proof it wants, or how long it takes.

Without a recovery code, contact When I Work's Customer Care team. It has no phone line. Tickets and chat live inside the app, and chat is only for signed-in admins, managers and supervisors, so if you can't sign in, email support@wheniwork.com (When I Work).

More in Lost the phone with your authenticator app?

Turning 2FA off

In Profile & Settings, click Configure Two-Step Verification, then Disable Two-step Verification, and confirm with Disable. In the iPhone app, the same option is under Edit > Configure in the Two-Step Verification field (When I Work). Then remove the account from Novaz: open it and tap Remove account.

Official When I Work help

• Enable Log In with Two-Step Verification (computer)
• Enable Log In with Two-Step Verification (iOS)
• Enable Log In with Two-Step Verification (Android)
• Configure Two-Step Verification (computer)
• Configure Two-Step Verification (iOS)
• Two-Step Verification Technical Reference
• Security Reference Guide
• Contacting Us