When I Work Pricing, Features, Reviews & Comparison of Alternatives

When I Work Reviews

When I Work

Time Clock & Attendance Software

3.5/5 (2 reviews)
71,712     17,657

When I Work Time Clock offers a time clock app that is simple and straightforward to setup and use on any PC, laptop, tablet or smart phone. The timeclock software provides a way for employers and employees to manage attendance with ease. You can choose to setup a dedicated terminal inside your offices, or allow employees in the field to clock-in directly from their iPhones or any mobile device.

By enabling GeoCheckin, When I Work Time Clock allows you to monitor employee attendance in multiple locations. Through GPS tracking and live map views, you can ensure employees clock in from the right job sites.

Along with the basic features of clocking in and clocking out from multiple devices, When I Work Time Clock provides a more streamlined way to manage employee payroll. Employees can submit timesheets to management for approval and with a click of a button, you can export approved timesheets for payroll. When preparing timesheets, the alert icons will flag up potential issues so nothing slips through the cracks.
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When I Work Reviews (2)

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When I Work Screenshots (6)

When I Work screenshot: iPhone - Manager Can See Who is Scheduled and Who is WorkingWhen I Work screenshot: iPhone Employee Schedule for the weekWhen I Work screenshot: iPhone Map of Employee Clock InWhen I Work screenshot: iPad - Timesheet of individual employee with pay periodWhen I Work screenshot: iPad Map of Employee Clock InWhen I Work screenshot: iPad in Time Clock Terminal mode

Specifications

Intended Users
Large Enterprises, Mid Size Business, Non Profits, Small Business
Devices Supported
Android, iPhone-iPad, iPhone, iPad, Linux, Mac, Windows, Web-based, Mobile Web App
Supported Countries
Australia, Canada, Germany, Latin America, United Kingdom, United States
Supported Languages
English
Support Options
FAQs, Knowledge Base, Online Support, Phone Support, Video Tutorials

When I Work Pricing

Pricing model: Freemium, Subscription
Free Trial: Available (No Credit Card required)

When I Work Time Clock is completely FREE for companies with 5 or less employees! There are NO contracts and a credit card is NOT required to try it out. Full features offered as a subscription on a month-to-month basis for as low as $1.00 per employee each month!

Competitors Pricing

ShiftPlanning

Starting from: $45.00/month
Pricing model: Subscription
Free Trial: Available (No Credit Card required)

TimeDock

Starting from: $5.00/month
Pricing model: Subscription
Free Trial: Available (No Credit Card required)

Ximble

Starting from: $1.00/month
Pricing model: Subscription
Free Trial: Available (No Credit Card required)

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Key Features of When I Work

  • Time Clock - mobile phones, iPad, or PC
  • Mobile - FREE iPhone & Android Apps
  • Notifications - email, text message and push notifications
  • Job Sites - perfect for construction, home health care
  • Time Sheets - easily edit, approve and finalize
  • Payroll - integrations and easy export options
  • Online Access - anytime, anywhere
  • Reports - track and review your data, export available
  • Multiple Locations - view all locations from one account
  • Employee Scheduling - when used with When I Work Scheduling

Benefits

Employees in the field, and in the office, can check in from their smart phones, tablets, laptops or computers.

Ensure employees are clocking in from the right job sites with GPS tracking and live map views.

Managers and employers can export approved timesheets for payroll.

Text and email attendance alerts and notifications ensure your employees never forget to clock in.

Finetune timesheets submitted by employees for approval. The app will alert you of potential problems before they escalate.

Use the reporting features of When I Work Time Clock to track and review employee attendance data.

Alternatives to When I Work

GetApp Analysis

Manual time clocks served a purpose when they were introduced in the early 1900s, but typical work environments have changed significantly in the 100+ years since then. After years of using outdated technology to track the time their employees started and ended each workday, employers are finally beginning to transition to more modern tools.

When I Work Time Clock is a web-based time, attendance, and payroll application that businesses with hourly workers can use to set up time clock terminals on their desktops, laptops, and tablet devices. The platform also offers mobile features, which make it possible for employees to clock-in from their smartphones once they’ve arrived at a job site.

Created for businesses with hourly employees, When I Work Time Clock is most frequently used by small to mid-size organizations. However, the platform’s adaptable features make it suitable for even the largest businesses—including multi-unit operations with hundreds of employees working shifts at all hours of the day.

What is When I Work?

When I Work Time Clock replaces the traditional time clocks that hourly workers have used for decades. The cloud-based platform allows employees to clock into and out of shifts from their mobile phones or integrated time clock terminals, like iPads and laptops.

Not only does When I Work Time Clock allow employees to quickly clock into and out of work each day, but it also enables managers and supervisors to track how many hours their staffs are working and seamlessly manage payroll from within an integrated platform. If an employee fails to show up for his or her work shift, When I Work Time Clock sends both the employee and the manager an automated mobile notification. The solution also prevents employees from clocking in early, and sends alerts via mobile if an employee is late or forgets to clock out on time.

Main Features

Setting up a time clock terminal

Time clock terminals are where employees are expected to clock-in and clock-out of work each day. With When I Work Time Clock, companies can set up time clock terminals on desktop computers, laptops, and tablet devices. They can also convert their employees’ smartphones into time clocks.

