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When I Work vs HotSchedules Comparison

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Overview

Category Leaders

When I Work is the easiest way for businesses to schedule and communicate with your hourly employees. Put the schedule and...

Category Leaders

HotSchedules is an employee scheduling tool for managing & communicating with workforces, as well as forecasting sales, generating...

  • Platforms supported
  • Web-based
  • iPhone app
  • Android app
  • Windows Phone app
  • Typical customers
  • Freelancers
  • Small businesses
  • Mid size businesses
  • Large enterprises
  • Customer support
  • Phone
  • Online
  • Knowledge base
  • Video tutorials
  • Platforms supported
  • Web-based
  • iPhone app
  • Android app
  • Windows Phone app
  • Typical customers
  • Freelancers
  • Small businesses
  • Mid size businesses
  • Large enterprises
  • Customer support
  • Phone
  • Online
  • Knowledge base
  • Video tutorials

Video & Screenshots

Pricing

Starting from

$

2

/momonth
  • Free trial available
  • No credit card required
  • Free account
  • Subscription based

Starting from

No info

  • Free trial available
  • No credit card required
  • Free account
  • Subscription based

User reviews

5

4

3

2

1

552

246

62

18

11

  • Value for money
  • Ease of use
  • Features
  • Customer support
95%
would recommend this app

5

4

3

2

1

222

142

37

5

8

  • Value for money
  • Ease of use
  • Features
  • Customer support
94%
would recommend this app

Pros

I like the ease of scheduling and the ease of accessibility. My employees enjoy having their schedule at their fingertips at all times.

HL

Holly L.

It utilizes all of my employees' availabilities and I love having the ability to see that my employee has acknowledged their schedules.

RJ

Rachel J.

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.

KB

Kristina B.

Pros

Overall, I really loved my experience with HotSchedules. It was a great program for me to know when and what shifts I was working.

JT

Jennifer T.

Hotschedules won our business by having the best Aloha POS integration of all the companies we spoke with.

GB

Garret B.

It's a great way to communicate between coworkers, on top of scheduling, time off, etc. It's well organized and easy to navigate.

AR

Anonymous Reviewer

Cons

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.

ZB

Zavud B.

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!).

JL

Jamie L.

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.

Christopher H.

Cons

Customer service is terrible. I have emailed and called about 3 open tickets and no one will call me back or respond.

MB

Megan B.

The most annoying thing about is the notifications. I think everyone gets all the notifications.

Tsagaan T.

Overall, every restaurant should seriously look into an app like HotSchedules. It saves time and stress on all, avoiding hand written notes that get lost.

AR

Anonymous Reviewer

  • Vendor responds to reviews
  • Last review2 days ago
  • Vendor responds to reviews
  • Last review15 days ago

