When I Work Software


 

When I Work is a web-based employee scheduling solution that helps organizations track time and attendance, create and edit employee schedules, add new jobs to the calendar, review timesheets and fill shifts.

When I Work lets users manage schedules and track time on mobile devices using native and browser-based apps. Employees get mobile alerts when their schedules change and can request shift changes or time off using the app. Managers are notified when employees make time-off requests and can approve them online.

When I Work can import employee data from spreadsheets or CSV files and help avoid schedule conflicts. Communication methods such as group email services and custom texting are also supported.

Harvard University, Walgreens, Uber, Medtronic, Virgin America and Sound Cloud are among When I Work's clients. It integrates with payroll providers such as Gusto, QuickBooks and ADP and is suitable for businesses of all sizes.

 

When I Work - Dashboard
 
  • When I Work - Dashboard
    Dashboard
  • When I Work - Employee time clock
    Employee time clock
  • When I Work - Mobile scheduling
    Mobile scheduling
Supported Operating System(s):
Web browser (OS agnostic)

150 Reviews of When I Work

 

Start your review of When I Work

Click to start
http://www.softwareadvice.com/scheduling/when-i-work-review/
Software Advice Reviews (10)
More Reviews (140)

Showing 1-10 of 10

Julia from Collision Cuisine
Specialty: Foodservice & catering
Number of employees: 11-50 employees Employees number: 11-50 employees

June 2017

June 2017

Not enough

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

The staff need more training
Customer retention lessons too

Pros

I liked how it looks. Website is navigatable. Impressive expressive lookin g
Add Ona are available

Cons

Poor support
No response to complaint
Lack of listening to question before trying to answer
Poor listening skills at customer services

 
 

Lydia from Tubby's Sports Bar
Specialty: Foodservice & catering
Number of employees: 51-200 employees Employees number: 51-200 employees

April 2017

April 2017

Manager's Perspective

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

We had about 100 employees signed up for When I Work at a time. We had 4 different groups of employees(servers, bartenders, kitchen, and security) that were all signed up for the same account but were placed in different locations. This worked out great because the managers could see all of the schedules and if we had employees that worked in multiple locations it was easy for them to be added to both.

Pros

Their customer service reps are very willing to work with you to set up your account and answer all of your questions afterward.
It's very easy to use and easy to show employees how to work their accounts.
Employees can also put what shifts they prefer to work and ask off in the app.

Cons

Harder to make the schedule from a cell phone. I would recommend using a computer if you have a lot of employees.
We didn't use the chat function on the app at all.

 
 

Gerald from One Way Out
Specialty: Entertainment
Number of employees: 2-10 employees Employees number: 2-10 employees

November 2016

November 2016

Saves us a lot of time

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

We manage a staff of 8 and this saves us a considerable amount of time compared to old school methods.

Pros

Not only is scheduling more efficient but communicating shift changes, filling gaps and getting people to work on time has improved.

Cons

The mobile apps have been a bit problematic for some of our users. Strangely, it's been mostly iPhone issues.

 
 

Lisa from Diner
Specialty: Other
Number of employees: 501-1,000 employees Employees number: 501-1,000 employees

November 2016

November 2016

Easy scheduling, just wish there were more communication methods

Ease-of-use

Functionality

Product Quality

Customer Support

The initial process of getting the app to work in the first place was very frustrating, but after that it has been very easy to use. You can even see who is scheduled at the same time as you. Been using this app since this past Spring working various events in the Greater Denver Area. Only other issue is that if you have to change your schedule there's no real way to do it through the app (have to email a manager instead).

Pros

Easy

Cons

Can't cancel a shift

 
 

tim from N Zone Sports Pittsburgh
Specialty: Education & academic institutions
Number of employees: 2-10 employees Employees number: 2-10 employees

November 2016

November 2016

Great program for small business on the go

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

With when i work, I can easily schedule, manage and change my employees schedules. I ca schedule them for weeks to come, preset shifts, easily accept call offs and shift changes from my phone or laptop! It is very easy to track how many shifts and hours are being worked per week, chat, time clock, offer open shifts to your entire team, and much much more. It is very simple to use and the fact I can do this on the go from my phone, means a great deal for me!

