Processing Requests

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Overview

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

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.

This article contains images of the When I Work app on an iPhone. Although the app looks slightly different on an iPad, the app works the same on both devices.

Processing swap and drop requests

1) Open the When I Work app on your iPhone or iPad.

2) From the Dashboard tab, tap Requests Needing Action.
If you don’t see Requests Needing Action, tap More (≡), then tap Manage Requests.

The app displays a list of all requests needing your action, requests awaiting action from others, and other requests.

3) To process a Swap/ Drop Request, click into the Request. Notice that the status of the Request is Pending.

4) This will bring you directly into the Swap/ Drop Shift. From this form, you have the ability to Approve the Request, Deny the Request, and review the Potential Shift Takers.

5) When I Work allows you to edit the Potential Shift Takers by clicking the button to the right of the Employee’s name.

6) To Approve the Swap/Drop Request, click Approve at the bottom left of the screen.

7) Notice that the status of the Approved Swap/Drop Request is now Waiting. In addition, it is moved from the “Needing your Action” queue to the “Awaiting Action from Others” queue.

The assigned User will be notified of this decision. In addition, the selected Potential Taker employees have the option to Swap shifts or pick up the Dropped shift.

Until the shift has been picked up by a coworker, the shift is still the responsibility of the assigned User.

8) To Deny the Swap/Drop Request, click Deny at the bottom right of the screen.

9) A confirmation screen will pop up and ask you to click “Cancel Request” again. If you do not click Cancel Request, your options will not be stored and you will need to start over.

10) Notice that the status of the Request is now Cancelled. The assigned User will be notified of this decision.

Processing time off requests

1) Open the When I Work app on your iPhone or iPad.

2) From the Dashboard tab, tap Requests Needing Action.
If you don’t see Requests Needing Action, tap More (≡), then tap Manage Requests.

The app displays a list of all requests needing your action, requests awaiting action from others, and other requests.

3) To process a Time Off Request, click into the Request. Notice that the status of the Request is Pending.

4) This will bring you directly into the Time Off Request. From this form, you have the ability to Approve or Deny the Request.

5) To Approve the Time Off Request, click Approve at the bottom left of the screen.

6) Notice that the status of the Time Off Request is now Accepted.

7) The Accepted Time Off Request is also moved from the “Needing your Action” queue to the “Other Requests” queue. The assigned User will be notified of this decision.

8) To Deny the Time Off Request, click Deny at the bottom right of the screen.

9) A confirmation screen will pop up and ask you to click “Deny Request” again. If you do not click Deny Request, your options will not be stored and you will need to start over.

10) Notice that the status of the Request is now Cancelled.

11)The assigned User will be notified of this decision.

Updated on April 13, 2017

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