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When I Work Logo
When I Work

Staff scheduling, time tracking, communication & attendance

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When I Work Pricing, Features, Reviews and Alternatives

When I Work product overview

Price starts from

4

/user

Per month

What is 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.

Key benefits of using 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
Mid size businesses
Large enterprises

Platforms supported

Web
Android
iPhone/iPad

Support options

Email/Help Desk
FAQs/Forum
Knowledge Base
Chat

Training options

Webinars
In Person
Documentation
Live Online
Videos

When I Work pricing information

Value for money

4.4

/5

921

Starting from

4

/user

Per month

Pricing options

Free plan
Subscription
Free trial
Pricing range

Value for money contenders

When I Work features

Functionality

4.3

/5

921

Total features

109

19 categories

Most valued features by users

Reporting/Analytics
Reporting & Statistics
Self Service Portal
Activity Dashboard
API
Alerts/Notifications
Employee Database
Real Time Reporting

When I Work users reviews

Overall Rating

4.5

/5

921

Positive reviews

Rating breakdown
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend8.59/10
Rating distribution

5

4

3

2

1

571

255

65

18

12

Pros
I like the ease of scheduling and the ease of accessibility. My employees enjoy having their schedule at their fingertips at all times.

HL

Holly L.

It utilizes all of my employees' availabilities and I love having the ability to see that my employee has acknowledged their schedules.

RJ

Rachel J.

We loved all of the features and integrations. With the new law that was supposed to go into effect for salary overtime, this was the perfect software to choose.

KB

Kristina B.

Cons
I did not realize this when signing up, and find it a maddening waste of time when you have a real problem to solve (and you will have problems!).

JL

Jamie L.

My only bad experience is that I had to restart my phone a few times because of the GPS problems when I was trying to clock in, which was annoying and time-consuming.

ZB

Zavud B.

If you make a mistake and accidentally alter the availability for one day you have to go back to that day and fix it before adjusting your availability.
AvatarImg

Christopher H.

Overall Rating

Its saved me a lot of time

Reviewed 2 years ago

Transcript

Sarah N: My name is Sarah. I'm an executive director of a museum, and I would rate When I Work a four...

AvatarImg
AvatarImg

Deniecea P.

Paraprofessional

Education Management, 501-1,000 employees

Review source

Overall Rating

Very user friendly

Reviewed a year ago

Transcript

Deniecea P.: Hi, I'm Deniecea, I'm an associate teacher at a daycare, and I give When I Work five out...

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend10/10

Share this review:

Great software for teams of all sizes

Reviewed 3 years ago

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.

Vendor response

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

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend10/10

Share this review:

When I work

Reviewed a month ago

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.

Vendor response

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

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend2/10

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Deceptive billing practices

Reviewed 2 years ago

The software is okay. The program usually does what it should when it is not glitching. After 3+ years of using this product, it came to my attention that we were being overcharged every month. When I contacted customer service, they were unwilling to offer any solution, rather than explaining their confusing billing style. Not even a credit of any sort. The software sells you "user spots" in increments...

Pros

It does what it is supposed to - enables us to schedule employees, notify them of their shifts, sends us a text when someone did not clock in or out.

Cons

Their billing practices are very deceptive and not user friendly. They sell you "user spots" in increments of 10. It is very confusing how to downgrade but very easy to upgrade. I urge every customer who uses this program to check their billing to see what they are being charged for. Customer service is not helpful and seems like they are not interested in providing good customer service.

Vendor response

Hello - Thanks for taking a moment to share some feedback with us. I'm glad to hear that the software was meeting your needs for your workplace. I'm sorry for any confusion around our billing processes. Billing is based on spots purchased, not necessarily spots in use. I can see how that may have been confusing, I'm sorry about that. User spots are offered in increments of 10. Allowing the...

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend5/10

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Great software for smaller conpany

Reviewed 2 months ago

I would’ve chosen this app over its competition, if the cost was more competitive. It’s easy to use, it’s intuitive, they focus on their core product which is online scheduling.

Pros

This is a very straight forward software that focuses on online scheduling. It’s very easy to use. It’s very responsive, and fast. IM feature is very good. Great for communication between staff.

Cons

The cost is quite expensive, as it’s calculated based on number of active employee per month vs a flat fee, so the bigger the company, the more it costs. We have almost 150 employees in total, so it was not the best option for us to use.

Vendor response

Hi there, Thank you for taking the time to leave this review and share your feedback with us. We're happy to hear that you were finding the app easy to use and navigate! We strive to provide the very best value through continued product enhancements and outstanding service. I'm sorry to hear that When I Work did not best meet your business needs. Should your needs change in the future, we'll be happy to help! Warmly, Chelo

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend9/10

Share this review:

When I Work Works for Us!

Reviewed 2 months ago

Our schedules can (and have) change daily. For managers, having the schedule on-hand on any device has proven to be a huge time saver. Changes can be made immediately, in one spot and everyone on the team has access to the updated/most-current version of the schedule each day.

Pros

The staff's ability to clock in and out on their mobile devices is a game changer, especially if they are off site when they realize they "forgot" to clock out. The ability to share a "real-time" schedule with a large team of people is also critical.

Cons

On the admin/HR side it's a little complicated to read/compile the reports into usable data for processing payroll (it doesn't integrate with Quickbooks Desktop) but every thing else that helps the team out about this software is worth the small added labor to payroll processing.

Vendor response

Hi Stephanie, Thanks for taking the time to provide this thoughtful review. It's great to hear that the option to communicate real-time schedules is helpful to you. We appreciate your feedback regarding payroll reporting and what options would be most helpful to you.

When I Work FAQs and common questions

Q. What type of pricing plans does When I Work offer?

When I Work has the following pricing plans:
Starting from: $4.00/month
Pricing model: Subscription
Free Trial: Available


Q. Who are the typical users of When I Work?

When I Work has the following typical customers:
Freelancers, Large Enterprises, Mid Size Business, Non Profit, Public Administrations, Small Business


Q. What languages does When I Work support?

When I Work supports the following languages:
English


Q. Does When I Work support mobile devices?

When I Work supports the following devices:
Android, iPad, iPhone


Q. Does When I Work offer an API?

Yes, When I Work has an API available for use.


Q. What other apps does When I Work integrate with?

When I Work integrates with the following applications:
321Forms, PayPal, Starboard Suite, OnPay , Zapier, Gusto, QuickBooks Online Advanced, Google Workspace, Crew, Square Point of Sale, ADP Workforce Now, OnPay Solutions, Vend, Meta for Business, Quickbooks Online, Tribepad, Google Calendar


Q. What level of support does When I Work offer?

When I Work offers the following support options:
Email/Help Desk, FAQs/Forum, Knowledge Base, Chat

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