When I Work Pricing, Features, Reviews & Alternatives

When I Work

Staff scheduling, time tracking, communication & attendance

4.48/5 (859 reviews)

When I Work 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.

When I Work is the perfect tool for small business owners, operations managers, HR managers, or anyone managing hourly schedules. It is available for a 14-day free trial.
www.wheniwork.com

Pricing

Starting from
$2/month
Pricing options
Subscription
Free trial
Value for money
View Pricing Plans

Devices

Business size

S
M
L

Markets

United States, Canada, United Kingdom, Australia, Germany

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.Employee Scheduling Software. Get Shift Done.When 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 user reviews

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

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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Erin M.

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

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Jamie L.

Okay for micro-busineses but does not scale well, integrates poorly, and suffers from bad support

Used daily for 6-12 months
Reviewed 2021-04-14
Review Source: Capterra

The company only offers support by Chat or Email - there is no way to get someone on the phone. 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!)

Pros
The Scheduling module works well for our 25-person veterinary practice where staff work rotating schedules. We can set up templates for each group and quickly deploy and tweak the schedule.

Cons
We tried to integrate with Gusto Payroll to streamline time-sheet reporting. It's a mess, and does not often work. It's really hard to troubleshoot because WhenIWork hides all the integration details. For instance you can not see the mapping of employees and their roles/jobs between the two companies. After a while I realize that it's faster to manually type in all the data since troubleshooting this is so time consuming. Plus you can not get support on the phone!

Response from When I Work


Hello Jamie,

Thank you for your honest review of our integrations and support channels. We appreciate the feedback.

The Customer Care team aims to provide exceptional support through our email and chat channels. We would be happy to continue assisting with any issues you are seeing with the Gusto integration. Please chat in with us or submit a ticket.

All the best,
Tim

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 5/10

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Anonymous

Deceptive & misleading pricing practices, little integration, but certainly quite slick.

Used daily for free trial
Reviewed 2017-04-04
Review Source: GetApp

Pros
Looks slick, appears to offer a lot (which it does, at a cost, see below...) Customer support is very responsive - live chat, email, etc. I may not like their answers (see below) but I can't fault their timely attention, their patience, their attentiveness.

Cons
1. Pricing Practices The page at wheniwork.com/pricing says nothing, just that schedulling is free for less than 75 employees (and anything over is a "contact us for enterprise" price, which is fine). Great, I think, I'll sign up, start working with it. Glad I didn't invest much time. I set up a few employees, downloaded the apps, started working out the wrinkles. And after a few hours of looking, and testing, and reading, it looks good, but... ...then I discover that basic features like scheduling more than 10 days ahead (!) are paid-for. So is time tracking. Etc. That's ok to charge, but not ok to deceive - and there's *no* simple way right now to see a comparison of features and costs before getting signed-up. And this is not a small bump. You can't bolt-on a little extra. To get a proper working app, the minimum number of users they offer 20 minimum and the time attendance module adds something like 50% on top. But really it is transparency and deceptive practices that have *really* turned me against this product in a *very* short period of time - and that is *very* sad. If they'd allowed me to choose up front to devote my time, great; but they didn't. I had to ask support what "long-term scheduling" meant (that being something not included in the free plan). That means more than 10 days... No other warning of that, that I could see. I feel deceived. 2. App Reliability Others have mentioned glitches. I started working with the iPhone app - it stopped working for some tasks. I contacted support who said it was restricted to my account only, and they would get their developers to look at it. So I stopped using the iPhone app. My wife's Android phone wouldn't recognise her (valid) phone number when accepting a request to log in. So 2 strikes there. Your mileage may vary. 3. Limited Integrations A few years ago, WIW posted on their Facebook page that they used Xero. Some commented then - why no integration? No answer. Years later, still no integration with Xero. No Zapier integration, either. The cynic might think that WIW gets kick-backs / referral fees / bonusnes from Quick Books, Gusto, etc. which is why they're the (very limited) integration "partners". There's an API of course, if I had time. Again, I'd forgive that for a free / cheap deal. But it isn't a free / cheap deal *for a working scheduling solution* - a schedule that doesn't reach into next week is *not* a working schedule. So, yes, I'm annoyed. I feel like I've wasted my time. I feel like I've been deceived. I feel like I signed-up and invested time based upon what is almost a lie. And that sucks - not least because it was so needless. The product isn't awful, the pricing (whilst I may not like it) isn't the worst out there. The limitations are limitations, but every product has some. And that, really, is sad. The silver lining is that the free plan only launched yesterday. So perhaps they'll think again about the offering. And my experience is unlikely to be the same as that people had before me. But it is what it is today - so much so that I've signed-up for GetApp just to leave this review.

