Ethan Sullivan – When I Work Help Center

All About Breaks
- September 30, 2025
- Ethan Sullivan
Breaks are a great way to ensure your team gets the downtime they deserve and are required in some workplaces. These can be scheduled, tracked, and even logged on timesheets for visibility and compliance help! The Breaks section of the Attendance Settings allows you to control how breaks are reported. The toggle switch on the left enables and disables breaks completely for your account. If the Breaks switch is toggled on but none of the options are checked, breaks can still be added, edited and deleted directly on user timesheets! Callout Name Description A Let users clock in and out of paid rest…
User Invite Statuses
- September 29, 2025
- Ethan Sullivan
You can easily monitor the status of your team members after adding them! This is a great way to see who has completed registration, who needs a reminder, and who hasn’t even received an invite yet! If a user hasn’t accepted an invite to join your workplace, you can remind the user by sending another invite. Invites cannot be sent if a user has already registered (accepted an invite) and the green indicating they are registered will appear. Once a user has registered, the email address field in their user profile will turn grey indicating registration has been completed. Invitation…
How-To Video Library
- September 15, 2025
- Ethan Sullivan
This page houses our video library of quick how-to videos. These are bite-sized shorts that can help you with setting up your users, checking timesheets, and even using our advanced features! Check back often for new videos! Activating Attendance Creating Positions Adding Users Assigning Positions To Users And Shifts Removing Users Reactivating Users How To Get Your Shifts Covered Publishing Shifts
Release Notes April to June 2025
- September 8, 2025
- Ethan Sullivan
This article includes all feature updates that When I Work has released between April and June 2025. Scheduling Breaks is a feature we released in Q1. While this was released on newer plan types, we improved the break experience for all accounts in Q2! Even if your account doesn’t have the full break scheduling experience, you will now see the [+ Add a Break] button which opens up the break option during shift creation. The interface for clocking in and out in the mobile application was updated for better visibility. Now, the clock in button includes information on the…
Setting Your Alert Preferences
- August 6, 2025
- Ethan Sullivan
Update your alert preferences to configure how you are automatically notified by When I Work. For each alert, you can choose how you’d like to be notified: Email: Just like it sounds—we’ll send you an email. Mobile: If you’re logged in to the When I Work app on your iOS device, or Android device, you’ll be notified in the app. If you’re not logged in, we’ll send you a text message. If you have employee or supervisor level access, we’ll only send you alerts for the schedules that you belong to. For managers and admins, you’ll receive alerts for schedules…
Reviewing and Editing Your Own Timesheets
- July 30, 2025
- Ethan Sullivan
If you use When I Work to clock in and out, review your timesheet to see how many hours you’ve worked during a pay period. You can also edit your timesheet if you employer has chosen to allow it. This article reviews how to view and edit your own timesheets. If you are an Admin, Manager, or Supervisor wanting to edit your team members’ timesheets, see Reviewing and Editing User’s Timesheets instead. Your employer controls whether you can edit your timesheet. When editing, you can only make changes to open pay periods. Any closed pay periods can no longer be…
Submitting Absences on Behalf of Users
- July 29, 2025
- Ethan Sullivan
This article goes over how to submit absences on behalf of users. If enabled, users can also submit their own absences to management. See Reporting Yourself Absent for more information. You can report absences for users from a computer or from the Android and iOS applications. In order to submit an absence on behalf of another user: You must have Admin, Manager, or Supervisor access privileges. The shift must be published on the scheduler. The shift’s start time must be within the next 24 hours or have already passed. Absence tracking can be used alongside the shift coverage options in the…
Reporting Yourself Absent
- July 28, 2025
- Ethan Sullivan
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. 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 an absence if: The setting is enabled for your workplace by your employer. The shift has been published. The shift’s start time must be within the next 24 hours…
Accepting Shift Swap and Drop Requests
- July 25, 2025
- Ethan Sullivan
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 their shift (drop). This article reviews how to accept a shift from a coworker. If you are looking for a way to send your shift to a coworker, check out Getting Your Shifts Covered. If you are eligible to take or trade shifts: We’ll send you an email and/or a mobile alert based on your alert preferences. On the web application the in the top-left corner shows a count badge. Click for more information. On…
Getting Your Shifts Covered
- July 24, 2025
- Ethan Sullivan
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. This article reviews how to get your shifts covered. If you are looking for a way to take team members shifts, check out…

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