When I Work vs Schedulefly

Connecteam

Wageloch

Findmyshift

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

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

Findmyshift is an online employee scheduling solution which enables organizations to manage their workforce with time-clocking, timesheets, shift reminders, real-time reporting, payroll calculations, time-off management, text messaging, & more

Use When I Work to schedule, track time and attendance, and communicate with employees, all in one place. Create schedules quickly and easily. Team members can receive staff schedules via notification, email, or text. It offers a time & attendance module to let employees use a mobile time clock through a custom device or a terminal.

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 Nonprofits

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

Member Database

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

Reviews for When I Work come from a wide variety of industries, including food & beverages (9% of reviewers), retail (8%), and hospital & health care (6%). The most frequent use case for When I Work cited by reviewers is employee scheduling (67% of reviewers).

Users and use cases

Some users report that the free plan and flexible payment options are valuable, and reviewers appreciate affordable pricing and bundled features. However, some reviewers find per-employee costs high, advanced features restricted, and billing issues frustrating.

Value for money

When I Work is a scheduling solution with key features that include mobile access, employee scheduling, calendar management, employee management, schedule distribution, timesheet management, and more.

When I Work

Web-based

iPhone

iPad

Android

Homebase

Gusto

7shifts

QuickBooks Time

Sling

ADP Workforce Now

WhenToWork

UKG Ready

Planday

MakeShift

Paylocity

BambooHR

Buddy Punch

Single Location or Schedules

Multi Location or Schedules

Overwhelming and rigid email system

Founder

Notifications can only be sent to the email address of the account holder, which means that I can't do something as simple as delegate time off requests to someone else.  

44% of reviewers feel negative about email notifications, describing them as overwhelming and difficult to manage. Reviewers indicate that the system sends too many emails, causing important messages to get lost or ignored. Users say it’s challenging to customize email preferences, delegate requests, or reach support efficiently. They mention that the inability to attach files, respond quickly, or manage notifications across different channels makes communication less effective and sometimes confusing for staff.

Unreliable and excessive alerts

COOK

I think the worst thing for me is that the notifications always seem to be off; they don't ever want to work for me or a few other people for that matter. And that can be very very dangerous in a job that you no call no show on.

Owner

Notifications rarely work correctly and no proper fix has been provided .

65% of reviewers feel negative about notifications, citing delayed, missed, or excessive alerts. Reviewers indicate that important updates sometimes fail to reach users in time, leading to confusion about shift changes or missed messages. Users say the notification system can be overwhelming with too many reminders, while at other times, critical alerts are not delivered. They express frustration with inconsistent notification settings and the lack of real-time updates, which can impact attendance and communication.

Limited and frustrating availability tools

Office Manager

If I approve a PTO request and was either a mistake or needs to be changed I have to cancel it and request again.

40% of reviewers feel negative about request and availability management, noting difficulties with entering, updating, and approving time-off or availability requests. Reviewers indicate that the process can be confusing, lacks flexibility, and sometimes fails to notify managers properly. Users say changes often require deletion and re-entry, and syncing issues between app and web versions create inconsistencies. They report that limited approval controls and lack of customization hinder effective management of staff availability.

Frequent glitches and instability

Chef

I personally think there were a lot of bugs with the app and the website which cause more than a few misunderstandings and payroll and it work situations.

This is after they had a large glitch that made it very difficult for our business and fixed it after 4 weeks.   

72% of reviewers feel negative about bugs and issues, frequently mentioning glitches, slow loading, and app crashes. Reviewers indicate that these technical problems disrupt scheduling, payroll, and time tracking, sometimes requiring app restarts or causing lost data. Users report that updates can introduce new bugs, and technical support is often slow to resolve persistent issues. They say reliability concerns, especially during critical times, make the software less dependable for daily operations.

High and confusing costs

42% of reviewers feel negative about pricing, pointing to high costs, confusing billing, and limited features in basic plans. Reviewers indicate that per-user pricing can become expensive for larger teams, and valuable features are often paywalled behind higher tiers. Users say refund policies are strict, and billing discrepancies are difficult to resolve. They express frustration with unexpected charges, lack of transparency, and the need to upgrade for essential functions, making budgeting and long-term use challenging.

