When I Work Software


388 reviews(4.5/5)
388 reviews(4.5/5)

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.

Supported Operating System(s):
Web browser (OS agnostic)

388 Reviews of When I Work

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  • Verified Reviewer

    Number of employees: 11-50 employees

    September 2018

    When I Work for small business

    Ease-of-use
    Functionality
    Quality
    Support
    Pros

    It is easy to build a schedule with this software. For our company, schedules vary day to day, and it is vital that we are able to communicate specific details to the crew members about what each day will entail. This software allows us a way to do that. Our guys like it to - it's easy for them to check their schedules.

    Cons

    There isn't much that we don't like about this software. It works great for us and our needs.

    This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you.
    Review Source: Capterra
  • Irmita from Healthlabs

    Number of employees: 51-200 employees

    September 2018

    When I Work

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money

    Overall I like using when I work, it's easy to check my schedule and make any needed changes.

    Pros

    I like that I can send my shifts directly to the person who is taking it. I also like being able to request time off without having to go talk to my manager, everything is done via when I work.

    Cons

    I don't think there is anything I don't like about When I Work...so far I've had no issues at all.

    This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you.
    Review Source: Capterra
  • Verified Reviewer

    Number of employees: 501-1,000 employees

    September 2018

    Functionality - "When IT Works"

    Ease-of-use
    Functionality
    Quality
    Support
    N/A
    Value for Money
    Pros

    It makes clock in/outs easy to view, scheduling is relatively easy, and some cool exporting features.

    Cons

    I have used the clock in/out feature for close to 2 years. It has failed several times for several team members. I have gotten used to just refreshing the page 5-6 times just to ensure it accepted.

    This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you.
    Review Source: Capterra
  • Anthony from YMCA

    Number of employees: 1,001-5,000 employees

    September 2018

    Great for Supervisors

    Ease-of-use
    Functionality
    Quality
    Support
    N/A
    Pros

    Super easy to keep track of your staff scheduling. Took only a few minutes to set up an account and I was off and running. A staff member will need a very good reason to be late or miss a shift with this.

    Cons

    I forgot to turn off email notifications and went away for a week and my entire inbox was filled with scheduled shift reminders but thats on me.

    This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you.
    Review Source: Capterra

    Response: When I Work, When I Work

    September 2018

    Hi Anthony, Thanks for the awesome review! We are happy to hear that When I Work is helping to make scheduling simple for you and your team! :) Thanks, Adrian

  • Danielle from On the Cusp Pediatric Dentistry

    Number of employees: 11-50 employees

    September 2018

    Great for tracking schedules

    Ease-of-use
    Functionality
    Quality
    Support
    N/A
    Pros

    This is a great program for helping our team keep track of their work schedules. Very user friendly and easy for any administrator to use

    Cons

    Changing the hours of a shift could be difficult

    This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you.
    Review Source: Capterra

    Response: When I Work, When I Work

    September 2018

    Hi Danielle Thanks for taking the time to write a review! We are happy to hear that When I Work is making it easy for you to schedule your team! :) Feel free to reach out to us at support@wheniwork.com at any time of you have any questions about changing the hours of a shift. Thanks, Adrian

  • Harris from On The Cusp Pediatric Dentistry

    Number of employees: 11-50 employees

    September 2018

    Great Hour Tracker!

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money
    Pros

    This software is great when planning weekly schedules for a team. It helps me disperse overtime evenly if overtime has to be scheduled.

    Cons

    Would love to have a clock in and clock out feature in this program.

    This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you.
    Review Source: Capterra

    Response: When I Work, When I Work

    September 2018

    Hi there Harris- Thanks for leaving us a review! We really appreciate hearing what you think! In addition, we do offer our Attendance service that allows users to clock in and out according to their schedule. For more information, feel free to reach out to our Customer Care team at support@wheniwork.com. Thanks! -Kara

  • John Larry from DrJays.com

    Number of employees: 51-200 employees

    September 2018

    Easy way to keep track of your work schedule

    Ease-of-use
    Functionality
    Quality
    Support
    N/A

    When I work is super convenient especially if you work remotely. Use of the app is great, especially since I don't have to write a long e-mail or call or even go to the office to create my schedule. Highly recommend this service.

    Pros

    Great calendar system,
    shows who you work with throughout the working schedule
    easy to lay out your availability
    great chat options to speak with coworkers

    Cons

    it can be a little confusing when having to change your ability after you create your repeat schedules. I toyed around with it and now I know what to do.