Response from When I Work, Inc.


Hi there,

Thank you for taking the time to write us a review. I'm sorry this is not a more personalized response but it appears you have not listed your name, title or company in your GetApp review.

As you said, we did just launch our free plan. We hope that many small businesses, including those like you in the apparel and fashion industry, will find value in being able to schedule their employees 10 days in advance and notify them electronically rather than printing out Excel spreadsheets that require their employees to come into a physical location to see their schedule or call a coworker who is currently working to find out when their next shifts will be. As with any new launch, we will continue to try to improve and appreciate your honest and thoughtful feedback about the pricing and how it was displayed to you. Our intention is certainly not to deceive or mislead our customers or potential customers.

We are glad to know that despite your perception of the product and its pricing, our Customer Support did what they do best and answered your questions in a timely and attentive manner.

Have a nice day,
Customer Success @ When I Work

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 1/10

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Cynthia H.

When I Work, Works!

Used daily for 1-2 years
Reviewed 2021-02-02
Review Source: Capterra

For what our restaurant needs, which is to get schedules out in a timely manner, track schedule changes and drops or switches, it works just fine.

Pros
When I Work is easy to access and navigate and the extra features allow to you communicate with your group easily enough. It's fairly efficient and easy to use from a User standpoint. Has an app feature, plus you can access from your computer, so I like that flexibility.

Cons
Sometimes the cell app glitches and you can't access the program at all and it takes awhile for the program to realign itself. Could be based on cell access, but this happens quite frequently.

Response from When I Work


Hi Cynthia -

Thanks so much for taking some time to provide a review!

It's awesome to hear that our features help your team work better together, and that having access to all the features you need has been so useful!

If you're running into a consistent issue with the app, we're here to help! Feel free to submit a ticket at https://help.wheniwork.com/submit-a-ticket/ so we can assist!

Thanks again for the review!
Adrianne

Rating breakdown

Ease of use
Features

Likelihood to recommend: 7/10

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When I Work pricing

Starting from
$2/month
Pricing options
Subscription
Free trial
View Pricing Plans

Small business plan starts at $2/user/month. Contact us for enterprise pricing. More details at https://wheniwork.com/pricing

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 to start a free trial.

When I Work features

API
Activity Dashboard
Alerts/Notifications
Applicant Tracking
Data Import/Export
Employee Database
Employee Management
Employee Profiles
Mobile Access
Reporting & Statistics
Reporting/Analytics
Search/Filter
Self Service Portal

Assessment Management (431 other apps)
Collaboration Tools (390 other apps)
Customizable Branding (391 other apps)
Performance Management (444 other apps)
Recruitment Management (433 other apps)
Third Party Integrations (500 other apps)
Training Management (417 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

GetApp Analysis

When I Work is employee scheduling software that aims to streamline the entire employee scheduling process through its intricate technology and mobile tools. Along with managing the scheduling process, the solution provides employers with a straightforward way to communicate with their employees.

In addition to its simple staff scheduling features — which enable business owners and managers to create schedules for by-the-hour workers, taking variable shifts and time-off requests into account — When I Work scheduling software also provides a number of additional tools for attendance tracking and mobile employee communication.


