Who Uses When I Work?

From small businesses to large enterprise operations, management teams in every industry are using When I Work's software to save time scheduling shift-based employees & improve communication.

What Is When I Work?

When I Work is an easy way for businesses to schedule, track time and attendance, and communicate with their hourly employees. Put the schedule and time clock in every employee's pocket with free iOS and Android apps. Keep track of time off, employee availability, and manage shift swaps with just a few clicks. Integrate with your payroll provider to streamline the process and avoid human error.
Get started with a 14-day free trial now.

When I Work Details

When I Work

http://www.wheniwork.com/

Founded 2010

Schedule Dashboard
Assign new shift
Chat with co-workers
Shift Acknowledgement
Edit Employees
When I Work video
Play
Schedule Dashboard-thumb
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Chat with co-workers-thumb
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When I Work pricing overview

See pricing plans

When I Work does not have a free version but does offer a free trial. When I Work paid version starts at US$2,00/month.


Starting Price

US$2,00/month See pricing details

Pricing Details

Small business plan starts at $2/user/month. Contact us for enterprise pricing. More details at https://wheniwork.com/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.

Free Version

No

Free Trial

When I Work deployment and support

Support

  • Email/Help Desk
  • FAQs/Forum
  • Knowledge Base
  • Chat

Deployment

  • Cloud, SaaS, Web-based
  • Android (Mobile)
  • iPhone (Mobile)
  • iPad (Mobile)

Training

  • In Person
  • Live Online
  • Webinars
  • Documentation
  • Videos

When I Work Features

  • API
  • Access Controls/Permissions
  • Activity Dashboard
  • Activity Tracking
  • Alerts/Notifications
  • Approval Process Control
  • Attendance Management
  • Attendance Tracking
  • Audit Trail
  • Automated Scheduling
  • Biometric Recognition
  • Biometrics
  • Calendar Management
  • Clock In / Out
  • Compliance Management
  • Customizable Reports
  • Document Management
  • Employee Database
  • Employee Management
  • Employee Onboarding
  • Employee Portal
  • Employee Profiles
  • Employee Scheduling
  • Employee Self Service
  • Employee Time Tracking
  • FMLA Administration
  • Leave Tracking
  • Mobile Access
  • Multi-Location
  • Overtime Calculation
  • Payroll Management
  • Project Time Tracking
  • Real Time Data
  • Real Time Notifications
  • Real Time Reporting
  • Real-time Updates
  • Reminders
  • Reporting & Statistics
  • Reporting/Analytics
  • Role-Based Permissions
  • Scheduling
  • Self Service Portal
  • Sick Leave Tracking
  • Third Party Integrations
  • Time & Expense Tracking
  • Time Off Requests
  • Time Tracking
  • Timesheet Management
  • Vacation/Leave Tracking
  • Workflow Management

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  • API
  • Accounting
  • Accounting Integration
  • Activity Dashboard
  • Barcode / Ticket Scanning
  • Billing & Invoicing
  • Cash Management
  • Commission Management
  • Credit Card Processing
  • Customer Database
  • Customer Management
  • Customizable Reports
  • Data Import/Export
  • Delivery Tracking
  • Discount Management
  • Electronic Payments
  • Employee Management
  • Gift Card Management
  • Inventory Management
  • Inventory Tracking
  • Invoice Management
  • Labor Cost Calculator
  • Loyalty Program
  • Marketing Automation
  • Multi-Location
  • Nutrition & Ingredient Labels
  • Nutrition Analysis
  • Offline Access
  • Order Entry
  • Order Management
  • Order Processing
  • Payroll Management
  • Point of Sale (POS)
  • Price / Margin Management
  • Production Management
  • Promotions Management
  • Purchase Order Management
  • Real Time Reporting
  • Recipe Management
  • Recipe/Formula Costing
  • Reporting & Statistics
  • Returns Management
  • Sales Forecasting
  • Sales History
  • Sales Management
  • Sales Orders
  • Sales Reports
  • Stock Management
  • Third Party Integrations
  • Time Clock