Key features

  • Total features110
  • API
  • Access Controls/Permissions
  • Accounting Integration
  • Activity Dashboard
  • Activity Tracking
  • Activity/News Feed
  • Alerts/Notifications
  • Approval Process Control
  • Attendance Management
  • Attendance Tracking
  • Automated Scheduling
  • Automatic Time Capture
  • Availability Indicator
  • Availability Management
  • Billable & Non-Billable Hours
  • Billing & Invoicing
  • Budgeting/Forecasting
  • Calendar Management
  • Calendar Sync
  • Chat/Messaging
  • Class Scheduling
  • Clock In / Out
  • Committee Management
  • Communication Management
  • Compliance Management
  • Contractor Management
  • Cost Management
  • Customizable Templates
  • Data Import/Export
  • Demand Forecasting
  • Document Management
  • Drag & Drop
  • Email Reminders
  • Employee Database
  • Employee Management
  • Employee Onboarding
  • Employee Portal
  • Employee Profiles
  • Employee Scheduling
  • Employee Self Service
  • Employee Time Tracking
  • Event Management
  • Event Scheduling
  • Facility Management
  • Facility Scheduling
  • Faculty/Staff Management
  • For Cafeterias
  • For Healthcare
  • For Schools
  • Forecasting
  • GPS
  • Group Scheduling
  • Kitchen / Menu Management
  • Labor Cost Calculator
  • Labor Cost Reporting
  • Labor Forecasting
  • Leave Tracking
  • Messaging
  • Mobile Access
  • Mobile Alerts
  • Mobile Time Tracking
  • Multi-Channel Communication
  • Multi-Location
  • Multiple Billing Rates
  • No-Show Tracking
  • Offline Access
  • Offline Time Tracking
  • On Call Scheduling
  • Online Booking
  • Online Punch Card
  • Online Time Clock
  • Online Time Tracking
  • Overtime Calculation
  • Payroll Management
  • Performance Metrics
  • Physician Management
  • Point of Sale (POS)
  • Projections
  • QuickBooks Integration
  • Real Time Analytics
  • Real Time Data
  • Real Time Monitoring
  • Real Time Notifications
  • Real Time Reporting
  • Real-Time Chat
  • Real-time Scheduling
  • Real-time Updates
  • Recruitment Management
  • Reminders
  • Reporting & Statistics
  • Reporting/Analytics
  • Resource Management
  • Resource Scheduling
  • SMS Messaging
  • Salaried Employee Tracking
  • Sales Reports
  • Schedule Distribution
  • Scheduling
  • Search/Filter
  • Secure Data Storage
  • Self Service Portal
  • Shift Swapping
  • Sick Leave Tracking
  • Single Sign On
  • Skills Tracking
  • Summary Reports
  • Task Management
  • Task Progress Tracking
  • Task Scheduling
  • Team Calendars
  • Time & Expense Tracking
  • Time Off Requests
  • Time Tracking
  • Timesheet Management
  • Vacation/Leave Tracking
  • Variable Workforce
  • Volunteer Management
  • Waitstaff Management
  • Workstation Tracking
  • iCalendar Support
  • Total features61
  • API
  • Access Controls/Permissions
  • Accounting Integration
  • Activity Dashboard
  • Activity Tracking
  • Activity/News Feed
  • Alerts/Notifications
  • Approval Process Control
  • Attendance Management
  • Attendance Tracking
  • Automated Scheduling
  • Automatic Time Capture
  • Availability Indicator
  • Availability Management
  • Billable & Non-Billable Hours
  • Billing & Invoicing
  • Budgeting/Forecasting
  • Calendar Management
  • Calendar Sync
  • Chat/Messaging
  • Class Scheduling
  • Clock In / Out
  • Committee Management
  • Communication Management
  • Compliance Management
  • Contractor Management
  • Cost Management
  • Customizable Templates
  • Data Import/Export
  • Demand Forecasting
  • Document Management
  • Drag & Drop
  • Email Reminders
  • Employee Database
  • Employee Management
  • Employee Onboarding
  • Employee Portal
  • Employee Profiles
  • Employee Scheduling
  • Employee Self Service
  • Employee Time Tracking
  • Event Management
  • Event Scheduling
  • Facility Management
  • Facility Scheduling
  • Faculty/Staff Management
  • For Cafeterias
  • For Healthcare
  • For Schools
  • Forecasting
  • GPS
  • Group Scheduling
  • Kitchen / Menu Management
  • Labor Cost Calculator
  • Labor Cost Reporting
  • Labor Forecasting
  • Leave Tracking
  • Messaging
  • Mobile Access
  • Mobile Alerts
  • Mobile Time Tracking
  • Multi-Channel Communication
  • Multi-Location
  • Multiple Billing Rates
  • No-Show Tracking
  • Offline Access
  • Offline Time Tracking
  • On Call Scheduling
  • Online Booking
  • Online Punch Card
  • Online Time Clock
  • Online Time Tracking
  • Overtime Calculation
  • Payroll Management
  • Performance Metrics
  • Physician Management
  • Point of Sale (POS)
  • Projections
  • QuickBooks Integration
  • Real Time Analytics
  • Real Time Data
  • Real Time Monitoring
  • Real Time Notifications
  • Real Time Reporting
  • Real-Time Chat
  • Real-time Scheduling
  • Real-time Updates
  • Recruitment Management
  • Reminders
  • Reporting & Statistics
  • Reporting/Analytics
  • Resource Management
  • Resource Scheduling
  • SMS Messaging
  • Salaried Employee Tracking
  • Sales Reports
  • Schedule Distribution
  • Scheduling
  • Search/Filter
  • Secure Data Storage
  • Self Service Portal
  • Shift Swapping
  • Sick Leave Tracking
  • Single Sign On
  • Skills Tracking
  • Summary Reports
  • Task Management
  • Task Progress Tracking
  • Task Scheduling
  • Team Calendars
  • Time & Expense Tracking
  • Time Off Requests
  • Time Tracking
  • Timesheet Management
  • Vacation/Leave Tracking
  • Variable Workforce
  • Volunteer Management
  • Waitstaff Management
  • Workstation Tracking
  • iCalendar Support

Integrations

  • Total integrations27
  • ADP Workforce Now
  • BambooHR
  • Facebook
  • Gmail
  • Google Calendar
  • Google Workspace
  • Greenhouse
  • Indeed
  • LinkedIn
  • Microsoft 365
  • Microsoft Outlook
  • Microsoft Teams
  • Okta
  • QuickBooks Online Advanced
  • Slack
  • SuccessFactors
  • Twitter
  • Workday HCM
  • Xero
  • Zapier
  • Total integrations11
  • ADP Workforce Now
  • BambooHR
  • Facebook
  • Gmail
  • Google Calendar
  • Google Workspace
  • Greenhouse
  • Indeed
  • LinkedIn
  • Microsoft 365
  • Microsoft Outlook
  • Microsoft Teams
  • Okta
  • QuickBooks Online Advanced
  • Slack
  • SuccessFactors
  • Twitter
  • Workday HCM
  • Xero
  • Zapier

User reviews that mention these apps

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend5/10

Share this review:

When I Work logo

When I Work

Not the Best Solution for Me

Reviewed 10 months ago

We decided not to go forward with it. We needed something more useful to smartphone users.

