Processing Shift Requests

From your

Applies to , ,

Overview

When employees request to swap/drop shifts, you can use the When I Work web app to process the requests from your computer.

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

Things to know before you begin

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

Finding a shift request

Hover your pointer over Inbox menu, then click Shift Requests.

  • Scroll up and down on the Shift Requests page to browse through all of the Shift Requests.
  • Search for a request using the search bar at the top of the page.Requests search

Acting on a shift request

  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 Shift Requests.Shift requests drop down
  3. Click the Swap or Drop request that you want to process.
    Requests with status Pending Approval need your attention.Shift requests page
  4. (Optional) To send a message to the employees involved, type a message under Conversation/Activity, then click Post.
  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.Swap request details
  6. Click Approve or Deny.

The employees involved in the request are automatically notified. When the request is completed, you’ll receive a notification.

Shift request statuses

StatusPending Approval
Description The request is waiting for approval from management.1
StatusPending Acceptance
DescriptionThe request is waiting for a response from another employee.
StatusAccepted
DescriptionAn employee has accepted the request.
StatusCanceled
DescriptionThe manager or the user that created the request has canceled the request. A request can also be canceled automatically if the offered shift is changed by management.
StatusDeclined
DescriptionAll recipients of the request declined it.
StatusExpired
DescriptionThe specific day regarding the request has passed; no one accepted or declined it in time.
StatusDenied
DescriptionThe request was denied by management.
Status Description
Pending Approval  The request is waiting for approval from management.1
Pending Acceptance The request is waiting for a response from another employee.
Accepted An employee has accepted the request.
Canceled The manager or the user that created the request has canceled the request. A request can also be canceled automatically if the offered shift is changed by management.
Declined All recipients of the request declined it.
Expired The specific day regarding the request has passed; no one accepted or declined it in time.
Denied The request was denied by management.

1 This status only appears when Require Manager Review is enabled for time off requests.

Updated on November 27, 2018

Was this article helpful?

Related Articles

Still Need Help?

Open a ticket with our customer care team.

Submit a Ticket