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:

US$2.00/month

  • Free Version
  • Free Trial
  • Subscription

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.

Devices

Business size

S M L

Markets

Australia, Canada, Germany, United Kingdom, Ireland, Netherlands, New Zealand, Singapore, United States, South Africa

Supported Languages

English

Pricing starting from:

US$2.00/month

  • Free Version
  • Free Trial
  • Subscription

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: 112

  • 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 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
  • Data Import/Export
  • Demand Forecasting
  • 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
  • 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
  • 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
  • Reminders
  • Reporting & Statistics
  • Reporting/Analytics
  • Resource Management
  • Resource Scheduling
  • SMS Messaging
  • Salaried Employee Tracking
  • Schedule Distribution
  • Search/Filter
  • Secure Data Storage
  • Self Service Portal
  • Shift Swapping
  • Sick Leave Tracking
  • Single Sign On
  • Summary Reports
  • Task Management
  • Task Progress Tracking
  • Task Scheduling
  • Time & Attendance
  • Time & Expense Tracking
  • Time Clock
  • Time Off Requests
  • Time Tracking
  • Timesheet Management
  • Vacation/Leave Tracking
  • Variable Workforce
  • Volunteer Management
  • Waitstaff Management
  • Workstation Tracking
  • iCalendar Support

Alternatives

Planday

4.3
#1 Alternative to When I Work
Planday is the best way for shift-based businesses to manage employee scheduling, communication, time clocking and...

Homebase

4.6
#2 Alternative to When I Work
Homebase is an employee scheduling, time tracking, hiring, and communications tool for businesses and their employees...

Schedulefly

4.9
#3 Alternative to When I Work
Electronically schedule staff, store documents & employee information and communicate with Schedulefly; accessible to...

WhenToWork

4.4
#4 Alternative to When I Work
WhenToWork is an online employee scheduling solution with mobile apps for employees to check schedules, change...

Reviews

Overall rating

4.5 /5
(895)
Value for Money
4.4/5
Features
4.3/5
Ease of Use
4.4/5
Customer Support
4.5/5

Already have When I Work?

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

Write a Review!
Showing 5 reviews of 895
Trish C.
Overall rating
  • Industry: Veterinary
  • Company size: 2-10 Employees
  • Used Weekly for 2+ years
  • Review Source

Overall rating

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

Great software for teams of all sizes

Reviewed on 25/07/2019

I've been using this software for 5 years, first as an employee then as an employer. Ease of use...

I've been using this software for 5 years, first as an employee then as an employer. Ease of use for both parties is fantastic and it's well worth paying for to save the time. When I change places of business, if I have a choice, I will choose When I Work again and again.

Pros

- Shift templates, makes scheduling a lot easier
- The ability to copy and paste any shift, even faster than clicking and choosing
- Simple to add and remove employees
- App is fairly easy to use
- Time clock is awesome, easy to use

Cons

- Looking at the full staff schedule on a particular day can be tedious.
- For those making schedules, it's so much easier to do on a computer
- In order to have a printed schedule, it downloads the PDF which you then have to print. I wish this printed right off the website.

Alternatives Considered

Gingr

Reasons for Switching to When I Work

The hourly staff scheduling that comes with Gingr leaves a LOT to be desired and has a lot of catching up to do to even be basically useful.

Response from When I Work

Hi Trish,

Thank you for taking the time to review When I Work, and your feedback is appreciated! We are always looking for ways to make improvements and appreciate users like you that provide feedback so we can enhance and improve When I Work!

Best,
Amanda

David R.
Overall rating
  • Industry: Leisure, Travel & Tourism
  • Company size: 11-50 Employees
  • Used Daily for 1-5 months
  • Review Source

Overall rating

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

Great solution

Reviewed on 21/07/2021

A lifesaver

A lifesaver

Pros

The ability to plan and programme the employee scheduling for our events with the employees seeing their own schedules

Cons

The only issue that I would improve would be the ability to put a single event entry into the exported calendar as the current options result in an over-populated calendar

Alternatives Considered

Planday

Reasons for Switching to When I Work

Our own review and the ability to hibernate as we are a seasonal busineds

Response from When I Work

Hello David, thanks for the review! Have a grand day!

