Who Uses This Software?

From small businesses to large enterprise operations, management teams in every industry are using When I Work's free (up to 75 employees) software to fix employee scheduling & improve communication.

Average Ratings

738 reviews
  • Overall 4.5 / 5
  • Ease of Use 4.5 / 5
  • Customer Service 4.5 / 5
  • Features 4.3 / 5
  • Value for Money 4.5 / 5

Product Details

  • Starting Price US$1.50/month
    See pricing details
  • Pricing Details Free for up to 75 employees. Flexible plans start at $1.50/month.
  • Free Version Yes
  • Free Trial Yes, get a free trial
  • Deployment Cloud, SaaS, Web
    Mobile - iOS Native
    Mobile - Android Native
  • Training In Person
    Live Online
    Webinars
    Documentation
  • Support Business Hours
    Online

Vendor Details

  • When I Work
  • http://www.wheniwork.com/
  • Founded 2010

About When I Work

When I Work is the easiest way for businesses to schedule and communicate with their hourly employees. Put the schedule and time clock in everyone's pocket. Schedule on-the-go with free apps for iPhone and Android. Save yourself time and money with simple employee scheduling tools.

When I Work is helping schedule over 1 million people around the world. When I Work is free for up to 75 employees, and flexible plans start at $1.50/month.

When I Work Features

  • Calendar Management
  • Employee Scheduling
  • FMLA Tracking
  • Overtime Calculation
  • Reporting/Analytics
  • Self Service Portal
  • Time Tracking
  • Accounting Management
  • Customer Management
  • Inventory Management
  • Labor Cost Calculator
  • Nutrition & Ingredient Labels
  • Nutrition Analysis
  • Production Management
  • Recipe/Formula Costing
  • Recipe/Formula Management
  • Sales History
  • Sales Management
  • Billing & Invoicing
  • Cask Management
  • Demand Planning
  • Distribution Management
  • Inventory Management
  • Order Management
  • Production Tracking
  • Quality Control
  • Recipe Management
  • Banquet Management
  • Billing & Invoicing
  • Booking Management
  • Calendar Management
  • Contract Management
  • Costing
  • Customer Database
  • Event Management
  • Facility Management
  • Inventory Management
  • Kitchen / Menu Management
  • Order Management
  • Quote Management
  • Recipe Management
  • Waitstaff Management
  • Accounting
  • Committee Management
  • Donor Management
  • Dues Management
  • Event Management
  • Fundraising Management
  • Member Database
  • Membership Management
  • Social Media Management
  • Volunteer Management
  • Automated Scheduling
  • Messaging
  • Mobile Access
  • Online Time Clock
  • Payroll Management
  • Reporting/Analytics
  • Resource Management
  • Schedule Distribution
  • Shift Swapping
  • Costing
  • For Cafeterias
  • For Healthcare Facilities
  • Free / Reduced Meals
  • Inventory Management
  • Menu Planning
  • Nutritional Analysis
  • Online Payments / Funding
  • Point of Sale (POS)
  • Purchasing
  • Recipe Management
  • Schools
  • Tray Tracking
  • Appointment Scheduling
  • Billing & Invoicing
  • Drag & Drop
  • Faculty/Staff Management
  • Multi-Location
  • No-Show Tracking
  • On Call Scheduling
  • Patient Records Management
  • Physician Management
  • Recurring Appointments
  • Self Service Portal
  • Alerts/Notifications
  • Appointment Scheduling
  • Automated Scheduling
  • Class Scheduling
  • Employee Scheduling
  • Facility Scheduling
  • Group Scheduling
  • Multi-Location
  • Real-time Scheduling
  • Resource Scheduling
  • Room Booking Management
  • Activity/News Feed
  • Calendar Management
  • Chat / Messaging
  • Discussion Threads
  • File Sharing
  • Push Notifications
  • Search
  • Surveys & Feedback
  • Task Management
  • Video Conferencing
  • Biometric Recognition
  • Messaging
  • Mobile Access
  • Online Punch Card
  • Payroll Management
  • Punch card
  • Reporting/Analytics
  • Salaried Employee Tracking
  • Sick Leave Tracking
  • TimeSheet Management
  • Vacation/Leave Tracking
  • Workstation Tracking
  • Automatic Time Capture
  • Billable & Non-Billable Hours
  • Billing & Invoicing
  • Employee Database
  • Mobile Time Tracking
  • Multiple Billing Rates
  • Offline Time Tracking
  • Overtime Calculation
  • Timesheet Management
  • Vacation/Leave Tracking
  • Budgeting & Forecasting
  • Contractor Management
  • Employee Lifecycle Management
  • Labor Projection
  • Performance Appraisal
  • Recruiting Management
  • Scheduling
  • Skills Tracking
  • Time & Attendance
  • Variable Workforce

When I Work Most Helpful Reviews

When I Work Keeps Us Working

Reviewed on 06/08/2019
Jonathan H.
Labor Coordinator
Events Services, 201-500 Employees
Used the Software for: 1+ year
Reviewer Source 
5/5
Overall
4 / 5
Ease of Use
4 / 5
Features & Functionality
5 / 5
Customer Support
5 / 5
Value for Money
Likelihood to Recommend:
Not Likely Extremely Likely

Comments: WIW is extremely helpful to us at our company because we spend the majority of our day scheduling employees for various events that we run every week. Creating a schedule and assigning employees to it is super simple, as well as keeping a database and logging hours for our employees on site. It's all very user friendly and easy to use/look at. Their customer service team is always there to help and are super friendly. We have had many people who have been added to this platform, and have had no problem learning how to use it. It has been really great for us and helps us run smoothly. They have also been actively engaged with us to help us find solutions to the improvements we have requested.

