When I Work Software


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.



486 Reviews of When I Work

Overall rating

4.48 / 5 stars

Filters:

Showing 1 - 20 of 486 reviews

January 2019

Anonymous

Verified Reviewer

Company Size: 2-10 employees

Review Source: Capterra


Ease-of-use

5 of 5

Functionality

5 of 5

January 2019

Great little app for scheduling

When I work helped me save so much time scheduling my employees. I had exactly ten employees so I was able to work with the free app. I was able to delegate the scheduling to one of my employees. When it was ready, I would approve it and it would go to all the employees apps on their phones, so if there was any conflicts, they would get resolved right away. I could have not been better.

Pros

Very intuitive. Easy to use. Very well organized. Everything is at hand and it is very affordable.

Cons

I don't remember anything that I didn't like.

January 2019

Laura from MILAN CATERING & EVENTS LTD

Company Size: 11-50 employees

Review Source: Capterra


Ease-of-use

5 of 5

Value for money

5 of 5

Functionality

5 of 5

January 2019

Great for small businesses

Our experience is very good with this tool. Adding and removing employees is really easy and keeping track of hours and making sure all of our multiple events going on,sometimes several in the same day, are staffed with the right employees (event manages,chefs, bartenders, servers etc.)

Pros

This tool is incredibly easy to use for our medium size catering company. The staff can just check their phones for their schedules and we can easily track time to ensure we aren’t putting employees into overtime

Cons

We really don’t have any cons about this software! It is easy to use and the pricing is great. For a small business (10-40 people depending on if we are in season) it is a great tool for us.

January 2019

Kaitlyn from Non Profit Organisation

Company Size: 11-50 employees

Review Source: Capterra


Ease-of-use

5 of 5

Value for money

5 of 5

Customer support

5 of 5

Functionality

5 of 5

January 2019

When I Work is an easy-to-use app

My overall experience has been positive and it's pretty cool that they have a location-based check in feature to ensure you are actually at the location where you are working. It provides some oversight for the employer.

Pros

One of my part-time gigs is as a Skeeball ref through a social sports company. They use When I Work to schedule shifts and track employee hours and as an employee it's really easy to tell when I've been scheduled (I get an email) and to clock in/out.

Cons

If you have a problem with phone storage it is a bit annoying to download an app, but since we are in 2019 and every phone's GBs are increasing, this shouldn't be a problem moving forward. I also find it difficult to find open shifts on the app.

January 2019

Stephanie from Mathnasium

Company Size: 501-1,000 employees

Review Source: Capterra


Ease-of-use

3 of 5

Functionality

4 of 5

January 2019

When I work Impresses

Pros

I like the way this software sends you an email before your shift everyday to remind you about your schedule. This is a good feature for people that don't have a regular work schedule. You can also change the time you get the alert. Originally, I would get a reminder two hours before every shift, I was able to change the reminder to four hours before every shift which worked much better for me.

Cons

My least favorite activity with this software was entering my availability for the coming month. I had no trouble entering in days that I was unavailable or times that I preferred to work. The trouble I had was when I had to enter in time limits on my availability. If I could work on a Tuesday from 3-7 and we were open into 9, I would have to enter 3-7 as my preferred time to work and 7-9 had to be entered as unavailable time. Whenever I had differences in availability on the same day the software was difficult to manage. Eventually, it got easier but I was not popular with the IT people for the first two months.

January 2019

Anonymous

Verified Reviewer

Company Size: 201-500 employees

Review Source: Capterra


Ease-of-use

4 of 5

Functionality

4 of 5

January 2019

Great for managing future time requests

I really liked using When I Work as an employee since I had a constantly changing schedule with my other job and I could always let my boss know when I would be available that week. I also could make vacation requests in advance and have it on written file. I felt it was adequate for everyday clocking in and out.

Pros

I liked the ability to put in current availability and adjust it based on my other job. It was very easy to ask for time off. Clocking in and clocking out as an employee was easily managed from my phone.

Cons

I disliked the slowness of the app on my phone and the inability I had to manage excessive notifications from other employees.

January 2019

Faith from AfricaSokoni Ltd

Company Size: 11-50 employees

Review Source: Capterra


Ease-of-use

5 of 5

Customer support

3 of 5

Functionality

4 of 5

January 2019

When I Work, plan your work

Great s/w would really recommend it if your team has busy schedules

Pros

I finally don't forget tasks assigned and meet my deadlines with this great free to use software. Its such an easy software to learn how to use, you can follow up easily on tasks you assign your team, schedule events and meet ups at the same time.

Cons

So far I can't think of a disadvantage I hope they get to add more features and a great app to complement their work

January 2019

Anonymous

Verified Reviewer

Company Size: 11-50 employees

Review Source: Capterra


Ease-of-use

3 of 5

Functionality

4 of 5

January 2019

When I Work makes scheduling a breeze

Pros

We love When I work -- it helped us with scheduling out our landscape crews. Not only does it help with your monthly employee schedule, it also tracked attendance and helped us improve communication between us and our crews.

