About When I Work

Use When I Work to schedule, track time and attendance, and communicate with employees, all in one place. Create schedules quickly and easily. Send the schedule to staff with just a click—they can get it via notification, email, or text. Activate Time & Attendance to let employees use a mobile time clock through their own device or one you set up as a terminal. Manage shift requests, time off and availability and easily let employees communicate with each other. You can even integrate your payroll provider to streamline the process even more.

When I Work is the perfect tool for small business owners, operations managers, HR managers, or anyone managing hourly schedules. It is available for a 14-day free trial.

Pricing starting from:

US$2.50/month

  • Free Version
  • Free Trial
  • Subscription

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.

Typical Customers

  • Freelancers
  • Small Businesses (2-50)
  • Mid-size Companies (51-500)
  • Large enterprises (500 and more)

Deployment

  • Cloud-based
  • On-premise

Markets

Australia, Canada, Germany, Ireland, Netherlands and 5 others

Supported Languages

English

Pricing starting from:

US$2.50/month

  • Free Version
  • Free Trial
  • Subscription

Images

When I Work Software - 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 Software - 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 Software - Fine tune the schedule while on-the-go. Schedule shifts, notify staff and simplify scheduling.
When I Work Software - Create next weeks schedule in minutes!
When I Work Software - 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 Software - Staff acknowledge their shifts to let managers know they've been seen
When I Work Software - Employee hourly pay rates can be added and edited
When I Work Software - We currently offer seamless integrations with these platforms.
When I Work Software - Staff can clock in, make time-off requests, update their availability and chat with coworkers all from their mobile phone!
When I Work Software - Schedule Staff from your iPhone, Android phone for desktop
When I Work Software - Manage Shift Changes on the Fly
When I Work Software - See Who's Working - Create Shifts and Send Alerts
When I Work Software - You & Staff Notified Via Text, Email, or Both
When I Work Software - Know When Employees Are Available To Work
View 15 more
When I Work video
When I Work Software - 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 Software - 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 Software - Fine tune the schedule while on-the-go. Schedule shifts, notify staff and simplify scheduling.
When I Work Software - Create next weeks schedule in minutes!
When I Work Software - 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 Software - Staff acknowledge their shifts to let managers know they've been seen
When I Work Software - Employee hourly pay rates can be added and edited
When I Work Software - We currently offer seamless integrations with these platforms.
When I Work Software - Staff can clock in, make time-off requests, update their availability and chat with coworkers all from their mobile phone!
When I Work Software - Schedule Staff from your iPhone, Android phone for desktop
When I Work Software - Manage Shift Changes on the Fly
When I Work Software - See Who's Working - Create Shifts and Send Alerts
When I Work Software - You & Staff Notified Via Text, Email, or Both
When I Work Software - Know When Employees Are Available To Work

Features

Total features of When I Work: 112

  • API
  • Access Controls/Permissions
  • Accounting Integration
  • Activity Dashboard
  • Activity Tracking
  • Activity/News Feed
  • Alerts/Notifications
  • Appointment Scheduling Software
  • Approval Process Control
  • Attendance Management
  • Attendance Tracking Software
  • Automated Scheduling
  • Automatic Time Capture
  • Availability Management
  • Billable & Non-Billable Hours
  • Budgeting/Forecasting
  • Calendar Management
  • Calendar Sync
  • Class Scheduling
  • Clock In/Out
  • Collaboration Tools
  • Committee Management
  • Communication Management
  • Compliance Management
  • Contractor Management Software
  • Cost Management
  • Data Import/Export
  • Drag & Drop
  • Email Reminders
  • Employee Database
  • Employee Management
  • Employee Onboarding
  • Employee Portal
  • Employee Profiles
  • Employee Scheduling Software
  • Employee Self Service
  • Employee Time Tracking
  • Event Management Software
  • Event Scheduling
  • Facility Management Software
  • Facility Scheduling
  • Faculty/Staff Management
  • File Sharing Software
  • For Retail
  • For Salons and Spas
  • Forecasting
  • GPS
  • Group Scheduling
  • HR Management
  • Labor Cost Calculator
  • Labor Cost Reporting
  • Labor Forecasting
  • Leave Tracking
  • Messaging
  • Mobile Access
  • Mobile Alerts
  • Mobile Time Tracking
  • Multi-Channel Communication
  • Multi-Location
  • Multiple Billing Rates
  • No-Show Tracking
  • Offline Access
  • Offline Time Tracking
  • On Call Scheduling
  • Online Booking
  • Online Punch Card
  • Online Time Clock
  • Online Time Tracking Software
  • Overtime Calculation
  • Payroll Management
  • Performance Metrics
  • Physician Management
  • Real Time Analytics
  • Real Time Data
  • Real Time Monitoring
  • Real Time Notifications
  • Real Time Reporting
  • Real Time Updates
  • Real-Time Chat
  • Real-time Scheduling
  • Reminders
  • Reporting & Statistics
  • Reporting/Analytics
  • Resource Management Software
  • Resource Scheduling
  • SMS Messaging
  • Salaried Employee Tracking
  • Schedule Distribution
  • Scheduling Software
  • Search/Filter
  • Secure Data Storage
  • Self Service Portal
  • Shift Swapping
  • Sick Leave Tracking
  • Single Sign On Software
  • Summary Reports
  • Task Management Software
  • Task Progress Tracking
  • Task Scheduling
  • Time & Attendance
  • Time & Expense Tracking
  • Time Clock Software
  • Time Off Management
  • Time Off Requests
  • Time Tracking Software
  • Timesheet Management
  • Vacation/Leave Tracking
  • Variable Workforce
  • Volunteer Management Software
  • Waitstaff Management
  • Workstation Tracking
  • iCalendar Support