Pros: When I Work is a great product that our company loves to use. We love how easy it is to create a schedule and assign employees, and all of the features are very easy to work with and aesthetically pleasing. We also like the ability to keep a detailed database of employees in the system. Their customer service team has been very friendly and are always there to answer our questions in detail. It is also a great platform for time tracking and exporting time sheets every week to send to payroll. Overall, it's the best platform we could have found to help us do what we need to do every day.

Cons: A couple features we wish they had: - The option to create a preferred list in our employee database (A-list, B-list, C-List, Do Not Call List, etc)
- The option to be able to look at all events at once on the Time Tracker for the day (right now you can only look at one event at a time, which is hard when we have multiple events and sometimes forget which ones are happening in a day)
- To have a log of attendance (who was late, who called out, who was a no show) that is linked to a person's profile so we know who the problem people are (maybe a color coding that's like "green" if they are good on attendance and then gets closer to "red" if they have had several call outs/tardies)
- A way to add the zip code of an event to a schedule/job site that shows up on timesheet exports
- A way to send a crew memo or mass notification ("this shift has been cancelled" or "this shift has had a time change, please confirm") to all or selected crew members via WIW.

Vendor Response

by When I Work on 08/08/2019

Hi Jonathan -

Thank you so much for such a wonderful and thorough review!

We're so happy to hear that you're loving the features we currently offer! I love the suggestions you've shared as well. We are always interested in hearing about your experience with our product and how we could improve.

Again, thank you for your kind word and fabulous review!

Best,
Adrianne

Scheduling Made Easy and Quick

Reviewed on 25/10/2018
Allison M.
Office Manager
Automotive, 13-50 Employees
Used the Software for: 2+ years
Reviewer Source 
5/5
Overall
5 / 5
Ease of Use
5 / 5
Features & Functionality
5 / 5
Customer Support
4 / 5
Value for Money
Likelihood to Recommend:
Not Likely Extremely Likely

Pros: The site is very easy to understand especially for a software that is so robust. I can't tell you the value there, but it is so much appreciated. We have saved a lot of time and miscommunications while using When I work. The attendance notifications help me to keep track of where our team is hour-wise on an individual basis and as a whole. It's nice that I am alerted, one less thing I need to remember to check on. In conjunction with the Forcast reporting, I have a very clear view of the week ahead. The apps are handy, especially from the administration side. I am able to update time clocked hours on the fly, check everyone's schedule and separate out my own, I can even handle time off requests. I haven't ever attempted to schedule through the app, although knowing how intuitive everything is through their online site, I would venture to guess it would be a piece of cake. I know our team members enjoy having their schedules and hours readily available in their pocket as well.

Cons: We have had a couple issues with clock-ins through the apps. There have been times when it isn't recognizing the location or the punch doesn't make it all the way through. But that's it! I would love if this software could manage our PTO as well, but we haven't found a way to make it work with how our times are calculated.

Vendor Response

by When I Work on 23/01/2019

Hello Allison,

Jaime here from the Customer Care Team at When I Work. Thank you so much for taking the time to leave us a review!

I'm glad to hear that you find When I Work to be easy to understand and that it has helped your team save time, assist with communication, and help you keep track of when your employees are clocking in/out.

I am sorry to hear that your team has been experiencing a few issues clocking in from time to time. Feel free to reach out to us [email protected] at any time and we can dig into this further as to why this is occurring.

We'd also like to hear how PTO works for your company to see how we can assist.

Thanks again for the review!

Take care,

Jaime

Scheduling Resources Has Never Been Easier

Reviewed on 24/06/2018
Miguel G.
Owner
Computer Software, 2-10 Employees
Used the Software for: 1-5 months
Reviewer Source 
Source: SoftwareAdvice
5/5
Overall
5 / 5
Ease of Use
5 / 5
Features & Functionality
Customer Support
Value for Money
Likelihood to Recommend:
Not Likely Extremely Likely

Comments: When I Work is truly a great tool for scheduling. Use it for forecasting as well to determine where you can make the best use of your resources across one or more projects. This tool also helps you understand what your organization is capable of handling. It will definitely save you from scheduling headaches and the potential issues around delivering work when you are better able to have full visibility across all your teams and the projects they are working on. A great stand alone tool, as well as a great integrated tool.

