When I Work 2026: Benefits, Features & Pricing

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Overview
Screenshots
Pricing and Plans
Features
Integrations
User Reviews
Popular Comparisons

Overview

When I Work

4.5

(1266)

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 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

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%

29%

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

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

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

Ease of use

Value for money

Customer support

Functionality

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

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

Josh O.

Verified reviewer

Machinery

11-50 employees

Used weekly for less than 6 months

Reviewed February 2026

My Review of When I Work

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

API is nice. Using it mostly as a database to integrate into our primary application. The UI is okay.

Cons:

The scalability seems somewhat limited, but I also work at a small company so we don't need that much anyways.

Reasons for choosing When I Work

API focus and cheaper alternative to that solution

Vendor Response

Hi Josh, Marcy here from When I Work. Thank you so much for your feedback! We are happy to hear that you have had a good experience while integrating through the API. Thanks again! Warmly, Marcy

Replied March 2026

Nati W.

Verified reviewer

Veterinary

11-50 employees

Used daily for more than 2 years

Reviewed February 2026

A User-Friendly Scheduling Tool

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

Ease of use

Value for money

Customer support

Functionality

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

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

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

Ease of use

Functionality

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

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

TERRA L.

Verified reviewer

Child Day Care Services

11-50 employees

Used daily for more than 2 years

Review source

Reviewed January 2026

Reliable and User Friendly Scheduling Tool

Overall, my experience with When I Work was positive. We used it for several years and found it dependable and easy to navigate. I have also used When I Work at another job from the employee side, where it was used for clocking in and tracking time. At my most recent workplace, it was used mainly for schedules. The flexibility, affordability, and ease of use made it a good fit for our needs.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

When I Work was very user friendly and reliable. We mainly used it for scheduling and the chat feature. The chat option was convenient because staff could message with questions about their schedules or notify management if they needed to call off. The pricing was reasonable, which is why we continued using it for about four years. It consistently did what it was supposed to do without any issues.

Cons:

We did not fully utilize all of the features available. At this job, we primarily used it for scheduling and communication, so other tools were not used. This was more about our usage than a limitation of the platform itself.

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

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

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