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Basic Time Off Accruals Release Notes
Basic Time Off Accruals enables you create time off accrual policies to start tracking time off for you and your users. If you are migrating from another time accrual tracking system you can transfer all that information right into When I Work. Create time off accrual policies for all of your time off types. Track and manage time off balances for all users. Manage Basic Time Off Accrual Policies Edit Time Off Balances for Users Checking Your Time Off Balance -
Payroll Launch Announcement
When I Work is excited to announce When I Work Payroll! When I Work Payroll is designed to make it incredibly easy for small businesses to run payroll. When I Work Payroll is full-service. Itʼs always ready to run, with no importing or closing pay periods needed. When I Work Payroll is part of When I Work, meaning itʼs a single, user-friendly system. When I Work Payroll includes the following feature set for launch: Real-time payroll experience – Time entries are automatically synced and recalculated with payroll. No need to import and no more data issues between payroll and time... -
Enhancements to Exports Release Notes
Exports have been enhanced in a number of ways to make them more friendly to consume. An export for Shift Templates was also added. Export Enhancement All exports File Name Updates: Export as of run date: [export name] as of month abbreviation, day, four digit year. For example: Job Sites as of Apr 1, 2023.xlsx Exports with a timeframe, e.g. Schedule export, Shift Request, includes start and end date. For example: Schedule for Jan 5, 2023 – Jan 20, 2023.xlsx Columns reordered. Job Sites Export is sorted by job site name. Schedule Hourly tab: Name removed, First Name, Last Name...Applies to Admins, Managers, Supervisors
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Timesheet Rounding Release Notes
The timesheet rounding option allows timesheet entries to be rounded to align with your payroll requirements and workplace policies. The timesheet rounding functionality is enabled and configured in the Attendance Settings. Timesheet entries can be rounded to the nearest 5 minute, 6 minute or 15 minute increment. Rounded and actual...Applies to Admins, Managers, Supervisors
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Searching, Filtering, and Sorting Workplace Objects Release Notes
The workplace objects pages have been updated for a more consistent and modern look and feel. Workplace objects are found under the Workplace Workplace menu. They are the elements that make up your When I Work account so you can schedule and track time for your workplace. This includes users,...Applies to Admins, Managers, Supervisors
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Overlapping OpenShift Coverage Release Notes
The overlapping OpenShift coverage option allows employees to pick up OpenShifts that overlap with currently scheduled shifts. This permits employees to double up on shifts that have overlapping times if the employee can cover enough of the OpenShift. Overlapping OpenShifts can be used without or with shift bidding (OpenShift pick-up approval) enabled....Applies to Admins, Employees, Managers, Supervisors
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WorkChat Enhancements for iOS and Android Release Notes
WorkChat has been updated so you can customize your communication with your team from the iOS and Android apps. Remove users from channels: Now you can simply remove employees from channels instead of creating a new channel. Improved channel creation: Create new channels without having to first send a message. ...Applies to Admins, Employees, Managers, Supervisors
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Dashboard Customization and Filtering Release Notes
Updates to the dashboard allow you to further customize your dashboard to highlight the information that is most relevant to your workplace. Dashboard customization: hide and rearrange dashboard cards to highlight the information that is most valuable to you. Attendance notice card filtering: added filters to more easily triage attendance...Applies to Admins, Managers, Supervisors
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Custom Unit Forecasting Release Notes
Create a custom unit to forecast the shift or hours needs for your organization, whether that’s number of patients, hotel rooms, or guests. You’ll get a more efficient and optimized schedule with the right measurement that’s driving your labor. Custom forecast units calculate the number of shifts or hours to...Applies to Admins, Managers, Supervisors
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New Square Integration Release Notes
With the new Square integration, running payroll is quick and easy. Automatically sync timesheet data to Square—and manage employees and schedule data between systems with ease. Sync time entries to Square directly from When I Work timesheets. Import Square team members into When I Work as employees. Manage employee/team member... -
Auto-Assign Shifts Release Notes
Auto-Assign shifts has been enhanced to help provide even better shift coverage on weekends, more precise availability considerations, and has added the ability to exclude selected employees from the auto-assign process. Added option to schedule weekends first which prioritizes scheduling weekend shifts before weekday shifts. Enhanced employee availability logic when... -
Availability Enhancements Release Notes