Visual shift organization

Marketing Manager

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

88% of reviewers feel positive about color-coded scheduling, valuing how it visually distinguishes shifts, roles, and locations. Reviewers indicate that color coding helps them quickly identify coverage gaps, understand schedules at a glance, and personalize views for better clarity. Users say this feature is especially helpful for managing multiple jobs or events, making the schedule more organized and user-friendly. They also enjoy the customization options for colors, which enhance both functionality and aesthetics.

Simple and clear navigation

I like when i work over other things because its organized and easy to navigate

Independent Contractor

It is very user-friendly, easy to navigate, and saves time for an employee to punch in and out.

88% of reviewers feel positive about navigation, reporting that the software is straightforward to use and easy to learn. Reviewers say the interface is organized, menus are clear, and moving between features is quick. Users appreciate the calendar view for staying organized and the minimal learning curve for new employees. They note that the app’s layout allows for efficient scheduling and time tracking, making it easy for both administrators and staff to find what they need without confusion.

Mobile scheduling convenience

91% of reviewers feel positive about phone access to schedules, emphasizing the importance of real-time mobile accessibility. Reviewers appreciate being able to check, modify, and receive schedules directly on their phones, which helps them stay informed and reduces the need for calls or paper schedules. Users say mobile access streamlines shift swaps, clock-ins, and communication, making it easier for both managers and employees to coordinate. They note that the app’s compatibility with various devices ensures everyone can access their schedules anytime, anywhere.

Intuitive and accessible design

94% of reviewers feel positive about the ease of use, highlighting the intuitive interface and clear layout. Reviewers indicate the software is easy to learn, with features like drag-and-drop scheduling and a visually appealing dashboard. They appreciate the real-time accessibility, customization options, and helpful onboarding tutorials. Users say the app is reliable and simplifies organizing work information, making daily tasks more manageable. They value the quick support and find it accessible across devices, which helps both new and experienced users adapt quickly and stay organized.

Chiropractor

When I Work has very accurate geofencing that allowed our team to track employee arrivals, departures, and location.

Stylist

The when I work app allows you to modify or make requests for schedule change and everyone can see it and respond.

Pilates transformation expert

Biggest pro is that the app is usable via mobile devices so that employees can swap shifts at any time of day.

Owner CEO

It helps to track attendance and can be linked/synced to the business payroll (I used When I work and send the attendance ( work hours info) straight to QuickBooks for payroll—readily available customer support.

Patient Care Coordinator

I can only see my accumulated hours after I’ve fully clocked out, which makes it difficult to monitor my time throughout the week and avoid going into overtime.

The best part of the app is that employees can switch schedules without having to go through the manager, wait for responses, etc.

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.

Accountant

Great in terms of getting update on my schedule and also have access to add or reduce my clock in and clock out time.

Pharmacy

No cons to mention except the fact that We do not utilize the time card functionality, including the ripple and all the reports that much to its capacity.

Compliance

In practice, instead of managing shifts through Excel or emails, everything is centralized: schedules, availability, and communication.

Night Nanny Provider

Sometimes, it isn't the best about sending notifications for changes in a shift or a switch in times needed.

Intake Coordinator

Some more advanced options may be missing as needed. And sometimes schedule adjustments can take a little time if everyone doesn't update properly.

HR manager

What stands out most about When I Work is how simple it makes something that’s usually messy: managing schedules and communication for hourly teams.

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.

Admin

Notifications sometimes lag, reporting is limited, and the mobile app can be a bit slow occasionally.

Education Program Coordinator

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

Accounts Coordinator

I feel that this has been a time saver that allows our management staff to be on the floor instead of tied to the office.

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.

When I Work vs Schedulefly Comparison (2026)

When I Work

Schedulefly

Overview

Video & Screenshots

Pricing

User reviews

Key features

Integrations

Alternatives