When I Work

When I Work

Staff scheduling, time tracking, communication & attendance

4.5/5 (805 reviews)

When I Work Overview

What is When I Work?

Use When I Work to easily schedule and communicate with employees. When I Work's features include:Send the schedule to staff as a text message. Two-way text messaging which allows employees to accept open shifts and request their schedule via text message. Activate Attendance and let your employees use the mobile time clock to punch in from their smart phones or set up an iPad as a terminal. Easily see which location your employees clock in from on the map and after you review the time sheets, you can finalize them with the click of a button.

When I Work is the perfect tool for small business owners, operations managers, HR managers, or anyone managing hourly schedules.

When I Work Overview

Cost

Starting from
USD 1.50/month

Pricing options

Free Trial
Free
Subscription
Value for money

When I Work is completely FREE for companies with 75 employees or less.
Premium plans with additional features are also available for as low as $1.50/month/employee.
When I Work is offered as a subscription on a month-to-month basis. There are no long term contracts and a credit card is NOT required.


When I Work Features

Devices
Business size
S M L
Markets
Australia, Canada, Europe, United Kingdom, United States
Supported Languages
English

Screenshots

When I Work screenshot: Business owners spend way too much time on employee scheduling because they’re stuck using programs like Excel, or even worse— a pencil and paper. Employee scheduling software can help you build your schedule for the week in as little as 15 minutes.
When I Work screenshot: Business owners spend way too much time on employee scheduling because they’re stuck using programs like Excel, or even worse— a pencil and paper. Employee scheduling software can help you build your schedule for the week in as little as 15 minutes. When I Work screenshot: Your business goes beyond your desk. So should your employee scheduling software. Employee scheduling apps for iPhone and Android help you and your employees manage the schedule while on the go. When I Work screenshot: Fine tune the schedule while on-the-go. Schedule shifts, notify staff and simplify scheduling. When I Work screenshot: Create next weeks schedule in minutes! When I Work screenshot: Communication between managers and employees doesn’t need to be messy or difficult. Team Messaging from When I Work helps you ensure that everyone on your team is in lockstep at all times, no matter where they are. When I Work screenshot: Staff acknowledge their shifts to let managers know they've been seen When I Work screenshot: Employee hourly pay rates can be added and edited When I Work screenshot: We currently offer seamless integrations with these platforms. When I Work screenshot: Staff can clock in, make time-off requests, update their availability and chat with coworkers all from their mobile phone! When I Work screenshot: Schedule Staff from your iPhone, Android phone for desktop

When I Work Reviews

When I Work Reviews

Overall rating
4.5
/
5
Excellent
507

Very good
221

Average
52

Poor
16

Terrible
9

Value for Money
4.5
Features
4.3
Ease of Use
4.5
Customer Support
4.5
90% recommended this app
Trish C.

Great software for teams of all sizes

I've been using this software for 5 years, first as an employee then as an employer. Ease of use for both parties is fantastic and it's well worth paying for to save the time. When I change places of business, if I have a choice, I will choose When I Work again and again.


Sarah C.

Takes the work out of scheduling

We have been incredibly happy with the program. We went from spending 8-10 hours scheduling each month to 1-2


Rachel J.

Easiest Software to Make Schedules


Elizabeth R.

MISSING BASIC FUNCTIONS!

Overall, we feel very let down with the simple but IMPORTANT missing features. Having spent time to setup two other client accounts with WIW, and made two training videos. WASTE OF TIME! But that's the chance you take, right? Vetting doesn't always go well and we found a work around for the PTO issue, but the timesheet submittal issue is a deal breaker. We are not going to setup a side system to verify that everyone has completed their timesheets and track history for employees submitting for review and accuracy. This needs to be a function of the app.


Erin M.

Scheduling made simple

Overall we have loved using When I Work. It makes scheduling seamless and reduces the amount of time we spend on employee schedules. We also really love the reminders and text alerts as it makes it easy to communicate with our team quickly when things change.


