Processing Requests

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Applies to , ,

Overview

When employees request time off or ask to swap/drop a shift, you can use the When I Work web app to process the requests from your computer.

You can also process requests from your iPhone or Android phone.

Things to know before you begin

  • You must have supervisor, manager, or account holder access privileges to process employee requests. If you’re a supervisor, you can only process requests for employees that belong to your locations.
  • Time off requests do not require approval if Require Manager Approval is turned off in app settings.
  • If you submit a time off request on an employee’s behalf, the request is automatically approved.
  • Swap and drop requests do not require approval if Require Manager Review is turned off in app settings.
  • All requests (time off, shift swap, shift drop, and shift alert) have a status. Learn more about the different Request Statuses.

How do I know when requests need my attention?

When a request needs your attention:

  • We’ll send you an email and/or a mobile alert based on your alert preferences.
  • The Notification Bell in the top-left corner of the When I Work web app shows a count badge. Click Notification Bell for more information.Notification bell

Processing swap and drop requests

  1. From your computer, use a supported web browser to sign in to When I Work on the web.
  2. Near the top-right corner of the page, hover your pointer over Inbox menu, then click View Requests.
  3. Click the Swap or Drop request that you want to process.
    Requests with status Pending need your attention.Requests page
  4. (Optional) To send a message to the employees involved, type a message under Conversation/Activity, then click Post.Swap request details
  5. (Optional) If you would like to change who the swap or drop request is offered to, click a shift (swap request) or employee (drop request) to remove it from the request.
  6. Click Approve or Deny.

The employees involved in the request are automatically notified.

Processing time off requests

You can process time off requests from the Requests page or the Scheduler.

From the Requests page

  1. From your computer, use a supported web browser to sign in to When I Work on the web.
  2. Near the top-right corner of the page, hover your pointer over Inbox menu, then click View Requests.
  3. Click the Time Off request that you want to process.
    Requests with status Pending need your attention.Requests page
  4. (Optional) To send a message to the employee, type a message under Conversation/Activity, then click Post.Time off request details
  5. Click Approve or Deny.

The employee is automatically notified.

From the Scheduler

On the Scheduler, pending requests appear as TIME OFF [Pending] on the impacted days.

  1. Click the pending request from the Scheduler.
  2. Act on the request:
    • Click Accept Request to approve.
    • Click Cancel Request to deny the request.
    • If you want to converse with the employee about the request or view year-to-date time off balances, click View Request.

The employee is automatically notified.

Request statuses

Each request has a status that lets you know its state and who needs to act on it.

StatusPending/New
Description The request is waiting for approval from management.
StatusWaiting
DescriptionThe request is waiting for a response from another employee.
StatusExpired
DescriptionThe specific day regarding the request has passed; no one accepted or declined it in time.
StatusDeclined
DescriptionThe employee that received the request declined it.
StatusDenied
DescriptionThe request was denied by management.
StatusCanceled
DescriptionThe manager or the user that created the request has canceled the request.
StatusAccepted
DescriptionThe request has been approved by management.
Time off requests only.
StatusCompleted
DescriptionAn employee has accepted the request.
Swap, drop, and Shift Alert requests only.
Status Description
Pending/New  The request is waiting for approval from management.
Waiting The request is waiting for a response from another employee.
Expired The specific day regarding the request has passed; no one accepted or declined it in time.
Declined The employee that received the request declined it.
Denied The request was denied by management.
Canceled The manager or the user that created the request has canceled the request.
Accepted The request has been approved by management.
Time off requests only.
Completed An employee has accepted the request.
Swap, drop, and Shift Alert requests only.
Updated on September 18, 2017

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