    This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you.
    Review Source: Capterra

    Response: When I Work, When I Work

    September 2018

    Hi John, Thanks for the review. We are happy to hear that When I Work is helping you to keep up to date with your schedule! :) Feel free to reach out to us at support@wheniwork.com if you have any questions about setting availability preferences. We are here to help! Thanks, Adrian

  • NICOLE from 445 media

    Number of employees: 11-50 employees

    September 2018

    Best scheduling software out there

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money

    Very happy with when i work easiest scheduling software I've used yet

    Pros

    Very user friendly easy to create employees schedules request to drop or pick up a shift

    Cons

    Nothing that I dislike about when I work also love the text reminders emails when your shift is approaching or if you forget to clock in

    This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you.
    Review Source: Capterra

    Response: When I Work, When I Work

    September 2018

    Hi Nicole! Thanks for the awesome review! :) We are happy to hear that you When I Work is working well for you and that you enjoy the swap/drop and shift reminder features! Thanks, Adrian

  • Mike from Freeman

    Number of employees: 11-50 employees

    September 2018

    Great tool for work management

    Ease-of-use
    Functionality
    Quality
    Support
    N/A
    Pros

    Easy to use and very straightforward. It was a very easy way to view/edit work scheduling

    Cons

    interface a bit bland, but not necessarily a con as it serves it's purpose well

    This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you.
    Review Source: Capterra

    Response: When I Work, When I Work

    September 2018

    Hi there Mike- Thanks for leaving us a review! We appreciate you taking the time to let us know what you think! Feel free to reach out to us at support@wheniwork.com if you ever have any questions. We are here to help! Thanks, Kara

  • David from The Ross Preschool

    Specialty: Education & academic institutions

    Number of employees: 2-10 employees

    September 2018

    System didn't work and company refused to refund despite NEVER USING IT

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money

    We never used WhenIWork with our employees...nobody received login info or a schedule. We found it didn't work and we contacted WhenIWork pretty much right after signing up and they refused to offer any refund (we paid for the year). This is such bad business.

    Pros

    Looks fancy - good concept. The marketing of the product is well done and they seem to be able to convince many people to buy.

    Cons

    Doesn't work well for businesses like ours that require multiple shifts. We run a non-profit school where teachers take several consecutive shifts at times.

    This review was submitted organically. No incentive was offered
    Review Source
  • Verified Reviewer

    Number of employees: 1,001-5,000 employees

    September 2018

    I Love This App

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money

    This app has been great to us. It saved me hours of work i was previously doing in Excel. Also it expedites coverage by alerting the staff of open shifts.

    Pros

    This app takes all the hassle of building schedules and covering shifts completely our of the operation. It's versatile working across iphones and droids, has a web interface, and can even send direct text messages to your employees. I'm a big fan of the approval process for managers regarding time off and shift swap. I also like the employee export features that show time off used and (a different kind of export) a quick contact sheet when needed.

    Cons

    The option to print a schedule always prints in alphabetical employee order. I'd like an option to print in employee POSITION order.

    This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you.
    Review Source: Capterra

    Response: When I Work, When I Work

    September 2018

    Hi there- Thanks for leaving us a review! We are so glad to hear that you find value in the app! As for printing the schedule by position, I can certainly pass this along as a suggestion for our development team to look into implementing this in the future! If you have any questions or concerns, feel free to reach out to us here on the Customer Care team at support@wheniwork.com. We are always happy to help! All the best, Kara

  • Holley from Texas State Aquarium

    Number of employees: 201-500 employees

    September 2018

    Excellent Product

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money

    Great! I cannot imagine going back to a place where we send out schedules through excel.

    Pros

    I like the communication aspect of it. It is so easy to send emails and keep everybody connected.

    Cons

    Every now and then there will be an update that makes it very hard to click and move shifts around. After this last update I can no longer copy shifts and move them around.

    This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you.
    Review Source: Capterra

    Response: When I Work, When I Work

    September 2018

    Hey there Holley- Thanks for leaving us such a detailed review! We appreciate hearing from you! If you are still running into trouble moving and copying shifts, feel free to reach out to our Customer Care team at support@wheniwork.com. They will be more than happy to help look into this with you! Thanks again! All the best, Kara

  • Molly from Marion County Public Library

    Number of employees: 11-50 employees

    September 2018

    Tracks time well

    Ease-of-use
    Functionality
    Quality
    Support
    N/A
    Pros

    I really like being able to see the whole groups schedule and tracking my time.

    Cons

    Logging out the software sometimes hangs.

    This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you.
    Review Source: Capterra

    Response: When I Work, When I Work

    September 2018

    Hi there Molly- Thanks for your great review! We are happy to hear that the app works well for you! Feel free to reach out to us at support@wheniwork.com if you ever have any questions. We are here to help! All the best, Kara

  • Verified Reviewer

    Number of employees: 11-50 employees

    September 2018

    My experience is as a user - not a big fan

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money

    It was easy to find replacements on the schedule, and for that, I liked When I Work. It takes away that awkward call to your manager asking for help in finding someone to cover your shift.It also elminates the "Oh I didn't get your call" from other staff members when you are trying to get a shift covered.

    Pros

    It was nice to be able to get notified when schedules for work were up. I feel like this enabled our staff to know more in advance what the next two weeks looked like. Each staff members qualifications to cover certain shifts was helpful too.

    Cons

    As a staff member who used it for schedule notification - I didn't have much problem using it.