Availability has been enhanced to enable admins and managers to enforce how many days notice you need to change availability. Enforcement can help better manage employees making last-minute changes to their availability. New field in Scheduling Settings for Availability that enables the admin or manager to set days notice required for... -
Schedule Templates Enhancements Release Notes
The workflow of Schedule Templates has been enhanced to provide a better use, creation and editing experience. Schedule Templates for the current active schedule now appear first in the list of templates. Filter and sort templates to create your exact order. Update existing templates with a new workflow. Include or...Applies to Admins, Managers, Supervisors
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Max Hours Enforcement Release Notes
Max Hours Enforcement uses the Max Hours/Week setting to enforce the maximum amount of hours each employee can work per work when picking up OpenShifts. Prevent employees from taking too many OpenShifts or shift requests. Control your workforce labor costs by enforcing how many hours each employee can work. For...Applies to Admins, Managers, Supervisors
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ADP Workforce Now Direct Integration Release Notes
The ADP Workforce Now direction integration enables you to send your payroll information directly to ADP for payroll processing. Send worked hours, pay rates for those worked hours, and paid time off from When I Work to ADP Workforce Now. Create new employees in When I Work from your existing...Applies to Admins
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Tags Release Notes
Tags provide a way to define custom shift qualifications that cannot be easily captured by position alone. Think of tags like additional eligibility requirements that you can layer on top of positions. When you use Tags to capture more specific eligibility requirements or qualifications you can make sure that the...Applies to Admins, Managers, Supervisors
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Labor Sharing Release Notes
Labor Sharing is a way to increase your shift coverage by looking at eligible and available employees on your other schedules. Use Labor Sharing when you need to fill vacant OpenShifts, backfill dropped shifts, or find coverage for your employees’ planned PTO. Advanced Feature Don’t see this feature? Check out the plans page to upgrade to a plan with access to Labor Sharing. Share shifts between schedules using Shared OpenShifts. Edit your existing schedules’ OpenShifts to be Shared OpenShifts, or create new Shared OpenShifts. Schedule Shared OpenShifts in the When I Work web app, on your iOS device, or...Applies to Admins, Managers, Supervisors
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WorkChat Enhancements Release Notes
WorkChat has been enhanced to fit exactly the type of communication you’d like for your staff to have access to. You can: Use WorkChat in broadcast-only mode so managers can send out one-way messaging to all staff. Empower employees to start and post in custom channels to communicate with one...Applies to Admins, Employees, Managers, Supervisors
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Shift Coverage Release Notes
We have enhanced the way in which you can empower your employees to self-schedule, giving you the confidence that you’ll have the coverage you need each day. Employees can now choose to release a shift to an OpenShift in addition to swapping or dropping the shift. Shift Release is a...Applies to Admins, Employees, Managers, Supervisors
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Photo Clock In Release Notes
Photo Clock In enables increased accountability by using the iOS Time Clock Terminal camera to capture the face of each employee that clocks in and clocks out. To complete the clock in or clock out process, a photo of the employee is taken. Photos are stored in the app on...Applies to Admins, Employees, Managers, Supervisors
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Printing Enhancements Release Notes
Browser printing of the Scheduler has been enhanced to provide a better end-user experience. Filters applied to the Scheduler prior to printing are respected on the print out. Additional Print Options have been added. You can now show: Annotations OpenShifts Unscheduled Employees Check out Printing the Schedule for more detailed...Applies to Admins, Employees, Managers, Supervisors
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Employee Import Enhancements Release Notes
Employee import has been enhanced to enable updates to your existing users, as well as add new ones. Use Employee Import to create all of your user accounts in advance, then add their email addresses when you’re ready to invite them. Make updates in bulk to pay rates, which could...Applies to Admins, Managers, Supervisors
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Employee Archive Release Notes
User profiles can be archived rather than deleted. Archiving users deactivates their employee profile and removes them from the schedule. The new Archived Employees page displays a list of inactive users and allows you to restore employee profiles in bulk. The Archived Employees page displays all previously archived (deleted) users...Applies to Admins, Managers, Supervisors
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Overtime Visibility Release Notes
Overtime visibility displays the overtime impact when scheduling. Your account’s overtime thresholds are used to calculate an employee’s potential overtime when assigning a shift. Overtime visibility is available right in the Scheduler, where you can switch between Hours mode and forecast tools mode for weekly employee totals, and schedule day... -
