Get Your Shifts Covered
Applies to Admins, Employees, Managers, Supervisors
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Time Off and Shift Requests
From your computer
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If you’re unable to work one of your shifts you have a few options to get your shift covered: Shift Release – give your shift up to an OpenShift Shift Drop – give your shift to a coworker Shift Swap – trade shifts with a coworker Each shift coverage option can be enabled or disabled by the manager or admin, so if you don’t see all of the options it may have been disabled for your workplace. You can also get your shifts covered from your iPhone/iPad or Android phone. Your employer has the option to disable shift swaps, shift drops, and...
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Split Shifts
If your Manager has approved the feature, you can use the Split Shift option to split your shift in two. This allows you to swap or drop a part of your shift. Your employer has the option to disable shift splitting in the Scheduling Settings. Hover over your name, then...Applies to Admins, Employees, Managers, Supervisors
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Submitting Time Off Requests for Employees
Submitting time off on behalf of users with employee level access allows you to create requests for past dates or submit the same request for multiple employees at once. You can also submit time off on their behalf if you’ve disabled employees’ ability to submit their own time off requests in the General Settings. You must have supervisor, manager, or admin access privileges to submit a time off request on behalf of an employee. Hover over , then select Request Time Off. Set up the time off request: Set the Who you’re submitting time off for. You can enter multiple user names or select...Applies to Admins, Managers, Supervisors
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Viewing Time Off Totals
Paid time off totals allow you to see how much paid time off you’ve taken from January 1st to the current date. The paid time off total includes PTO, sick, and holiday time off. Paid time off totals are only accessible through the When I Work web app. Paid time...Applies to Admins, Managers, Supervisors
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Time Off Types
Every time off request created must have a time off type. The type of time off communicates why the user is taking time off. The time off request feature in When I Work may not fully align with your employer’s rules for time off. For more information on how your...Applies to Admins, Employees, Managers, Supervisors
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Accept Shift Swap and Drop Requests
If your coworker cannot work an assigned shift, they can invite you to cover their shift. They may ask you to trade shifts (swap) or take a shift (drop). You can also accept swap and drop requests from your iOS device or Android device. If you are eligible to take or trade...Applies to Admins, Employees, Managers, Supervisors
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Bid on OpenShifts (OpenShift Requests)
Some OpenShifts may require pick up approval by management. Bid on an OpenShift to express interest in a shift. Management then selects a user from the list of interested users to assign the shift. You can also request to work OpenShifts from an Android device or iOS device. From the My Schedule page, scroll down to the Available Open Shifts section and find the OpenShift you’d like to take. Click Show All on the right side of the screen to display more OpenShifts. Hover your pointer over the OpenShift, then click Take Shift. To learn more about the shift before taking it, click Info. A confirmation prompt appears. Click Request...Applies to Admins, Employees, Managers, Supervisors
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How Tracking Absences Works
Absence tracking is a feature that allows users to report when they cannot work an assigned shift that takes place within the next 24 hours. When users report an absence, management is notified that the assigned person will not be working and coverage is needed. Absence tracking is available from...Applies to Admins, Managers, Supervisors
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Reporting Absences
Absence tracking allows you to report when you cannot work an assigned shift that takes place within the next 24 hours. When you report an absence, the shift is removed from your schedule and management is notified. You can also report absences from an iOS or Android device. This article walks through self-reporting absences. Users with admin, manager, and supervisor level access can report absences on behalf of a user. See Submitting Absences for a User for more information. You can report absences from your My Schedule page. Hover over your name, then select My Schedule. Click the shift that you’d...Applies to Admins, Employees, Managers, Supervisors
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Submitting Absences for a User
Absence tracking allows users to report when they cannot work an assigned shift that takes place within the next 24 hours. Management can report absences on behalf of their employees from the scheduler or the dashboard. You can also report absences for a user from an iOS device or Android device. You must have admin, manager, or supervisor level access to report an absence on behalf of another user. You must have admin, manager, or supervisor level access to report absences for past shifts. Absence tracking can be used alongside the shift coverage options in the Scheduling Settings. See Respond to...Applies to Admins, Managers, Supervisors
