Ethan Sullivan – When I Work Help Center

Widget for iOS
- May 29, 2025
- Ethan Sullivan
This widget surfaces the “Next Shift” information from inside the When I Work app to the main screen of an iOS device. This can be used as an alternative opening up the mobile application each time you want to see your upcoming shifts! You must have the mobile application installed to use the widget In order for your next shift information to display, you will need to be logged in to the application Minimum iOS version required: 14.0 or higher To locate your current iOS software version, follow this guide Minimum app version required: 13.2 or higher To find app…
Data Retention Reference
- May 21, 2025
- Ethan Sullivan
This page outlines the data retention timelines of When I Work When you have an active account or you Hibernate your account, your data is stored following these timelines We recommend exporting your data often to retain records for your business, especially prior to cancelation of your account as it may become inaccessible after Data Type Timeline* Shift Requests 1 year after submission date Time Off Requests 2 years after request date Shifts 3 years after start date of shift OpenShift Requests 3 years after start date of shift Time Entries 3 years after the start date *Note: Timelines may…
Exporting Absences
- April 25, 2025
- Ethan Sullivan
Exporting absences allows you to download a spreadsheet containing reported absence information. Check out Can I Export My Data? for more information on exporting other data from When I Work. As an Admin or Manager user, you can export any absence reported within the account As a Supervisor, you can only export absences for users assigned to the Schedules you manage As an Employee, you can only export your own absences As an Admin or Manager, you have access to the Reports section of the account. Head to User Access Privileges for more information on user roles. Click on the Reports button…
Time Off Settings
- March 21, 2025
- Ethan Sullivan
Determine if and how your staff will use When I Work to help manage Time Off for your business Must have admin or manager level access to change Time Off Settings If any changes are made, click Save in the top right corner of the screen Hover over Gear menu, then select Time Off Settings. Toggling time off requests on allows your team to submit time off within the web or mobile application. Callout Description a Check these boxes to enable approval for Employee and/or Supervisor level users requests b Enter how many days in advance a user should submit a…
Notification Center iOS Devices
- March 17, 2025
- Ethan Sullivan
The notification center on your iOS device is the primary spot to look at alerts that need your attention in the When I Work application. The types of alerts you will see vary by your access level and by your individual alert preferences. Below is a list of all notifications that could be viewed here: Time off requests Swap/drop requests OpenShift requests Clock in/out reminders Schedule updates New employees Availability changes **Note: Mobile alerts must be enabled for specific notices to appear under the notification center. If any alerts need your attention, you will see a red circle with…
Scheduling Breaks
- March 3, 2025
- Ethan Sullivan
Scheduling breaks allows you to communicate with your team when they should take their breaks directly within their shift. If you are out and on the go, breaks can also be added from your iOS device or Android device. They can also be saved into any new/existing Shift Templates! Break times cannot overlap with one another Break start times must exist within the time of the scheduled shift Total break duration cannot exceed total length of the scheduled shift Multiple breaks can be added; up to 100 per shift Click the [+ Add a Break] button Add the…

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