To create your company’s first time clock terminal, log in to your manager account and click the “Timeclock” button. You’ll need to authorize the device and “lock” it based on the location you’re at. (This ensures that employees can’t clock-in to work at Location A while they’re standing at Location B.) Once your time clock is set up, employees can clock-in with their email addresses or employee IDs.

Receiving alerts when employees are at the wrong job site

There’s no sneaking one by a manager that uses When I Work Time Clock. The platform uses location services on employees’ smartphones, along with locked time clock devices, to track where employees are physically standing when they clock into and out of work. If an employee tries to clock in to the wrong job site, then When I Work Time Clock will notify the employee that they are at the wrong job site and flag the timesheet for manager review.

When configuring your time clock, decide whether employees should be able to clock-in from their mobile devices, and whether they should be forced to clock-in near their specific job locations or sites when they’re scheduled to be. As the manager, you have the option to decide how far a user must be from the site when clocking in. (For example, 50 meters or 100 meters.) You can also require that employee clock-in from work computers only using IP verification.

Reviewing timesheets

When the time comes to process payroll, you can use When I Work Time Clock to review your employees’ timesheets. Take a look at how many hours your entire team has worked over the past week, or click on a specific employee’s name to look at that person’s timesheet in detail.

To review timesheets, click on the “Attendance” tab from the Dashboard page. Choose the pay period to review, and click on an employee’s name. When I Work Time Clock lets you edit the times that employees clocked in and out of work. As the manager, you also have the option to change the location and the position that an employee clocked in at. For example, maybe an employee’s timesheet says she worked in sales at the Downtown location on Monday, when you know she actually worked in shipping at the Uptown location on that day. Manually editing timesheets is a fast way to rectify the situation.

Preventing employees from clocking in early

When When I Work Time Clock is used together with When I Work, a cloud-based employee scheduling system, managers can prevent employees from clocking in early. When I Work Time Clock uses the work schedules that businesses have created within their When I Work accounts, and uses that information to “learn” when employees are scheduled to arrive and depart from work.

If an employee attempts to clock in early for his or her shift, a notification will pop up that says, “There is no shift to clock into.” If that same employee is late, or he forgets to clock-out at the end of the day, When I Work Time Clock automatically sends both the employee and his immediate supervision a mobile alert.

Exporting payroll for instant processing

What’s the point in being able to quickly review timesheets if you can’t do anything with the information? With When I Work Time Clock, you can review your employees’ timesheets, approve them, and then finalize payroll all in one sitting. Once a payroll document has been finalized, you can export it to Excel or one of When I Work Time Clock’s payroll partners for immediate processing.

To close out a time period, visit the Attendance page and start approving timesheets. You can do this one by one, or all at once. After a pay period is closed out, you still have the option to review hours on the payroll worksheet and make any adjustments you see fit. At that point, hit the “Finalize” button and choose whether to export your timesheets as Excel files or push the information directly into ZenPayroll. When I Work Time Clock’s integration with ZenPayroll means its users can process their payroll directly without having to upload or download any extra files.

Integrations

When I Work Time Clock integrates extremely well with When I Work, a cloud-based employee scheduling and time tracking solution. When businesses use the two platforms together, they are able to combine schedules and attendance records with time clocks to ensure that employees are clocking in and clocking out at the correct times and locations each day.

When I Work Time Clock also integrates with ZenPayroll for accounting purposes. ZenPayroll automatically processes timesheets once they have been approved, which cuts down on the number of steps required for managers and supervisions to process payroll each week or month.

Pricing

When I Work Time Clock offers six basic pricing plans, all of which include every feature available through the platform. The Basic plan, for organizations with up to 20 employees, costs $29 per month; the Standard plan, for organizations with up to 30 employees, costs $39 per month; the Deluxe plan, for organizations with up to 40 employees, costs $49 per month; the Premium plan, for organizations with up to 50 employees, costs $59 per month; the Ultra plan, for organizations with up to 70 employees, costs $79 per month; and the Plus plan, for organizations with up to 100 employees, costs $99 per month. Custom pricing is also available for multi-unit operations with more than 100 employees.

Bottom Line

  • Allows employees to clock into work with their smartphones
  • Turn-key time clock solution for businesses with hourly employees
  • Mobile alerts are sent when employees forget to clock out at the end of the day
  • Geo-tracking ensures that employees are clocking in at the correct locations
  • Managers quickly process payroll with auto-generated timesheets

Videos

Who is When I Work For?

Any business with hourly employees can use When I Work Time Clock. This makes When I Work Time Clock ideal for companies in the retail, restaurant, and hospitality industries, among many other industries. Multiple pricing options have been created to suit businesses with everywhere from one to 100+ employees.

Although employees who get paid on an hourly basis are the most frequent When I Work Time Clock users—as they clock into and out of work each day—the metrics that When I Work Time Clock provides to businesses are most useful to store managers, general managers, and employee supervisors. Any executive who manages shift scheduling and payroll issues will also benefit from using When I Work Time Clock to track the number of hours that employees are working each week.

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