When I Work - 2026 Pricing, Features, Reviews & Alternatives

Reviewers appreciate When I Work's employee scheduling capabilities. They highlight the ease of setting availability, copying shifts, and managing time off requests. Users report that the platform allows for clear communication and real-time updates, making it simple to verify changes. They find the auto-assign capability and various views (user, coverage, position) particularly helpful. Users also mention the ability to manage schedules across multiple locations and the convenience of forecasting accurately. Some note the inability to schedule managers without clocking in as a drawback. Of the 43 When I Work users who gave detailed accounts of their use of Employee Scheduling, 95% rated this feature as important or highly important.

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“Setting availability, ability to copy shifts, assigned total hours, weekly and daily views, hide unscheduked users, ease of swap/drop shifts, ease of time off requests”

Sally M.

Owner/Operator

“This app and website is critical when it comes to keeping my employees up to date with their schedules. This makes it so easy for them to keep up with and verify any changes made in real time. ”

RB

Rebekah B.

Office Manager

Users report that When I Work's mobile access is highly valuable, allowing employees to check schedules, request time off, and make changes on the go. Reviewers indicate that the app works well on both Android and iPhone, with a user-friendly interface. They find it convenient for staff to access schedules from their phones, which is essential for a younger demographic. Some users mention issues with clocking in and out, requiring app refreshes or reinstallation, and occasional problems with push notifications. Of the 49 When I Work users who gave detailed accounts of their use of Mobile Access, 94% rated this feature as important or highly important.

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“Employees use their phones as their alarm clocks, schedules, and as the main line of communication. It's important an app like this utilizes phones effectively. You can check your schedule pretty easily on mobile devices. ”

JA

Josh A.

School District Employee

“We have multiple generations represented in our organization and there's no shortage of wanting to make sure everyone can access the schedule in a way that meets their needs. The mobile access vs the webpage is seamless. No one is seeing something different across devices, and the ease of use makes everyone comfortable to choose their access of choice!”

Inez T.

Associate Program Director

Reviewers indicate that When I Work's schedule distribution capabilities are efficient and clear. They appreciate that employees receive notifications about new and changing schedules via email and text, ensuring everyone stays informed. Users report that the platform makes it easy to assign schedules to large groups and allows employees to see their own and their colleagues' schedules. They find it helpful for managing open shifts and ensuring coverage. Some users note that it simplifies communication and reduces the need for manual updates. Of the 26 When I Work users who gave detailed accounts of their use of Schedule Distribution, 92% rated this feature as important or highly important.

Users report that When I Work's calendar management is user-friendly and essential for keeping schedules up to date. They appreciate the ability to see the month as a whole and view both their own and others' schedules. Reviewers find it easy to add shifts to personal calendars and track important meetings and events. They highlight the convenience of offering and swapping shifts with minimal management involvement. Some users mention that it helps with forecasting and planning ahead for future jobs. Of the 21 When I Work users who gave detailed accounts of their use of Calendar Management, 90% rated this feature as important or highly important.

Reviewers highlight the accuracy and reliability of When I Work's online time clock. They appreciate the ease of clocking in and out, with auto reminders for upcoming shifts and missed punches. Users report that the web-based time clock is essential for managing multiple locations and tracking hours worked. They find it easy to approve work time rosters and note that it improves over manual time clocks. Some users mention that it provides accurate records of arrival and departure times, making it a reliable tool for time management. Of the 15 When I Work users who gave detailed accounts of their use of Online Time Clock, 80% rated this feature as important or highly important.