Pros

Easy to use, many any functions and all employees can access silly with notification of when they work.

Cons

the price of time management. clocking in will become a much larger aspect in 2017 and i feel the price should be discounted when you already have one service

Advice to Others

you can try this software out for free for a few months and the best aspect is the app. google play or apple makes it simple for all employees to have access to their schedules at any time and can be notified of any changes right away

 
 

Stasia from AFC
Specialty: Non-profits

September 2016

September 2016

Many ways to view the schedule

Ease-of-use

Functionality

Product Quality

Customer Support
N/A
Likes Best

With When I Work, supervisors have the ability to view the schedule in many different ways. You can choose to view your schedule by task, employee, day, week, or month. That versatility is pretty amazing.

Likes Least

Emails notifying me that I was scheduled for a shift went into my spam folder.

Recommendations

Know what you need from a scheduling software. Do you have many tasks you need to assign? When I Work lets you separate those small tasks out. Other softwares may or may not do that.

 
 

Kelly from SunScape Tanning Studios
Specialty: Retail

September 2016

September 2016

Brutal customer service and shady billing practices make this a pass.

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Likes Best

There really isn't anything that stands out as there are dozens of similar services with similar features that surely provide far superior service.

Likes Least

There have been many bugs and features that don't work over the years, and 'it's a known issue' is the typical response with no follow up. Horrible customer service. They over bill you like a telecom company would and they make it a nightmare to try and get resolution. Frequent outages which leave staff unable to use the service and complete time critical schedules.

Recommendations

We unfortunately choose this platform a few years ago when there were far fewer choices. Every time we've had an issue we get the worst support - it's as though a bot is responding without the ability to read. We recently discovered that they had been grossly over-billing us on one of our two accounts and we are now wasting even more time dealing with their inept service trying to get it resolved. We are trying to give them a chance to resolve since it will be a pain to switch to another service, but it looks like they could care less about providing any kind of service to a long term client.

 
 

Rachel from AFC
Specialty: Non-profits

August 2016

August 2016

Better than Excel

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Likes Best

Intuitive system, does what it's made to do: schedule. Filters are great for managers. App functions well, and makes accessing the schedule or making quick edits extremely convenient. Person scheduling has a lot of flexibility within system, and customer service is quick to respond and follow up.

Likes Least

Too much information slows the system down. Would like to see a few more options for different types of needs / layouts.

Recommendations

If you're using excel, and looking for something quicker or more user friendly this is the system you need. It's flexible when setting up to suite your business' needs, and easy to learn.

 
 

Melinda from The Doctors Clinic
Specialty: Medical

July 2016

July 2016

Review of software,

Ease-of-use

Functionality

Product Quality

Customer Support
N/A
Likes Best

Easy to follow for a big office or practice, but ours is a small office.

Likes Least

I don't like that it doesn't fit our business. It would be fine for a larger business.

Recommendations

Investigate all resources before choosing a new product.

 
 

Daniel from The Station SF
Specialty: Foodservice & catering

June 2016

June 2016

Simplifying my job of scheduling my staff

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Likes Best

The platform is easy to use for both employee's and employers. Well laid-out schedule which is easy to read and understand. Important functionality has been included such as employee PTO requests or shift swops, shift reminders and a free easy to use smart phone app for everyone to have immediate access to their schedule. Color coding all shifts and positions helps to easily visualize the whole schedule at once. Shifts are easily transferrable from one employee to another by drag and drop.

Likes Least

That some of the tools are out of my reach because they are only valid for the more expensive packages. Which is understandable because I am only paying for the cheapest package right now and there need to be benefits to buying bigger packages.

Recommendations

Give it a try! They offer a free trial, no obligations. Create multiple positions and shift blocks with varaious employees, each with their unique color. The calendar schedule, with easy interchange between "daily" and "weekly" views will show the spread of scheduled shifts that is easy to read and manage.

