About When I Work


When I Work is a cloud-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 they can approve them online. Users 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.

When I Work integrates with payroll providers such as Gusto, QuickBooks and ADP and is suitable for businesses of multiple sizes. Pricing is per month. Support is offered via online videos, documentation and ticket.



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Supported Operating System(s):

Web browser (OS agnostic)

653 Reviews of When I Work

Average User Ratings

Overall

4.51 / 5 stars

Ease-of-use

4.5

Value for money

4.5

Customer support

4.5

Functionality

4.5

Ratings Snapshot

5 stars

(420)

4 stars

(172)

3 stars

(40)

2 stars

(13)

1 stars

(8)

Likelihood to Recommend

Not likely

Very likely

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Showing 1-20 of 653 reviews

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October 2018

Allison from New Scooters 4 Less

Company Size: 11-50 employees

Review Source: Capterra


Ease-of-use

5.0

Value for money

4.0

Customer support

5.0

Functionality

5.0

October 2018

Scheduling Made Easy and Quick

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.

Response from When I Work

Replied January 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 support@wheniwork.com 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

June 2018

Miguel from MiAGon LLC

Company Size: 2-10 employees

Review Source


Ease-of-use

5.0

Functionality

5.0

June 2018

Scheduling Resources Has Never Been Easier

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.

March 2018

Anonymous

Verified Reviewer

Company Size: 11-50 employees

Review Source: Capterra


Ease-of-use

5.0

Value for money

4.0

Customer support

5.0

Functionality

5.0

March 2018

Great scheduling app with tons of features!

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.

Response from When I Work

Replied March 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 support@wheniwork.com 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

February 2018

Pam from Plato's Closet

Review Source: Capterra


Ease-of-use

5.0

Customer support

5.0

Functionality

5.0

February 2018

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

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.

Response from When I Work

Replied February 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 support@wheniwork.com with any questions :) Sincerely, Kara -When I Work Team

December 2017

Deborah from AVC

Company Size: 11-50 employees

Review Source: Capterra


Ease-of-use

5.0

Value for money

5.0

Customer support

5.0

Functionality

5.0

December 2017

The software has made the impossible, possible for scheduling employees

I think scheduling would not be managed as well without this software.

Pros

I love that employees can indicate when they are available and when they are not available. I love that they can put in requests for time off which helps me not rely on myself for remembering. I love that there are additional features for rate of wage. I like the attendance and I can see if employees are showing up late or getting into overtime. There is a budget feature which I have not used but think would be very helpful in the future.

Cons

I wish that I could have the option of excluding some employees when sending a general email through WIW. I also wish that open shifts were always a different color especially when looking at the schedule by position. This would bring my attention to the open shift and alert me that someone is needed. I wish I could publish an employees schedule out for more than 1 week.

Response from When I Work

Replied December 2017

Hi Deborah, Thanks for taking the time to review When I Work. We appreciate hearing from you and are glad to know When I Work is helping to make your teams¿ and your work lives easier! When sending custom email messages to your employee's you can select which employees you would like to send the email messages to, by clicking on the "To" field and selecting their names from the list. There is not a way to automatically change the colors of the OpenShifts. Instead managers would have to manually edit the OpenShifts and change the colors on the Scheduler page. When it comes to publishing the schedule, you can use the advanced publishing feature to publish the schedule for any desired date range: https://help.wheniwork.com/articles/publishing-the-schedule-computer/#advanced-publishing If you have any questions about When I Work, please check out our help center at https://help.wheniwork.com/ or email our Customer Care team at support@wheniwork.com! Thanks, Adrian

September 2016

Nicola from Superhero in Disguise

Company Size: 11-50 employees

Review Source: Capterra


Ease-of-use

5.0

Value for money

4.0

Customer support

1.0

Functionality

3.0

September 2016

Does what it is supposed to

I loved this product until a setting (that I didn't touch) mysteriously changed itself, causing my subscription to increase significantly. I didn't notice it for 14 months. When I addressed this with When I Work, I was told that their policy is to not provide credits or refunds - in this case even when it seems it was them that had overcharged. I have gone from a very satisfied long-term customer, to one who feels like When I Work is not there for its clients at all. And I am suspicious that others would have their background settings changed as well (I didn't even know what or where it was).

