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When I Work

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When I Work

When I Work 2026: Benefits, Features & Pricing

On this page
  • Overview
  • User Interface
  • Pros and Cons
  • Popular Alternatives
  • Popular Comparisons
  • Pricing and Plans
  • Features
  • Integrations
  • User Reviews

Overview

When I Work
When I Work
4.5
(1270)
FrontRunner 2026

Pricing

Starting at $2.50 per month

About When I Work

When I Work is an employee scheduling and time tracking solution that helps businesses streamline shift management and enhance workforce productivity. Through its intuitive interface and robust features, this software streamlines scheduling processes, tracks attendance and facilitates seamless communication among team members across various industries.

When I Work provides a range of essential features to optimize employee scheduling and time tracking. It allows users to create and share work schedules, ensuring efficient shift management. It helps transform any device into a time clock to monitor attendance, breaks and time-off accurately. Additionally, it facilitates team messaging to promote communication among team members without the need to exchange personal phone numbers, enhancing coordination and collaboration. 

When I Work software offers mobile applications for users to access scheduling and time tracking functions on both desktop and mobile devices, ensuring convenience and flexibility for all users. The platform enables shift confirmation and management by allowing employees to confirm shifts and monitor shift swaps and drops in real-time, ensuring efficient shift co...

verage. Additionally, labor forecasting tools support effective management of labor budgets, contributing to cost optimization and operational efficiency. When I Work offers full-service payroll software as part of its comprehensive suite of workforce management solutions. It is designed to streamline payroll processes, making it easier for businesses to manage and execute payroll tasks accurately and efficiently. By integrating full-service payroll software into their operations, organizations can simplify payroll administration and ensure compliance with tax regulations and labor laws. This feature eliminates the need for manual calculations and reduces the risk of errors in payroll processing. Additionally, its payroll tool automates tasks such as tax calculations, deductions, direct deposits and more.  When I Work offers a time clock feature that streamlines time tracking for employees. The time clock feature allows employees to clock in and out using any device, whether it's a computer, tablet, or smartphone. It ensures that employees can easily record their hours worked, breaks taken, and time off, enhancing accuracy in time tracking. Additionally, it facilitates real-time monitoring of employee attendance and provides managers with insights into labor costs and workforce productivity.  Employees can view upcoming shifts, breaks and time-off requests within the time clock interface, providing them with easy access to their work schedules. Additionally, the time clock feature supports geofencing capabilities, allowing businesses to set location-based restrictions for clocking in and out, ensuring that employees are physically present at the designated work site when recording their time. When I Work allows integration with various third-party applications such as Gusto, QuickBooks and ADP, catering to businesses of various scales. Pricing is structured on a monthly basis and the platform provides assistance through online tutorials, written resources and a ticketing system for support.

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When I Work User Interface

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When I Work Pros and Cons

We analyzed 1,270 verified reviews for When I Work to find out what actual users really think.

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Intuitive And User-Friendly Interface

The platform is widely praised for its straightforward, visually appealing design that makes navigation easy for all users. Both admins and employees find it simple to learn, set up, and operate, with clear menus and accessible features that require minimal training or technical expertise.

When I Work Pricing and Plans

Starting price: $2.50 per month
Free Trial
Free Version

Single Location or Schedules

$2.50

per user, per month

Plan includes:

  • One click auto scheduling
  • Unlimited schedule templates
  • Time off & availability management
  • Standard labor reporting
  • Labor forecasting & budgeting
  • Task management
  • Schedule enforcement & geofencing
  • Payroll & POS integrations

Multi Location or Schedules

$5.00

per user, per month

Plan includes:

  • One click auto scheduling
  • Unlimited schedule templates
  • Time off & availability management
  • Standard labor reporting
  • Labor forecasting & budgeting
  • Task management
  • Schedule enforcement & geofencing
  • Payroll & POS integrations
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When I Work Features