Position View & Coverage View Release Notes
The Scheduler has been enhanced with user interface updates to Position view and a new view titled Coverage view has been added. With this, a new look and new filtering options enhance the Position view experience, while Coverage view provides a chronological view of scheduled shifts for each day so...Applies to Admins, Managers, Supervisors
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When I Work for RUN Powered by ADP® Integration Release Notes
When I Work for RUN Powered by ADP® is now an integration option. The When I Work for RUN Powered by ADP® connector enables you to send payroll hours from When I Work right to ADP before you close payroll. A new interface for the When I Work for RUN... -
Request Views Release Notes
Additional views have been added to the Time Off Requests and Shift Requests pages. Use these to find the requests you are looking for even faster. Request views are available to all When I Work accounts regardless of the plan. Time Off Requests page includes the following views for admin,...Applies to Admins, Managers, Supervisors
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File Upload Enhancements Release Notes
Hire and Document Storage have been enhanced to include virus scanning for all file uploads. Virus scanning has been added to the following products in When I Work: Document Storage Hire public postings Hire manual application additions If the virus scan detects a virus, the upload will not complete and...Applies to Admins, Managers, Supervisors
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Auto Scheduling Enhancements Release Notes
Auto Scheduling has been enhanced to give you more control over the distribution of auto scheduled shifts. In addition, improvements to copying schedules and loading templates makes any template an auto scheduling template. Additional auto scheduling options can be customized including: Respecting the maximum hours set in the employee’s profile....Applies to Admins, Managers, Supervisors
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Request Filtering Release Notes
Filtering capabilities have been added to the Time Off Request and Shift Request pages. Use the filters to find the requests that need your attention even faster. Request filtering is available to all When I Work accounts regardless of the plan. Time Off Requests: Filter the time off requests by request...Applies to Admins, Managers, Supervisors
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Timesheet Enhancements Release Notes
We have made multiple enhancements to Timesheets in When I Work that support your day-to-day tasks and your growing business. Improved performance that supports scaling to larger accounts. Timesheets and exports now display times in 2 decimals places. Access details with one click. More detailed warnings for: Late clock in...Applies to Admins, Managers, Supervisors
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Overtime Visibility for OpenShift Requests Release Notes
Overtime visibility has been added to the OpenShift Requests feature. OpenShift requests that are pending manager approval display the max hours and overtime impact for potential takers. A badge appears for any employee that will acquire max hours or overtime when processing OpenShifts requests. Hover over the badge for a breakdown... -
Shift Tasks Release Notes
Tasks have been enhanced to include Shift Tasks. Shift Tasks increase employee accountability by allowing you to add tasks list directly to their scheduled shifts. This feature enables you to schedule tasks across schedules, assign tasks to shifts, and monitor progress as tasks are completed. Shift Tasks are available to all current plan types. Shift Tasks can be assigned to individual shifts or shift templates for future reuse. Check the status of Team Tasks and Shift Tasks from the Dashboard & Scheduler in the When I Work web app. Employees complete tasks on their iOS device or Android device. For more...Applies to Admins, Employees, Managers, Supervisors
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Document Storage Release Notes
Document storage enables you to create a centralized repository of important documents for your employees to reference. It’s perfect for storing your employee handbook or an on-boarding checklist. Documents can be uploaded and shared on the When I Work web app, and viewed on all platforms. Document storage is available...Applies to Admins, Employees, Managers, Supervisors
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OpenShift Requests Release Notes
OpenShift Requests, also called Shift Bidding, is an option within OpenShifts that allows employees to express interest in the shift for a management to approve. The Shift Bidding option helps schedulers moderate the OpenShift pick up process to get the most qualified employees into the right shifts. OpenShift Requests is available...Applies to Admins, Employees, Managers, Supervisors
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Labor Reports Release Notes
Labor reports give you deeper insight into your business. These are automatically generated, weekly reports that help you track the labor costs of your workplace. The Attendance Notices Report helps gauge employee performance long term while the Labor Breakdown Report gives an in depth breakdown of your labor costs. Attendance Notices Report:... -
Auto Scheduling Release Notes
Auto scheduling helps you create a fair schedule by leveraging the information already entered in your When I Work account. Save time and reduce errors on complex schedules and get the right employees into the right shifts. Automatically assign unpublished OpenShifts to employees for you to review and publish. Shifts...Applies to Admins, Managers, Supervisors