Trish C.
Industry: Veterinary
Company size: 2-10 Employees

Great software for teams of all sizes

Used Weekly for 2+ years
Reviewed on 25/07/2019
Review Source: Capterra

I've been using this software for 5 years, first as an employee then as an employer. Ease of use for both parties is fantastic and it's well worth paying for to save the time. When I change places of business, if I have a choice, I will choose When I Work again and again.

Pros

- Shift templates, makes scheduling a lot easier
- The ability to copy and paste any shift, even faster than clicking and choosing
- Simple to add and remove employees
- App is fairly easy to use
- Time clock is awesome, easy to use

Cons

- Looking at the full staff schedule on a particular day can be tedious.
- For those making schedules, it's so much easier to do on a computer
- In order to have a printed schedule, it downloads the PDF which you then have to print. I wish this printed right off the website.

Response from When I Work

Hi Trish,

Thank you for taking the time to review When I Work, and your feedback is appreciated! We are always looking for ways to make improvements and appreciate users like you that provide feedback so we can enhance and improve When I Work!

Best,
Amanda

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend: 10.0/10

Sarah C.
Industry: Wine & Spirits
Company size: 201-500 Employees

Takes the work out of scheduling

Used Daily for 1+ year
Reviewed on 18/11/2019
Review Source: Capterra

We have been incredibly happy with the program. We went from spending 8-10 hours scheduling each month to 1-2

Pros

It is incredibly easy for both the employee to enter their availability and the manager to appropriately schedule. We love that we cant schedule somebody if they mark themselves unavailable, avoids confusion and holds the employee accountable

Cons

The inability to attach files to an email

Response from When I Work

Hi Sarah,

Anna here from When I Work Customer Care. Thank you for taking a minute to leave us a review! I definitely understand how the ability to attach a file to a group email could improve When I Work. We have just released a new feature called Document Storage that your team may be interested in. I've linked an article that outlines the feature below.

https://help.wheniwork.com/articles/document-storage-release-notes/

Thanks again for leaving us a review. We're happy to hear that When I Work is saving you time and preventing confusion. If you have any questions or concerns, please let us know at https://help.wheniwork.com/submit-a-ticket/.

Have a great day,
Anna

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend: 10.0/10

Rachel J.
Industry: Motion Pictures & Film
Company size: 2-10 Employees

Easiest Software to Make Schedules

Used Other for 1+ year
Reviewed on 03/05/2020
Review Source: Capterra

Pros

I used quite a bit of scheduler software in the past. I'm really skilled at using Kronos for 100+ employees but on a smaller scale with my small business I love the functionality of "When I Work". It works on all platforms and notifies my employees when they are scheduled or if things get shifted around. Love that it also has a picture display of each employee. It these little touches that keep me coming back from more. Love it!

Cons

To be honest, with the ease of use and easy access of the user interface, I have no complaints about this app and would recommend it to any small business owner out there. I will continue to use this long term for my business.

Response from When I Work

Hi Rachel -

Thank you so much for taking the time to share such a lovely review with us!

We're thrilled to hear features like shift reminders and schedule notifications are so helpful for both you and your employees.

Again, thank you so much for the lovely review!

Kindly,
Adrianne

Rating breakdown

Ease of Use

Likelihood to recommend: 10.0/10

Elizabeth R.
Industry: Accounting
Company size: 13-50 Employees

MISSING BASIC FUNCTIONS!

Used Daily for Free Trial
Reviewed on 12/11/2019
Review Source: Capterra

Overall, we feel very let down with the simple but IMPORTANT missing features. Having spent time to setup two other client accounts with WIW, and made two training videos. WASTE OF TIME! But that's the chance you take, right? Vetting doesn't always go well and we found a work around for the PTO issue, but the timesheet submittal issue is a deal breaker. We are not going to setup a side system to verify that everyone has completed their timesheets and track history for employees submitting for review and accuracy. This needs to be a function of the app.

