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

When I Work

Staff scheduling, time tracking, communication & attendance

4.49/5 (805 reviews)

When I Work overview

What is When I Work?

Use When I Work to easily schedule and communicate with employees. When I Work's features include:Send the schedule to staff as a text message. Two-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.

When I Work is the perfect tool for small business owners, operations managers, HR managers, or anyone managing hourly schedules.
www.wheniwork.com

Pricing

Starting from
$1.50/month
Pricing options
Value for money
View Pricing Plans

Devices

Business size

S
M
L

Markets

United States, Australia, Canada, Europe, United Kingdom

Supported languages

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

When I Work reviews

Value for money
Features
Ease of use
Customer support
  4.5
  4.3
  4.5
  4.5
Trish Carroll

Great software for teams of all sizes

Used weekly for 2+ years
Reviewed 2019-07-25
Review Source: Capterra

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.

Response from When I Work


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

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 10/10

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Sarah Culbert

Takes the work out of scheduling

Used daily for 1-2 years
Reviewed 2019-11-18
Review Source: Capterra

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

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

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 10/10

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Rachel Johnson

Easiest Software to Make Schedules

Used occasionally for 1-2 years
Reviewed 2020-05-03
Review Source: Capterra

Pros
I used quite a bit of scheduler software in the past. I'm really skilled at using Kronos for 100+ employees but on a smaller scale with my small business I love the functionality of "When I Work". It works on all platforms and notifies my employees when they are scheduled or if things get shifted around. Love that it also has a picture display of each employee. It these little touches that keep me coming back from more. Love it!

Cons
To be honest, with the ease of use and easy access of the user interface, I have no complaints about this app and would recommend it to any small business owner out there. I will continue to use this long term for my business.

Response from When I Work


Hi Rachel -

Thank you so much for taking the time to share such a lovely review with us!

We're thrilled to hear features like shift reminders and schedule notifications are so helpful for both you and your employees.

Again, thank you so much for the lovely review!

Kindly,
Adrianne

Rating breakdown

Ease of use
Features

Likelihood to recommend: 10/10

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Elizabeth R

MISSING BASIC FUNCTIONS!

Used daily for free trial
Reviewed 2019-11-12
Review Source: Capterra

Overall, we feel very let down with the simple but IMPORTANT missing features. Having spent time to setup two other client accounts with WIW, and made two training videos. WASTE OF TIME! But that's the chance you take, right? Vetting doesn't always go well and we found a work around for the PTO issue, but the timesheet submittal issue is a deal breaker. We are not going to setup a side system to verify that everyone has completed their timesheets and track history for employees submitting for review and accuracy. This needs to be a function of the app.

Pros
Interface is simple and provides an organized structure that is responsive. Inviting and adding employees is automated.

Cons
Your employees cannot "turn in" or "submit" their timesheets! There is no way to know or have them verify that what they have entered is ready for review. A mgr has to chase down each employee to verify they have finished, or have a side system of notices, or double tracking. Employees cannot enter PTO after the fact, they can only REQUEST PTO for future dates. If a company is using the timesheet function to have employees enter their time, breaks, PTO, etc, there are many limitations that require managers to do additional work. For instance, if an employee has an unexpected family emergency for two days, they cannot request PTO after those days are past. So how does PTO get entered for those days? Somehow the employee has to communicate with the mgr to enter it for them! Very simple but integral functions that are important to a timesheet app that are missing!! When giving feedback to WIW about these missing features, we were told that it was fine for us to move to another app since WIW wasn't a good fit. In other words, they are not open to feedback for improvement.....like it or leave.... We are leaving and taking the two clients we already setup on WIW trials to another platform, along with the 5 other clients that were waiting for the results of our trial run. All of which would have been paid subscriptions for WIW!

Response from When I Work


Hi Elizabeth,

Thanks for taking the time to leave a review and provide your feedback. We're sorry to hear that you did not find When I Work to be a good fit for your team. We do appreciate hearing more about what features are most important to you as we use customer feedback to guide future developments.

If you have any other questions or feedback to share, please let us know by submitting a ticket here: https://help.wheniwork.com/submit-a-ticket/. Our Customer Care team would be happy to help. Thank you for your time and thoughts.

Best,
Kate

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 0/10

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Erin McQuitty

Scheduling made simple

Used daily for 1-2 years
Reviewed 2020-03-16
Review Source: Capterra

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.

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

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 10/10

Minimize review

When I Work pricing

Starting from
$1.50/month
Pricing options
Free
Free trial
Subscription
View Pricing Plans

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 $1.50/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
Data Import/Export
Employee Management
Employee Onboarding
Employee Portal
Employee Self Service
Real Time Reporting
Reminders
Reporting & Statistics

Customizable Branding (291 other apps)
Customizable Reporting (295 other apps)
Employee Database (276 other apps)
Performance Management (230 other apps)
Recruitment Management (254 other apps)
Self Service Portal (303 other apps)
Third Party Integration (334 other apps)

Security and privacy

Encryption

Encryption of sensitive data at rest
HTTPS for all pages

Access control

Multi-factor authentication options
This will ask you to sign in with LinkedIn

Videos and tutorials

Additional information for When I Work

Key features of When I Work

  • Employee Scheduling - simple drag & drop interface
  • Online Access - anytime, anywhere
  • Notifications - email, text message & push notifications
  • Communication - text alerts, group text, and 2-way texting
  • Time Clock - mobile phones, iPad, or PC (with Attendance)
  • Payroll - forecast your labor costs
  • Reports - track and review your data, export available
  • Calendar - iCal / Outlook Calendar / Google Calendar Sync
  • Templates - copy previous schedules for rapid scheduling
  • Trade Shifts - approve shift trades from your phone
  • Employee Availability - visible right from the scheduler
  • Payroll - integrations and easy export options
  • Mobile - FREE apps for iPhone & Android
  • Open Shifts - fill open shifts by text message
  • Multiple Locations - view all locations from one account
  • Job Sites - perfect for construction, home health care
  • Applicant Tracking - find, interview and hire in one place
View All Features

Benefits

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.