 
 
 
Showing 1-20 of 140

Adam from Hello Studios

June 2017

June 2017

Overall a great product

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support
Pros

Made managing and tracking employees hours easy at efficient. Really liked the location features and overall easy to use interface

Cons

I think the overall aesthetic and user feel could use some improving. It gets the job done but isnt always fun to use

Source: Capterra
 

Larissa from Bridal Beginnings
Number of employees: 2-10 employees Employees number: 2-10 employees

June 2017

June 2017

Really helped me to to be more effective in my schedule of my seasonal/part time staff. The

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support
Pros

The ability to add locations with maps, this is critical in the event industry. Love the app, both for staff assessing and for me to input away from office.

Cons

The add ins look amazing but are too expensive for seasonal/part time small business . I also wish there was an option to pay for part a year

Source: Capterra
 

Stephanie from Three in One Center
Number of employees: 2-10 employees Employees number: 2-10 employees

May 2017

May 2017

When I work review

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support

Easy to use calendar, schedule creation for my employees, a lot of help from this company when I needed it, an affordable purchase price.

Pros

I like the way its setup.
I like how easy it is to use.
I like customer service and emailing help is available whenever you need it.
I love the price for the software is affordable.

Cons

How hard it is to set up a work schedule for your self or your current employees.
How hard it is to figure out how to use this software program.
How complicated this software program seems at first but isn't once you figure out how to use it properly.

Source: Capterra
 

Iva from Affairs to Remember
Number of employees: 11-50 employees Employees number: 11-50 employees

May 2017

May 2017

BEWARE NO REFUNDS!!! Thought i was getting 30 days free trial and they charged one year in full!!

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support
Cons

Not all employees were able to use this on their mobile devices. Only used this for 2 weeks of what i thought was a free 30 trial. When I tried to cancel two weeks into the offer i was told sorry no refunds via email. Three different people responded with same auto text. No personal service. Now i have to dispute charges through CC company. This is horrible way to handle this. This make me more skeptical on online services than ever.

Source: Capterra
 

Thomas from Agosto

April 2017

April 2017

The best and easiest-to-use scheduling application on the market!

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support

I wish this application existed when I had my first hourly gig. The application replaces the needs for printed schedules, post-its, and desperate text messages saying 'please switch schedules.' The team developing WIW is clearly motivated to make the best and quickest app that is easy to use and feature friendly.

Source: Capterra
 

Erin from Pampered Pet Inn
Number of employees: 11-50 employees Employees number: 11-50 employees

April 2017

April 2017

Love WIW!

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support

WIW has made scheduling and employee communication regarding scheduling a BREEZE! It is simple, quick, and seems to be updated and improved regularly. Not sure what I would do without it now...

Pros

Ease of use
Customer support

Cons

A little pricey.

Source: Capterra
 


April 2017

April 2017

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

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support
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.

Source: GetApp
 

Dan from DKL Ventures

March 2017

March 2017

Poor Customer Service, Billing practices.

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support

I signed up for the trial of the scheduling side of the app all the while thinking that I was also getting the time and attendance function as well. Big surprise. A price for the scheduling and I have no idea how much more for the time and attendance part. When I tried to add the time and attendance part the website wanted to charge me another amount. I sent them an email (there is no phone number to call to talk to a live person) explaining this and was told the system would only charge me the correct amount and if it didn't, they would refund me the difference. Really? Is this the way to do business with your customers. The app works sort of, but not for this amount of money. I would rather use a spreadsheet than have to deal with poor customer service and these surprise pricing issues. My advice, look somewhere else for a solution and save yourself the headaches.

Source: Capterra
 

Holly from Uptown Dallas Counseling

February 2017

February 2017

Mixed Reliability

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support

Used to schedule my time for volunteering for an online service. Reminders for shifts would often come after the starting time (up to 24 hours) of the shift.

Source: Capterra
 

Joshua from Sidecar

February 2017

February 2017

easy and useful scheduling software

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support

all good really...great customer service, aesthetically pleasing, and easy to use. The best online scheduling software i've used!

