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: 113

  • API
  • Access Controls/Permissions
  • Accounting Integration
  • Activity Dashboard
  • Activity Tracking
  • Activity/News Feed
  • Alerts/Notifications
  • Appointment Scheduling
  • Approval Process Control
  • Attendance Management
  • Attendance Tracking
  • Automated Scheduling
  • Automatic Time Capture
  • Availability Management
  • Billable & Non-Billable Hours
  • Budgeting/Forecasting
  • Calendar Management
  • Calendar Sync
  • Chat/Messaging
  • Class Scheduling
  • Clock In/Out
  • Collaboration Tools
  • Committee Management
  • Communication Management
  • Compliance Management
  • Contractor Management
  • Data Import/Export
  • Drag & Drop
  • Email Reminders
  • Employee Database
  • Employee Management
  • Employee Onboarding
  • Employee Portal
  • Employee Profiles
  • Employee Scheduling
  • Employee Self Service
  • Employee Time Tracking
  • Event Management
  • Event Scheduling
  • Facility Management
  • Facility Scheduling
  • Faculty/Staff Management
  • File Sharing
  • 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
  • Projections
  • Real Time Analytics
  • Real Time Data
  • Real Time Monitoring
  • Real Time Notifications
  • Real Time Reporting
  • Real-Time Chat
  • Real-time Scheduling
  • Real-time Updates
  • Reminders
  • Reporting & Statistics
  • Reporting/Analytics
  • Resource Management
  • Resource Scheduling
  • SMS Messaging
  • Salaried Employee Tracking
  • Schedule Distribution
  • Scheduling
  • Search/Filter
  • Secure Data Storage
  • Self Service Portal
  • Shift Swapping
  • Sick Leave Tracking
  • Single Sign On
  • Summary Reports
  • Task Management
  • Task Progress Tracking
  • Task Scheduling
  • Time & Attendance
  • Time & Expense Tracking
  • Time Clock
  • Time Off Management
  • Time Off Requests
  • Time Tracking
  • Timesheet Management
  • Vacation/Leave Tracking
  • Variable Workforce
  • Volunteer Management
  • Waitstaff Management
  • Workstation Tracking
  • iCalendar Support

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Reviews

Overall rating

4,5 /5
(1 014)
Value for Money
4,4/5
Features
4,3/5
Ease of Use
4,4/5
Customer Support
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 1 014
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
  • 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. :)

Erin
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 2020/03/16

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.

Alternatives Considered

Schedulefly

Reasons for Switching to When I Work

We liked how easy it was to use, and how many add ons there are included with the basic account.

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

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
  • 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

Heather
Overall rating
  • Industry: Entertainment
  • Company size: 51–200 Employees
  • Used Daily for 1-5 months
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support
  • Likelihood to recommend 9.0 /10

Love this App

Reviewed on 2023/01/20

I have loved every person I have worked with. They have been super helpful and continue to check in...

I have loved every person I have worked with. They have been super helpful and continue to check in with me to see if I need assistance. They don't just get you going and leave you hanging. [SENSITIVE CONTENT] has been awesome!

Pros

I love that I can create multiple schedule templates and positions. Also, LOVE the "drop shift" feature for our employees. This feature has made managing this for my managers much easier.

Cons

I wish there were more specific reports I could pull for payroll.

Response from When I Work

Hi Heather,

Thanks for your time in sharing this feedback with us, it is greatly appreciated!

We're thrilled to hear that your workplace finds the schedule templates, positions, and 'drop shift' features are impactful, especially for your managers!

We'd love to connect further regarding reports for payroll. Please reach out to our Customer Care team by submitting a ticket at https://help.wheniwork.com/submit-a-ticket/. We'd be happy to assist!

Thanks again for your review!

Best,
Farrah

Sarah
Overall rating
  • Industry: Wine & Spirits
  • Company size: 201–500 Employees
  • Used Daily for 1+ year
  • Review Source

Overall rating

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

Takes the work out of scheduling

Reviewed on 2019/11/18

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

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

Alternatives Considered

Sling

Reasons for Choosing When I Work

We were creating our own schedule utilizing excel spreadsheets, this left open a ton of room for human error

Switched From

Microsoft Excel

Reasons for Switching to When I Work

The video training was so easy to understand and charming, it was a no brainer

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

Showing 5 reviews of 1 014 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:

Standard 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, Chat

Related categories

See all software categories found for When I Work.