  • Popular features found in Scheduling
    Alerts/Notifications
    Appointment Scheduling
    Automated Scheduling
    Calendar Sync
    Customer Database
    Group Scheduling
    Mobile Access
    Reminders
    Self Service Portal
    Timesheet Management
  • More features of When I Work
    Access Controls/Permissions
    Accounting Integration
    Activity Dashboard
    Activity/News Feed
    Activity Tracking
    API
    Approval Process Control
    Attendance Management
    Attendance Tracking
    Automatic Time Capture
    Availability Management
    Billable & Non-Billable Hours
    Budgeting/Forecasting
    Calendar Management
    Class Scheduling
    Client Database
    Clock In/Out
    Collaboration Tools
    Committee Management
    Communication Management
    Compliance Management
    Cost Management
    Customizable Reports
    Dashboard
    Data Import/Export
    Drag & Drop
    Email Reminders
    Employee Database
    Employee Management
    Employee Onboarding
    Employee Portal
    Employee Profiles
    Employee Scheduling
    Employee Time Tracking
    Event Management
    Event Scheduling
    Facility Management
    Facility Scheduling
    Faculty/Staff Management
    File Sharing
    Forecasting
    For Retail
    For Salons and Spas
    For Small Businesses
    Geofencing
    HR Management
    iCalendar Support
    Labor Cost Calculator
    Labor Cost Reporting
    Labor Forecasting
    Labor Management
    Leave Tracking
    Messaging
    Mobile Alerts
    Mobile App
    Multi-Channel Communication
    Multi-Location
    Multiple Billing Rates
    No-Show Tracking
    Offline Access
    Offline Time Tracking
    On Call Scheduling
    Online Booking
    Online Time Clock
    Online Time Tracking
    Overtime Calculation
    Payroll Management
    Performance Metrics
    Physician Management
    Real-Time Analytics
    Real-Time Chat
    Real-Time Data
    Real-Time Monitoring
    Real-Time Notifications
    Real-Time Reporting
    Real-time Scheduling
    Real-Time Updates
    Reporting/Analytics
    Reporting & Statistics
    Resource Allocation
    Resource Management
    Resource Scheduling
    Schedule Distribution
    Scheduling
    Search/Filter
    Secure Data Storage
    Shift Management
    Shift Scheduling
    Shift Swapping
    Sick Leave Tracking
    Single Sign On
    SMS Messaging
    Summary Reports
    Task Management
    Task Progress Tracking
    Task Scheduling
    Team Management
    Third-Party Integrations
    Time & Attendance
    Time Clock
    Time & Expense Tracking
    Time Off Management
    Time Off Requests
    Time Tracking
    Vacation/Leave Tracking
    Variable Workforce
    Volunteer Management
    Waitstaff Management

When I Work Integrations

Gusto
Gusto
Integration rated 4.1 from 11 reviews
ADP Workforce Now
ADP Workforce Now
Integration rated 4.4 from 10 reviews
QuickBooks Online Advanced
QuickBooks Online Advanced
QuickBooks Online
QuickBooks Online
Zapier
Zapier
321Forms
321Forms

See all 22 integrations

When I Work User Reviews

Overall Rating

4.5

Ratings Breakdown

5

61%

4

29%

3

7%

2

2%

1

1%

Secondary Ratings

Ease of Use

4.5

Value for money

4.4

Customer support

4.4

Functionality

4.3

Stenie's profile
Stenie O.

Verified reviewer

Food & Beverages

11-50 employees

Used weekly for less than 2 years

Review source

Reviewed March 2026

Great for Time Tracking and Business Internal Communication.

5

It helps to track attendance and can be linked/synced to the business payroll (I used When I work and send the attendance ( work hours info) straight to QuickBooks for payroll—readily available customer support.