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  • Accounting Integration
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  • Activity Tracking
  • Barcode / Ticket Scanning
  • Barcoding/RFID
  • Billing & Invoicing
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  • Cask Management
  • Customizable Categories
  • Customizable Reports
  • Customizable Templates
  • Delivery Tracking
  • Demand Forecasting
  • Distribution Management
  • Document Templates
  • Electronic Payments
  • Employee Management
  • Financial Analysis
  • Forecasting
  • Inventory Management
  • Inventory Optimization
  • Inventory Replenishment
  • Inventory Tracking
  • Invoice Management
  • Multi-Location
  • Order Management
  • Point of Sale (POS)
  • Price / Margin Management
  • Production Management
  • Production Tracking
  • Purchase Order Management
  • Quality Control
  • QuickBooks Integration
  • Real Time Data
  • Real Time Reporting
  • Real-time Updates
  • Recipe Management
  • Reminders
  • Reporting & Statistics
  • Sales Orders
  • Sales Reports
  • Sales Trend Analysis
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  • Summary Reports
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  • Third Party Integrations
  • Traceability
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  • API
  • Access Controls/Permissions
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  • Activity Tracking
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  • Automated Scheduling
  • Availability Management
  • Booking Management
  • Calendar Management
  • Calendar Sync
  • Calendar/Reminder System
  • Class Scheduling
  • Collaboration Tools
  • Color Codes/Icons
  • Customer Database
  • Customizable Branding
  • Customizable Fields
  • Customizable Forms
  • Customizable Reports
  • Customizable Templates
  • Drag & Drop
  • Electronic Payments
  • Email Invitations & Reminders
  • Email Management
  • Employee Management
  • Event Calendar
  • Event Management
  • Event Scheduling
  • Facility Scheduling
  • Mobile Alerts
  • Multi-Location
  • Real Time Data
  • Real Time Notifications
  • Real Time Reporting
  • Real-time Updates
  • Reminders
  • Reporting & Statistics
  • Room Booking
  • SMS Messaging
  • Scheduling
  • Task Management
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  • Third Party Integrations
  • Timesheet Management
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  • Calendar Management
  • Calendar Sync
  • Communication Management
  • Contact Database
  • Contact Management
  • Contract/License Management
  • Cost Management
  • Customer Database
  • Customizable Branding
  • Customizable Reports
  • Data Import/Export
  • Document Management
  • Drag & Drop
  • Electronic Payments
  • Event Calendar
  • Event Management
  • Event Scheduling
  • Facility Management
  • Forecasting
  • Inventory Management
  • Invoice Management
  • Kitchen / Menu Management
  • Multi-Location
  • Order Management
  • Order Tracking
  • Proposal Generation
  • Quotes/Estimates
  • Real Time Data
  • Real Time Notifications
  • Real Time Reporting
  • Real-time Updates
  • Recipe Management
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  • CRM
  • Calendar Management
  • Campaign Management
  • Committee Management
  • Communication Management
  • Contact Database
  • Contact Management
  • Credit Card Processing
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  • Customizable Fields
  • Customizable Forms
  • Customizable Reports
  • Customizable Templates
  • Data Import/Export
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  • Donor Management
  • Drag & Drop
  • Dues Management
  • Electronic Payments
  • Email Invitations & Reminders
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  • Event Scheduling
  • For Nonprofits
  • Forms Management
  • Fundraising Management
  • Grant Management
  • Member Database
  • Membership Management
  • Mobile Access
  • Real Time Analytics
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  • Receipt Management
  • Recurring/Subscription Billing
  • Registration Management
  • Reminders
  • Reporting & Statistics
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  • Social Media Management
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  • Automated Scheduling
  • Availability Management
  • Calendar Management
  • Clock In / Out
  • Compliance Management
  • Customizable Reports
  • Data Import/Export
  • Drag & Drop
  • Employee Database
  • Employee Management
  • Employee Portal
  • Employee Scheduling
  • Employee Self Service
  • Employee Time Tracking
  • Forecasting
  • GPS
  • Leave Tracking
  • Messaging
  • Mobile Access
  • Mobile Alerts
  • Multi-Location
  • Online Time Clock
  • Overtime Calculation
  • Payroll Management
  • Real Time Data
  • Real Time Notifications
  • Real Time Reporting
  • Real-time Updates
  • Reminders
  • Reporting & Statistics
  • Reporting/Analytics
  • Resource Management
  • Schedule Distribution
  • Self Service Portal
  • Shift Swapping
  • Sick Leave Tracking
  • Task Scheduling
  • Third Party Integrations
  • Time Clock
  • Time Off Requests
  • Timesheet Management
  • Vacation/Leave Tracking

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  • Access Controls/Permissions
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  • Automated Scheduling
  • Barcode / Ticket Scanning
  • Billing & Invoicing
  • Clock In / Out
  • Cost Analysis
  • Cost Management
  • Cost Tracking
  • Customizable Branding
  • Customizable Reports
  • Customizable Templates
  • Data Import/Export
  • Discount Management
  • Electronic Payments
  • Employee Management
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  • For Schools
  • Forecasting
  • Free / Reduced Meals
  • Inventory Management
  • Inventory Tracking
  • Labor Cost Reporting
  • Menu Planning
  • Multi-Location
  • Nutrition Analysis
  • Offline Access
  • Online Payments
  • Order Management
  • Point of Sale (POS)
  • Purchase Order Management
  • Purchasing & Receiving
  • Real Time Data
  • Real Time Notifications
  • Real Time Reporting
  • Real-time Updates
  • Recipe Management
  • Reporting & Statistics
  • Sales Reports
  • Sales Trend Analysis
  • Search/Filter
  • Third Party Integrations
  • Tray Tracking