Pros

The biggest attraction to this platform was the low price point. We had used a few other platforms, even sent out spreadsheets via email to our employees weekly. This was the most inexpensive next to spreadsheets. It also archived schedules from the past.

Cons

It just didn't have the ease of use that HotSchedules does. The interface is less user-friendly and the schedule won't fit within the screen of a smartphone.

Vendor response

Hi there, Thank you for the detailed review around the pricing and interface. We do have mobile app options which your team would download, those do fit the schedule into view as the website is not supported on mobile browsers. Feel free to contact our care team for more information on the mobile app https://help.wheniwork.com/submit-a-ticket/

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

Share this review:

HotSchedules logo

HotSchedules

Great Schedule

Reviewed 3 years ago
Pros

I loved using Hotschedules when I worked at a restaurant. It was super easy to exchange, cancel, or pickup shifts.

Cons

I did not like having to pay for the app that was required for my job.

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend9/10

Share this review:

HotSchedules logo

HotSchedules

This makes scheduling SO MUCH EASIER!

Reviewed a year ago

Great stuff here, can't rave enough about it and how much work it saved the managers.

Pros

What a relief to have had a program like this when I worked in hospitality. Whether a small, 30-40 employee business or a massive 150+ employee business, this made scheduling an absolute dream. This will save you hours upon hours of work.

Cons

The platform was pretty generic when I used it, no frills or anything fancy but it does the job!

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

Share this review:

HotSchedules logo

HotSchedules

Simple and Easy to Use

Reviewed 3 years ago

We use HotSchedules at my second job, and it is a great scheduling software. It is really easy sending messages to individual people or to groups of people, which is a super helpful option. Love that there is an app, but if you don't want to pay for it, the web version is also simple to navigate. Overall a great product that I would recommend to all employers!

Pros

I like how clear my scheduled shifts are when I log in to HotSchedules. I can quickly glance and see what my shifts are for the week and who else I am working with. It is also really easy to see what shifts are available for pick up or if someone is looking to swap one.

Cons

I didn't like that I had to pay to download the app for my phone. I use When I Work at my other job, and that app was free to download. Other than that, no complaints though.

Vendor response

Thank you very much for the review - I'm so glad you are getting the most of our product. Please do not hesitate to reach out to our support team with any questions or issues you may have. Thank you again.

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

Share this review:

HotSchedules logo

HotSchedules

best for retail/restaurant

Reviewed 5 years ago

I used this app when I worked at Chili's (Brinker). It was so convenient to swap shifts or get yours picked up at any time of the day. I loved it and was sad when I changed jobs and my next job did not have that app available.

Pros

You had easy access to your schedule for switches, pick ups, etc.

Cons

It was tough to have to wait on the manager approval.

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend8/10

Share this review:

HotSchedules logo

HotSchedules

HotSchedules Review

Reviewed 3 years ago

It was good experience. I was able to see when I was working and who was going to work with me. I was able to see the messages that the manager put out. I was able to respond the messages, if need be.

Pros

I had to have this software when I worked at a restaurant. It was pretty simple and easy to use. Once the manager had posted the schedule, you could see who was working and what shift it was. If there was an open shift, you could grab it and see if it would get approved. You could also switch shifts with someone, if the managers approved it. Message came in and were easy to read.

Cons

I did not really have any issues with this software. I had to have it and it worked fine with my phone. I was a bit mad that I had to pay for it, but I understood why.

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend8/10

Share this review:

HotSchedules logo

HotSchedules

Simple enough to use for great scheduling

Reviewed 2 years ago

I love to use Hotschedules to make up the schedule a few weeks in advance it’s very easy to check and see who needs what days off and fairly easy to go online and switch shifts with someone that even notifies the manager and they must approve This software is super easy to set up and use and I would recommend this to anyone looking for help with scheduling

Pros

First let me start off by saying I have used hotschedules now for years I first started off using it when I worked in restaurants as a server. It was the only way you could know when you work and request time off. Now that I have my own buisness I still use Hotschedules because of how much I like it. It’s super easy to log on from anywhere and check the schedule adjust the schedule look at upcoming shifts as well as pull up who wants when off for when your making the schedule

Cons

The thing I liked least about Hotschedules is the fact that most the time to download the app on your phone there is a fee and you can’t download the app without paying it.

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend8/10

Share this review:

HotSchedules logo

HotSchedules

Made working in the restaurant industry easier!

Reviewed 2 years ago

I definitely recommend it for those in the restaurant industry and for those setting up schedules. It did help the shifts run smoothly.

Pros

It’s very helpful in the food service industry. When I previously worked as a server, the restaurant used this. It made trading shifts or picking up shifts much easier. The schedules were sent out weekly and it allowed trading shifts. It’s easy to read and use.

Cons

The most annoying thing about is the notifications. I think everyone gets all the notifications. So it’s notification overload.