15 years helping Australian businesses
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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.

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.

Where can When I Work be deployed?

Cloud-based
On-premises

About the vendor

  • When I Work
  • Located in Minneapolis, US
  • Founded in 2010

When I Work support

  • Chat

Countries available

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

Languages

English

When I Work pricing

Starting Price:

USD 2.50/month
  • Yes, has free trial
  • No free version

When I Work does not have a free version but does offer a free trial. When I Work paid version starts at USD 2.50/month.

get a free trial

About the vendor

  • When I Work
  • Located in Minneapolis, US
  • Founded in 2010

When I Work support

  • Chat

Countries available

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

Languages

English

When I Work videos and images

When I Work Software - Schedule Dashboard
When I Work Software - Assign new shift
When I Work Software - Chat with co-workers
When I Work Software - Shift Acknowledgement
When I Work Software - Edit Employees
View 6 more
When I Work video
When I Work Software - Schedule Dashboard
When I Work Software - Assign new shift
When I Work Software - Chat with co-workers
When I Work Software - Shift Acknowledgement
When I Work Software - Edit Employees

Features of When I Work

  • Access Controls/Permissions
  • Activity Dashboard
  • Activity Tracking
  • Alerts/Notifications
  • Approval Process Control
  • Attendance Management
  • Attendance Tracking
  • Automated Scheduling
  • Availability Management
  • Billable & Non-Billable Hours
  • Budgeting/Forecasting
  • Calendar Management
  • Calendar Sync
  • Clock In/Out
  • Collaboration Tools
  • Communication Management
  • Compliance Management
  • Employee Database
  • Employee Management
  • Employee Portal
  • Employee Scheduling
  • Event Management
  • Event Scheduling
  • Faculty/Staff Management
  • File Sharing
  • Labor Cost Calculator
  • Mobile Access
  • Multi-Location
  • Online Booking
  • Online Time Clock
  • Overtime Calculation
  • Payroll Management
  • Real-Time Chat
  • Real-time Scheduling
  • Reminders
  • Reporting & Statistics
  • Reporting/Analytics
  • Scheduling
  • Search/Filter
  • Self Service Portal
  • Shift Swapping
  • Sick Leave Tracking
  • Single Sign On
  • Task Management
  • Time Off Management
  • Time Off Requests
  • Timesheet Management
  • Vacation/Leave Tracking

Alternatives to When I Work

Humanity Scheduling is an easy-to-use, subscription-based employee scheduling solution hosted in the cloud. Request a Free Demo today.
Square Shifts is an employee scheduling software that helps businesses with time and attendance tracking, payroll prep, and more.
Employees can go online to check a posted schedule, change their preferences, and request manager-approved time off or shift trades.
Streamline HR and payroll processes and get fast access to employee data using one intuitive platform.
ADP Workforce Now is a human capital management solution for companies with more than 50 employees.
Square POS is the customizable point-of-sale system built for businesses of all shapes and sizes.
Time tracking tool for digitizing and optimizing project workflows and for scheduling shifts, appointments and tasks.
Employees can clock in anytime, anywhere, and from the devices they already carry- all in real time. Simple payroll integrations.
UKG Ready is the all-in-one HR solution that guides and empowers your people to make their day-to-day easier.

Reviews of When I Work

Average score

Overall
4.5
Ease of Use
4.5
Customer Service
4.4
Features
4.3
Value for Money
4.4

Reviews by company size (employees)

  • <50
  • 51-200
  • 201-1,000
  • >1,001
Trish
Trish
Senior Receptionist and Lead Trainer in US
Verified LinkedIn User
Veterinary, 2–10 Employees
Used the Software for: 2+ years
Reviewer Source

Great software for teams of all sizes

5.0 5 years ago

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.

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.

When I Work Response

5 years ago

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

Felicia
Operations Manager in US
Entertainment, 51–200 Employees
Used the Software for: 2+ years
Reviewer Source

LV loves WIW!

5.0 3 months ago

Comments: WIW is great! I would and have recommended over and over. I've used multiple scheduling software. WIW is hands down the best!

Pros:

I like the web based system. I love the instant changes are communicated. I love the color coding of roles and the budgeting features on the schedule.

Cons:

Reports are confusing. There should be more premade reports to choose from. I HATE that we can't report an absence without removing the employee from the schedule. When reported absent - the employees shift should be removed from the schedule as well as the labor hours.

When I Work Response

3 months ago

Hi Felicia, Shab here from When I Work. We really appreciate your wonderful review! We definitely want to improve your experience, so if there are any specific issues you are encountering or questions you have please reach out to our Customer Care team by submitting a ticket at https://help.wheniwork.com/submit-a-ticket/. We're here to help! Thank you. Warmly, Shab

Taylor
Construction Engineer in US
Civil Engineering, 11–50 Employees
Used the Software for: 1+ year
Reviewer Source

Easy to Use!

4.0 4 weeks ago New

Comments: Overall, a very easy & user-friendly app! I am sure some of the "bugs" are phone-related as well.

Pros:

It is very easy to clock in & out, as well as request time off. A very easy & straightforward app to use.

Cons:

Many times I find that my clock in or clock out submission does not go through - it's like the app glitches & doesn't allow me to do anything, so I have to reach out to my supervisor to fix my timesheet. But you can't tell that it glitched until you go back to the app to clock in or clock out again.

When I Work Response

3 weeks ago

Hi Taylor, thank you for leaving us a review! If you experience this behavior please feel free to submit a ticket at https://help.wheniwork.com/submit-a-ticket/? We're here to help.

Verified Reviewer
Verified LinkedIn User
Apparel & Fashion, 11–50 Employees
Used the Software for: Free Trial
Reviewer Source
Source: GetApp

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

1.0 7 years ago

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.

When I Work Response

7 years ago

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

Marilee
Owner in US
Restaurants, 11–50 Employees
Used the Software for: 1-5 months
Reviewer Source

Game Changer

4.0 3 months ago

Comments: It's been a huge change in scheduling each week. I used to dread it but no it's so much more manageable. The more I use it the more I learn how to be more efficient with the process. Our team loves it as well. Overall, just a great experience.

Pros:

I love the ability to make changes right from the app on my phone. Also, to have the functionality to make adjustments as needed. The scheduler views and auto-assign feature has been a huge help to our organization. Also, the ability to put a begin and end date on availability requests. We tried 2 other scheduling systems and this one by far has been the most effective and easy to use for administrators and employees.

Cons:

The cost is a little high and by paying on a yearly basis the discount isn't enough to really make a difference for paying in advance.

Alternatives Considered: Square Point of Sale

Reasons for Choosing When I Work: Too many of our employees were struggling to utilize the availability/time off features with ScheduleFly.

Switched From: Schedulefly

Reasons for Switching to When I Work: Square didn't have an option to put up a shift, only to swap.

When I Work Response

3 months ago

Hi Marilee, Shab here from When I Work. We are so delighted that you decided to join us and even more delighted to hear that you are enjoying using When I Work! If you run into any issues or have any questions along the way, we'd love to help! Please submit a ticket with our team at: https://help.wheniwork.com/submit-a-ticket/ and we'd be happy to assist you. Thank you for choosing When I Work! Warmly, Shab