Overview

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 Accepting Shift Swap and Drop Requests.

Considerations

• Your employer has the option to disable shift swaps, shift drops, and shift releases for your workplace.
• When you create a swap or drop request, the shift is still your responsibility until it is picked up by one of your coworkers.
• Your employer has the option to require manager review for shift swap and shift drop requests. This may delay how quickly a shift is offered to your coworkers.
• You have the option to offer swaps and drops to all eligible users or select specific eligible users. This may cause discrepancies between the swaps and drops offered to different employees.

Release a Shift

On a Computer

1. As an Employee, you will be on the My Schedule dashboard upon log in. As a Supervisor, Manager, or Admin, you will hover over your name in the upper right corner and select  My Schedule.
2. Click the shift that you’d like to give up.
3. Click Get Shift Covered, then select Release Shift.
4. Click Release Shift to confirm the shift release.

On the Android app

1. From the When I Work Scheduling app, tap My Shifts.
2. In the My Shifts list, tap the shift that you would like to release.
3. Tap Release Shift.
4. When prompted, tap Release Shift to confirm the shift release.

On the iOS app

1. From the When I Work Staff Scheduling app, tap My Shifts on the Dashboard.
2. Tap the shift you would like to release.
3. Tap Release Shift near the bottom of the screen.
4. When prompted, tap Release Shift to confirm the shift release.

Additional Considerations for Dropping and Swapping shifts

• If your employer requires manager approval for swap and drop requests, the request status will be Pending Approval until your manager approves.
• Once your request is visible to your coworkers, the status changes to Pending Acceptance until someone accepts the request.
• If a coworker accepts your drop request, the status changes to Accepted, and the shift is no longer your responsibility.

Drop a Shift

On a Computer

1. As an Employee, you will be on the My Schedule dashboard upon log in. As a Supervisor, Manager, or Admin, you will hover over your name in the upper right corner and select  My Schedule.
2. Click the shift you’d like to drop to a coworker.
3. Click Get Shift Covered, then select Drop Shift.
4. Select the coworkers that you’d like to offer your shift to.The app shows employees that are qualified (based on position and location) and available to take your shift.
   • Click Select All to select all eligible coworkers.
   • Click Select None to clear all coworkers.
5. (Optional) Add a Message to explain why you want to swap your shift.
6. When you’re ready to send the request, click Request Drop.

On the Android app

1. From the When I Work Scheduling app, tap My Shifts.
2. In the My Shifts list, tap the shift that you would like to drop.
3. Tap Drop Shift.
4. Select the coworkers that you’d like to offer your shift to.
5. The app shows employees that are qualified (based on position and location) and available to take your shift.
   • By default, all eligible coworkers are selected
   • If you don’t want to offer your shift to a specific coworker, tap the to deselect them.
   • To deselect all coworkers, tap More button, then tap Deselect All.
   • To select a coworker, tap the check box.
   • To re-select all eligible coworkers, tap More button, then tap Select All.
6. Tap Offer Shift then tap I Understand on the Shift Responsibility message to send the request.

On the iOS app

1. From the When I Work Staff Scheduling app, tap My Shifts on the Dashboard.
2. Tap the shift you would like to drop.
3. Tap Drop Shift near the bottom of the screen.
4. (Optional) Add a Message to explain why you want to drop your shift.
5. Under Potential Takers, select the coworkers that you’d like to offer your shift to.

• • By default, all eligible coworkers are selected.
  • If you don’t want to offer your shift to a specific coworker, tap the person’s name to remove the Checkmark button.
  • To deselect all coworkers, tap , then Deselect All.
  • To select a coworker, tap the to add the check.
  • To re-select all coworkers, tap , then Select All.

• Tap Offer Shift then tap I Understand on the Shift Responsibility message to send the request

Swap a Shift

On a Computer

1. As an Employee, you will be on the My Schedule dashboard upon log in. As a Supervisor, Manager, or Admin, you will hover over your name in the upper right corner and select  My Schedule.
2. Click on the shift that you’d like to swap.
3. Click Get Shift Covered, then select Swap Shift.
4. Select the coworker’s shifts that you’re willing to work in place of your shift.The timeframe for eligibility is 7 days prior to 7 days after the offered shift, or 14 days from today if the offered shift takes place in the next 7 days.
   
   • Click All to select all potential trades.
   • Click None to clear the all potential trades.
5. (Optional) Add a Message to explain why you want to swap your shift.
6. When you’re ready to send the swap request, click Initiate Swap.

On the Android app

1. From the When I Work Scheduling app, tap My Shifts.
2. In the My Shifts list, tap the shift that you would like to swap.
3. Tap Swap Shift.
4. Select the shifts that you’re willing to work in place of your shift.
5. The timeframe for eligibility is 7 days prior to 7 days after the offered shift, or 14 days from today if the offered shift takes place in the next 7 days.
   • By default, all eligible coworkers are selected
   • If you don’t want to offer your shift to a specific coworker, tap the to deselect them.
   • To deselect all coworkers, tap More button, then tap Deselect All.
   • To select a coworker, tap the check box.
   • To re-select all eligible coworkers, tap More button, then tap Select All.
6. Tap Offer Shift then tap I Understand on the Shift Responsibility message to send the request.

On the iOS app

1. From the When I Work Staff Scheduling app, tap My Shifts on the Dashboard.
2. Tap the shift you would like to drop.
3. Tap Swap Shift near the bottom of the screen.
4. (Optional) Add a Message to explain why you want to swap your shift
5. Under Potential Takers, select the coworkers that you’d like to offer your shift to.
6. The timeframe for eligibility is 7 days prior to 7 days after the offered shift, or 14 days from today if the offered shift takes place in the next 7 days.
   • By default, all eligible coworkers are selected.
   • If you don’t want to offer your shift to a specific coworker, tap the person’s name to remove the Checkmark button.
   • To deselect all coworkers, tap , then Deselect All.
   • To select a coworker, tap the to add the check.
   • To re-select all coworkers, tap , then Select All.
7. Tap Offer Shift, then tap I Understand on the Shift Responsibility message to send the request.