When I Work

Staff scheduling, time tracking, communication & attendance

About When I Work

Use When I Work to schedule, track time and attendance, and communicate with employees, all in one place. Create schedules quickly and easily. Send the schedule to staff with just a click—they can get it via notification, email, or text. Activate Time & Attendance to let employees use a mobile time clock through their own device or one you set up as a terminal. Manage shift requests, time off and availability and easily let employees communicate with each other. You can even integrate your payroll provider to streamline the process even more.

When I Work is the perfect tool for small business owners, operations managers, HR managers, or anyone managing hourly schedules. It is available for a 14-day free trial.

Pricing starting from:

$2.50/month

  • Free Version
  • Free Trial
  • Subscription

Top 5 alternatives to When I Work

Key benefits of When I Work

Easy-to-use staff scheduling software saves time and reduces conflicts.
Visualization tools allow for insight into workload & overtime.
Staff communication tools facilitate easy shift changes and other updates.
Free app for iPhone and Android lets your workforce carry the schedule in their pocket.
Time saving features like schedule templates reduce hours spent scheduling and saves money.

Typical Customers

  • Freelancers
  • Small Businesses (2-50)
  • Mid-size Companies (51-500)
  • Large enterprises (500 and more)

Deployment

  • Cloud-based
  • On-premise

Markets

Australia, Canada, Germany, Ireland, Netherlands and 5 others

Supported Languages

English

Pricing starting from:

$2.50/month

  • Free Version
  • Free Trial
  • Subscription

Top 5 alternatives to When I Work

Images

When I Work Software - Business owners spend way too much time on employee scheduling because they’re stuck using programs like Excel, or even worse— a pencil and paper. Employee scheduling software can help you build your schedule for the week in as little as 15 minutes.
When I Work Software - Your business goes beyond your desk. So should your employee scheduling software. Employee scheduling apps for iPhone and Android help you and your employees manage the schedule while on the go.
When I Work Software - Fine tune the schedule while on-the-go. Schedule shifts, notify staff and simplify scheduling.
When I Work Software - Create next weeks schedule in minutes!
When I Work Software - Communication between managers and employees doesn’t need to be messy or difficult. Team Messaging from When I Work helps you ensure that everyone on your team is in lockstep at all times, no matter where they are.
When I Work Software - Staff acknowledge their shifts to let managers know they've been seen
When I Work Software - Employee hourly pay rates can be added and edited
When I Work Software - We currently offer seamless integrations with these platforms.
When I Work Software - Staff can clock in, make time-off requests, update their availability and chat with coworkers all from their mobile phone!
When I Work Software - Schedule Staff from your iPhone, Android phone for desktop
When I Work Software - Manage Shift Changes on the Fly
When I Work Software - See Who's Working - Create Shifts and Send Alerts
When I Work Software - You & Staff Notified Via Text, Email, or Both
When I Work Software - Know When Employees Are Available To Work
View 15 more
When I Work video
When I Work Software - Business owners spend way too much time on employee scheduling because they’re stuck using programs like Excel, or even worse— a pencil and paper. Employee scheduling software can help you build your schedule for the week in as little as 15 minutes.
When I Work Software - Your business goes beyond your desk. So should your employee scheduling software. Employee scheduling apps for iPhone and Android help you and your employees manage the schedule while on the go.
When I Work Software - Fine tune the schedule while on-the-go. Schedule shifts, notify staff and simplify scheduling.
When I Work Software - Create next weeks schedule in minutes!
When I Work Software - Communication between managers and employees doesn’t need to be messy or difficult. Team Messaging from When I Work helps you ensure that everyone on your team is in lockstep at all times, no matter where they are.
When I Work Software - Staff acknowledge their shifts to let managers know they've been seen
When I Work Software - Employee hourly pay rates can be added and edited
When I Work Software - We currently offer seamless integrations with these platforms.
When I Work Software - Staff can clock in, make time-off requests, update their availability and chat with coworkers all from their mobile phone!
When I Work Software - Schedule Staff from your iPhone, Android phone for desktop
When I Work Software - Manage Shift Changes on the Fly
When I Work Software - See Who's Working - Create Shifts and Send Alerts
When I Work Software - You & Staff Notified Via Text, Email, or Both
When I Work Software - Know When Employees Are Available To Work