Pros

It's visual and simple. It schedules down to 15 minute increments. It makes a very dynamic schedule like ours, easy to manage and understand.

Cons

It would be good if a shift automatically started from the time you first click on the schedule. It would be good if they understood how tricking and overcharging their customers leads to a complete lack of loyalty. Buyer beware! Just keep on checking your subscription amounts each month. As if you don't have other things to be occupied with.

Response from When I Work

Replied September 2016

Thank you for the feedback and we are happy to hear the product is meeting your scheduling needs. We pride ourselves on our customer service, and it's a primary reasons so many business owners choose When I Work over other options. We understand your frustration in this situation where you enabled a feature which was underutilized. When I Work does not change billing settings without the explicit written consent by the Account Holder. We also email out an invoice to Account Holders for every transaction made to ensure clear transparency. When I Work's flexible and transparent billing allows businesses to only purchase what they need. For some of our customizations, such as international text support, there is a recurring monthly add-on fee. All pricing customizations are clearly listed on the Account & Billing Page and prior to consenting to the recurring payment- we require the Account Holder's consent to our Terms of Service, Refund Policy, and Privacy Policy.

May 2019

Joey from Joeys Balloon Company

Company Size: 11-50 employees

Review Source: Capterra


Ease-of-use

5.0

Value for money

5.0

Customer support

5.0

Functionality

5.0

May 2019

Makes my life SO much easier!

Scheduling is a BREEZE!! You just have to try it yourself. There are way too many features that simplify my work load to list. All I know is that my business runs smooth as heck because of WhenIWork.

Pros

the software is great, but the customer service is OFF THE CHARTS! I wasn't a very tech savvy guy when I first started using WhenIWork, so I was constantly chatting with customer service and they were always extremely helpful, found answers if they didnt know the answers, and sent a handwritten personalized thank you card when I first joined. This is an example of a company that does things RIGHT! I love the scheduler, but also the hire feature, auto-assign, and the work chat allows me to email my entire team (as much as the employees change) without having to update a contact list email.

Cons

My business is strangely specific, so my needs are very specific. WhenIWork covers all the bases for me except being able to load saved shift templates from the mobile app. I can publish them from the mobile app, but I can't load them unless I'm on a computer. Which I am most of the time, so it's not that big of deal. I don't use a few of the features besides the scheduler, but having the options to use HIRE, TIME CLOCK, and other features are very helpful to other business mangers as well.

Response from When I Work

Replied May 2019

Hi Joey, Thanks for such a fantastic review! Your reputation precedes you as a great customer to chat with, I have heard about the balloon pirate ship! We're so glad you're continuing to enjoy When I Work and that it has made running your business smooth! Best, Terra

November 2017

Lindsay from Rose-Hulman's Homework Hotline

Company Size: 51-200 employees

Review Source: Capterra


Ease-of-use

3.0

Value for money

3.0

Customer support

4.0

Functionality

3.0

November 2017

We started using When I Work to do scheduling and time clock for our 130 desk-less employees

It saves us a lot of time. We have 130 college students that work for us and they are always swapping shifts or need a shift off for an exam or something like that. They can do all of that through When I Work and I don't have to be the middle man in any of that anymore. It also helps hold them accountable. It makes them acknowledge their shifts and tells them that they are still responsible for the shift until someone accepts it (and notifies if/when it is accepted). It is nice that they get that reminder every time they need to drop a shift and I don't have to find them and remind them all of the time.

Pros

We love the fact that our employees can access it on their phones. Our employees are college students, so being able to use it on a mobile device is crucial. Our old program didn't have that functionality. I also like that I can go in and move someone's shift to "open" for any other employee to accept. Since our employees are college students and anything required for a course is excused from work, so it is really nice to be able to go in and move a shift for an employee that has an exam or something like that. I also like that employees have to acknowledge their shifts.

Cons

Two things - I can't go in and schedule just one person. We are on a college campus that operate on quarters. I would like to be able to look at an individual schedule for a certain time period and edit it as necessary, but that functionality doesn't exist. My employees are frustrated with the notifications. It is great that someone can do a "drop shift request" that goes out to all of the other employees, but it is frustrating to get 10 emails about that. We (mainly our hourly employees) wish there was an option to get the notifications in a digest once a day instead an email for every single notification.

