When I Work vs CrunchTime

QuickBooks Time

7shifts

Homebase

Cegid HR

Pazo

Coolfire Core

Compare When I Work and CrunchTime based on features, pricing, verified reviews, integrations & more on GetApp. Find out which software is best for your business in 2026.

Connecteam

An all-in-one employee app that's both powerful, affordable and easy to use, especially for the mobile workforce.

Wageloch

Wageloch is a cloud-based human resource and workforce management platform that automates rostering, staffing, time and attendance tasks, onboarding, and other processes.

7shifts is a comprehensive team management platform designed specifically for the restaurant industry. The solution offers a suite of features to streamline operations and enhance efficiency across various restaurant types, from independent establishments to enterprise-level groups and franchises. The platform's scheduling capabilities allow managers to create schedules that align with the team's availability and the restaurant's staffing needs.

Use When I Work to schedule, track time and attendance, and communicate with employees, all in one place. Create schedules quickly and easily, and send the schedule to staff with just a click. Save time. Improve accountability. 14-day free trial.

Access Controls/Permissions

Accounting Integration

Activity Dashboard

Activity/News Feed

Activity Tracking

Alerts/Notifications

Appointment Scheduling

Approval Process Control

Attendance Management

Attendance Tracking

Automated Scheduling

Automatic Time Capture

Availability Management

Billable & Non-Billable Hours

Budgeting/Forecasting

Calendar Management

Calendar Sync

Class Scheduling

Client Database

Clock In/Out

Collaboration Tools

Committee Management

Communication Management

Compliance Management

Cost Management

Customizable Reports

Dashboard

Data Import/Export

Drag & Drop

Email Reminders

Employee Database

Employee Management

Employee Onboarding

Employee Portal

Employee Profiles

Employee Scheduling

Employee Time Tracking

Event Management

Event Scheduling

Facility Management

Facility Scheduling

Faculty/Staff Management

File Sharing

Forecasting

For Retail

For Salons and Spas

For Small Businesses

Geofencing

Group Scheduling

HR Management

iCalendar Support

Labor Cost Calculator

Labor Cost Reporting

Labor Forecasting

Labor Management

Leave Tracking

Messaging

Mobile Access

Mobile Alerts

Mobile App

Multi-Channel Communication

Multi-Location

Multiple Billing Rates

No-Show Tracking

Offline Access

Offline Time Tracking

On Call Scheduling

Online Booking

Online Time Clock

Online Time Tracking

Overtime Calculation

Payroll Management

Performance Metrics

Physician Management

Real-Time Analytics

Real-Time Chat

Real-Time Data

Real-Time Monitoring

Real-Time Notifications

Real-Time Reporting

Real-time Scheduling

Real-Time Updates

Reminders

Reporting/Analytics

Reporting & Statistics

Resource Allocation

Resource Management

Resource Scheduling

Schedule Distribution

Scheduling

Search/Filter

Secure Data Storage

Self Service Portal

Shift Management

Shift Scheduling

Shift Swapping

Sick Leave Tracking

Single Sign On

SMS Messaging

Reviews for When I Work come from a wide variety of industries, including food & beverages (9% of reviewers), retail (9%), and hospital & health care (6%). The most frequent use case for When I Work cited by reviewers is employee scheduling (65% of reviewers).

Users and use cases

Some reviewers feel When I Work offers good value for small teams, and they appreciate the free trial and flexible pricing. However, some users say per-employee costs rise for larger teams, and they report confusing pricing and limited basic features.

Value for money

When I Work is a scheduling solution offering key features such as mobile access, employee scheduling, calendar management, employee management, schedule distribution, and timesheet management, among others.

When I Work

Web-based

iPhone

iPad

Android

Single Location or Schedules

Multi Location or Schedules

Manager

What I liked most about using When I Work was the ability to communicate with all other team members about schedule related issues i.e: the ability to release and exchange shifts.

Education Program Coordinator

Staff can quickly see schedules, which allows me to plan ahead knowing which staff are working which days.

Marketing Specialist

I had a good experience using When I Work due to the fact that it made scheduling easy and also employees ability to request time off and how easy it made it to create schedules for many different employees at one time.

Manager of Benefit Education Accounts

Being able to pull reports in the way that we need them and adding enough information into the scheduling request / dashboard.

Director of Operations

Staff members are able to ask for time off as well as switch shifts for clear documented communication to their managers.