Features

Total features of When I Work: 113

  • API
  • Access Controls/Permissions
  • Accounting Integration
  • Activity Dashboard
  • Activity Tracking
  • Activity/News Feed
  • Alerts/Notifications
  • Appointment Scheduling Software
  • Approval Process Control
  • Attendance Management
  • Attendance Tracking Software
  • Automated Scheduling
  • Automatic Time Capture
  • Availability Management
  • Billable & Non-Billable Hours
  • Budgeting/Forecasting
  • Calendar Management
  • Calendar Sync
  • Chat/Messaging
  • Class Scheduling
  • Clock In/Out
  • Collaboration Tools
  • Committee Management
  • Communication Management
  • Compliance Management
  • Contractor Management Software
  • Data Import/Export
  • Drag & Drop
  • Email Reminders
  • Employee Database
  • Employee Management
  • Employee Onboarding
  • Employee Portal
  • Employee Profiles
  • Employee Scheduling Software
  • Employee Self Service
  • Employee Time Tracking
  • Event Management Software
  • Event Scheduling
  • Facility Management Software
  • Facility Scheduling
  • Faculty/Staff Management
  • File Sharing Software
  • For Retail
  • For Salons and Spas
  • Forecasting
  • GPS
  • Group Scheduling
  • HR 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 Software
  • Overtime Calculation
  • Payroll Management
  • Performance Metrics
  • Physician Management
  • Projections
  • Real Time Analytics
  • Real Time Data
  • Real Time Monitoring
  • Real Time Notifications
  • Real Time Reporting
  • Real-Time Chat
  • Real-time Scheduling
  • Real-time Updates
  • Reminders
  • Reporting & Statistics
  • Reporting/Analytics
  • Resource Management Software
  • Resource Scheduling
  • SMS Messaging
  • Salaried Employee Tracking
  • Schedule Distribution
  • Scheduling Software
  • Search/Filter
  • Secure Data Storage
  • Self Service Portal
  • Shift Swapping
  • Sick Leave Tracking
  • Single Sign On Software
  • Summary Reports
  • Task Management Software
  • Task Progress Tracking
  • Task Scheduling
  • Time & Attendance
  • Time & Expense Tracking
  • Time Clock Software
  • Time Off Management
  • Time Off Requests
  • Time Tracking Software
  • Timesheet Management
  • Vacation/Leave Tracking
  • Variable Workforce
  • Volunteer Management Software
  • Waitstaff Management
  • Workstation Tracking
  • iCalendar Support

Alternatives

MakeShift

4.5
#1 Alternative to When I Work
MakeShift is the go-to web and mobile employee scheduling solution for people first businesses. It lets you build...

TimeForge

4.6
#2 Alternative to When I Work
TimeForge Labor Management software brings the full employee lifecycle to a centralized dashboard to save businesses...

UKG Ready

4.1
#3 Alternative to When I Work
Designed for flexibility and ease of use, UKG Ready combines the power of HR, talent, payroll, and time to deliver a...

Sling

4.6
#4 Alternative to When I Work
Sling is a scheduling and communication software that incorporates employee scheduling, team messaging, time tracking,...

Reviews

Overall rating

4.5 /5
(1,014)
Value for Money
4.4/5
Features
4.3/5
Ease of Use
4.4/5
Customer Support Software
4.4/5

Already have When I Work?

Software buyers need your help! Product reviews help the rest of us make great decisions.

Showing 5 reviews of 1,014
Bob
Overall rating
  • Industry: Mechanical or Industrial Engineering
  • Company size: 51-200 Employees
  • Used Daily for 2+ years
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support Software
  • Likelihood to recommend 10.0 /10

Could not preform my job with out When I Work

Reviewed on 13/10/2017

I work on small and large project. When I work helps to project how long man power will be tied up...

I work on small and large project. When I work helps to project how long man power will be tied up on large project, which helps forecasting, cost of labor, project schedule, when we can schedule the next project. On small projects is makes a clear line of communication between the project manager and the field personal, so that everyone is on the same page when it comes to scheduling.

Pros

Create's a standard line of communication between management and field personnel. Also helps the field personal to be prepared for their next task.