Cons

Nothing -- we have since removed our landscape program and really have no need for this software.

January 2019

AIJELENE from REX GROUP OF COMPANIES

Company Size: 201-500 employees

Review Source


Ease-of-use

4 of 5

Functionality

4 of 5

January 2019

KNOW WHEN I WORK AND EVEN WHEN I DON'T :)

Pros

There are many good things about this application. First is this is very helpful tool for those employees under payroll department. They wont have a hard time monitoring and consolidating attendance of all the employees. Second is this is also helpful for every managers and for their subordinates as well, since this app is a mobile-based, anyone can update their attendance wherever they are. So managers will be notified regarding their subordinates availability.

Cons

No negative comment for its functionality and ease of use so far. It will be nice if there will be an additional features where all members of each department can see everyones time in and time out.

January 2019

Anonymous

Verified Reviewer

Company Size: 201-500 employees

Review Source: Capterra


Ease-of-use

4 of 5

Value for money

5 of 5

Customer support

5 of 5

Functionality

5 of 5

January 2019

Great if used correctly.

Pros

I like that I'm able to show when I'm available to come into work. Being a student I work during my long breaks (Christmas, Summers) and often times it's hard to get hours when I'm back because I'm unable to know when I am available and with this site I'm able to change when I am available when I do find out. This also prevents errors in scheduling since you can see everybody who is scheduled. It also shows the description of what each person is to do that day which I think is a great feature.

Cons

Sometimes the site doesn't show when I person is unable to work when the managers are scheduling and that's caused some issues in the past. It also doesn't notify me when I am scheduled to work so I have to manually go in and make sure that I need to be at work that day or not.

January 2019

Anonymous

Verified Reviewer

Company Size: 2-10 employees

Review Source: Capterra


Ease-of-use

4 of 5

Value for money

5 of 5

Functionality

5 of 5

January 2019

Scheduling Shifts has never been easier!

I usually am able to know my work schedule well in advance, choose my hours, see my schedule when considering more hours, and get open shift notifications IMMEDIATELY.

Pros

I can schedule shifts, clock in and clock out directly from my phone.

Cons

I will occasionally have glitches where I've clocked in and it doesn't take, but those have been few and far between.

January 2019

Anonymous

Verified Reviewer

Company Size: 51-200 employees

Review Source: GetApp


Ease-of-use

5 of 5

Functionality

4 of 5

January 2019

Great free options!

Pros

I have been using When I Work for the last 7 months and have found it to be a great and easy to use platform. It makes scheduling everyone so much easier and saves me time to do other things.

Cons

I think some of the integrations rely on having tech people on your team, which is harder in a small business, but other than that, I love the platform.

January 2019

Thomas from Engineering

Company Size: 51-200 employees

Review Source: Capterra


Ease-of-use

4 of 5

Functionality

4 of 5

January 2019

When I Work

When I Work is perfect value for managing teams of employees. Great value and great customer service.

Pros

What is most enjoyable about When I Work is the ability to schedule and trade shifts when coworkers all through the app. It’s you get updates and notifications regularly as changes are made, and can clock in/out without stepping foot in the office.

Cons

It can be tricky to use but very minimal difficulty. If your a new user then it may take a few minutes or so to navigate and learn. Trust me it’s easy to use.

January 2019

Giovanni from The YMCA of Greater Vancouver

Company Size: 1,001-5,000 employees

Review Source: Capterra


Ease-of-use

5 of 5

Value for money

5 of 5

Customer support

5 of 5

Functionality

5 of 5

January 2019

No more missed shifts!

Our staff love that they can view their schedules up to 4 weeks in advance. It's really alleviated the need to find substitute staff on short notice.

Pros

The mobile app available to employees.
Supervisors set up employee work schedules and appear directly on the app for the employee to confirm their shifts.

Cons

The changing of shift times is a cumbersome process and not always alerted when a staff cannot make his/her shift.

January 2019

Anonymous

Verified Reviewer

Company Size: 201-500 employees

Review Source: Capterra


Ease-of-use

3 of 5

Functionality

3 of 5

January 2019

Volunteer Service

Pros

I had to use this for my volunteer work that I was doing (online) and had to use this for the better part of a year. I liked being able to schedule my shifts online, this service made it really convenient.

Cons

The service was a bit hard to use and seemed to have a lot of glitches. Whenever I asked for time off, it seemed to never submit the request through and anytime that I needed to schedule my shift but couldn't get access to a computer, I tried to use the app and the company said they didn't like using the app because it didn't work with the shifts. Irritating!