Source: Capterra
 

Stephanie from Quinn Farm
Number of employees: 11-50 employees Employees number: 11-50 employees

February 2017

February 2017

When I work is great

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support

We've been using it for over two years and it has greatly improved our scheduling. We love that it notifies employees of shifts and changes.

Source: Capterra
 

Adam from Splatzone Paintball & Adventure Center

January 2017

January 2017

Good scheduling software

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support

Overall works well, sometimes the apps glitch and my guys cant clock in, but thats been happening less lately. Overall very satisfied.

Source: Capterra
 

Larissa from Bridal Beginnings

January 2017

January 2017

When i Work is amazing for small business staff communication

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support

my staff and i LOVE "when i work" app. It is so easy to use, i love the flexibility of changing schedules, of being able to link different venue location with maps, as well as on screen confirmation for my staff. My Staff love the mobile aspect!!! This app has really helped me to stream line my Staff planning.

Source: Capterra
 

Wendee from A to Z Dog Ranch
Number of employees: 2-10 employees Employees number: 2-10 employees

January 2017

January 2017

Great Product - Intuitive and Cost Effective

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support

Love this product. They are always working to improve and see where there is a need for improvements. This team is very in touch with their clients and it shows.

Pros

Ease of use for both administrators and employees

Cons

Guess if I HAD to pick I would say it would be nice to change the color scheme.

Advice to Others

Great for employers and employees. They have easy access to their schedule as well as co-workers information.

Source: Capterra
 

Samde from Julies Park Cafe & Motel

January 2017

January 2017

Great softqare

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support

The software was easy to use. Liked the templates and recurring shifts.
Negatives- pay per employee is annoying. Our employee count changes significantly.

Pros

Ease of use.

Cons

Pay per employee.

Advice to Others

Check to see if it integrates with your pos to

Source: Capterra
 

Doug from Woofur Dog and Cat Services

January 2017

January 2017

Saved us a lot of time

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support

We had only been using the trial version of the software for a week before deciding it was the right tool for us. In just a fraction of the time it usually takes us to build a new schedule, we had the app set-up and were already making changes and communicating shifts to employees.

I also like the fact that there are a lot of HR templates accessible to its users.

I would definitely recommend this app.

Pros

Ease of use and communication tool.

Cons

First time set up a little cumbersome but got the hang of it

Source: Capterra
 

Amit from Kidango, Inc

December 2016

December 2016

Real time customer support

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support

I have had to contact the customer service/help desk twice and opened a service ticket once. All 3 times they were extremely responsive and knowledgeable. They addressed my issue quickly and efficiently. Two times the issue was something I was overlooking and once they weren't able to get an answer right away but followed up.

Source: Capterra
 

Jaine from KELO-TV

December 2016

December 2016

WIW Wizards Come Through Again!

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support

I had a challenge on how to document worker time off, system coding and replacement workers which I wanted to keep hidden from other employees. The WIW Wizard, figured a work-around that solves the problem!! It will allow me to keep all scheduling documentation in WIW which is great! Wonderful support!!

Source: Capterra
 

Nina from Affinity Home Health Resources

December 2016

December 2016

Chat feature always helpful

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support

From "help, I goofed up" to a "quick question" the chat operators are always helpful and friendly, too!

Source: Capterra
 

Randi from Intellitext

December 2016

December 2016

WIW has been a lifesaver for me.

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support

I am so grateful for When I Work (WIW). I was using other software prior to WIW, and didn't realize how much time/stress I was wasting until I gave WIW a try.

It takes some work to get it setup, but from there it's pretty user-friendly. The customer service is top notch, so anytime I have a question, I can send it via chat and get a helpful response within minutes.

WIW is also very aesthetically friendly, and the app makes it incredibly useful for my workers. There are a few functionalities I wish they would add, but it's not deal breakers. I have communicated these desires to their support team, and they sent it to the programmers. (Like, having an area where I can see all OpenShifts on the desktop version. Right now, it only shows OpenShifts that I personally am available for.) I really believe that they will add these features in the future.

Thanks to WIW for making my life much easier!

Source: Capterra
 
 
Write a Review