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

When I Work Scheduling Reviews

When I Work Scheduling

Staff Scheduling, Time Tracking, Communication, Attendance

4.48/5 (151 reviews)
74,199     17,573

Use When I Work to easily schedule and communicate with employees. Send the schedule to staff as a text message. When I Work includes free mobile apps for iPhone and Android. Also included is 2-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.
wheniwork.com

When I Work Scheduling Overview

Pricing

Pricing model: Freemium, Subscription
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Devices

Web
Android
iOS

Business size

S
Small
M
Medium
L
Large
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When I Work Scheduling 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 Scheduling 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 Scheduling screenshot: Fine tune the schedule while on-the-go. Schedule shifts, notify staff and simplify scheduling.When I Work Scheduling screenshot: Create next weeks schedule in minutes!When I Work Scheduling 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 Scheduling screenshotWhen I Work Scheduling screenshotWhen I Work Scheduling screenshot: We currently offer seamless integrations with these platforms.When I Work Scheduling screenshot: Staff can clock in, make time-off requests, update their availability and chat with coworkers all from their mobile phone!When I Work Scheduling screenshot: Schedule Staff from your iPhone, Android phone for desktopWhen I Work Scheduling screenshot: Manage Shift Changes on the FlyWhen I Work Scheduling screenshot: See Who's Working - Create Shifts and Send AlertsWhen I Work Scheduling screenshot: You & Staff Notified Via Text, Email, or BothWhen I Work Scheduling screenshot: Know When Employees Are Available To Work

When I Work Scheduling Reviews (151)

Most positive review

 Changed My Life For The Better!

I gotta say that the WhenIwork app revolutionized the way I was doing my scheduling. We are unique company in that we generally only work on Saturday's and all our employees are contractors, so they set their availability. Before the app I would have to text them all asking if they were available ...

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Reviewed 27th of January, 2016 by Mark Prynkiewicz

Most critical review

 Good system but a warning...

Tiered pricing model forces small businesses to pay a huge relative premium for adding extra employee - User license is stated for employees but they consider the license to be for Users, including the manager using up one of the seats. I would rate value much higher if the incremental cost of ...

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Reviewed 18th of April, 2016 by Karl Schmitt

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When I Work Scheduling Pricing

Pricing model: Freemium, Subscription

When I Work is completely FREE for companies with 75 employees or less. 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. Premium plans with additional features are also available for as low as $1/month/employee.

View Pricing Plans

Key Features of When I Work Scheduling

  • 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

When I Work Scheduling Screenshots (14)

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

Specifications

Intended Users
Large Enterprises, Mid Size Business, Non Profits, Small Business
Devices Supported
Android, iPhone-iPad, iPhone, iPad, Linux, Mac, Windows, Web-based, Mobile Web App
Supported Countries
Australia, Canada, Europe, United Kingdom, United States
Supported Languages
English
Support Options
FAQs, Knowledge Base, Online Support, Phone Support, Video Tutorials

Alternatives to When I Work Scheduling

Benefits

Almost everything you can do in the web app, you can do on your smart phone or iPad, allowing When I Work to fit into your life so you aren't tied down to your desk.

Who is When I Work Scheduling 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.

Read the full GetApp Analysis

Videos

When I Work Scheduling Category Leaders

Reviews
Integrations
Mobile
Media
Security

#2 in Workforce Management

View full ranking
73
17
11
18
16
11

#2 in Employee Scheduling

View full ranking
78
16
11
20
20
11

GetApp’s ranking highlights the top 25 apps in different categories on GetApp. If an app is listed in more than one category, it has the potential to be ranked in each of these categories. The ranking is independent of any commercial campaign an app vendor has with GetApp. The ranking is based on 5 data points, each scored out of 20: reviews, integrations, mobile apps, media presence, and security.

Security and privacy

Encryption

No
Encryption of sensitive data at rest
Yes
HTTPS for all pages

Access control

Yes
Multi-factor authentication options

Data policy

Yes
Data backup in multiple locations/GEO regions
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Stephanie Moore

It's a great product and does what we need it to do!

27/06/2017

Pros

It's simple to use and understand. We love that there's an app that can also be used. It's very accommodating.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 1-2 years

Frequency of use: Daily

Likelihood to recommend

10/10
Source: Capterra
Helpful?   Yes   No
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Adam Miller

Overall a great product

12/06/2017

Pros

Made managing and tracking employees hours easy at efficient. Really liked the location features and overall easy to use interface

Cons

I think the overall aesthetic and user feel could use some improving. It gets the job done but isnt always fun to use

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: Less than 6 months

Frequency of use: Daily

Source: Capterra
Helpful?   Yes   No
Read more
Larissa Meade

Really helped me to to be more effective in my schedule of my seasonal/part time staff. The

07/06/2017

Pros

The ability to add locations with maps, this is critical in the event industry. Love the app, both for staff assessing and for me to input away from office.

Cons

The add ins look amazing but are too expensive for seasonal/part time small business . I also wish there was an option to pay for part a year

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 2+ years

Frequency of use: Weekly

Likelihood to recommend

8/10
Source: Capterra
Helpful?   Yes   No

Response from When I Work


Hi Larissa, Thanks for writing us a review! We're glad to hear you are enjoying the app! There is an option to pay monthly as opposed to annually and hibernate during your off season however during the off season you would not have any access to your account. You are currently on an annual contract with us until March of 2018 so once that is up you could switch to monthly. If you have further questions on this contact our Care team at support@wheniwork.com. Have a great day.

