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When I Work Logo
When I Work

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Staff scheduling, time tracking, communication & attendance

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(173)

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When I Work Pricing, Features, Reviews and Alternatives

When I Work product overview

Price starts from

2.50

/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

1K

Starting from

2.50

/user

Per month

Pricing options

Free plan
Subscription
Free trial
Pricing range

Value for money contenders

When I Work features

Functionality

4.3

/5

1K

Total features

106

19 categories

Most valued features by users

Reporting/Analytics
Activity Dashboard
Self Service Portal
Reporting & Statistics
Alerts/Notifications
API
Employee Database
Data Import/Export

Functionality contenders

When I Work users reviews

Overall Rating

4.5

/5

1K

Positive reviews

90

%

Rating breakdown
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend8.58/10
Rating distribution

5

4

3

2

1

677

299

75

20

13

Pros
I like the ease of scheduling and the ease of accessibility. My employees enjoy having their schedule at their fingertips at all times.
It utilizes all of my employees' availabilities and I love having the ability to see that my employee has acknowledged their schedules.
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.
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!).
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.
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.

Overall rating contenders

KP
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Krystal P.

Owner

Health, Wellness and Fitness, 1-10 employees

Review source

Overall Rating

Easy to manage

Reviewed a year ago

Transcript

Speaker 1: Hi, my name is Krystal and I'm the owner of a business. I give When I Work four stars. For...

SN
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Sarah N.

Executive Director

Museums and Institutions, 11-50 employees

Review source

Overall Rating

Its saved me a lot of time

Reviewed 4 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...

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Bob B.

Mechanical or Industrial Engineering, 51-200 employees

Used daily for 2+ years

Review source

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

Share this review:

Could not preform my job with out When I Work

Reviewed 7 years ago

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.

Pros

Create's a standard line of communication between management and field personnel. Also helps the field personal to be prepared for their next task.

Cons

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.

Vendor response

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. :)

LC
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Leo C.

Restaurants, 11-50 employees

Used daily for 1-2 years

Review source

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend7/10

Share this review:

Solid scheduling platform

Reviewed a year ago
Pros

The platform was easy to use in general and the employee app was handy.

Cons

Wasn't the best solution for a restaurant. Wanted to be able to schedule without defined end times so that staff didn't get the idea they could leave exactly at that time. Some other platforms allow for this (such as scheduling to "business decline" or "close"). But it works well for businesses with fixed schedules.Dealt with some lagging on the backend when scheduling via a pc.

Vendor response

Hi there Leo, Sarah here from the Care Team at When I Work. Thank you for taking the time to review the When I Work app and platform and we appreciate your here. I can see how it would be useful for your team as well as others to have the ability to schedule until "close", "business needs", or something of the like! We appreciate valuable suggestions like this as we consider enhancements and future updates to the product. Please don't hesitate to reach out to our Care Team by visiting https://help.wheniwork.com/submit-a-ticket/ with any additional questions or if we can assist with anything else. Thank you! Best, Sarah

DP
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Deborah P.

Hospital & Health Care, 51-200 employees

Used daily for 2+ years

Review source

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support

Share this review:

Going down the drain fast

Reviewed 3 years ago

Terrible. When I first started with When I Work it was a blessing and helped our business work well. I don't know if they changed management or what but the customer service has gone down hill in the last year or so. We are a staffing agency. We depend on our scheduling service for our money our very heart of our bisiness. They made some changes that have totally made this service obsolete for our company and now - in the middle of the work week in the middle of the work day when all of a sudden the changes became in effect with no warning- we have to stop what we are doing and find another scheduling service. This is after they had a large glitch that made it very difficult for our business and fixed it after 4 weeks. Can't call anyone - not an option.

Pros

I felt it had good features in the beginning

Cons

When there is a glitch they don't fix it for like a month. They change features that are detremental and don't give an option to opt out. You can't speak to a person you have to email them with problems. When you do get a hold of someone they do not help you but just say the same thing over and over like: We are working on this at this time. No solutions.

Vendor response

Hi Deb, We appreciate the detailed review. I am sorry to hear you may have run into some issues with When I Work. When an issue is reported with the product we are not always able to guarantee a timeframe for when a fix would be released because it requires multiple steps and testing to ensure that the solution we implement is successful and does not negatively impact other parts of the app. I am very sorry for the impact any issues have caused to your workflow. The support offered through chat and email ensures that we can address the situation in a timely manner. I appreciate your feedback on this experience. We are always looking for ways to improve. Best, Vicki

BF
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Becky F.

Events Services, 11-50 employees

Used daily for 1-2 years

Review source

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

Share this review:

User Friendly

Reviewed 3 months ago

Great system! As someone who came from Quickbooks, this is a much more in depth database.

Pros

I love how easy it is to navigate the data and schedule employees and track their time.

Cons

On the mobile app, you can't find the clock in button, at least with mine you can't.

Vendor response

Hi Becky, Shab here from When I Work. We're happy to see that you are enjoying the app! If there are any specific issues you are encountering or questions you have please reach out to our Customer Care team by submitting a ticket at https://help.wheniwork.com/submit-a-ticket/. Thank you. Warmly, Shab

SC
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Sarah C.

Wine and Spirits, 201-500 employees

Used daily for 1-2 years

Review source

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

Share this review:

Takes the work out of scheduling

Reviewed 5 years ago

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

Vendor response

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

How do I schedule on When I Work?

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?

To clock in through the mobile app, tap the "Clock In" button on the dashboard. Add any notes if required, then tap "Clock In" to clock in for the shift.


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/


Is there a free version of When I Work?

No, there is no free version of When I Work. However, When I Work offers a 14-day free trial for users to test out the software's features, and paid plans start from $4 per user per month.

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