When I Work Case Study

When I Work

Staff scheduling, time tracking, communication & attendance

4.48/5 (560 reviews)

When I Work use case: Kenneth Knoll

Kenneth Knoll

Verified Reviewer  
4th of July, 2016
The "heads-up" scheduling all HRIS systems lack

In many companies, scheduling is critical to operations. Whether it's the tech sector or quick service food, ensuring you have the right people scheduled at the right time is critical to maintaining the optimal customer experience. Unfortunately, the all-in-one systems that exist in the HRIS arena today ALL lack highly intuitive and full-featured scheduling systems. Sure, there are plenty that have all necessary features but come at the expense of ease of use which, in the end, leads to less than optimal use. Enter When I Work, a scheduling first platform that is borderline enjoyable to use and makes the scheduling task for individual team leaders a breeze in our customer service and fulfillment operations. It's simple to identify needs by skill set or expertise when building a schedule or finding replacements for staff that will be out of the office. Integration with third party platforms such as payroll and accounting systems leaves much to be desired but functionality and ease of use comes first and that's where When I Work excels. User engagement is high with intuitive and easy to use mobile apps and location based clock-in is much preferred to IP restrictions.

What do you like best?

Intuitive web based user interface Mobile apps that staff actually use Heads-up alerts for possible attendance issues Single system for scheduling and time clocks Excels in all the scheduling & T&A features where HRIS systems fail

What do you dislike?

Third party integration leaves much to be desired (payroll sync with the majors, accounting uploads) Service interruptions seem to happen more often than would be desirable (but are always very short)

Why did you end up selecting When I Work over other applications?

Most HRIS systems scheduling tools are dated and difficult to use or they do not have an adequate feature set to support more advanced use.

If so, why did you switch?

The Paycom scheduling tool is disjointed and lacks the simple ability for all staff to see a heads-up view of who is scheduled when.

What is your main use case with When I Work?

Scheduling support and fulfillment operations staffing.

Give one example how When I Work has improved the way your organization functions

Role based scheduling and a heads-up view for all staff to see who is working in what department when assistance with a given issue is needed.

What is your ROI?

Staff adoption. While 3rd party sync integrations leave something to be desired, the ease of use and engagement for managers and staff is worth having a separate scheduling & T&A tool.

Likelihood to recommend


Time used

6-12 months

Frequency of use


Rating breakdown

Value for money
Ease of use
Customer support