Verified Reviewer
Overall rating
  • Industry: Nonprofit Organization Management
  • Company size: 51-200 Employees
  • Used Daily for 1-5 months
  • Review Source

Overall rating

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

Worth Every Penny

Reviewed on 14/01/2022

Staff empowerment to take control of their schedule and the money saved from the time saved and...

Staff empowerment to take control of their schedule and the money saved from the time saved and less errors occurring make this experience worth all the searching for a new system. Also, the customer service is quick and straight to the point!

Pros

The ease of creating a schedule, distributing it, and letting staff handle their shift swaps or drops has completely empowered our team. The best feature is the 'history' button so that you know where it all began when shifts start with one employee and end with another. No longer do we have to hear, "I didn't know?" or "Who was originally scheduled?" because there's a ledger! Gone are the long, tedious hours of making sure the schedule is correct, every month, due to alternating work sites and schedules. Multi-site employees are never double-booked at different work sites, which is a game changer. Creating employee profiles take less than 60 seconds. Best of all, teaching everyone was not painful as there's a whole video on the website that walks everyone through the basics in less than 15 minutes.

Cons

The print feature is limited to what is offered with no option to change the font, unable to expand the daily roster (daily view is limited to 7 names on paper calendar), and there's no option to print in 2 week segments. This isn't a deal breaker, but the old school needs still exist of having a paper trail (even in PDF form) and due to limited names viewed on any given day, we can't use the feature to it's fullest. If the box for the day could expand to reflect all the names when printing, we'd pay extra!

Response from When I Work

Hi there! Thanks for writing us a review! We're glad to hear you are enjoying the app! Feel free to submit a ticket at https://help.wheniwork.com/submit-a-ticket/ if you have any questions.

Lisa L.
Overall rating
  • Industry: Information Services
  • Company size: 11-50 Employees
  • Used Monthly for Free Trial
  • Review Source

Overall rating

  • Ease of Use
  • Likelihood to recommend 7.0 /10

Good for service industry

Reviewed on 14/12/2021

Pros

It is easy to setup and use. The Excel feature was very useful for us.

Cons

We used this in a trial version to see if it would fit our needs. We needed a more integrated product with our accounting system due to being a Federal contractor.

Response from When I Work

Hi Lisa,

Thank you so much for leaving us a review! We're glad to hear the app was easy to setup and use. I'm sorry to hear it didn't fit best into your companies needs.

Should your needs change in the future, we'll be happy to help out!

Best,
Tiera

Jacqueline J.
Overall rating
  • Industry: Veterinary
  • Company size: 11-50 Employees
  • Used Daily for 1+ year
  • Review Source

Overall rating

  • Ease of Use
  • Likelihood to recommend 10.0 /10

When I Work

Reviewed on 16/11/2021

Pros

This was the first job I had that has used an app for clock in and clock out and to keep track of accumulated hours. It is very easy to use, I required no training prior to using it. It is easy to confirm shifts that are scheduled in advance because they pop up to confirm when you open the app. It is also very easy to take lunch breaks from the home screen and see the elapsed time. I also really like that the hours are calculated as soon as you clockout and you are able to add a note if you clocked in or out late.

Cons

I did not like the mass amount of emails about my shifts when I first started using the app, my schedule was pretty much the same every week so once I disabled the emails I don't see anything wrong with the app.

Response from When I Work

Hello Jacqueline,

Natalie here with When I Work's Customer Care team! Thank you for taking the time to leave a review - we're happy to hear the app helped to make your work life a little easier.

It sounds like you were able to adjust your Alert Preferences to cut down on the emails you were getting, but if you have any other questions or issues we can assist with, please don't hesitate to reach out at https://help.wheniwork.com/submit-a-ticket/ - we're here to help!

Thank you,
Natalie

Showing 5 reviews of 895 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:

Small business plan starts at $2/user/month. Contact When I Work for enterprise pricing. 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+

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, Facebook for Business, Google Calendar, Google Workspace, Gusto, 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, Chat

Related categories

See all software categories found for When I Work.