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Reviews

Overall rating

4.5 /5
(1,046)
Value for Money
4.4/5
Features
4.3/5
Ease of Use
4.4/5
Customer Support Software
4.4/5

Already have When I Work?

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

Showing 5 reviews of 1,046
Bob
Overall rating
  • Industry: Mechanical or Industrial Engineering
  • Company size: 51–200 Employees
  • Used Daily for 2+ years
  • Review Source

Overall rating

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

Could not preform my job with out When I Work

Reviewed on 2017-10-13

I work on small and large project. When I work helps to project how long man power will be tied up...

I work on small and large project. When I work helps to project how long man power will be tied up on large project, which helps forecasting, cost of labor, project schedule, when we can schedule the next project. On small projects is makes a clear line of communication between the project manager and the field personal, so that everyone is on the same page when it comes to scheduling.

Pros

Create's a standard line of communication between management and field personnel. Also helps the field personal to be prepared for their next task.

Cons

I work on the road a lot. The program is much easier to schedule personal from the desktop than it is from using the app on a device. Although it does not affect me all the time, it would be nice to see an interface on the device that was more similar to the one on the desk top. At least just for scheduling.

Response from When I Work

Hey Bob!

Thanks for writing us a review! I am so glad to hear that When I Work makes communicating with your team easier and helps you be prepared for things that come up throughout the day!

Thank you for the feedback as well in regards to the interface on our app. I would agree - working on a desktop is much easier when building the schedule. Hopefully we can make improvements to our app to aid in making the schedule build easier.

Have a wonderful day. :)

Krissy
Overall rating
  • Industry: Food Production
  • Company size: 501–1,000 Employees
  • Used Daily for 2+ years
  • Review Source

Overall rating

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

When I work

Reviewed on 2022-04-22

I loved the when i work app very much. I was able to look at my shifts as well as change and drop...

I loved the when i work app very much. I was able to look at my shifts as well as change and drop shifts, There is also the ability to chat with other employees about changing or swapping shifts.

Pros

When I work is a great app as far as employee scheduling and shift changes. The app has sooo many great features available and it is very affordable.

Cons

there were a few glitches with the software on ocassion when trying to pick up a dropped shift if you are already scheduled.

Alternatives Considered

ADP Workforce Now

Reasons for Switching to When I Work

I heard from other stores that have used the software as well as reading reviews online.

Response from When I Work

Hi Krissy,

Thanks so much for taking the time to share this feedback with us!

We're happy to know that you're enjoying the app and features available, like easily having access to view your schedule, and being able to drop and swap shifts! Our users are the reason we do what we do.

Please let us know if any questions come up, we're always happy to help.

Warmly,
Chelo

Deborah
Overall rating
  • Industry: Hospital & Health Care
  • Company size: 51–200 Employees
  • Used Daily for 2+ years
  • Review Source

Overall rating

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

Going down the drain fast

Reviewed on 2021-02-17

Terrible. When I first started with When I Work it was a blessing and helped our business work...

Terrible. When I first started with When I Work it was a blessing and helped our business work well. I don't know if they changed management or what but the customer service has gone down hill in the last year or so. We are a staffing agency. We depend on our scheduling service for our money our very heart of our bisiness. They made some changes that have totally made this service obsolete for our company and now - in the middle of the work week in the middle of the work day when all of a sudden the changes became in effect with no warning- we have to stop what we are doing and find another scheduling service. This is after they had a large glitch that made it very difficult for our business and fixed it after 4 weeks. Can't call anyone - not an option.