From your iPhone or iPad
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Overlapping OpenShift Coverage Release Notes
The overlapping OpenShift coverage option allows employees to pick up OpenShifts that overlap with currently scheduled shifts. This permits employees to double up on shifts that have overlapping times if the employee can cover enough of the OpenShift. Overlapping OpenShifts can be used without or with shift bidding (OpenShift pick-up approval) enabled....Applies to Admins, Employees, Managers, Supervisors
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WorkChat Enhancements for iOS and Android Release Notes
WorkChat has been updated so you can customize your communication with your team from the iOS and Android apps. Remove users from channels: Now you can simply remove employees from channels instead of creating a new channel. Improved channel creation: Create new channels without having to first send a message. ...Applies to Admins, Employees, Managers, Supervisors
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Availability Enhancements Release Notes
Availability has been enhanced to enable admins and managers to enforce how many days notice you need to change availability. Enforcement can help better manage employees making last-minute changes to their availability. New field in Scheduling Settings for Availability that enables the admin or manager to set days notice required for... -
Labor Sharing Release Notes
Labor Sharing is a way to increase your shift coverage by looking at eligible and available employees on your other schedules. Use Labor Sharing when you need to fill vacant OpenShifts, backfill dropped shifts, or find coverage for your employees’ planned PTO. Advanced Feature Don’t see this feature? Check out the plans page to upgrade to a plan with access to Labor Sharing. Share shifts between schedules using Shared OpenShifts. Edit your existing schedules’ OpenShifts to be Shared OpenShifts, or create new Shared OpenShifts. Schedule Shared OpenShifts in the When I Work web app, on your iOS device, or...Applies to Admins, Managers, Supervisors
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WorkChat Enhancements Release Notes
WorkChat has been enhanced to fit exactly the type of communication you’d like for your staff to have access to. You can: Use WorkChat in broadcast-only mode so managers can send out one-way messaging to all staff. Empower employees to start and post in custom channels to communicate with one...Applies to Admins, Employees, Managers, Supervisors
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Shift Coverage Release Notes
We have enhanced the way in which you can empower your employees to self-schedule, giving you the confidence that you’ll have the coverage you need each day. Employees can now choose to release a shift to an OpenShift in addition to swapping or dropping the shift. Shift Release is a...Applies to Admins, Employees, Managers, Supervisors
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Photo Clock In Release Notes
Photo Clock In enables increased accountability by using the iOS Time Clock Terminal camera to capture the face of each employee that clocks in and clocks out. To complete the clock in or clock out process, a photo of the employee is taken. Photos are stored in the app on...Applies to Admins, Employees, Managers, Supervisors
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Overtime Visibility Release Notes
Overtime visibility displays the overtime impact when scheduling. Your account’s overtime thresholds are used to calculate an employee’s potential overtime when assigning a shift. Overtime visibility is available right in the Scheduler, where you can switch between Hours mode and forecast tools mode for weekly employee totals, and schedule day... -
Overtime Visibility for OpenShift Requests Release Notes
Overtime visibility has been added to the OpenShift Requests feature. OpenShift requests that are pending manager approval display the max hours and overtime impact for potential takers. A badge appears for any employee that will acquire max hours or overtime when processing OpenShifts requests. Hover over the badge for a breakdown... -
Shift Tasks Release Notes
Tasks have been enhanced to include Shift Tasks. Shift Tasks increase employee accountability by allowing you to add tasks list directly to their scheduled shifts. This feature enables you to schedule tasks across schedules, assign tasks to shifts, and monitor progress as tasks are completed. Shift Tasks are available to all current plan types. Shift Tasks can be assigned to individual shifts or shift templates for future reuse. Check the status of Team Tasks and Shift Tasks from the Dashboard & Scheduler in the When I Work web app. Employees complete tasks on their iOS device or Android device. For more...Applies to Admins, Employees, Managers, Supervisors
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Document Storage Release Notes
Document storage enables you to create a centralized repository of important documents for your employees to reference. It’s perfect for storing your employee handbook or an on-boarding checklist. Documents can be uploaded and shared on the When I Work web app, and viewed on all platforms. Document storage is available...Applies to Admins, Employees, Managers, Supervisors
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OpenShift Requests Release Notes