Pros

Interface is simple and provides an organized structure that is responsive. Inviting and adding employees is automated.

Cons

Your employees cannot "turn in" or "submit" their timesheets! There is no way to know or have them verify that what they have entered is ready for review. A mgr has to chase down each employee to verify they have finished, or have a side system of notices, or double tracking.
Employees cannot enter PTO after the fact, they can only REQUEST PTO for future dates. If a company is using the timesheet function to have employees enter their time, breaks, PTO, etc, there are many limitations that require managers to do additional work. For instance, if an employee has an unexpected family emergency for two days, they cannot request PTO after those days are past. So how does PTO get entered for those days? Somehow the employee has to communicate with the mgr to enter it for them!
Very simple but integral functions that are important to a timesheet app that are missing!!
When giving feedback to WIW about these missing features, we were told that it was fine for us to move to another app since WIW wasn't a good fit. In other words, they are not open to feedback for improvement.....like it or leave.... We are leaving and taking the two clients we already setup on WIW trials to another platform, along with the 5 other clients that were waiting for the results of our trial run. All of which would have been paid subscriptions for WIW!

Response from When I Work

Hi Elizabeth,

Thanks for taking the time to leave a review and provide your feedback. We're sorry to hear that you did not find When I Work to be a good fit for your team. We do appreciate hearing more about what features are most important to you as we use customer feedback to guide future developments.

If you have any other questions or feedback to share, please let us know by submitting a ticket here: https://help.wheniwork.com/submit-a-ticket/. Our Customer Care team would be happy to help. Thank you for your time and thoughts.

Best,
Kate

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend: 0.0/10

Erin M.
Industry: Food & Beverages
Company size: 13-50 Employees

Scheduling made simple

Used Daily for 1+ year
Reviewed on 16/03/2020
Review Source: Capterra

Overall we have loved using When I Work. It makes scheduling seamless and reduces the amount of time we spend on employee schedules. We also really love the reminders and text alerts as it makes it easy to communicate with our team quickly when things change.

Pros

When I Work is so easy to use, it is simple to add employees, great for creating shift templates and the chat features and shift drop applications make changing the schedule simple for employees. As a manager these features are awesome as they reduce the amount of time that I spend re-working the schedule.

Cons

The only challenge we have faced is that we don't have access to the task list as we don't pay for this version of the application. We would love to try it out to see if it is a good value add for us.

Response from When I Work

Hi Erin -

Thank you so much for taking the time to give us such a lovely review!

I'm so happy to hear features we offer like Shift Swaps & Drops and WorkChat have been so useful for you. It's awesome to hear that scheduling has gotten easier as well!

We'd be happy to discuss our Tasks feature and see what options are available for you. Feel free to submit a ticket at https://help.wheniwork.com/submit-a-ticket/ so we can assist!

Again, thanks so much for this lovely review!

Kindly,
Adrianne

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend: 10.0/10

User recommendation
8.7/10
Based on 805 user ratings
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When I Work Pricing

When I Work Pricing

Starting from
USD 1.50/month
Free Trial
Free
Subscription
Value for money

When I Work is completely FREE for companies with 75 employees or less.
Premium plans with additional features are also available for as low as $1.50/month/employee.
When I Work is offered as a subscription on a month-to-month basis. There are no long term contracts and a credit card is NOT required.

When I Work is completely FREE for companies with 75 employees or less.
Premium plans with additional features are also available for as low as $1.50/month/employee.
When I Work is offered as a subscription on a month-to-month basis. There are no long term contracts and a credit card is NOT required.

