Process Time Off Requests

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Applies to , ,

Overview

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

You can also process time off requests from your iOS device or Android device.

Considerations

  • 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 Approval for Employees is turned off in the General 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.

Act on a time off request

Process time off requests from the Requests page or the Scheduler.

From the Time Off Requests page

  1. Hover over Requests, then select Time Off Requests Time Off Requests.

  2. Find the time off 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 General 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 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 Calendar Scheduler.

  2. Click the pending request.
  3. 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 Approval for Employees is enabled for swaps and drops.

Updated on February 6, 2020

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