What is When I Work?

When I Work automates one of the most vital managerial tasks: employee scheduling, aiding in improving organization and communication among managers and staff. Minor errors will inevitably arise when creating schedules, no matter what internal processes are in place. However, the When I Work application equips with the right tools to manage these hiccups efficiently and effectively before they become an issue.

The application enables managers to review and edit shift schedules from their mobile devices, along with giving hourly workers an easy way to communicate among one another, as well as with their employers, via text and email. By opening up communication this way When I Work aims to decrease the likelihood of missed shifts, conflicting schedules, and unanticipated overtime costs.


Who is When I Work For?

When I Work was built to cater for organizations of all sizes although it is is most frequently used by businesses with 20 to 250 employees. Nevertheless, When I Work can be adapted to the anyone’s needs, from large corporations with thousands of employees to small businesses with fewer than five employees. The software is applicable to any business seeking a better way to manage its hourly workers’ schedules.


Main Features

Manage your staff schedule

You can set and manage your staff schedule by using the Scheduler Tool. Buttons to set positions, current location, and site, along with a publish widget button, are located on the left-hand side of the main page in the control panel.

The schedule is the basis of all processes within the When I work application. Managers are elicited to use the pre-designed schedule templates initially to get started. From here they can make adjustments based on weekly changes. When I Work will automatically alert you of any scheduling conflicts based on the preferences you will have chosen for the schedules you have set up.

Create and manage new employee shifts

The When I Work scheduling application gives you constant access to the status of staff availability. You can also see when employees have made requests for time-off, as well as fill open shifts at the last minute. You can then use When I Work’s various communication tools to notify employees of these changes, as well as when new shifts are available for them to take up.

You can add a new shift by clicking on any date in the Scheduler. You can manually set the time, along with any unpaid breaks or additional notes for the employee (e.g. “Don’t forget to clock-in when you arrive”). Click the Notify button to make your employee aware that he or she has been given an extra shift.

Send two-way and group mobile notifications

Both managers and employees can send notifications from devices using two-way text messaging and email alerts. Employees can configure reminders to be sent to their smartphones a few hours or days in advance of each scheduled shift.

When I Work also offers TeamTxt, another messaging tool that allows managers to send group text messages. It can also be used for manager-to-manager communication.

When I Work Attendance module

If you activate have When I Work Attendance (WageBase in the app store) in your account, you will be able to use the software’s time clock tool to automate recurring schedules and track employee attendance. By using their desktop computers, tablets, or smartphones employees can update this information on the go.

When I Work’s Attendance module ensures that employees clock in when they’re scheduled to. If employees forget to clock in, actionable alerts are sent out to them. Alerts are also sent to managers to notify them when they’re close to paying overtime.

Employee time-off requests

When I Work scheduling software provides employees with an an efficient way to request time-off, allowing them they to request full days or partial days. You can then select whether this time-off should be paid or unpaid. Employees can also add notes for their manager to review when deciding over the requested time-off.


Integrations

When I Work currently integrates with ZenPayroll (for When I Work Attendance) as well as the company’s Time Clock and Attendance app, WageBase. However, the company are currently putting steps in place to build further integrations.


Pricing

All When I Work plans are available with 30-day free trials. After that, businesses are encouraged to select pricing plans based on the size of their staff. Basic employee scheduling plans start at $29 per month (for up to 20 employees). This scales to $99 for up to 100 employees and then continues to scale as needed, at a rate of roughly $1 per employee. There is no monthly contract so you can scale up and down as your staff numbers change. This flexibility is particularly useful for businesses with seasonal employees, such as ski resorts or hotels.


Bottom Line

  • Benefits for both employers and employees
  • Automate the manual handling of scheduling tasks for hourly workers
  • Instant 2-way communication and notification tools
  • Smartphone notifications when new schedules have been published
  • Employees can request time-off and managers can approve it

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.