Cons

I work on the road a lot. The program is much easier to schedule personal from the desktop than it is from using the app on a device. Although it does not affect me all the time, it would be nice to see an interface on the device that was more similar to the one on the desk top. At least just for scheduling.

Response from When I Work

Hey Bob!

Thanks for writing us a review! I am so glad to hear that When I Work makes communicating with your team easier and helps you be prepared for things that come up throughout the day!

Thank you for the feedback as well in regards to the interface on our app. I would agree - working on a desktop is much easier when building the schedule. Hopefully we can make improvements to our app to aid in making the schedule build easier.

Have a wonderful day. :)

Erin
Overall rating
  • Industry: Food & Beverages
  • Company size: 11-50 Employees
  • Used Daily for 1+ year
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support Software
  • Likelihood to recommend 10.0 /10

Scheduling made simple

Reviewed on 16/03/2020

Overall we have loved using When I Work. It makes scheduling seamless and reduces the amount of...

Overall we have loved using When I Work. It makes scheduling seamless and reduces the amount of time we spend on employee schedules. We also really love the reminders and text alerts as it makes it easy to communicate with our team quickly when things change.

Pros

When I Work is so easy to use, it is simple to add employees, great for creating shift templates and the chat features and shift drop applications make changing the schedule simple for employees. As a manager these features are awesome as they reduce the amount of time that I spend re-working the schedule.

Cons

The only challenge we have faced is that we don't have access to the task list as we don't pay for this version of the application. We would love to try it out to see if it is a good value add for us.

Alternatives Considered

Schedulefly

Reasons for Switching to When I Work

We liked how easy it was to use, and how many add ons there are included with the basic account.

Response from When I Work

Hi Erin -

Thank you so much for taking the time to give us such a lovely review!

I'm so happy to hear features we offer like Shift Swaps & Drops and WorkChat have been so useful for you. It's awesome to hear that scheduling has gotten easier as well!

We'd be happy to discuss our Tasks feature and see what options are available for you. Feel free to submit a ticket at https://help.wheniwork.com/submit-a-ticket/ so we can assist!

Again, thanks so much for this lovely review!

Kindly,
Adrianne

Elizabeth
Overall rating
  • Industry: Accounting Software
  • Company size: 11-50 Employees
  • Used Daily for Free Trial
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support Software
  • Likelihood to recommend 0.0 /10

MISSING BASIC FUNCTIONS!

Reviewed on 12/11/2019

Overall, we feel very let down with the simple but IMPORTANT missing features. Having spent time to...

Overall, we feel very let down with the simple but IMPORTANT missing features. Having spent time to setup two other client accounts with WIW, and made two training videos. WASTE OF TIME! But that's the chance you take, right? Vetting doesn't always go well and we found a work around for the PTO issue, but the timesheet submittal issue is a deal breaker. We are not going to setup a side system to verify that everyone has completed their timesheets and track history for employees submitting for review and accuracy. This needs to be a function of the app.

Pros

Interface is simple and provides an organized structure that is responsive. Inviting and adding employees is automated.

Cons

Your employees cannot "turn in" or "submit" their timesheets! There is no way to know or have them verify that what they have entered is ready for review. A mgr has to chase down each employee to verify they have finished, or have a side system of notices, or double tracking.
Employees cannot enter PTO after the fact, they can only REQUEST PTO for future dates. If a company is using the timesheet function to have employees enter their time, breaks, PTO, etc, there are many limitations that require managers to do additional work. For instance, if an employee has an unexpected family emergency for two days, they cannot request PTO after those days are past. So how does PTO get entered for those days? Somehow the employee has to communicate with the mgr to enter it for them!
Very simple but integral functions that are important to a timesheet app that are missing!!
When giving feedback to WIW about these missing features, we were told that it was fine for us to move to another app since WIW wasn't a good fit. In other words, they are not open to feedback for improvement.....like it or leave.... We are leaving and taking the two clients we already setup on WIW trials to another platform, along with the 5 other clients that were waiting for the results of our trial run. All of which would have been paid subscriptions for WIW!

Response from When I Work

Hi Elizabeth,

Thanks for taking the time to leave a review and provide your feedback. We're sorry to hear that you did not find When I Work to be a good fit for your team. We do appreciate hearing more about what features are most important to you as we use customer feedback to guide future developments.

