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Staff scheduling, time tracking, communication & attendance
When I Work Pricing, Features, Reviews and Alternatives
When I Work product overview
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
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
Platforms supported
Support options
Training options
When I Work pricing information
Value for money
4.4
/5
1K
Starting from
2.50
/user
Per month
Pricing options
Value for money contenders
When I Work features
Functionality
4.3
/5
1K
Total features
111
19 categories
Most valued features by users
Functionality contenders
When I Work users reviews
Overall Rating
4.5
/5
1K
Positive reviews
- Value for money
- Ease of use
- Features
- Customer support
- Likelihood to recommend8.59/10
632
279
70
20
13
Christopher H.
Overall rating contenders
Sarah N.
Executive Director
Museums and Institutions, 11-50 employees
Review source
Transcript
Sarah N: My name is Sarah. I'm an executive director of a museum, and I would rate When I Work a four...
Krystal P.
Owner
Health, Wellness and Fitness, 1-10 employees
Review source
Transcript
Speaker 1: Hi, my name is Krystal and I'm the owner of a business. I give When I Work four stars. For...
Bob B.
Mechanical or Industrial Engineering, 51-200 employees
Used daily for 2+ years
Review source
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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.
Create's a standard line of communication between management and field personnel. Also helps the field personal to be prepared for their next task.
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.
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 M.
Food & Beverages, 11-50 employees
Used daily for 1-2 years
Review source
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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.
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.
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.
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
Elizabeth R.
Accounting, 11-50 employees
Review source
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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.
Interface is simple and provides an organized structure that is responsive. Inviting and adding employees is automated.
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...
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
Ariel F.
Restaurants, 51-200 employees
Used daily for 2+ years
Review source
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I like that I am able to see everyone schedule and it will tell me how many hours and how many hours this person has on one specific day and in total. I also like the fact that employees can put in for their days off on the app and then those shifts are available to whoever would like to work them first. I also like the sack that employees can get in contact with all levels of staff and management. It also allows employees to switch shifts, which has been an issue in the past. For one employee will say so and so sad they would take over my shift and this person has no idea what the person is talking about or says no I told him I couldn't do it. When all of it is done on the app you could hold people responsible for training shifts or picking up shifts.
I think on the scheduling part there could be a little more room. The employee list isn't double spaced and it's a regular size font. I also found creating staff schedules to be a bit of an inconvenience due to the fact that you have to use a cursor to pick a time spot and drag it from one side to another. It can often times be difficult when you're busy.
Hi there! Thank you so much for your review. We are glad to hear that the Scheduling features are working well for your Workplace. We also appreciate all of your feedback on where features can be improved! We appreciate your input!
Sarah C.
Wine and Spirits, 201-500 employees
Used daily for 1-2 years
Review source
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We have been incredibly happy with the program. We went from spending 8-10 hours scheduling each month to 1-2
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
The inability to attach files to an email
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
When I Work FAQs
When I Work includes Auto Scheduling to create work schedules with a single click, and Schedule Templates to create multiple schedules without starting from scratch. When a creation is scheduled, staff availability is displayed using red/green indicators so managers can easily see who is available to work a given shift.
How do I confirm shifts on When I Work?
When I Work automatically prompts users to confirm their shifts if required by their employer. Unconfirmed shifts are highlighted yellow, and users are automatically notified of outstanding unconfirmed shifts in the app. Users can confirm all assigned shifts or individual shifts, or snooze the notification to be reminded later. Users can also drop or swap conflicting shifts with their colleagues, or contact their manager to resolve the conflict.
How do I sync When I Work to Google Calendar?
To sync When I Work with Google Calendar, navigate to the "My Schedule" page and click on Calendar Sync. Copy the link for the desired schedule (My Schedule, OpenShifts, or Entire Schedule). In Google Calendar, click "Add" and then "From URL." Paste the URL from When I Work into the text box, then click "Add Calendar."
How do I use the When I Work app?
Log into the When I Work app using either an email and password or connected Google Account. Managers can then create, view, and publish staff schedules, monitor time off requests and shift trades, and message staff one-on-one or in groups. Employees can clock in/out of shifts, confirm their schedules, request time off, and more.
How do I clock in on the When I Work app?
What does When I Work cost?
When I Work offers 3 subscriptions levels, billed per user per month. Plans start from $4 per user per month for the Essentials plan, $6 per user per month for the Advanced plan, and $8 per user per month for the Complete plan, each with a 14-day free trial. See more pricing information and plan specifics at https://www.getapp.com/hr-employee-management-software/a/when-i-work/pricing/
Common When I Work comparisons
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