Pros

I felt it had good features in the beginning

Cons

When there is a glitch they don't fix it for like a month. They change features that are detremental and don't give an option to opt out. You can't speak to a person you have to email them with problems. When you do get a hold of someone they do not help you but just say the same thing over and over like: We are working on this at this time. No solutions.

Response from When I Work

Hi Deb,

We appreciate the detailed review.

I am sorry to hear you may have run into some issues with When I Work. When an issue is reported with the product we are not always able to guarantee a timeframe for when a fix would be released because it requires multiple steps and testing to ensure that the solution we implement is successful and does not negatively impact other parts of the app.

I am very sorry for the impact any issues have caused to your workflow.

The support offered through chat and email ensures that we can address the situation in a timely manner.

I appreciate your feedback on this experience. We are always looking for ways to improve.

Best,
Vicki

Tom
Overall rating
  • Industry: Food & Beverages
  • Company size: 11–50 Employees
  • Used Daily for 1-5 months
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support Software
  • Likelihood to recommend 7.0 /10

Nice entry level scheduling product

Reviewed on 2023-05-30

This is a huge time saver for me, as my time spend for scheduling and totaling time cards has...

This is a huge time saver for me, as my time spend for scheduling and totaling time cards has dropped significantly. Additionally, my staff can easily swap shifts making it easier for them.

Pros

This tools allows me to more easily schedule my staff with my staff entering their unavailable times which display when I am scheduling. The time tracking in the application, allowing my staff to clock in and out on the app is great. All of their time is tracked, and I get their total time worked at the end of each period which has saved me hours of my time already.

Cons

Some features seem to need a little more work. Additionally, this tool has required a lot of experimenting to figure out how I can use it best for my business. The task lists are great once they are figured out. Unfortunately, updating (reordering the items) is not easy. Additionally, my staff have struggled a bit with marking tasks complete on the wrong shift, causing issues. The fact that the Android and iOS versions vary in navigation on the phone has also led to issues in the "implementation" of the product. Extraction of the time totals is not great, as it only works for certain products. I end up manually transferring time totals from this tool to my payroll system.

Response from When I Work

Hi there Tom,

Ky here from the Customer Care team at When I Work. I'm following-up to thank you for taking the time to leave us such a detailed review.

To start, we're thrilled to hear you're enjoying having the ability to easily schedule your staff and have your users clock in and out in one place.

We also appreciate you sharing your feedback on the time it took to properly figure out how to use our Tasks feature and we'd love to hear any suggestions you have for improvement now that you've got it down.

We are always looking for ways to make improvements to our tools and to make shift work feel like less work so we appreciate you taking the time to let us know that a more seamless user experience between the iOS and Android versions of the app is something you'd like to see in the future.

Please let me know if you have any additional questions or concerns. I'm always happy to help!

Thank you for being a part of When I Work, Tom!

Warm regards,
Ky

Gregory
Overall rating
  • Industry: Retail
  • Company size: 2–10 Employees
  • Used Daily for 1+ year
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support Software
  • Likelihood to recommend 7.0 /10

When I Work

Reviewed on 2023-05-24

Good bad simple to use

Good bad simple to use

Pros

Notifies employees of upcoming schedule, published schedules.

Cons

Unable to approve time cards if you schedule a manager that is not required to clock in and out

Response from When I Work

Hi Gregory,

Thanks for taking the time to share this feedback with us.

It's great to hear that When I Work is helping to make your teams' and your work lives easier.

It may be helpful to note that a timesheet can only be approved if there are existing time entries. If there are persistent issues with approving user timesheets, please reach out at https://help.wheniwork.com/submit-a-ticket/ so we can further assist.

Thanks again for your time!

Kindly,
Chelo

Showing 5 reviews of 1,046 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$2.50/month
  • Pricing model: Subscription
  • Free Trial: Available

Essentials plan starts at $2.50/user/month. 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 to start a free trial.

When I Work has the following typical customers:

Self Employed, 2–10, 11–50, 51–200, 201–500, 501–1,000, 1,001–5,000

When I Work supports the following languages:

English

When I Work supports the following devices:

Android (Mobile), iPhone (Mobile), iPad (Mobile)

When I Work integrates with the following applications:

321Forms, ADP Workforce Now, Crew, Google Calendar, Google Workspace, Gusto, Meta for Business, OnPay, OnPay Solutions, PayPal, QuickBooks Online Advanced, Quickbooks Online, Square Point of Sale, Starboard Suite, Tribepad, Vend, Zapier

When I Work offers the following support options:

Email/Help Desk, FAQs/Forum, Knowledge Base Software, Chat

Related categories

See all software categories found for When I Work.