If you have any other questions or feedback to share, please let us know by submitting a ticket here: https://help.wheniwork.com/submit-a-ticket/. Our Customer Care team would be happy to help. Thank you for your time and thoughts.

Best,
Kate

Ariel
Overall rating
  • Industry: Restaurants
  • Company size: 51-200 Employees
  • Used Daily for 2+ years
  • Review Source

Overall rating

  • Ease of Use
  • Likelihood to recommend 8.0 /10

Simple software for employee scheduling

Reviewed on 20/12/2022

Pros

I like that I am able to see everyone schedule and it will tell me how many hours and how many hours this person has on one specific day and in total. I also like the fact that employees can put in for their days off on the app and then those shifts are available to whoever would like to work them first. I also like the sack that employees can get in contact with all levels of staff and management. It also allows employees to switch shifts, which has been an issue in the past. For one employee will say so and so sad they would take over my shift and this person has no idea what the person is talking about or says no I told him I couldn't do it. When all of it is done on the app you could hold people responsible for training shifts or picking up shifts.

Cons

I think on the scheduling part there could be a little more room. The employee list isn't double spaced and it's a regular size font. I also found creating staff schedules to be a bit of an inconvenience due to the fact that you have to use a cursor to pick a time spot and drag it from one side to another. It can often times be difficult when you're busy.

Response from When I Work

Hi there! Thank you so much for your review. We are glad to hear that the Scheduling features are working well for your Workplace. We also appreciate all of your feedback on where features can be improved! We appreciate your input!

Sarah
Overall rating
  • Industry: Wine & Spirits
  • Company size: 201-500 Employees
  • Used Daily for 1+ year
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support Software
  • Likelihood to recommend 10.0 /10

Takes the work out of scheduling

Reviewed on 18/11/2019

We have been incredibly happy with the program. We went from spending 8-10 hours scheduling each...

We have been incredibly happy with the program. We went from spending 8-10 hours scheduling each month to 1-2

Pros

It is incredibly easy for both the employee to enter their availability and the manager to appropriately schedule. We love that we cant schedule somebody if they mark themselves unavailable, avoids confusion and holds the employee accountable

Cons

The inability to attach files to an email

Alternatives Considered

Sling

Reasons for Choosing When I Work

We were creating our own schedule utilizing excel spreadsheets, this left open a ton of room for human error

Switched From

Microsoft Excel

Reasons for Switching to When I Work

The video training was so easy to understand and charming, it was a no brainer

Response from When I Work

Hi Sarah,

Anna here from When I Work Customer Care. Thank you for taking a minute to leave us a review! I definitely understand how the ability to attach a file to a group email could improve When I Work. We have just released a new feature called Document Storage that your team may be interested in. I've linked an article that outlines the feature below.

https://help.wheniwork.com/articles/document-storage-release-notes/

Thanks again for leaving us a review. We're happy to hear that When I Work is saving you time and preventing confusion. If you have any questions or concerns, please let us know at https://help.wheniwork.com/submit-a-ticket/.

Have a great day,
Anna

Showing 5 reviews of 1,014 Read all reviews

When I Work FAQs

Below are some frequently asked questions for When I Work.

When I Work offers the following pricing plans:

  • Starting from: $2.50/month
  • Pricing model: Subscription
  • Free Trial: Available

Standard plan starts at $2.50/user/month. When I Work is offered as a subscription on a month-to-month basis. There are no long-term contracts and a credit card is NOT required to start a free trial.

When I Work has the following typical customers:

Self Employed, 2-10, 11-50, 51-200, 201-500, 501-1,000, 1,001-5,000

When I Work supports the following languages:

English

When I Work supports the following devices:

Android (Mobile), iPhone (Mobile), iPad (Mobile)

When I Work integrates with the following applications:

321Forms, ADP Workforce Now, Crew, Google Calendar, Google Workspace, Gusto, Meta for Business, OnPay, OnPay Solutions, PayPal, QuickBooks Online Advanced, Quickbooks Online, Square Point of Sale, Starboard Suite, Tribepad, Vend, Zapier

When I Work offers the following support options:

Email/Help Desk, FAQs/Forum, Knowledge Base Software, Chat

Related categories

See all software categories found for When I Work.