When I Work 2026: Benefits, Features & Pricing

Wondering if When I Work is right for your organization?

Our Scheduling Software selection experts can help you in 15 minutes or less.

On this page

Overview
Pricing and Plans
Features
Integrations
User Reviews

Overview

When I Work

4.5

(1254)

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...

When I Work Screenshots

When I Work Pricing and Plans

Starting price: $2.50 per month

Free Trial

Free Version

Single Location

$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

$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

Confused about pricing? We've got you covered.

Get a personalized pricing breakdown tailored to your specific needs—no guesswork, no generic estimates.

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

Integration rated 4.1 from 11 reviews

ADP Workforce Now

Integration rated 4.4 from 10 reviews

QuickBooks Online Advanced

QuickBooks Online

Zapier

321Forms

See all 22 integrations

When I Work User Reviews

Overall Rating

4.5

Ratings Breakdown

61%

28%

Secondary Ratings

Ease of Use

4.5

Value for money

4.4

Customer support

4.4

Functionality

4.3

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

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

Ease of use

Value for money

Customer support

Functionality

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

Verified

Reviewer

Food & Beverages

11-50 employees

Used daily for less than 2 years

Review source

Reviewed December 2025

Easy-to-Use Scheduling Tool That Gets the Job Done

Overall, my experience with When I Work has been positive. It helped keep scheduling organized and reduced confusion around shifts and availability, making day-to-day work coordination much easier.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

When I Work is very user-friendly and makes scheduling simple and clear. I liked how easy it was to view shifts, request time off, and communicate with the team all in one place.

Cons:

Occasionally notifications can be a little delayed or easy to miss, and some features feel limited unless you’re on a higher plan.

Vendor Response

Hi there! Jake here from When I Work. Thank you for taking the time to leave this review. We sincerely appreciate your feedback! We are glad to hear When I Work has been easy to use and has helped to reduce confusion around your shifts and schedule. Please reach out to us anytime if you have questions about different features: https://help.wheniwork.com/submit-a-ticket/. We want to make sure your team is able to get the most of your account Thank you again for leaving us this review. Warmly, Jake

Replied January 2026

Jazzmen M.

Verified reviewer

Retail

51-200 employees

Used daily for less than 2 years

Review source

Reviewed January 2026

Awesome sauce

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

Ease of use

Value for money

Customer support

Functionality

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

Candy F.

Verified reviewer

Telecommunications

11-50 employees

Used daily for less than 6 months

Reviewed October 2025

Best timeclock and payroll system out there

Love it! We all grasped it fairly quickly as it is super easy to use. The cost fits right into anyone budget. Our staff can utilize it from anywhere!

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

When I work is so easy to use. Doing payroll and agents asking for time off is incredibly easy! Managing our agents and their absences is a breeze! Its user friendly and every can easily access it from their desk top or their phones!

Cons:

Nothing! Truly the easiest and fastest time clock system there is! No messy reports and no long wait times for time off approvals

Reasons for switching to When I Work

not what we were looking for on a daily platform

Vendor Response

Hi Candy, Shab here from When I Work. Thank you for writing us a wonderful review! We are thrilled to see that your team learned the product quickly and that you have enjoyed our many features! We are so honored to have you with us! Thank you again for writing to us about your experience! Warmly, Shab

Replied November 2025

Verified

Reviewer

Entertainment

11-50 employees

Used weekly for less than 2 years

Review source

Reviewed January 2026

Good for the Value

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

Ease of use

Value for money

Customer support

Functionality

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

Verified

Reviewer

Veterinary

11-50 employees

Used daily for free trial

Review source

Reviewed November 2025

When I work just didn't work for u.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

The one thing that I did like about it was how easy it was to actually access the software. Once you are in your in that software.

Cons:

The one things I liked the least was how jumbled the actual schedule looked once I put all people and shifts in there.

Reasons for switching to When I Work

The price of the other became to be more than we could do.

Vendor Response

Hi there, Shab here from When I Work. Thank you so much for writing us a review and giving us a try! We love to hear feedback and suggestions from our customers, as it helps us improve our product. We really appreciate you taking the time to try us out and provide us with your suggestions! Have a wonderful week! Warmly, Shab

Replied November 2025

Tomoya K.

Verified reviewer

Apparel & Fashion

2-10 employees

Used daily for less than 6 months

Review source

Reviewed January 2026

Easy to use and understand!

My overall experience with when i work was positive. It allowed me to see my work schedule with ease.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

When i work was easy to use. It allowed me to even track my time so i was early for work. It allowed me to see how much time down to the minute i had left before my work shift.

Cons:

There was nothing which i did not like about the app. It was easy to use. It gave a lot of information, including whom i was working with on any particular day.

Vendor Response

Hi Tomoya, Shab here from When I Work. Thank you kindly for your feedback and experience! We love to see that you enjoyed tracking time with us and that you had a positive experience! Thank you for being with us :) Warmly, Shab

Replied January 2026

Nicole H.

Verified reviewer

Sports

11-50 employees

Used daily for more than 2 years

Review source

Reviewed January 2026

Great scheduling tool

Overall we enjoyed using When I work to do scheduling and track employees hours. Geolocation was also helpful since we had multiple locations

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

When I work was easy do the admins to use along with employees. We enjoyed the clock in and out feature

Cons:

Integration to Gusto was not always easy. And the errors gave no info on what needed actually to be fixed

Vendor Response

Hi Nicole, Shab here from When I Work. Thank you so much for your wonderful review and feedback! We love to see that When I Work was a great experience for you and your team. Thank you for your feedback as well on the Gusto integration. Feedback like yours helps us improve our product and provide a better experience for our customers. We truly appreciate your time in providing us with your experience! Thank you for using When I Work! Warmly, Shab

Replied January 2026

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

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

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

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

Muna N.

Verified reviewer

Banking

51-200 employees

Used monthly for free trial

Review source

Reviewed January 2026

My experience with When I work.

My overall experience is very nice and I satisfied and I like I hav become organized which make my life efficient.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

When I Work is easy to use and well organized.It makes checking schedules and shift changes very convenient and Notifications help me stay updated on work changes.

Cons:

Notifications can sometimes be delayed or missed. Some features are limited depending on access level. Shift approvals can take time and slow the process.

Vendor Response

Hi Muna, Dawn here from the Care Team at When I Work. Thank you so much for taking the time to leave such a wonderful review. We appreciate all of the Pros and Cons you listed. I did want to mention that I have taken note of your 'Cons' feedback as we will keep your valuable suggestions in mind as we consider enhancements and future updates to the product. We make updates often, and it's always helpful to hear where improvements can be made. 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 a wonderful start to your weekend, Muna! Warmly, Dawn C.

Replied January 2026

Showing 1 - 10 of 1254 Reviews

See All Reviews