Pros: When I Work is a simple and truly effective time scheduler for resourcing projects in your organization. You can track across one or more projects, as needed, and identify time availability for the work that needs to get done. This is often one of the most challenging aspects of keeping projects on track and very few project management tools can help you like When I Work can. Unlike the "capacity" view of other applications, When I Work gets down to the most granular details. It allows you to identify when and where a team member will be used, including time-off, breaks, lunches, meetings, etc. You can use these categories to identify how best to allocate their time. The scheduler allows you to see teams based on shift or positions (roles). You can track un-paid breaks and time off, as well as customize schedules and create templates for reuse. You can even create specific shifts for one time or recurring use and maintain notes on each entry. It also provides high level visibility of total individual team member capacity as well as what is scheduled and what has already been used. View your teams across one or more projects or job sites and distribute resources across them all as needed. It offers program-like management of projects and does not restrict you to individual projects, which can become cumbersome when re-allocating time of one team member across two or more projects. When I Work is a great tool for planning, or simply use it in addition to your project management application. Its scheduling features make it a powerful tool that lets you forecast as well, by easily making changes in schedules as needed. You will spend less time manually calculating your resources and where to place them, saving you time and money. Changes to any schedules are easy to see and the responses are easy to manage. When I Work also offers features like task management, which allows you to manage projects of less complexity in the same application. And if you are looking for integration, yes, you can use their library of APIs for that. But, you need to click on the developer link at the footer for more details. Their integration features are not prominently displayed on their website.

Cons: No cons I could personally find for the application and its use. Integration via APIs are present, but this is more for organizations who have techs who can implement them. I have seen organizations with limited development capabilities due to their areas of expertise, where integrations might pose a small challenge... but this should not necessarily pose as a true con for you.

Great scheduling app with tons of features!

Reviewed on 08/03/2018
Verified Reviewer
Sergeant
13-50 Employees
Used the Software for: 2+ years
Reviewer Source 
5/5
Overall
5 / 5
Ease of Use
5 / 5
Features & Functionality
5 / 5
Customer Support
4 / 5
Value for Money
Likelihood to Recommend:
Not Likely Extremely Likely

Comments: Scheduling is EXTREMELY easy! Long gone are the days of paper postings and random email messages. It is VERY nice being able to reference your entire schedule from the moment it is posted, going all the way back to your initial employment. Even those with little to no computer experience can use it fairly easily.

Pros: It is EXTREMELY easy for the end-user to utilize this software. There are also some pretty good mobile applications that it offers which makes tracking your schedule very easy!

Cons: There are a lot of overly-helpful tips and suggestions that constantly spam the administrators' email accounts and scheduling interfaces. (Essentially the company does this to assist the administrators, but there is no way to stop it, which makes it very annoying after awhile). The mobile application can also be buggy at times, and the website schedule does not work properly on mobile phones that don't have a "desktop view", as the website does not have a mobile version designed for it. This forces you to use the mobile app on mobile devices unless your mobile phone can display it in a "desktop view". On a normal computer interface, this works just fine.

Vendor Response

by When I Work on 12/03/2018

Hi there!

Thanks for taking the time to review our app. We are glad to hear that When I Work is making scheduling easier for you and your team.

If you are having trouble unsubscribing to our emails, please reach out to us at [email protected] and we would be happy to help get you unsubscribed on our end.

At this time When I Work is only supported on our web app via computer or or on mobile apps on Android and iOS devices. Our team is prioritizing consistency and parity between our web and mobile apps. I would make sure that you have the most updated version of the mobile app for the latest enhancements we have made.

Thanks,

Adrian
When I Work Team

When I Work made scheduling and communicating to all employees a breeze!

Reviewed on 01/02/2018
Pam S.
Store Manager
Used the Software for: 2+ years
Reviewer Source 
5/5
Overall
5 / 5
Ease of Use
5 / 5
Features & Functionality
5 / 5
Customer Support
Value for Money

Pros: The ease of the program. It was very user-friendly. Scheduling used to take 2 hours, but it was cut down to 30 minutes with WhenIWork. I love that I could customize the shifts. I especially loved that employees had to acknowledge their shifts. There was no more miscommunication that an employee didn't see their schedule. It's also been a great tool to get staff on the same page. The ability to message everyone at once was awesome. Plus the program tells you which employees have viewed the messages. It also has the option for employees to clock in via the app and you can link it with payroll. Employees are able to submit requests for time-off or vacations. Everything you need is in one place. The customer support team is available immediately through their live chat. They have always been very helpful and friendly. Absolutely a wonderful program!

Cons: The only thing I would modify is to have the ability to block off certain dates for requests. That way an employee wouldn't be able to request off Black Friday for example.

Vendor Response

by When I Work on 03/02/2018

Hi there Pam!

Thanks for the great review! We are so happy to hear that you find so much value in When I Work!

In addition, we do have a way to block off days that you don't want your users to request off.

You can create a Schedule Annotation in 'Week View' by clicking the 'Chat Bubble' icon next to the date. You will just need to fill in the details of the annotation and select the box for 'Don't Allow Time Off'.

Here is a guide that walks you through that: http://bit.ly/2nzroHJ

Feel free to reach out to us at [email protected] with any questions :)

Sincerely,
Kara
-When I Work Team

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