Processing Time Off Requests

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Applies to , ,

Overview

When employees request time off, you can use the When I Work web app to process the requests from your computer.

You can also process time off 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 schedules.
  • 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.
  • All requests have a status. Learn more about the different Time Off 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

Finding a shift request

Hover your pointer over Inbox menu, then click Time Off Requests.

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

Acting on a time off request

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

From the Time Off 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 Time Off Requests.Time off requests drop down
  3. Click the Time Off request that you want to process.Time off 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

  1. Click the pending request.
  2. Act on the request:
    • Click Approve Request to approve.
    • Click Cancel Request to deny the request.
    • If you want to converse with the employee about the request or view total time off balances, click View Request.

The employee is automatically notified.

Time off request statuses

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

StatusPending Approval
Description The request is waiting for approval from management.1
StatusApproved
DescriptionThe request has been approved by management.
StatusCanceled
DescriptionThe manager or the user that created the request has canceled the request.
StatusExpired
DescriptionThe specific day regarding the request has passed; no one approved or denied it in time.
StatusDenied
DescriptionThe request was denied by management.
Status Description
Pending Approval  The request is waiting for approval from management.1
Approved The request has been approved by management.
Canceled The manager or the user that created the request has canceled the request.
Expired The specific day regarding the request has passed; no one approved or denied it in time.
Denied The request was denied by management.

1 This status only appears when Require Manager Approval is enabled for swaps and drops.

Updated on November 27, 2018

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