Process 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 iOS device or Android device.

Considerations

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.

Act on a shift request

  1. Hover over Requests, then select Shift Requests Shift Requests.

  2. Find the shift request.
    1. Click Requests I Can Approve or All Requests.
      • Requests I Can Approve: Requests that are Pending Approval that you can act on, excluding your personal requests.
        NOTE: This tab is not present if approval is not required in the Scheduling Settings.
      • All Requests: Your personal requests and requests from others all in one place.
    2. Filter requests by Status, Type and Schedule in the left sidebar.
  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 Approval for Employees is enabled for time off requests.

Updated on February 6, 2020

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