OpenShift Requests, also called Shift Bidding, is an option within OpenShifts that allows employees to express interest in the shift for a management to approve. The Shift Bidding option helps schedulers moderate the OpenShift pick up process to get the most qualified employees into the right shifts. OpenShift Requests is available...Applies to Admins, Employees, Managers, Supervisors
From your Android phone
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Overlapping OpenShift Coverage Release Notes
The overlapping OpenShift coverage option allows employees to pick up OpenShifts that overlap with currently scheduled shifts. This permits employees to double up on shifts that have overlapping times if the employee can cover enough of the OpenShift. Overlapping OpenShifts can be used without or with shift bidding (OpenShift pick-up approval) enabled....Applies to Admins, Employees, Managers, Supervisors
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WorkChat Enhancements for iOS and Android Release Notes
WorkChat has been updated so you can customize your communication with your team from the iOS and Android apps. Remove users from channels: Now you can simply remove employees from channels instead of creating a new channel. Improved channel creation: Create new channels without having to first send a message. ...Applies to Admins, Employees, Managers, Supervisors
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Availability Enhancements Release Notes
Availability has been enhanced to enable admins and managers to enforce how many days notice you need to change availability. Enforcement can help better manage employees making last-minute changes to their availability. New field in Scheduling Settings for Availability that enables the admin or manager to set days notice required for... -
Labor Sharing Release Notes
Labor Sharing is a way to increase your shift coverage by looking at eligible and available employees on your other schedules. Use Labor Sharing when you need to fill vacant OpenShifts, backfill dropped shifts, or find coverage for your employees’ planned PTO. Advanced Feature Don’t see this feature? Check out the plans page to upgrade to a plan with access to Labor Sharing. Share shifts between schedules using Shared OpenShifts. Edit your existing schedules’ OpenShifts to be Shared OpenShifts, or create new Shared OpenShifts. Schedule Shared OpenShifts in the When I Work web app, on your iOS device, or...Applies to Admins, Managers, Supervisors
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WorkChat Enhancements Release Notes
WorkChat has been enhanced to fit exactly the type of communication you’d like for your staff to have access to. You can: Use WorkChat in broadcast-only mode so managers can send out one-way messaging to all staff. Empower employees to start and post in custom channels to communicate with one...Applies to Admins, Employees, Managers, Supervisors
-
Shift Coverage Release Notes
We have enhanced the way in which you can empower your employees to self-schedule, giving you the confidence that you’ll have the coverage you need each day. Employees can now choose to release a shift to an OpenShift in addition to swapping or dropping the shift. Shift Release is a...Applies to Admins, Employees, Managers, Supervisors
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Overtime Visibility Release Notes
Overtime visibility displays the overtime impact when scheduling. Your account’s overtime thresholds are used to calculate an employee’s potential overtime when assigning a shift. Overtime visibility is available right in the Scheduler, where you can switch between Hours mode and forecast tools mode for weekly employee totals, and schedule day... -
Overtime Visibility for OpenShift Requests Release Notes
Overtime visibility has been added to the OpenShift Requests feature. OpenShift requests that are pending manager approval display the max hours and overtime impact for potential takers. A badge appears for any employee that will acquire max hours or overtime when processing OpenShifts requests. Hover over the badge for a breakdown... -
Shift Tasks Release Notes
Tasks have been enhanced to include Shift Tasks. Shift Tasks increase employee accountability by allowing you to add tasks list directly to their scheduled shifts. This feature enables you to schedule tasks across schedules, assign tasks to shifts, and monitor progress as tasks are completed. Shift Tasks are available to all current plan types. Shift Tasks can be assigned to individual shifts or shift templates for future reuse. Check the status of Team Tasks and Shift Tasks from the Dashboard & Scheduler in the When I Work web app. Employees complete tasks on their iOS device or Android device. For more...Applies to Admins, Employees, Managers, Supervisors
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Document Storage Release Notes
Document storage enables you to create a centralized repository of important documents for your employees to reference. It’s perfect for storing your employee handbook or an on-boarding checklist. Documents can be uploaded and shared on the When I Work web app, and viewed on all platforms. Document storage is available...Applies to Admins, Employees, Managers, Supervisors
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OpenShift Requests Release Notes
OpenShift Requests, also called Shift Bidding, is an option within OpenShifts that allows employees to express interest in the shift for a management to approve. The Shift Bidding option helps schedulers moderate the OpenShift pick up process to get the most qualified employees into the right shifts. OpenShift Requests is available...Applies to Admins, Employees, Managers, Supervisors