Ratings Breakdown

5
Ease of use
5
Value for money
5
Customer support
5
Functionality
icon
Pros:
When I work is great for time tracking, team communication, and saving time on scheduling. Plus, you can make your business schedule ahead of time, and with its calendar and appointment options, employees can swap their schedule as well.
Cons:
N/A, no issues. It was easy to use, and definitely a value for money. The app is simple with immediate text/email notification.

Reasons for choosing When I Work

It was easier for each employee, regardless of their educational background.

Vendor Response

Thank you for leaving such a wonderful review! We are thrilled to hear that you enjoy the app Stenie.

Replied March 2026

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RM
Rose M.

Verified reviewer

Food & Beverages

11-50 employees

Used daily for less than 12 months

Reviewed February 2026

When I work is the best

5

Works great I have no issues with this app my crew see the schedule as soon as I post it and the work chat gives us time to message for open shifts

Ratings Breakdown

5
Ease of use
5
Value for money
5
Customer support
5
Functionality
icon
Pros:
The when I work app works great I like it because I can do my crew schedule anytime from home that way I don't have to go al the way to my store
Cons:
Only this is like to leave nots in individual crew members schedule in stead of at the bottom this would b a great help

Reasons for switching to When I Work

No longer using SQuare change to new pos system

Vendor Response

Hi Rose, Marcy here from When I Work. Thank you so much for your feedback! We are happy to hear that When I Work is making it easier for your crew to receive and view their Schedules. Thanks again! Warmly, Marcy

Replied March 2026

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JM
Jazzmen M.

Verified reviewer

Retail

51-200 employees

Used daily for less than 2 years

Review source

Reviewed January 2026

Awesome sauce

5

I love using the program for my DCW position. It’s a easy click and I’m able to access anything paystubs, tax forms ect

Ratings Breakdown

5
Ease of use
5
Value for money
5
Customer support
5
Functionality
icon
Pros:
If I need my schedule it right there and I don’t have up call my job several times for my hours or pay stings
Cons:
Sometimes you can get yourself locked out and it becomes difficult to get back into if you forget to information

Reasons for switching to When I Work

Switched employers which made me switch which carrier gives me my check

Read More

ES
Ed S.

Verified reviewer

Veterinary

11-50 employees

Used daily for less than 6 months

Reviewed March 2026

When I Work at Animal Care Center

4

We have been using it for a couple months now. It seems to work well and satisfies our needs. I definitely save time doing payroll sheets at the end of the pay period. The employees like the ease of clocking on from their phone, i like the ability to set the parameters that require them to be on site or remote by employee

Ratings Breakdown

5
Ease of use
5
Value for money
5
Customer support
5
Functionality
icon
Pros:
The reporting is quick and Easy, Notifications and reminders are customizable by user, It is very easy to use once you learn, Great value for the price, I appreciated the Time and PTO tracking.
Cons:
Not super intuitive. Have to look for where things are located. I wish I could have found a tutorial to help navigate. But reaching someone for support was easy

Reasons for choosing When I Work

I chose When I Work over the alternatives because of Flexibility, reporting and price. They also offered a free trial period

Reasons for switching to When I Work

reporting was complicated and correcting punches was difficult

Vendor Response

Hi Ed—thank you so much for the thoughtful review! We're really glad to hear reporting, notifications, and time tracking have been helpful for your team. The team also appreciates you calling out the learning curve—that’s really valuable feedback, and we’re always looking for ways to make navigation more intuitive. If you ever want help getting set up or finding things faster, our Care team is always happy to jump in. Warmly, The When I Work Care Team

Replied March 2026

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NW
Nati W.

Verified reviewer

Veterinary

11-50 employees

Used daily for more than 2 years

Reviewed February 2026

A User-Friendly Scheduling Tool

5

That said, this is a small inconvenience compared to how much value the system provides overall. It’s reliable, user-friendly, and well supported. I truly love it.