January 2019

Chantalle from Elfster

Company Size: 11-50 employees

Review Source: Capterra


Ease-of-use

5 of 5

Value for money

5 of 5

Customer support

5 of 5

Functionality

4 of 5

January 2019

Great for scheduling and tracking time not so great for communication

Pros

The scheduling feature was great. I manage a team of 16 seasonal workers across multiple time zones. They could enter their availability in their own time zone and I saw it in mine. Having WIW let me know when people weren't available really reduced the schedule changes once it was published.

Cons

The workchat portion of WIW needs some improvement. I'd like to see the ability to search and add reactions (less important) and if you're logged on multiple devices, such as your phone and computer, updates to what you've read already would be nice.

January 2019

Amy from Marion County Public Library, Kentucky

Company Size: 11-50 employees

Review Source: Capterra


Ease-of-use

4 of 5

Value for money

5 of 5

Customer support

5 of 5

Functionality

4 of 5

January 2019

Wonderful for small business needs

When I work has saved me an enormous amount of time especially in the category of scheduling. Being able to create templates for each of my employees, quickly change their schedule with just a click, it's truly a godsend for someone like me who doesn't have the availability of a dedicated HR/Scheduling person. I do it all myself and When I Work makes doing it easier!

Pros

When I Work is exactly what we needed for the needs of our small library. Being a stand alone, meaning no branches, many other softwares were just too complicated and costly for what we needed. This platform had the perfect fit for our group of 13 and the first level even allows for growth.

Cons

I can sincerely say that I have had only good experiences with When I Work. Simple to use, fast response with questions. Easy to set up billing and to find documentation when needed.

December 2018

Anonymous

Verified Reviewer

Company Size: 11-50 employees

Review Source: Capterra


Ease-of-use

4 of 5

Functionality

4 of 5

December 2018

Works okay for what it is

Pros

Use of mobile app for clock in/clock out, take lunch feature.

Cons

Sometimes the pop ups keep you from clocking in.

December 2018

Brittany from Mid South Chiropractic

Company Size: 11-50 employees

Review Source: Capterra


Ease-of-use

3 of 5

Value for money

3 of 5

Customer support

4 of 5

Functionality

5 of 5

December 2018

A lot to learn!

I would recommend this product for a small business. I believe the product would be best if you were willing to pay for the highest package. Seems very-well set up for a restaurant-type of business (not what I have). It has made my scheduling easier, although it took me a long time to figure out how to use it.

Pros

I purchased this product when I got sick of making excel schedules for my 18 staff members. It solved the issue of making the schedules, and now, clocking-in. Things can be color-coded and it helps track a budget which is very helpful in small business. There are A LOT of features, most of which I still haven't figured out how to use. Customer service is always kind, as I have had to use them several times.

Cons

It took me about 6-hours to really figure out how to use this product, and I still don't know how to use half of the features. I wish it were more user-friendly, and I wish some features were not so expensive. You essentially pay by the number of employees, but cannot select which employees have which features. This is frustrating when you have many part-time employees.

December 2018

Anonymous

Verified Reviewer

Company Size: 11-50 employees

Review Source: Capterra


Ease-of-use

5 of 5

Value for money

5 of 5

Customer support

5 of 5

Functionality

5 of 5

December 2018

Amazing functionality and efficient scheduling

I introduced When I Work in my cafe as a manager and received heaps of compliments on how easy it was to use and the efficiency it brought within the team. I have found it as a blessing in a busy environment and team members with different hours.

Pros

As an employee locking in hours at my workplace, When I Work was very easy to use and always allowed me to manage my time as a student and a manager at my cafe. It helped myself and my team to get rid of messy books with scribbly writings of different people and rather do it in seconds with their phones.

Cons

When I Work is intuitive in design and easy to use, no complaints!

December 2018

Jeff from The Village Inn

Company Size: 11-50 employees

Review Source: Capterra


Ease-of-use

5 of 5

Value for money

5 of 5

Customer support

4 of 5

Functionality

5 of 5

December 2018

Awesome Product, Lots of Functionality

Great support, awesome product. Perfect option for restaurants looking to get organized.

Pros

My agency was recently hired by a Hospitality Group to set up their website, media, hiring program, scheduling etc. We work almost exclusively with restaurants and I'm very familiar with all the different scheduling platforms out there like 7 Shifts and Hot Schedules. I found When I Work to be one of the better platforms I've used as far as UI/UX design, cost, and the overall setup. Highly recommended for smaller/family owned operations not looking to spend $50-100 bucks a month on unnecessary features.

Cons

Not a whole lot to complain about. Not super crazy about the "Approving Shifts" feature, not sure if that's something I can turn off manually. I get the idea of it but at least with this restaurant operation, that's not really an option for the staff. Overall, the features and functionality of this product exceeded my expectations as a first time user.