Ethan Sullivan – Page 2 – When I Work Help Center

Submitting Absences on Behalf of Users
- July 29, 2025
- Ethan Sullivan
This article goes over how to submit absences on behalf of users. If enabled, users can also submit their own absences to management. See Reporting Yourself Absent for more information. You can report absences for users from a computer or from the Android and iOS applications. In order to submit an absence on behalf of another user: You must have Admin, Manager, or Supervisor access privileges. The shift must be published on the scheduler. The shift’s start time must be within the next 24 hours or have already passed. Absence tracking can be used alongside the shift coverage options in the…
Reporting Yourself Absent
- July 28, 2025
- Ethan Sullivan
Absence tracking allows you to report when you cannot work an assigned shift that takes place within the next 24 hours. When you report an absence, the shift is removed from your schedule and management is notified. This article walks through self-reporting absences. Users with admin, manager, and supervisor level access can report absences on behalf of a user. See Submitting Absences for a User for more information. You can report an absence if: The setting is enabled for your workplace by your employer. The shift has been published. The shift’s start time must be within the next 24 hours…
Accepting Shift Swap and Drop Requests
- July 25, 2025
- Ethan Sullivan
If your coworker cannot work an assigned shift, they can invite you to cover their shift. They may ask you to trade shifts (swap) or take their shift (drop). This article reviews how to accept a shift from a coworker. If you are looking for a way to send your shift to a coworker, check out Getting Your Shifts Covered. If you are eligible to take or trade shifts: We’ll send you an email and/or a mobile alert based on your alert preferences. On the web application the in the top-left corner shows a count badge. Click for more information. On…
Getting Your Shifts Covered
- July 24, 2025
- Ethan Sullivan
If you’re unable to work one of your shifts you have a few options to get your shift covered: Shift Release – give your shift up to an OpenShift Shift Drop – give your shift to a coworker Shift Swap – trade shifts with a coworker Each shift coverage option can be enabled or disabled by the manager or admin, so if you don’t see all of the options it may have been disabled for your workplace. This article reviews how to get your shifts covered. If you are looking for a way to take team members shifts, check out…
Take or Bid on OpenShifts (OpenShift Requests)
- July 22, 2025
- Ethan Sullivan
OpenShifts may require approval by management in order to pick it up. This is sometimes referred to as “shift bidding”. When approval is enabled, bid on an OpenShift to express interest in a specific shift and then management will select a user from the list of interested users to assign the shift to. OpenShifts can be bid on from the Web or mobile applications. *If approval is not required, you will simply be granted the shift as soon as you tap or click on Take Shift in any of the processes below! You will only see OpenShifts for which you…
View and Share Documents
- July 21, 2025
- Ethan Sullivan
You can view and share documents on the Documents page of When I Work from the Web or Mobile Application. This article is intended for users with Supervisor and Employee level access. *NOTE: A When I Work login is required in order to view shared documents To view documents: Click in the navigation bar. Click a document you want to view. The document opens in a new tab. To share a document: Click in the navigation bar. Click . Click the link shown. It is automatically copied to your clipboard. Paste this link into WorkChat or send to your coworkers…
Release Notes January to March 2025
- June 23, 2025
- Ethan Sullivan
This article includes all feature updates that When I Work has released between January and March 2025. Break Attestation was released to help out with those needing a bit of compliance due to regulations in their area. Previously, there was no way to capture if breaks were taken and any reasons they weren’t taken. With this addition, users can now get a prompt when clocking out to confirm if they did or did not take their breaks, both paid and unpaid! If they select No, they have the ability to enter in a reason the break was not taken. Updates to…
Setting Your Availability
- Ethan Sullivan
Set your availability preferences to let your employer know when you prefer to work and when you prefer not to work. By default, you’re set to be available all day. Your availability is a preference that your employer can take into account when building the schedule. There is no guarantee you’ll always get shifts that align with your preferences. You can add, edit, or delete availability preferences that take place in the future but not those that take place in the past or on the current day. Your employer has the option to disable the availability feature. If the feature…
Editing a User’s Availability
- Ethan Sullivan
Availability preferences let you know when a user prefers to work. You might need to edit a user’s availability yourself if the settings of the account have this disabled for employee users. You must have Supervisor, Manager, or Admin access privileges to set availability preferences on behalf of another user. You can add, edit, or delete availability preferences that take place in the future but not preferences that take place in the past or on the current day. If you need to edit another user’s availability, use the Viewing menu in the upper-right corner of the screen to switch between…
Requesting Time Off
- Ethan Sullivan
When you need to take time off from work, use When I Work to send the request to your manager for approval. Time off can be submitted as Holiday (paid or unpaid), Personal (paid or unpaid), Sick (paid or unpaid) or any combination of these options as well as custom time off types. If you have employee access privileges, time off may be restricted based on your employer’s policies If your team uses When I Work to track time off balances, you can also check your time off balance when submitting a request. Your employer can: Turn off time off…

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