Ethan Sullivan – Page 2 – When I Work Help Center

Bid on OpenShifts (OpenShift Requests)
- July 22, 2025
- Ethan Sullivan
OpenShifts may require approval by management in order to pick it up. This is sometimes referred to as “shift bidding”. When approval is enabled, bid on an OpenShift to express interest in a specific shift and then management will select a user from the list of interested users to assign the shift to. OpenShifts can be bid on from the Web or mobile applications. *If approval is not required, you will simply be granted the shift as soon as you tap or click on Take Shift in any of the processes below! You will only see OpenShifts for which you…
View and Share Documents
- July 21, 2025
- Ethan Sullivan
You can view and share documents on the Documents page of When I Work from the Web or Mobile Application. This article is intended for users with Supervisor and Employee level access. *NOTE: A When I Work login is required in order to view shared documents To view documents: Click in the navigation bar. Click a document you want to view. The document opens in a new tab. To share a document: Click in the navigation bar. Click . Click the link shown. It is automatically copied to your clipboard. Paste this link into WorkChat or send to your coworkers…
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 Availability
- 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…

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