Ratings Breakdown

5
Ease of use
5
Value for money
5
Customer support
4
Functionality
icon
Pros:
The platform is incredibly easy to use, both for managers and team members, and their customer service is outstanding. Anytime I’ve had a question or needed help figuring something out, their team has been responsive, patient, and genuinely helpful. They even helped troubleshoot an issue that turned out to be related to our firewall, which was well above what I expected.
Cons:
The only challenge I run into is how time off is itemized in the summary. Around holidays, it can be tricky to distinguish how much time is actual PTO versus Holiday Pay. I have to manually break that down for our payroll company to make sure PTO banks aren’t affected incorrectly.

Vendor Response

Hi Nati, Shab here from When I Work. Wow! Thank you so much for your kind words. We absolutely love assisting you! Thank you for letting us know the challenges as well; this helps us improve our product. Thank you for being with us! Warmly, Shab

Replied February 2026

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JR
Jim R.

Verified reviewer

Import and Export

11-50 employees

Used daily for less than 12 months

Reviewed February 2026

Great App for planning workshifts

5

My overall experience with When I Work has been very positive. It makes scheduling quick and simple, and it’s easy to communicate with staff through the platform. The interface on the web is especially clear and user-friendly, which helps us save time every week. Our team finds it easy to check schedules, swap shifts, and stay updated. It has improved our organization and reduced confusion. The app could be slightly clearer, but overall it’s a reliable and efficient tool that has made workforce management much easier for our business.

Ratings Breakdown

5
Ease of use
5
Value for money
5
Customer support
5
Functionality
icon
Pros:
Very easy implementing and also working with the system. The setup process was smooth and did not require much technical knowledge, which saved us a lot of time. The interface is clear, intuitive, and user-friendly. Our staff quickly learned how to use it without needing extensive training. It has improved our daily workflow and made several tasks more efficient. The system feels reliable and stable, and we have not experienced any major issues. Overall, it has been a very positive experience, and I would definitely recommend it to other companies looking for a simple and effective solution.
Cons:
The app could be clearer to use, as the web page is much easier and more intuitive in use overall today!!!

Vendor Response

Hi Jim, Dawn here from the team at When I Work. First and foremost, thank you so much for taking time out of your day to write such a detailed, thoughtful review. We truly appreciate the effort you have put into this! We love hearing how smooth the setup process was, how easy it was to implement, and how quickly your staff learned how to navigate the different features without needing extensive training. One of our main goals is to ensure you and your team can use the app without fuss. It's amazing to hear we have accomplished this. We are truly humbled by your sentiment. I've made sure to note your feedback about the mobile app being clearer to use. I can see how helpful it would be if it were similarly structured like the web app version. We do make updates often, and it's always helpful to hear where improvements can be made. Thank you again for utilizing When I Work and for leaving feedback. We love hearing your thoughts, so please feel free to reach out to us anytime! D

Replied March 2026

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MS
Mallory S.

Verified reviewer

Hospital & Health Care

11-50 employees

Used daily for more than 2 years

Review source

Reviewed February 2026

Love WIW and It's Ease of Use

5

Overall When I Work has been a very helpful tool for our company for all of our scheduling needs. We love the different features and ease of use!

Ratings Breakdown

5
Ease of use
5
Functionality
icon
Pros:
I really appreciate the flexibility in how you can view the schedule, especially after it’s been published. The ability to set recurring availability is a huge plus. It’s also very user-friendly when it comes to moving and editing shifts. The planning and organizational features make it easy to build and compare different schedule layouts. I like that employees can drop or split shifts, and the chat feature is very helpful for communication. Being able to add comments, lunches, and other notes directly onto shifts is another great feature too. Overall, it’s a very functional and intuitive system.
Cons:
I don't like that when providers have time off requests, they cannot view shifts. This is a limitation as some may want to pick up shifts when they can still.