Value for Money
4.5/5
Based on 805 user ratings
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When I Work Features

When I Work Features

API
Activity Dashboard
Activity Tracking
Applicant Tracking
Automatic Notifications
Customisable Branding
Customizable Reporting
Data Import/Export
Employee Database
Employee Management
Employee Onboarding
Employee Portal
Employee Self Service
Performance Management
Real Time Reporting
Recruitment Management
Reminders
Reporting & Statistics
Self Service Portal
Third Party Integration
Features
4.3/5
Based on 805 user ratings
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Categories

Additional information for When I Work

Additional information for When I Work

Key features of When I Work

  • Applicant Tracking - find, interview and hire in one place
  • Calendar - iCal / Outlook Calendar / Google Calendar Sync
  • Communication - text alerts, group text, and 2-way texting
  • Employee Availability - visible right from the scheduler
  • Employee Scheduling - simple drag & drop interface
  • Job Sites - perfect for construction, home health care
  • Mobile - FREE apps for iPhone & Android
  • Multiple Locations - view all locations from one account
  • Notifications - email, text message & push notifications
  • Online Access - anytime, anywhere
  • Open Shifts - fill open shifts by text message
  • Payroll - forecast your labor costs
  • Payroll - integrations and easy export options
  • Reports - track and review your data, export available
  • Templates - copy previous schedules for rapid scheduling
  • Time Clock - mobile phones, iPad, or PC (with Attendance)
  • Trade Shifts - approve shift trades from your phone

Benefits

Easy-to-use staff scheduling software saves time and reduces conflicts.
Visualization tools allow for insight into workload & overtime.
Staff communication tools facilitate easy shift changes and other updates.
Free app for iPhone and Android lets your workforce carry the schedule in their pocket.
Time saving features like schedule templates reduce hours spent scheduling and saves money.

GetApp Analysis

GetApp Analysis

When I Work is employee scheduling software that aims to streamline the entire employee scheduling process through its intricate technology and mobile tools. Along with managing the scheduling process, the solution provides employers with a straightforward way to communicate with their employees.

In addition to its simple staff scheduling features — which enable business owners and managers to create schedules for by-the-hour workers, taking variable shifts and time-off requests into account — When I Work scheduling software also provides a number of additional tools for attendance tracking and mobile employee communication.

The Scheduler tool

What is When I Work?

When I Work automates one of the most vital managerial tasks: employee scheduling, aiding in improving organization and communication among managers and staff. Minor errors will inevitably arise when creating schedules, no matter what internal processes are in place. However, the When I Work application equips with the right tools to manage these hiccups efficiently and effectively before they become an issue.

The application enables managers to review and edit shift schedules from their mobile devices, along with giving hourly workers an easy way to communicate among one another, as well as with their employers, via text and email. By opening up communication this way When I Work aims to decrease the likelihood of missed shifts, conflicting schedules, and unanticipated overtime costs.

When I Work Main Features

Manage your staff schedule

You can set and manage your staff schedule by using the Scheduler Tool. Buttons to set positions, current location, and site, along with a publish widget button, are located on the left-hand side of the main page in the control panel.

The schedule is the basis of all processes within the When I work application. Managers are elicited to use the pre-designed schedule templates initially to get started. From here they can make adjustments based on weekly changes. When I Work will automatically alert you of any scheduling conflicts based on the preferences you will have chosen for the schedules you have set up.

Add positions, locations and more using the Scheduler tool

Create and manage new employee shifts

The When I Work scheduling application gives you constant access to the status of staff availability. You can also see when employees have made requests for time-off, as well as fill open shifts at the last minute. You can then use When I Work’s various communication tools to notify employees of these changes, as well as when new shifts are available for them to take up.

You can add a new shift by clicking on any date in the Scheduler. You can manually set the time, along with any unpaid breaks or additional notes for the employee (e.g. “Don’t forget to clock-in when you arrive”). Click the Notify button to make your employee aware that he or she has been given an extra shift.

Create and assign shifts

Send two-way and group mobile notifications

Both managers and employees can send notifications from devices using two-way text messaging and email alerts. Employees can configure reminders to be sent to their smartphones a few hours or days in advance of each scheduled shift.

When I Work also offers TeamTxt, another messaging tool that allows managers to send group text messages. It can also be used for manager-to-manager communication.

