Overview

When users request time off, use the When I Work web app to process the requests from your computer.

You can also process time off requests from your iOS device or Android device.

Considerations

• You must have supervisor, manager, or admin access privileges to process employee requests. If you’re a supervisor, you can only process requests for employees that belong to your schedules.
• Time off requests do not require approval if Require Approval for Employees and Require Approval for Supervisors is turned off in the General Settings.
• If you submit a time off request on an employee’s behalf, the request is automatically approved.
• All requests have a status. Learn more about the different Time Off Request Statuses.

How do I know when requests need my attention?

When a request needs your attention:

• We’ll send you an email and/or a mobile alert based on your alert preferences.
• The Notification Bell in the top-left corner of the When I Work web app shows a count badge. Click Notification Bell for more information.

Act on a time off request

Process time off requests from the Requests page or the Scheduler.

From the Time Off Requests page

1. Hover over , then select  Time Off Requests.

2. Find the time off request.
   1. Click Requests I Can Approve or All Requests.
      • Requests I Can Approve: Requests that are Pending Approval that you can act on, excluding your personal requests.
        NOTE: This tab is not present if approval is not required in the General Settings.
      • All Requests: Your personal requests and requests from others all in one place. 
        
   2. Search for a request or filter requests by Date Range, Status, Type and Schedule in the left sidebar.
3. Click the Time Off request that you want to process.
4. (Optional) To send a message to the user, type a message under Conversation/Activity, then click Post.
   
5. Click Approve or Deny.
   The user is automatically notified.

From the Scheduler

1. Click Scheduler.

2. Click the pending request.
3. Act on the request:
   • Click Approve Request to approve.
   • Click Cancel Request to deny the request.
   • If you want to converse with the user about the request or view total time off balances, click View Request.

The user is automatically notified.

Time off request statuses

Each request has a status that lets you know its state and who needs to act on it.

¹ This status only appears when Require Approval for Employees and/or Require Approval for Supervisors is enabled for time off requests.