When I Work

When I Work

Staff scheduling, time tracking, communication & attendance

4.5/5 (560 reviews)

When I Work Overview

Use When I Work to easily schedule and communicate with employees. Send the schedule to staff as a text message. When I Work includes free mobile apps for iPhone and Android. Also included is 2-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.

Pricing

Starting from
$1.5/month
Pricing options
Free Trial
Free
Subscription
Value for money

Devices

Business size

S
M
L

Markets

Australia, Canada, Europe, United Kingdom, United States

Supported Languages

English

When I Work Reviews

Overall rating
4.5/5
90% positive reviews
353
Excellent
149
Very good
38
Average
13
Poor
7
Terrible

Scheduling Made Easy and Quick

Used Daily for 2+ years
Reviewed on 10/25/2018
Review Source: Capterra

Pros

The site is very easy to understand especially for a software that is so robust. I can't tell you the value there, but it is so much appreciated. We have saved a lot of time and miscommunications while using When I work.

The attendance notifications help me to keep track of where our team is hour-wise on an individual basis and as a whole. It's nice that I am alerted, one less thing I need to remember to check on. In conjunction with the Forcast reporting, I have a very clear view of the week ahead.

The apps are handy, especially from the administration side. I am able to update time clocked hours on the fly, check everyone's schedule and separate out my own, I can even handle time off requests. I haven't ever attempted to schedule through the app, although knowing how intuitive everything is through their online site, I would venture to guess it would be a piece of cake. I know our team members enjoy having their schedules and hours readily available in their pocket as well.

Cons

We have had a couple issues with clock-ins through the apps. There have been times when it isn't recognizing the location or the punch doesn't make it all the way through. But that's it!

I would love if this software could manage our PTO as well, but we haven't found a way to make it work with how our times are calculated.

Response from When I Work

Hello Allison,

Jaime here from the Customer Care Team at When I Work. Thank you so much for taking the time to leave us a review!

I'm glad to hear that you find When I Work to be easy to understand and that it has helped your team save time, assist with communication, and help you keep track of when your employees are clocking in/out.

I am sorry to hear that your team has been experiencing a few issues clocking in from time to time. Feel free to reach out to us [email protected] at any time and we can dig into this further as to why this is occurring.

We'd also like to hear how PTO works for your company to see how we can assist.

Thanks again for the review!

Take care,

Jaime

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend

10.0/10

Scheduling Resources Has Never Been Easier

Used Weekly for 1-5 months
Reviewed on 6/24/2018
Review Source: SoftwareAdvice

When I Work is truly a great tool for scheduling. Use it for forecasting as well to determine where you can make the best use of your resources across one or more projects. This tool also helps you understand what your organization is capable of handling. It will definitely save you from scheduling headaches and the potential issues around delivering work when you are better able to have full visibility across all your teams and the projects they are working on. A great stand alone tool, as well as a great integrated tool.

Pros

When I Work is a simple and truly effective time scheduler for resourcing projects in your organization. You can track across one or more projects, as needed, and identify time availability for the work that needs to get done. This is often one of the most challenging aspects of keeping projects on track and very few project management tools can help you like When I Work can.

Unlike the "capacity" view of other applications, When I Work gets down to the most granular details. It allows you to identify when and where a team member will be used, including time-off, breaks, lunches, meetings, etc. You can use these categories to identify how best to allocate their time.

The scheduler allows you to see teams based on shift or positions (roles). You can track un-paid breaks and time off, as well as customize schedules and create templates for reuse. You can even create specific shifts for one time or recurring use and maintain notes on each entry. It also provides high level visibility of total individual team member capacity as well as what is scheduled and what has already been used.

View your teams across one or more projects or job sites and distribute resources across them all as needed. It offers program-like management of projects and does not restrict you to individual projects, which can become cumbersome when re-allocating time of one team member across two or more projects.

When I Work is a great tool for planning, or simply use it in addition to your project management application. Its scheduling features make it a powerful tool that lets you forecast as well, by easily making changes in schedules as needed. You will spend less time manually calculating your resources and where to place them, saving you time and money. Changes to any schedules are easy to see and the responses are easy to manage.

When I Work also offers features like task management, which allows you to manage projects of less complexity in the same application. And if you are looking for integration, yes, you can use their library of APIs for that. But, you need to click on the developer link at the footer for more details. Their integration features are not prominently displayed on their website.

Cons

No cons I could personally find for the application and its use. Integration via APIs are present, but this is more for organizations who have techs who can implement them. I have seen organizations with limited development capabilities due to their areas of expertise, where integrations might pose a small challenge... but this should not necessarily pose as a true con for you.

Rating breakdown

Ease of Use

Likelihood to recommend

10.0/10

Great scheduling app with tons of features!

Used Daily for 2+ years
Reviewed on 3/8/2018
Review Source: Capterra

Scheduling is EXTREMELY easy! Long gone are the days of paper postings and random email messages. It is VERY nice being able to reference your entire schedule from the moment it is posted, going all the way back to your initial employment. Even those with little to no computer experience can use it fairly easily.

