About 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.

Key benefits of When I Work

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.

Devices

Business size

S M L

Markets

United States, Canada, United Kingdom, Australia

Supported Languages

English

Images

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.
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.
Fine tune the schedule while on-the-go. Schedule shifts, notify staff and simplify scheduling.
Create next weeks schedule in minutes!
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.
Staff acknowledge their shifts to let managers know they've been seen
Employee hourly pay rates can be added and edited
We currently offer seamless integrations with these platforms.
Staff can clock in, make time-off requests, update their availability and chat with coworkers all from their mobile phone!
Schedule Staff from your iPhone, Android phone for desktop
View 11 more
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

Features

Total features of When I Work: 86

  • API
  • Absence Management
  • Accounting Integration
  • Activity Dashboard
  • Activity Tracking
  • Applicant Tracking
  • Application Integration
  • Applications Management
  • Approval Process Control
  • Attendance Management
  • Attendance Tracking
  • Automated Scheduling
  • Automatic Notifications
  • Availability Management
  • Budgeting
  • Calendar Sync with Google
  • Chat
  • Clock In / Out
  • Communication Management
  • Compliance Management
  • Data Import
  • Data Import/Export
  • Desktop Notifications
  • Drag & Drop Interface
  • Email Alerts
  • Email Invitations & Reminders
  • Email Notifications
  • Employee Management
  • Employee Onboarding
  • Employee Portal
  • Employee Profile
  • Employee Self Service
  • Employee Time Tracking
  • Event Scheduling
  • Expense Tracking
  • Filtered Views
  • Forecasting
  • GPS
  • Geolocation
  • HR Management
  • Job Application Management
  • Job Tracking
  • Jobs Board Integration
  • Labor Cost Reporting
  • Labor Management
  • Leave Tracking
  • Location Tracking
  • Manual Time Entry
  • Microsoft Outlook Integration
  • Mobile Alerts
  • Multi-Channel Communication
  • Multi-Location
  • Offline Access
  • Overtime Tracking
  • POS Integration
  • Payroll Integration
  • Payroll Management
  • Permission Management
  • Projections
  • QuickBooks Integration
  • Real Time Analytics
  • Real Time Data
  • Real Time Monitoring
  • Real Time Notifications
  • Real Time Reporting
  • Real Time Updates
  • Reminders
  • Reporting & Statistics
  • SMS Integration
  • Search Functionality
  • Secure Data Storage
  • Secure Login
  • Sick Leave Tracking
  • Single Sign On
  • Summary Reports
  • Task Management
  • Task Scheduling
  • Task Tracking
  • Template Management
  • Time & Expense Tracking
  • Time Clock
  • Time Off Requests
  • Timesheets
  • Vacation Tracking
  • Widgets
  • iCalendar Support

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Reviews

Overall rating

4.5 /5
(846)
Value for Money
4.5/5
Features
4.3/5
Ease of Use
4.5/5
Customer Support
4.5/5

Already have When I Work?

Software buyers need your help! Product reviews help the rest of us make great decisions.

Write a Review!
Showing 5 reviews of 846
Trish C.
Overall rating
  • Industry: Veterinary
  • Company size: 2-10 Employees
  • Used Weekly for 2+ years
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support
  • Likelihood to recommend 10.0 /10

Great software for teams of all sizes

Reviewed on 25/07/2019

I've been using this software for 5 years, first as an employee then as an employer. Ease of use...

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

Erin M.
Overall rating
  • Industry: Food & Beverages
  • Company size: 11-50 Employees
  • Used Daily for 1+ year
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support
  • Likelihood to recommend 10.0 /10

Scheduling made simple

Reviewed on 16/03/2020

Overall we have loved using When I Work. It makes scheduling seamless and reduces the amount of...

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

Lissa K.
Overall rating
  • Industry: Health, Wellness & Fitness
  • Company size: 2-10 Employees
  • Used Weekly for 2+ years
  • Review Source

Overall rating

  • Ease of Use
  • Customer Support
  • Likelihood to recommend 8.0 /10

Great way to manage your team

Reviewed on 24/11/2020

great!

great!

Pros

I like the drop shift features and availability/unavailability features

Cons

For some reason, my team members used to be able to enter their preferred weekly hours through their profile, but that is no longer available from what I can see. Would love to see that back.

Response from When I Work

Hi Lissa,

Cully here with When I Work. Thank you for taking the time to leave a review!

We are so glad to hear that you have liked the drop shift feature, and the availability feature!

If you have additional feedback on the preferred weekly hours option and how your team used this feature, please let us know! You can submit a ticket at https://help.wheniwork.com/submit-a-ticket/.

Best,
Cully

Elizabeth R.
Overall rating
  • Industry: Accounting
  • Company size: 11-50 Employees
  • Used Daily for Free Trial
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support
  • Likelihood to recommend 0.0 /10

MISSING BASIC FUNCTIONS!

Reviewed on 12/11/2019

Overall, we feel very let down with the simple but IMPORTANT missing features. Having spent time to...

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

Amy M.
Overall rating
  • Industry: Libraries
  • Company size: 11-50 Employees
  • Used Daily for 2+ years
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support
  • Likelihood to recommend 10.0 /10

I've Reviewed Them Before But They Stay Current And Deserve To Be Commended

Reviewed on 9/10/2020

When I Work has really been great. Gone are the days of me trying to create weekly and monthly...

When I Work has really been great. Gone are the days of me trying to create weekly and monthly calendars and juggle handwritten requests for sick and vacation time. Staff can request through When I Work and I can easily update our schedule. I've saved hours and hours a month being able to utilize the templates as well.

Pros

When I Work has saved me daily headaches. Public Libraries don't have the funding to implement expensive employee scheduling software. When I Work even offers a free version which we started out with awhile ago but as our staff grew we moved into the paid format. Our library and employee pool has grown and changed, When I Work grows and changes alongside it. They continuously offer new resources and seek to keep ahead of us and just "know" what issues we may have as our staff is in flux.

Cons

The only issue I've seen thus far is a slight problem with the remote ap. Let me first say that having the ability to have an ap at all is great. My staff often is out of the library for programs and if they have an event prior to actual library hours they can clock in from their own phone. The issue that I speak of was mostly in calculating the distance that clocking in was allowed. It took a few tries to make sure that staff can check in, with a decent range, but not be so far from the library that it could be abused by someone wanting to beat the clock when they're late to work.

Response from When I Work

Hi Amy! Thank you so much for the kind words! We're glad the app has been a good solution for you and your team. If you ever have any questions, please reach out to us here: https://help.wheniwork.com/submit-a-ticket/, and we'll be happy to help!

Showing 5 reviews of 846 Read all reviews

When I Work FAQs

Below are some frequently asked questions for When I Work.

When I Work offers the following pricing plans:

  • Starting from: US$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.

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

When I Work has the following typical customers:

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

When I Work supports the following languages:

English

When I Work supports the following devices:

Android, iPhone, iPad

When I Work integrates with the following applications:

9 Spokes, Fulcrum, Grow, Gusto, OnPay, People, QuickBooks Online, QuickBooks Online, Rippling, StaffingNation

When I Work offers the following support options:

FAQs, Knowledge Base, Online Support, Video Tutorials

Related categories

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