Ethan Sullivan – When I Work Help Center

Release Notes January to March 2025
- June 23, 2025
- Ethan Sullivan
This article includes all feature updates that When I Work has released between January and March 2025. Break Attestation was released to help out with those needing a bit of compliance due to regulations in their area. Previously, there was no way to capture if breaks were taken and any reasons they weren’t taken. With this addition, users can now get a prompt when clocking out to confirm if they did or did not take their breaks, both paid and unpaid! If they select No, they have the ability to enter in a reason the break was not taken. Updates to…
Setting Your Availablity
- Ethan Sullivan
Set your availability preferences to let your employer know when you prefer to work and when you prefer not to work. By default, you’re set to be available all day. Your availability is a preference that your employer can take into account when building the schedule. There is no guarantee you’ll always get shifts that align with your preferences. You can add, edit, or delete availability preferences that take place in the future but not those that take place in the past or on the current day. Your employer has the option to disable the availability feature. If the feature…
Editing a User’s Availability
- Ethan Sullivan
Availability preferences let you know when a user prefers to work. You might need to edit a user’s availability yourself if the settings of the account have this disabled for employee users. You must have Supervisor, Manager, or Admin access privileges to set availability preferences on behalf of another user. You can add, edit, or delete availability preferences that take place in the future but not preferences that take place in the past or on the current day. If you need to edit another user’s availability, use the Viewing menu in the upper-right corner of the screen to switch between…
Requesting Time Off
- Ethan Sullivan
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…
Clocking In and Out
- June 18, 2025
- Ethan Sullivan
Clocking in and out is essential to tracking your worked hours in When I Work. There are several ways you could clock in and out, but it depends on what Management has enabled in the account settings as to what you will see. If a Time Clock Terminal has been set up by management, it will only be accessible at the location for clocking in and out. Your employer can require that you clock in at the assigned shift start time or within 5, 15, or 30 minutes of your shift. If you’re too early, you may be unable to…
Scheduling a Shift
- June 17, 2025
- Ethan Sullivan
You can add a custom shift or use a shift template to save time when scheduling. Adding a shift can be done from a Computer browser for the web app and the mobile app available on iOS and Android devices. Click Scheduler. Click to add a shift. If you’re on day view, click in the cell that corresponds to the start time and person that you want to schedule. If you’re on week, two-week, or month view, click [ + Add a shift ] in the date cell. Choose a shift template or create a custom shift:If you want to…
Widget for iOS
- May 29, 2025
- Ethan Sullivan
This widget surfaces the “Next Shift” information from inside the When I Work app to the main screen of an iOS device. This can be used as an alternative opening up the mobile application each time you want to see your upcoming shifts! You must have the mobile application installed to use the widget In order for your next shift information to display, you will need to be logged in to the application Minimum iOS version required: 14.0 or higher To locate your current iOS software version, follow this guide Minimum app version required: 13.2 or higher To find app…
Data Retention Reference
- May 21, 2025
- Ethan Sullivan
This page outlines the data retention timelines of When I Work When you have an active account or you Hibernate your account, your data is stored following these timelines We recommend exporting your data often to retain records for your business, especially prior to cancelation of your account as it may become inaccessible after Data Type Timeline* Shift Requests 1 year after submission date Time Off Requests 2 years after request date Shifts 3 years after start date of shift OpenShift Requests 3 years after start date of shift Time Entries 3 years after the start date *Note: Timelines may…
Exporting Absences
- April 25, 2025
- Ethan Sullivan
Exporting absences allows you to download a spreadsheet containing reported absence information. Check out Can I Export My Data? for more information on exporting other data from When I Work. As an Admin or Manager user, you can export any absence reported within the account As a Supervisor, you can only export absences for users assigned to the Schedules you manage As an Employee, you can only export your own absences As an Admin or Manager, you have access to the Reports section of the account. Head to User Access Privileges for more information on user roles. Click on the Reports button…
Time Off Settings
- March 21, 2025
- Ethan Sullivan
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…

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