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Checking Your Time Off Balance
Curious about how much time off you have accrued? This article walks you through checking your time off balance. Check out Edit Time Off Balances for Users if you are an admin or manager and need to make adjustments to a time off balance. You must have attendance to use time off accruals. Your workplace must be set up to with a time off accrual policy. Hover over , then select Request Time Off. Select the time off type you want to check the balance for. Your time off balance loads in the modal. From the When I Work Staff Scheduling app,...Applies to Admins, Employees, Managers, Supervisors
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Edit Time Off Balances for Users
You can make adjustments to a user’s time off balances in their user profile. This is helpful if you are migrating from a system where time off balances already existed or if you need to make manual updates of balances for specific users. If you need to check your balance, see Checking Your Time Off Balance. You must have attendance and/or Payroll to use time off accruals. Your workplace must be set up to with a time off accrual policy. Only admins and managers can edit time off balances. Hover over , then select Users. Click next to the user... -
Time Off Settings
Determine if and how your staff will use When I Work to help manage Time Off for your business Must have admin or manager level access to change Time Off Settings If any changes are made, click Save in the top right corner of the screen Hover over Gear menu, then select Time Off Settings. Toggling time off requests on allows your team to submit time off within the web or mobile application. Callout Description a Check these boxes to enable approval for Employee and/or Supervisor level users requests b Enter how many days in advance a user should submit a... -
Requesting Time Off
When you need to take time off from work, use When I Work to send the request to your manager for approval. Time off can be submitted as Holiday (paid or unpaid), Personal (paid or unpaid), Sick (paid or unpaid) or any combination of these options as well as custom time off types. If you have employee access privileges, time off may be restricted based on your employer’s policies If your team uses When I Work to track time off balances, you can also check your time off balance when submitting a request. Your employer can: Turn off time off...Applies to Admins, Employees, Managers, Supervisors
From your iPhone or iPad
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Get Your Shifts Covered
If you’re unable to work one of your shifts you have a few options to get your shift covered: Shift Release – give your shift up to an OpenShift Shift Drop – give your shift to a coworker Shift Swap – trade shifts with a coworker Each shift coverage option...Applies to Admins, Employees, Managers, Supervisors
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Time Off Types
Every time off request created must have a time off type. The type of time off communicates why the user is taking time off. The time off request feature in When I Work may not fully align with your employer’s rules for time off. For more information on how your...Applies to Admins, Employees, Managers, Supervisors
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Accept Shift Swap and Drop Requests
If your coworker cannot work an assigned shift, they can invite you to cover their shift. They may ask you to trade shifts (swap) or take a shift (drop). You can accept shift coverage requests from your iOS device. You can also accept shift requests from your computer or Android...Applies to Admins, Employees, Managers, Supervisors
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Bid on OpenShifts (OpenShift Requests)
Some OpenShifts may require pick up approval by management. Bid on an OpenShift to express interest in a shift. Management then selects a user from the list of interested users to assign the shift. You can also request to work OpenShifts from the web app or an Android device. From the When I Work Staff Scheduling app, tap the OpenShifts Available card on the Dashboard. Tap the OpenShift you’d like to take. Tap Take Shift. A confirmation prompt appears. Tap Take. Pending Approval After you submit your OpenShift request, it is sent to your manager for approval. You will be notified if you are approved...Applies to Admins, Employees, Managers, Supervisors
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How Tracking Absences Works
Absence tracking is a feature that allows users to report when they cannot work an assigned shift that takes place within the next 24 hours. When users report an absence, management is notified that the assigned person will not be working and coverage is needed. Absence tracking is available from...Applies to Admins, Managers, Supervisors
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Reporting Absences
Absence tracking allows you to report when you cannot work an assigned shift that takes place within the next 24 hours. When you report an absence, the shift is removed from your schedule and management is notified. You can also report an absence from your computer or Android device. This article walks through self-reporting absences. Users with admin, manager, and supervisor level access can report absences on behalf of a user. See Submitting Absences for Employees for more information. You can report an absence if: The setting is enabled for your workplace by your employer. The shift has to be...Applies to Admins, Employees, Managers, Supervisors
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Checking Your Time Off Balance