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  • Calendar Management
  • Calendar Sync
  • Charting
  • Claims Management
  • Client Portal
  • Credit Card Processing
  • Customer Database
  • Customizable Forms
  • Customizable Reports
  • Customizable Templates
  • Data Import/Export
  • Document Storage
  • Drag & Drop
  • Electronic Payments
  • Email Invitations & Reminders
  • Employee Management
  • Event Scheduling
  • Facility Scheduling
  • Faculty/Staff Management
  • HIPAA Compliant
  • Invoice Management
  • Live Chat
  • Mobile Access
  • Mobile Alerts
  • Multi-Location
  • No-Show Tracking
  • On Call Scheduling
  • Patient Records Management
  • Physician Management
  • Real Time Reporting
  • Records Management
  • Recurring Appointments
  • Reminders
  • Reporting & Statistics
  • SMS Messaging
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  • Gift Card Management
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  • Kitchen / Menu Management
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  • Order Management
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  • Promotions Management
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  • Multi-Location
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  • Promotions Management
  • Purchase Order Management
  • Real Time Analytics
  • Real Time Data
  • Real Time Monitoring
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  • Employee Scheduling
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  • Mobile Access
  • Mobile Alerts
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  • File Sharing
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  • Forum / Discussion Board
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  • Projections
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When I Work Alternatives

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When I Work Reviews

Read all reviews

Overall rating

4,5/5

Average score

Ease of Use 4,5
Customer Service 4,5
Features 4,3
Value for Money 4,5

Review software

Share your experiences with other software buyers.

Write a Review!
Trish C.
Senior Receptionist and Lead Trainer
Veterinary, 2-10 Employees
Used the Software for: 2+ years
  • Overall Rating
    5 /5
  • Ease of Use
    5 /5
  • Features & Functionality
    5 /5
  • Customer Support
    5 /5
  • Value for Money
    5 /5
  • Likelihood to Recommend
    10/10
  • Reviewer Source 
  • Reviewed on 2019/07/25

"Great software for teams of all sizes"

Comments: 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.

Vendor Response

by When I Work on 2019/07/29

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

  • Reviewer Source 
  • Reviewed on 2019/07/25
Erin M.
Sales & Marketing
Food & Beverages, 11-50 Employees
Used the Software for: 1+ year
  • Overall Rating
    5 /5
  • Ease of Use
    5 /5
  • Features & Functionality
    5 /5
  • Customer Support
    5 /5
  • Value for Money
    5 /5
  • Likelihood to Recommend
    10/10
  • Reviewer Source 
  • Reviewed on 2020/03/16

"Scheduling made simple"

Comments: 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.

Vendor Response

by When I Work on 2020/03/18

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

  • Reviewer Source 
  • Reviewed on 2020/03/16
Danya D.
Manager
Transportation/Trucking/Railroad, 51-200 Employees
Used the Software for: 1+ year
  • Overall Rating
    5 /5
  • Ease of Use
    5 /5
  • Features & Functionality
    5 /5
  • Customer Support
    Unrated
  • Value for Money
    Unrated
  • Likelihood to Recommend
    7/10
  • Reviewer Source 
  • Reviewed on 2021/03/04

"Working with When I work"

Comments: Having When I work allows for easy access to everyone schedule online.

Pros: A great employee scheduling software.
Super easy to set up and start using.
Ease of use for employers and employees.

Cons: When looking at the full staff schedule on a given day can be a bit time-consuming.
Noticeable differences with the mobile app and the desktop version.

Vendor Response

by When I Work on 2021/03/08

Hi Danya,

We really appreciate you taking the time to leave such a wonderful and detailed review!

It great to hear it makes scheduling easier for you as well as your employees!

Warmly,
Tiffany

  • Reviewer Source 
  • Reviewed on 2021/03/04
Verified Reviewer
Tactical & Strategic Consultant
Apparel & Fashion, 11-50 Employees
Used the Software for: Free Trial
  • Overall Rating
    1 /5
  • Ease of Use
    3 /5
  • Features & Functionality
    2 /5
  • Customer Support
    5 /5
  • Value for Money
    1 /5
  • Likelihood to Recommend
    1/10
  • Reviewer Source 
  • Source: GetApp
  • Reviewed on 2017/04/04

"Deceptive & misleading pricing practices, little integration, but certainly quite slick."

Pros: Looks slick, appears to offer a lot (which it does, at a cost, see below...) Customer support is very responsive - live chat, email, etc. I may not like their answers (see below) but I can't fault their timely attention, their patience, their attentiveness.