When I Work Attendance module

If you activate have When I Work Attendance (WageBase in the app store) in your account, you will be able to use the software’s time clock tool to automate recurring schedules and track employee attendance. By using their desktop computers, tablets, or smartphones employees can update this information on the go.

When I Work’s Attendance module ensures that employees clock in when they’re scheduled to. If employees forget to clock in, actionable alerts are sent out to them. Alerts are also sent to managers to notify them when they’re close to paying overtime.

Employee time-off requests

When I Work scheduling software provides employees with an an efficient way to request time-off, allowing them they to request full days or partial days. You can then select whether this time-off should be paid or unpaid. Employees can also add notes for their manager to review when deciding over the requested time-off.

Request time off

When I Work Integrations

When I Work currently integrates with ZenPayroll (for When I Work Attendance) as well as the company’s Time Clock and Attendance app, WageBase. However, the company are currently putting steps in place to build further integrations.

When I Work Pricing

All When I Work plans are available with 30-day free trials. After that, businesses are encouraged to select pricing plans based on the size of their staff. Basic employee scheduling plans start at $29 per month (for up to 20 employees). This scales to $99 for up to 100 employees and then continues to scale as needed, at a rate of roughly $1 per employee. There is no monthly contract so you can scale up and down as your staff numbers change. This flexibility is particularly useful for businesses with seasonal employees, such as ski resorts or hotels.

When I Work Bottom Line

  • Benefits for both employers and employees
  • Automate the manual handling of scheduling tasks for hourly workers
  • Instant 2-way communication and notification tools
  • Smartphone notifications when new schedules have been published
  • Employees can request time-off and managers can approve it

When I Work FAQs

When I Work FAQs

Below are some frequently asked questions for When I Work.

Q. What type of pricing plans does When I Work offer?

When I Work offers the following pricing plans:

Starting from: USD 1.50/month

Pricing model: Free, Subscription

Free Trial: Available

When I Work is completely FREE for companies with 75 employees or less. Premium plans with additional features are also available for as low as $1.50/month/employee. When I Work is offered as a subscription on a month-to-month basis. There are no long term contracts and a credit card is NOT required.

Q. What are the main features of When I Work?

When I Work offers the following features:

  • Applicant Tracking - find, interview and hire in one place
  • Calendar - iCal / Outlook Calendar / Google Calendar Sync
  • Communication - text alerts, group text, and 2-way texting
  • Employee Availability - visible right from the scheduler
  • Employee Scheduling - simple drag & drop interface
  • Job Sites - perfect for construction, home health care
  • Mobile - FREE apps for iPhone & Android
  • Multiple Locations - view all locations from one account
  • Notifications - email, text message & push notifications
  • Online Access - anytime, anywhere
  • Open Shifts - fill open shifts by text message
  • Payroll - forecast your labor costs
  • Payroll - integrations and easy export options
  • Reports - track and review your data, export available
  • Templates - copy previous schedules for rapid scheduling
  • Time Clock - mobile phones, iPad, or PC (with Attendance)
  • Trade Shifts - approve shift trades from your phone

Q. Who are the typical users of When I Work?

When I Work has the following typical customers:

Freelancers, Large Enterprises, Mid Size Business, Non Profit, Public Administrations, Small Business

Q. What languages does When I Work support?

When I Work supports the following languages:

English

Q. What type of pricing plans does When I Work offer?

When I Work has the following pricing plans:

Free, Subscription

Q. Does When I Work support mobile devices?

When I Work supports the following devices:

Android, iPhone, iPad

Q. What other apps does When I Work integrate with?

When I Work integrates with the following applications:

9 Spokes, Barcode Templates Instant App, Fulcrum, Grow, Gusto, OnPay, People, QuickBooks Online, Rippling, StaffingNation

Q. What level of support does When I Work offer?

When I Work offers the following support options:

FAQs, Knowledge Base, Online Support, Video Tutorials