Pros

It is EXTREMELY easy for the end-user to utilize this software. There are also some pretty good mobile applications that it offers which makes tracking your schedule very easy!

Cons

There are a lot of overly-helpful tips and suggestions that constantly spam the administrators' email accounts and scheduling interfaces. (Essentially the company does this to assist the administrators, but there is no way to stop it, which makes it very annoying after awhile). The mobile application can also be buggy at times, and the website schedule does not work properly on mobile phones that don't have a "desktop view", as the website does not have a mobile version designed for it. This forces you to use the mobile app on mobile devices unless your mobile phone can display it in a "desktop view". On a normal computer interface, this works just fine.

Response from When I Work

Hi there!

Thanks for taking the time to review our app. We are glad to hear that When I Work is making scheduling easier for you and your team.

If you are having trouble unsubscribing to our emails, please reach out to us at [email protected] and we would be happy to help get you unsubscribed on our end.

At this time When I Work is only supported on our web app via computer or or on mobile apps on Android and iOS devices. Our team is prioritizing consistency and parity between our web and mobile apps. I would make sure that you have the most updated version of the mobile app for the latest enhancements we have made.

Thanks,

Adrian
When I Work Team

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend

10.0/10

When I Work made scheduling and communicating to all employees a breeze!

Used Daily for 2+ years
Reviewed on 2/1/2018
Review Source: Capterra

Pros

The ease of the program. It was very user-friendly. Scheduling used to take 2 hours, but it was cut down to 30 minutes with WhenIWork. I love that I could customize the shifts. I especially loved that employees had to acknowledge their shifts. There was no more miscommunication that an employee didn't see their schedule. It's also been a great tool to get staff on the same page. The ability to message everyone at once was awesome. Plus the program tells you which employees have viewed the messages. It also has the option for employees to clock in via the app and you can link it with payroll. Employees are able to submit requests for time-off or vacations. Everything you need is in one place. The customer support team is available immediately through their live chat. They have always been very helpful and friendly. Absolutely a wonderful program!

Cons

The only thing I would modify is to have the ability to block off certain dates for requests. That way an employee wouldn't be able to request off Black Friday for example.

Response from When I Work

Hi there Pam!

Thanks for the great review! We are so happy to hear that you find so much value in When I Work!

In addition, we do have a way to block off days that you don't want your users to request off.

You can create a Schedule Annotation in 'Week View' by clicking the 'Chat Bubble' icon next to the date. You will just need to fill in the details of the annotation and select the box for 'Don't Allow Time Off'.

Here is a guide that walks you through that: http://bit.ly/2nzroHJ

Feel free to reach out to us at [email protected] with any questions :)

Sincerely,
Kara
-When I Work Team

Rating breakdown

Ease of Use
Customer Support

The software has made the impossible, possible for scheduling employees

Used Daily for 2+ years
Reviewed on 12/22/2017
Review Source: Capterra

I think scheduling would not be managed as well without this software.

Pros

I love that employees can indicate when they are available and when they are not available. I love that they can put in requests for time off which helps me not rely on myself for remembering. I love that there are additional features for rate of wage. I like the attendance and I can see if employees are showing up late or getting into overtime. There is a budget feature which I have not used but think would be very helpful in the future.

Cons

I wish that I could have the option of excluding some employees when sending a general email through WIW. I also wish that open shifts were always a different color especially when looking at the schedule by position. This would bring my attention to the open shift and alert me that someone is needed. I wish I could publish an employees schedule out for more than 1 week.

Response from When I Work

Hi Deborah,

Thanks for taking the time to review When I Work. We appreciate hearing from you and are glad to know When I Work is helping to make your teams¿ and your work lives easier!

When sending custom email messages to your employee's you can select which employees you would like to send the email messages to, by clicking on the "To" field and selecting their names from the list.

There is not a way to automatically change the colors of the OpenShifts. Instead managers would have to manually edit the OpenShifts and change the colors on the Scheduler page.

When it comes to publishing the schedule, you can use the advanced publishing feature to publish the schedule for any desired date range: https://help.wheniwork.com/articles/publishing-the-schedule-computer/#advanced-publishing

If you have any questions about When I Work, please check out our help center at https://help.wheniwork.com/ or email our Customer Care team at [email protected]!

Thanks,
Adrian

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend

10.0/10

When I Work Pricing

Starting from
$1.5/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 $1.5/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

  • API
  • Activity Dashboard
  • Activity Tracking
  • Applicant Tracking
  • Automatic Notifications
  • Automatic Reminders
  • Compliance Management
  • Data Import/Export
  • Employee Management
  • Employee Onboarding
  • Employee Portal
  • Employee Self Service
  • Real Time Reporting
  • Reporting & Statistics
  • Time & Attendance Tracking

  • Customizable Branding
  • Customizable Reporting
  • Employee Database
  • Recruiting Management
  • Third Party Integration

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

Almost everything you can do in the web app, you can do on your smart phone or iPad, allowing When I Work to fit into your life so you aren't tied down to your desk.

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

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: $1.5/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 $1.5/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:

Mid Size Business, 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, Grow, Gusto, OnPay, People, QuickBooks Online, QuickBooks Online, Rippling, Vend

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