Cons: 1. Pricing Practices The page at wheniwork.com/pricing says nothing, just that schedulling is free for less than 75 employees (and anything over is a "contact us for enterprise" price, which is fine). Great, I think, I'll sign up, start working with it. Glad I didn't invest much time. I set up a few employees, downloaded the apps, started working out the wrinkles. And after a few hours of looking, and testing, and reading, it looks good, but... ...then I discover that basic features like scheduling more than 10 days ahead (!) are paid-for. So is time tracking. Etc. That's ok to charge, but not ok to deceive - and there's *no* simple way right now to see a comparison of features and costs before getting signed-up. And this is not a small bump. You can't bolt-on a little extra. To get a proper working app, the minimum number of users they offer 20 minimum and the time attendance module adds something like 50% on top. But really it is transparency and deceptive practices that have *really* turned me against this product in a *very* short period of time - and that is *very* sad. If they'd allowed me to choose up front to devote my time, great; but they didn't. I had to ask support what "long-term scheduling" meant (that being something not included in the free plan). That means more than 10 days... No other warning of that, that I could see. I feel deceived. 2. App Reliability Others have mentioned glitches. I started working with the iPhone app - it stopped working for some tasks. I contacted support who said it was restricted to my account only, and they would get their developers to look at it. So I stopped using the iPhone app. My wife's Android phone wouldn't recognise her (valid) phone number when accepting a request to log in. So 2 strikes there. Your mileage may vary. 3. Limited Integrations A few years ago, WIW posted on their Facebook page that they used Xero. Some commented then - why no integration? No answer. Years later, still no integration with Xero. No Zapier integration, either. The cynic might think that WIW gets kick-backs / referral fees / bonusnes from Quick Books, Gusto, etc. which is why they're the (very limited) integration "partners". There's an API of course, if I had time. Again, I'd forgive that for a free / cheap deal. But it isn't a free / cheap deal *for a working scheduling solution* - a schedule that doesn't reach into next week is *not* a working schedule. So, yes, I'm annoyed. I feel like I've wasted my time. I feel like I've been deceived. I feel like I signed-up and invested time based upon what is almost a lie. And that sucks - not least because it was so needless. The product isn't awful, the pricing (whilst I may not like it) isn't the worst out there. The limitations are limitations, but every product has some. And that, really, is sad. The silver lining is that the free plan only launched yesterday. So perhaps they'll think again about the offering. And my experience is unlikely to be the same as that people had before me. But it is what it is today - so much so that I've signed-up for GetApp just to leave this review.

Vendor Response

by When I Work, Inc. on 2017/04/10

Hi there,

Thank you for taking the time to write us a review. I'm sorry this is not a more personalized response but it appears you have not listed your name, title or company in your GetApp review.

As you said, we did just launch our free plan. We hope that many small businesses, including those like you in the apparel and fashion industry, will find value in being able to schedule their employees 10 days in advance and notify them electronically rather than printing out Excel spreadsheets that require their employees to come into a physical location to see their schedule or call a coworker who is currently working to find out when their next shifts will be. As with any new launch, we will continue to try to improve and appreciate your honest and thoughtful feedback about the pricing and how it was displayed to you. Our intention is certainly not to deceive or mislead our customers or potential customers.

We are glad to know that despite your perception of the product and its pricing, our Customer Support did what they do best and answered your questions in a timely and attentive manner.

Have a nice day,
Customer Success @ When I Work

  • Reviewer Source 
  • Source: GetApp
  • Reviewed on 2017/04/04
Cynthia H.
Hostess
Restaurants, 51-200 Employees
Used the Software for: 1+ year
  • Overall Rating
    4 /5
  • Ease of Use
    4 /5
  • Features & Functionality
    4 /5
  • Customer Support
    Unrated
  • Value for Money
    Unrated
  • Likelihood to Recommend
    7/10
  • Reviewer Source 
  • Reviewed on 2021/02/02

"When I Work, Works!"

Comments: For what our restaurant needs, which is to get schedules out in a timely manner, track schedule changes and drops or switches, it works just fine.

Pros: When I Work is easy to access and navigate and the extra features allow to you communicate with your group easily enough. It's fairly efficient and easy to use from a User standpoint. Has an app feature, plus you can access from your computer, so I like that flexibility.

Cons: Sometimes the cell app glitches and you can't access the program at all and it takes awhile for the program to realign itself. Could be based on cell access, but this happens quite frequently.

Vendor Response

by When I Work on 2021/02/04

Hi Cynthia -

Thanks so much for taking some time to provide a review!

It's awesome to hear that our features help your team work better together, and that having access to all the features you need has been so useful!

If you're running into a consistent issue with the app, we're here to help! Feel free to submit a ticket at https://help.wheniwork.com/submit-a-ticket/ so we can assist!

Thanks again for the review!
Adrianne

  • Reviewer Source 
  • Reviewed on 2021/02/02