Curious about how much time off you have accrued? This article walks you through checking your time off balance. Check out Edit Time Off Balances for Users if you are an admin or manager and need to make adjustments to a time off balance. You must have attendance to use time off accruals. Your workplace must be set up to with a time off accrual policy. Hover over , then select Request Time Off. Select the time off type you want to check the balance for. Your time off balance loads in the modal. From the When I Work Staff Scheduling app,...Applies to Admins, Employees, Managers, Supervisors
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Requesting Time Off
When you need to take time off from work, use When I Work to send the request to your manager for approval. Time off can be submitted as Holiday (paid or unpaid), Personal (paid or unpaid), Sick (paid or unpaid) or any combination of these options as well as custom time off types. If you have employee access privileges, time off may be restricted based on your employer’s policies If your team uses When I Work to track time off balances, you can also check your time off balance when submitting a request. Your employer can: Turn off time off...Applies to Admins, Employees, Managers, Supervisors
From your Android phone
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Get Your Shifts Covered
If you’re unable to work one of your shifts you have a few options to get your shift covered: Shift Release – give your shift up to an OpenShift Shift Drop – give your shift to a coworker Shift Swap – trade shifts with a coworker Each shift coverage option...Applies to Admins, Employees, Managers, Supervisors
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Time Off Types
Every time off request created must have a time off type. The type of time off communicates why the user is taking time off. The time off request feature in When I Work may not fully align with your employer’s rules for time off. For more information on how your...Applies to Admins, Employees, Managers, Supervisors
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Accept Shift Swap and Drop Requests
If your coworker cannot work an assigned shift, they can invite you to cover their shift. They may ask you to trade shifts (swap) or take a shift (drop). You can accept shift coverage requests from your Android device. You can also accept swap and drop requests from your computer or iOS...Applies to Admins, Employees, Managers, Supervisors
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Bid on OpenShifts (OpenShift Requests)
Some OpenShifts may require pick-up approval by management. Bid on an OpenShift to express interest in a shift. Management then selects a user from the list of interested users to assign the shift. You can also request to work OpenShifts on the web app or an iOS device. From the When I Work Scheduling app, tap the Open Shifts Available card on the Dashboard. Tap the OpenShift that you want to take. Tap Request Shift. A confirmation appears at the bottom. Pending Approval After you submit your OpenShift request, it is sent to your manager for approval. You will be notified if you are...Applies to Admins, Employees, Managers, Supervisors
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How Tracking Absences Works
Absence tracking is a feature that allows users to report when they cannot work an assigned shift that takes place within the next 24 hours. When users report an absence, management is notified that the assigned person will not be working and coverage is needed. Absence tracking is available from...Applies to Admins, Managers, Supervisors
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Reporting Absences
Absence tracking allows you to report when you cannot work an assigned shift that takes place within the next 24 hours. When you report an absence, the shift is removed from your schedule and management is notified. You can also report an absence from your computer or iOS device. This article walks through self-reporting absences. Users with admin, manager, and supervisor level access can report absences on behalf of a user. See Submitting Absences for Employees for more information. You can report an absence if: The setting is enabled for your workplace by your employer. The shift has to be...Applies to Admins, Employees, Managers, Supervisors
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Checking Your Time Off Balance
Curious about how much time off you have accrued? This article walks you through checking your time off balance. Check out Edit Time Off Balances for Users if you are an admin or manager and need to make adjustments to a time off balance. You must have attendance to use time off accruals. Your workplace must be set up to with a time off accrual policy. Hover over , then select Request Time Off. Select the time off type you want to check the balance for. Your time off balance loads in the modal. From the When I Work Staff Scheduling app,...Applies to Admins, Employees, Managers, Supervisors
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Requesting Time Off
When you need to take time off from work, use When I Work to send the request to your manager for approval. Time off can be submitted as Holiday (paid or unpaid), Personal (paid or unpaid), Sick (paid or unpaid) or any combination of these options as well as custom time off types. If you have employee access privileges, time off may be restricted based on your employer’s policies If your team uses When I Work to track time off balances, you can also check your time off balance when submitting a request. Your employer can: Turn off time off...Applies to Admins, Employees, Managers, Supervisors