Response from When I Work

Replied November 2017

Hi Lindsay, Thank you for leaving a review! It is great to hear that When I Work has been able to improve your scheduling process and save you time. You have provided great feedback here. I can see how the ability to view/edit an individuals schedule could be a valuable feature. Our goal with the notifications is to keep everyone as informed as possible, but I understand it can be a lot if your schedule has many weekly changes. I will be sure to pass these ideas on to our product team! Thanks again! Matt

February 2018

Lisa from Adventureworks

Review Source: Capterra


Ease-of-use

5.0

Value for money

5.0

Customer support

5.0

Functionality

5.0

February 2018

Makes scheduling super easy!

Pros

This product is super straight forward and very user-friendly. It is very easy to use the scheduler as well as keep up with employee hours on the Time Tracker. You can easily edit attendance if your employee forgets to clock out and sending messages to the whole group is super easy with the group message feature.

The online based platform is great and the app is the perfect way to post the schedule without having to send out emails of spreadsheets etc. Notifications come straight to your phone regarding scheduling changes, shift swap requests, time off requests, and even when your employees forgot to clock in. Notification alerts are easy to change in settings. There's even a setting to get a reminder 2 hours prior to your shift so in case your schedule is constantly changing, its so easy to keep up with it!

Cons

The satellite/gps location isn't as good as it can be with regards to clocking in. Sometimes it will not let you clock in due to being "too far away" when you are standing right at your work. The app sometimes freezes up when clocking in/out or takes a while to process a clock in. So then when you press "clock in" again, it'll actually clock you out.

Response from When I Work

Replied February 2018

Hi there Lisa, Thank you for leaving us a review! We are so happy to hear that you and your team finds value in When I Work! If you continue to run into issues with clocking in and out, please feel free to email our Customer Care team at support@wheniwork.com. Our team will help get the issues you are experiencing resolved. Thanks again for the review! Hope you have a great day! Sincerely, Kara -When I Work Team

April 2019

Maria Lenin from Agent1099

Company Size: 201-500 employees

Review Source


Ease-of-use

4.0

Functionality

4.0

April 2019

Manage staffing, scheduling, and attendance of your team for free

Pros

It’s a great application if you handle a large team and you need to keep track of your employees schedule, time clock , and shift staffing. It can handle up to 75 users. We used this application when i joined a part time job in sales. And it was easy to set up both in desktop and mobile. And when i logged in I can see all members of our department in the Team messaging feature. You can easily read and track all conversation within the team. Choosing your shift or schedule was easy. Just add the shift or schedule you chose for up to 2 weeks and the Manager can view your schedule for the day. Time clocking was easy, just press the IN button and break button if you are on break. Its an awesome application and whats good is that its free to sign up and use these features.

Cons

Well since its free, the features and function are just limited to what the employees clicked on the app but no screenshots of their desktop or other feature that other time applications have that can testify that the logged hours are indeed productive. Unlike Some paid applications that would have integrations to payment system after approval of hours, When I Work does not have other app integrations that would be complete the staffing and accounting system of your business. But so far everything went fine for this application, and moving through features or tabs does not hang and does not have much errors.

Response from When I Work

Replied May 2019

Hi Maria, Thanks for taking the time to leave such a thoughtful and detailed review! I'm glad to hear you're enjoying the free version of When I Work so much! If you are ever interested in any of the paid features, feel free to check them out at wheniwork.com/pricing Best, Terra

April 2019

Liz from YMCA of Northern Michigan

Company Size: 51-200 employees

Review Source: Capterra


Ease-of-use

5.0

Value for money

5.0

Customer support

5.0

Functionality

5.0

April 2019

Fantastic Tool!

I will never go back to the old way. When I Work has revolutionized my work day.

Pros

I have numerous staff working different jobs at different locations. Previously I was using Excel to schedule them all. Keeping track of days off and their class schedules was next to impossible. Letting the staff request time off and set their availability streamlined the process drastically. Since switching to When I Work my time spent scheduling has been greatly reduced. The mobile app is very helpful for my employees. The ability to designate positions is also very valuable. A large portion of my staff work in a child care setting so there are rules about qualifications necessary for each shift. I can designate which staff have which qualifications so that only eligible staff can be scheduled for a specific shift.

Cons

I don't believe I have any cons. Occasionally when they change or update something it will cause an issue. I contact their customer service and it is corrected immediately.

Response from When I Work