    This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you.
    Review Source: Capterra

    Response: When I Work, When I Work

    September 2018

    Hi there, Thanks for taking the time to review When I Work. We're glad to hear that the schedule notifications were really helpful with staying on top of your work schedule and that finding replacements on the schedule was easy. If you have any questions about the app or are having any trouble using the app, please reach out to us directly at support@wheniwork.com. Thanks, Megan

  • Cindy from DirectEd Educational Services

    Number of employees: 51-200 employees

    September 2018

    This App is Very Helpful for Managers and Employees

    Ease-of-use
    Functionality
    Quality
    Support
    Pros

    It was very easy to drop and pick up shifts with coworkers that you don't know that well. Having everyone's number to text them to see if they can cover for you, or you for them, can be intrusive. This way it's done in a way that everyone can see and it is very quick.

    Cons

    It was a little hard to use/get used to at first. But I guess that's with any new software program.

    This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you.
    Review Source: Capterra

    Response: When I Work, When I Work

    September 2018

    Hi Cindy, Thank you for your great review! We are glad to hear that When I Work has made it easy to drop and pick up shifts. Feel free to reach out to us at support@wheniwork.com if you ever have any questions. We are here to help! Thanks, Megan

  • Ciandra from Hunter Vision

    Specialty: Medical

    Number of employees: 11-50 employees

    September 2018

    Super useful app!

    Ease-of-use
    Functionality
    Quality
    Support
    N/A
    Pros

    This system makes keeping track of hours, clocking in and out, requesting time off, and verifying time sheets a breeze. It is super user friendly and both the app and the website are extremely easy to use.

    Cons

    The "location" feature to verify that you are clocking in at the correct location is sometimes a bit off and you are prompted to explain why you are not at the correct location even when you are but I believe this can be easily overridden by management.

    This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you.
    Review Source
  • Samantha from Movati Athletic

    Number of employees: 51-200 employees

    September 2018

    Great program with lots of potential

    Ease-of-use
    Functionality
    Quality
    Support
    N/A

    This app made scheduling very easy and efficient. No more wasting time trying to pull up everyone's schedules and comparing them, trying to find something that works. Everything was there with this app. It took the guess work out of this aspect of my job!

    Pros

    WIW has a great design and a lot of functionality. Some of my employees found it a little challenging to work with at first. but coming from a management perspective it was very useful. I liked being able to see in real time what my employees were requesting, and I REALLY like the chat feature where I can message everyone at once regarding a broad issue.

    Cons

    It was a little less user friendly at first than I expected, but nothing too bad and we got the hang of it fairly quickly.

    This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you.
    Review Source: Capterra

    Response: When I Work, When I Work

    September 2018

    Hi Samantha, We are happy to hear that When I Work is working well for you and your team and that you love WorkChat! It sounds like you and your team have really gotten the hang of the app. We are here if you ever need any help or have any questions on using the app. Feel free to reach out to us at support@wheniwork.com. We also have a help center with articles and screenshots that can help with training your team: help.wheniwork.com. Thank you for your review! All the best, Megan

  • Verified Reviewer

    Number of employees: 51-200 employees

    August 2018

    Easy to use when there are not a lot of events.

    Ease-of-use
    Functionality
    Quality
    Support
    N/A

    I am tech-savvy but struggled to grasp the tool at times. The company switched to another tool due to issues.

    Pros

    I liked the mobile app and accessibility.

    Cons

    Sometimes, logging in seemed difficult. It didn't always seem to be intuitive.

    This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you.
    Review Source: Capterra

    Response: When I Work, When I Work

    August 2018

    Hello! Thank you for taking the time out of your day to write a review! That's great you liked the accessibility of your schedule with the mobile app. I am sorry to hear your company decided to go with a different scheduling tool. When I Work has made many updates over the last few months to help larger companies with scheduling. We hope we can meet your needs in the future. Have a great day! Cara - When I Work

  • Christine from Long Grove Psych Associates

    Specialty: Medical

    Number of employees: 11-50 employees

    August 2018

    Makes scheduling easy

    Ease-of-use
    Functionality
    Quality
    Support
    N/A
    Pros

    I really liked how easy it made to schedule our staff. Super easy to use and helped us feel pretty organized. It also made changing shifts super easy.

    Cons

    I didn't see a ton of cons, minimal inconveniences, for example, sometimes it was buggy. We stopped using it because after a while, we just did not need it anymore.

    This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you.
    Review Source
  • Baylee from Freelancer

    Number of employees: 1,001-5,000 employees

    August 2018

    Good concept poor execution

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money
    Pros

    The concept of when I work seems to be useful. The layout is simple and I like the color coordination.

    Cons

    I wish there was a color key that shows what color means what in the full schedule view. The website has been malfunctioning for me and when I submit for a shift it won't show that I am covering this shift on my end, by shows on my managers end. The full schedule view is confusing and hard to navigate.

    This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you.
    Review Source: Capterra

    Response: When I Work, When I Work

    August 2018

    Hi Baylee, Thanks for taking the time to review When I Work! Users with manager level access to the account have the ability to set colors for shifts for organizational purposes. If you have any questions about this or are having any trouble picking up shifts or viewing your schedule, please reach out to us directly at support@wheniwork.com. Thanks, Adrian

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