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Julia Hendryx

Not enough

07/06/2017

The staff need more training Customer retention lessons too

Pros

I liked how it looks. Website is navigatable. Impressive expressive lookin g Add Ona are available

Cons

Poor support No response to complaint Lack of listening to question before trying to answer Poor listening skills at customer services

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: Less than 6 months

Frequency of use: Other

Likelihood to recommend

1/10
Source: Software Advice
Helpful?   Yes   No
Read more
Stephanie Lang

When I work review

25/05/2017

Easy to use calendar, schedule creation for my employees, a lot of help from this company when I needed it, an affordable purchase price.

Pros

I like the way its setup. I like how easy it is to use. I like customer service and emailing help is available whenever you need it. I love the price for the software is affordable.

Cons

How hard it is to set up a work schedule for your self or your current employees. How hard it is to figure out how to use this software program. How complicated this software program seems at first but isn't once you figure out how to use it properly.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: Less than 6 months

Frequency of use: Weekly

Likelihood to recommend

10/10
Source: Capterra
Helpful?   Yes   No

Response from When I Work


Hi Stephanie, Thanks for writing us a review! We're glad to hear you are enjoying the app and that our customer service helped you get started. All accounts have access to live chat via the chat bubble in green side bar. That is the fastest way to get help. Our Help Center also has a very handy video library and a lot of tutorials: https://help.wheniwork.com/videos/#management. Have a great day.

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Iva  Harrison

BEWARE NO REFUNDS!!! Thought i was getting 30 days free trial and they charged one year in full!!

09/05/2017

Cons

Not all employees were able to use this on their mobile devices. Only used this for 2 weeks of what i thought was a free 30 trial. When I tried to cancel two weeks into the offer i was told sorry no refunds via email. Three different people responded with same auto text. No personal service. Now i have to dispute charges through CC company. This is horrible way to handle this. This make me more skeptical on online services than ever.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: Less than 6 months

Frequency of use: Daily

Likelihood to recommend

0/10
Source: Capterra
Helpful?   Yes   No

Response from When I Work


Hi Iva, this is true we do not give refunds for an unused portion of an annual subscription and since you did pay via iTunes we do not have control over issuing refunds. You have access to our services until April 23rd of 2018. Our app is available for iPhone and Android. I am curious to know what issues your staff had using it. Would you be open to trying to resolve those issues by reaching out to support at support@wheniwork.com or live chat from your account since you have another ~11 months of service with is? I did not see any support tickets submitted from you about these issues.

If you are not open to this you can cancel your account following these instructions: https://help.wheniwork.com/articles/how-do-i-cancel-my-account/ which were sent to our by our Care team. Thank You

Read more
Thomas Blade

The best and easiest-to-use scheduling application on the market!

18/04/2017

I wish this application existed when I had my first hourly gig. The application replaces the needs for printed schedules, post-its, and desperate text messages saying 'please switch schedules.' The team developing WIW is clearly motivated to make the best and quickest app that is easy to use and feature friendly.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend

8/10
Source: Capterra
Helpful?   Yes   No

Response from When I Work


Hi Thomas!

Thanks for writing us a review! We're glad to hear you are enjoying the app and are such a raving fan of ours! It's always great to hear feedback such as yours. :) Have a great day!

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Lydia  Lobmeyer

Manager's Perspective

17/04/2017

We had about 100 employees signed up for When I Work at a time. We had 4 different groups of employees(servers, bartenders, kitchen, and security) that were all signed up for the same account but were placed in different locations. This worked out great because the managers could see all of the schedules and if we had employees that worked in multiple locations it was easy for them to be added to both.

Pros

Their customer service reps are very willing to work with you to set up your account and answer all of your questions afterward. It's very easy to use and easy to show employees how to work their accounts. Employees can also put what shifts they prefer to work and ask off in the app.

Cons

Harder to make the schedule from a cell phone. I would recommend using a computer if you have a lot of employees. We didn't use the chat function on the app at all.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 1-2 years

Frequency of use: Daily

Likelihood to recommend

8/10
Source: Software Advice
Helpful?   Yes   No
Read more
Erin Fitzpatrick

Love WIW!

14/04/2017

WIW has made scheduling and employee communication regarding scheduling a BREEZE! It is simple, quick, and seems to be updated and improved regularly. Not sure what I would do without it now...

Pros

Ease of use Customer support

Cons

A little pricey.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 6-12 months

Frequency of use: Daily

Likelihood to recommend

10/10
Source: Capterra
Helpful?   Yes   No

Response from When I Work


Hi Erin,
Thank you for writing us a review. We're glad you find When I Work a breeze to use and that it is improving the communication about your schedule. Have a great day!

Read more
Anonymous
Tactical & Strategic Consultant (Apparel & Fashion company, 11-50 employees)
Verified Reviewer

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

04/04/2017

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.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: Free Trial

Frequency of use: Daily

Likelihood to recommend

1/10
Source: GetApp
Helpful?   Yes   No

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

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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 Scheduling?

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.

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

Frequently used together