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1. Sign in

Open iworkwhen.com and sign in with the email and password your admin gave you.
If the Forgot password? link is visible, your organization has configured email — you can reset your own password. If it’s not visible, ask your admin to reset it for you.

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2. Land on Today

After signing in, you land on the Today dashboard. It shows:
  • A greeting and the current date.
  • Your current shift (with a live progress bar if you’re on one) or a message that you have nothing scheduled.
  • This week — a 7-day strip with a shift time under each day that you’re working.
  • Pending — trades and time-off requests awaiting a response.
  • Quick actions — one-click buttons for common tasks.
  • Open shifts — if any are available, a few show here.

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3. Find something to do

The left sidebar groups everything by audience:
SectionWhat’s in it
MeYour schedule, your duties, your time off, your timesheet, your inbox, your notes, your profile
TeamOpen shifts, trades, overtime, the team roster, bidding rounds, special assignments
Approvals(Supervisors only) Pending trades/absences/overtime waiting on you
Admin(Admins only) Users, roles, groups, locations, schedules, coverage, SMTP, audit log
On mobile, the sidebar collapses into a hamburger menu and a bottom tab bar with the 5 most-used destinations.

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4. Three common tasks

  1. Go to Time off in the sidebar.
  2. Click Request time off.
  3. Pick a type (Vacation, Sick, Personal, Comp, Unpaid), enter start/end dates and hours.
  4. Submit. Your supervisor sees it under Approvals and gets an in-app message (plus an email if SMTP is set up).
Once approved, the hours deduct from your time-bank balance automatically.→ See Time off for details.
  1. Go to My Schedule and click the shift you want to trade.
  2. Click Offer for trade.
  3. Pick a specific teammate OR leave it open to anyone eligible. Add an optional note.
  4. Send. The shift is now marked “Trade pending”. Your teammate (or the pool) gets a message.
When a teammate accepts, a supervisor still needs to approve before the trade lands on the schedule.→ See Trades.
  1. Go to Open shifts in the sidebar.
  2. Find a shift that fits and click Claim shift.
  3. You’re added to the volunteer list. A supervisor reviews volunteers (by seniority) and selects one.
When you’re selected, the shift lands on your schedule automatically and you get a message.→ See Open shifts.

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5. Next steps

Browse all user guides

Detailed walkthroughs for every feature available to employees.

Set up SMTP (admins)

Wire up Exchange 365 so the app can send approval and trade emails.

Understand permissions

How roles and permissions work in iWorkWhen.

Permissions reference

Every permission key and what it unlocks.