Clinical Operations Manager

Being able to add comments, lunches, and other notes directly onto shifts is another great feature too.

Administrative Assistant

In my role as Executive Assistant, it has saved me a lot of time to focus more on other tasks because the repetitive tasks are already taken care of by When I Work.

Assistant Director

It’s been nice seeing our team collaborate and swap shifts without needing us in the middle and it’s assisted with ensuring proper hours for payroll

Operations Manager

The time tracking and scheduling worked great, but detailing exactly what needed to be done was difficult to add within the app

Managing Partner

The only cons (if I would call it that) is that I wish the email allowed for html designs and if there was an all in one calendar view to see all schedules at once.

Easy scheduling options and time off requests and ability to make a work day as a specific task.

I like that employees can drop or split shifts, and the chat feature is very helpful for communication.

General Manager

I like the ease of scheduling (including copying schedules from one week to the next), as well as being able to view employee's time submitted and notices when there is overtime.

It is overall user error when staff members changed their email address or turn off their notifications and pretend to not know their schedule.

Quality Control Specialist

At this job, we primarily used it for scheduling and communication, so other tools were not used.

Receptionist

The time-tracking feature works, but it’s not always seamless, and some users report issues with syncing hours accurately.

This program saves us so much time and eliminates all confusion and questions that a staff member may have about their schedule.

Box Office Manager

It works well overall but has some issues, like schedules not showing up in the app at times, and doesn't have some features that we would like, like the ability to log staff in automatically when they're on the premises.

Digital Librarian

Each time there is an update to the schedule made by another person you have to reload the website, which generally loses what you were doing, but this also leads to issues where employees who have the website up and are working on their schedules will not know that there are changes being made to the schedules.

The overall look could use a little updating to achieve a modern look, similar to the apps and tools we use today.

Mental health specialist

The ability to track schedules, absences and time off needed all in one app.

Account Manger

There’s many functions that allow me to stay organized for work, especially my shifts!

We mainly used it for scheduling and the chat feature.

Also, it’s hard to see changes to schedules even when an accident is made.

HR Coordinator

The look and feel of the user interface was a little too outdated (,my personal opinion)- and I know they can be better

Marketing Manager

The colour-coding lets everyone see their own shifts at a glance, and managers can easily spot any gaps in the coverage.

CVT Supervisor

Our office manager/practice manager did a great job with training and getting the main templates ready before going LIVE.

This tool has saved me from miscommunication and scheduling conflicts many times.

Using it mostly as a database to integrate into our primary application.

Program Coordinator

Most beneficial thing for me was getting my hands on it and trying it out for myself and then communicating with staff on how to use it.  

Ops Mgr

I like the app but the limited area of editing the schedule is something to improve.

Patient Care Coordinator

There have been times when notifications didn’t come through or the app didn’t load properly, which can be frustrating when you need to check your schedule quickly.

My staff easily understands what they gave to do, and the locations for clocking in and out is very accurate

Owner

The organization and system .the fact that the employees now can send their own off requests and I don’t need to worry about manually adding them

I really appreciate the flexibility in how you can view the schedule, especially after it’s been published.

The simplicity of the lay out, I come from google sheets and they are good but this just made things so much simpler, and I feel I have so much less junk from all these files and such on google.

Director of Academic Operations

Have to add them as a document, then place the link in the message is difficult and does not always work.

Technical Operations and Rentals Manager

This application is a great tool for managers and supervisors who do not want to micromanage the schedules of their employees.

Office manager

Not enough support available for end users on mobiles though

RVT manager

Was not a good fit for our clinic as we use multiple shift types, and it ultimately created more work for me.

Store Manager

I love that when I am building a schedule for my store, it shows my staff and their availability.

Rentals Floor Staff

I did run into a scheduling issue where my shifts were not appearing but their customer support fixed the problem within minutes.

Supervisor

The actual scheduling can be glitchy and slow. If it responded instantly when trying to drag schedules it would be better.

We are able to see across departments which is helpful to know who is working and will be available to answer the phone.

Operations Manager- we are a plumbing company- no option for this in industry

I wish I could remember the short cuts to copy paste etc to speed up my scheduling process

When I Work vs CrunchTime Comparison (2026)

When I Work

CrunchTime

Overview

Video & Screenshots

Pricing

User reviews

Key features

Integrations

Alternatives