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.
Lydia from Tubby's Sports Bar
Specialty: Foodservice & catering
Employees number: 51-200 employees
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.
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.
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
Employees number: 2-10 employees
We manage a staff of 8 and this saves us a considerable amount of time compared to old school methods.
Not only is scheduling more efficient but communicating shift changes, filling gaps and getting people to work on time has improved.
The mobile apps have been a bit problematic for some of our users. Strangely, it's been mostly iPhone issues.
Lisa from Diner
Employees number: 501-1,000 employees
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).
Can't cancel a shift
tim from N Zone Sports Pittsburgh
Specialty: Education & academic institutions
Employees number: 2-10 employees
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!
Easy to use, many any functions and all employees can access silly with notification of when they work.
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
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
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.
Emails notifying me that I was scheduled for a shift went into my spam folder.
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
There really isn't anything that stands out as there are dozens of similar services with similar features that surely provide far superior service.
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.
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
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.
Too much information slows the system down. Would like to see a few more options for different types of needs / layouts.
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
Easy to follow for a big office or practice, but ours is a small office.
I don't like that it doesn't fit our business. It would be fine for a larger business.
Investigate all resources before choosing a new product.
Daniel from The Station SF
Specialty: Foodservice & catering
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.
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.
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.