Vendor Response

Hi Mallory! Kain here from the Care Team at When I Work. It's awesome to hear that we make viewing your schedule as seamless as possible. Thanks for the support and feedback, as we love hearing how we can best serve teams like yours! Please feel free to give us a shout if you have any more feedback! https://help.wheniwork.com/submit-a-ticket/ Warm regards, Kain

Replied February 2026

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Jenica's profile
Jenica R.

Verified reviewer

Education Management

2-10 employees

Used daily for less than 12 months

Review source

Reviewed January 2026

Saves a lot of time

5

Overall, it is very positive and easy to use. In my role as Executive Assistant, it has saved me a lot of time to focus more on other tasks because the repetitive tasks are already taken care of by When I Work. This tool has saved me from miscommunication and scheduling conflicts many times.

Ratings Breakdown

5
Ease of use
5
Value for money
5
Customer support
5
Functionality
icon
Pros:
Since employees could clearly see their schedules in real time, the app helped reduce scheduling conflicts and miscommunication. It also saves a lot of back and forth with the employees compared to manual scheduling. It is also user-friendly.
Cons:
The overall look could use a little updating to achieve a modern look, similar to the apps and tools we use today.

Vendor Response

Hi Jenica, Marcy here from the Care Team at When I Work. Thank you so much for taking the time to leave such a wonderful review. We are happy to hear that the app has made communicating Schedules easier for your team and that it has made the Scheduling process more streamlined. I also want to think you for the feedback on our design. We are always looking for ways to improve When I Work so we love getting to know how Users would like it to be displayed. Again, the time you took to leave this incredible review means so much to us. Please feel free to contact our Care Team anytime via this link: https://help.wheniwork.com/submit-a-ticket/, if you have any questions we can help with. Wishing you well, Jenica! Warmly, Marcy

Replied February 2026

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AW
Adam W.

Verified reviewer

Construction

2-10 employees

Used daily for less than 12 months

Review source

Reviewed February 2026

When I Work is worth it

5

Definitely an app worth exploring for temporary work. It is easy to setup an account for newer onboarded employees.

Ratings Breakdown

5
Ease of use
5
Value for money
4
Customer support
4
Functionality
icon
Pros:
The integration between employer and employee is very straight forward. We even got new employees that have had experienced between scheduled with When I work, so streamlining them into our process was extremely easy.
Cons:
It was difficult to add depth to the tasks and scheduling. The time tracking and scheduling worked great, but detailing exactly what needed to be done was difficult to add within the app

Vendor Response

Hi Adam, Thank you for taking the time to write us a review. This is Jake with When I Work. It is great to hear that you and your team have found that getting started with When I Work was a straightforward process. Our goal was to make scheduling easier, and it is nice to see this has been the experience. If you have questions about adding detail to shifts or tasks and haven't already, please feel free to reach out to our Care Team to learn more! Thanks again! Jake

Replied February 2026

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VR
Verified
Reviewer

Entertainment

11-50 employees

Used weekly for less than 2 years

Review source

Reviewed January 2026

Good for the Value

4

All around good for the money, if you're not looking for something that has too many bells and whistles, you wouldn't use

Ratings Breakdown

4
Ease of use
5
Value for money
4
Customer support
4
Functionality
icon
Pros:
Great for a small team that you're looking to schedule. Maid fairly simple and easy to ues for anyone.
Cons:
The Mobile version can be difficult to use as an admin. Certain things are hard to find unless you are on the desktop version.

Vendor Response

Hi there! Marcy here from the Care Team at When I Work. Thank you so much for taking the time to leave this review. We are glad to hear that the app is User freindly for the Employees. We can see how having some of the Admin features on the mobile app would be helpful as well and appreciate this insight. Again, the time you took to leave this review means so much to us. Please feel free to contact our Care Team anytime via this link: https://help.wheniwork.com/submit-a-ticket/, if you have any questions we can help with. Wishing you well! Warmly, Marcy

Replied February 2026

Read More

Showing 1 - 10 of 1270 Reviews
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