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.

Dashboard
Dashboard

Dashboard

Employee time clock

Employee time clock

Supported Operating System(s):

Web browser (OS agnostic)



423 Reviews of When I Work

Overall rating

4.5 / 5 stars

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Showing 1 - 20 of 423 reviews

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Colin from WorldTeach

Number of employees:  11-50 employees

Ease-of-use

Value for money

Customer support

Functionality

November 2018

Easy Scheduling

I enjoyed the ability to see my schedule as soon as it came out, same business day.

Pros

I enjoyed having the ability to look at my phone and see when I work. I worked at a restaurant that used this technology and it was easy to call off and make sure that I was able to get the schedule that I wanted.

Cons

I did not like the difficulty in communicating with my boss. It would be sent to her email and she sometimes would not see my requests.

Review Source: Capterra

Sara from River Hills Pet Care Hospital

Number of employees:  11-50 employees

Ease-of-use

Value for money

Customer support

Functionality

November 2018

when i work

I really like the app. It has made scheduling our team of about 20 employees much easier

Pros

I really like that employees can confirm their shifts ahead of time and also see all the staff scheduled for a certain day, as well as their assigned area.

Cons

A little difficult to see/find when employees send a message

Review Source: Capterra

Kaylin from Illuminate Education

Number of employees:  501-1,000 employees

Ease-of-use

Functionality

November 2018

We schedule the whole team with it

Generally fairly good

Pros

It is easy to see what people are doing and when

Cons

Publishing the actual schedule as the manager can be very time consuming. No easy way to select multiple shifts at once to copy and paste if you are scheduling multiple people at once.

Review Source: Capterra
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Verified Reviewer

Number of employees:  501-1,000 employees

Ease-of-use

Functionality

November 2018

Very easy to schedule team work

Pros

User friendly interface. I like scheduling the project tasks with a software since it is very routine thing for me. With this software scheduling becomes a simple task. Very intuitive designed, doesn't take a lot of time to understand how to work with

Cons

For the time I was using this app I didn't find any serious minuses. I think the most important for scheduling apps is to be easy for users and this software is mostly like this.

Review Source: GetApp
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Verified Reviewer

Number of employees:  51-200 employees

Ease-of-use

Value for money

Functionality

November 2018

free for up to 75 employees!

Pros

This is amazing work scheduling program which smaller companies can get for free. It had notifications so even tho who tend to not to see changed in the schedule can't make excuses.

Cons

it was a bit confusing to read at first but then you get used to it.

Review Source: Capterra

Kelly from Apache Logistics, Inc.

Number of employees:  51-200 employees

Ease-of-use

Value for money

Customer support

Functionality

November 2018

When I work makes it simple

Pros

When I work App Makes employee hour tracking simple

Cons

There are no cons that I have for this application

Review Source: Capterra
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Verified Reviewer

Number of employees:  11-50 employees

Ease-of-use

Functionality

November 2018

When I work

Pros

Mobile friendly, easy to connect with other users.

Cons

There have been some location issues, making it difficult for clocking in/out

Review Source: Capterra

Tyler from River & Odi Hospitality Group

Number of employees:  51-200 employees

Ease-of-use

Value for money

Functionality

November 2018

When I Work Review

Pros

Great product for the money. Very easy to use. Mobile app functionality is great. Messaging is very easy to use on both ends.

Cons

The lack of management approval for availability requests is a big con. They allow for time-off requests to be approved, but for a staff member to set their availability without approval is a big downfall. Staff learns that and will take advantage of it. For example, staff member all set themselves as "Not Available" on a major holiday where we are busy and there was nothing I could do about that.

Hot Schedules and others have that feature, while When I Work does not. This is a big enough issue that I am considering a switch.

Review Source: Capterra

Kelsey from University of North Dakota

Number of employees:  5,001-10,000 employees

Ease-of-use

Functionality

November 2018

Makes scheduling a breeze!

I love it! Have I said that enough? Give this software a try if you're in charge of scheduling any number of employees. They can have it as an app on their phones, too, so it's super easy for everyone to use.

Pros

I love this software! I manage 50 student employees, and until I discovered When I Work, scheduling them was the biggest headache! This makes it so easy. I have each of them input their weekly availability, and then when I go through each week to create our schedule, I can quickly see if someone is available for a certain shift. They can request time off, request to drop shifts and offer it to another student, and confirm shifts. I can't say enough good things about When I Work. It's easy to figure out and has made a world of difference in keeping our ambassadors accountable for their shifts.

Cons

I don't have any complaints about this software. We've been able to manage just using the free version that allows me to schedule shifts 10 days out, and it's been great. In the future I would love for our office leadership to approve using the purchased monthly subscription, but I'm so grateful When I Work has the free version because we've been able to give it a try and have found that it's an amazing scheduling tool.

Review Source: Capterra
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Verified Reviewer

Number of employees:  51-200 employees

Ease-of-use

Functionality

November 2018

Love When I Work!

Pros

We used When I Work for our small business. It is exceptionally easy to use and set up. Highly recommend!

Cons

I have no cons with the When I Work software. I heard they are coming out with an ATS and I really hope they can one day offer a full-solution HRIS/payroll platform.

Review Source: Capterra

Guillermo from Amaris

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

Ease-of-use

Functionality

October 2018

You need this

Pros

the easy to use and the GUI makes this product really great plus its free.

Cons

the print options are not the best. It should have differents options rather that a fews.

Review Source: Capterra

Jennifer from Badgerland Irrigation and Lighting Service, LLC

Number of employees:  2-10 employees

Ease-of-use

Value for money

Customer support

Functionality

October 2018

Would work best for a larger company

Pros

I like the software, but feel that it would be better suited for a larger company.
That being said, it was nice to allow my staff to track their time off and adjust their available hours using this instead of keeping a spreadsheet to try to do our scheduling.

Cons

We have found that the location device isn't exact enough and causes some problems with clocking in and out in a timely manner.

Review Source: Capterra

Treda from Millennial Home Enterprises, LLC

Number of employees:  2-10 employees

Ease-of-use

Value for money

Functionality

October 2018

Game Changer

When I Work is helping me to be mlre efficient at running my business and it's helped me save a ton of money doing it!

Pros

Amazing Value! When I Work can help manage so many things all in one app. I was using three different programs and spending way too much. WhenIWork was a gamechanger for my business!

Cons

There are small little details that I wish were tightened up. I wish I were able to easily select and duplicate shifts because I schedule teams of two frequently and at this point I have to enter in all shift information for each worker. I also wish I could add job sites from within the schedule maker. Some jobs are on offs, and it would be convenient to be able to add even recurring ones without having to back out completely what I am doing. Small little things that don't hang me up, though!

Review Source: Capterra

Allison from New Scooters 4 Less

Number of employees:  11-50 employees

Ease-of-use

Value for money

Customer support

Functionality

October 2018

Scheduling Made Easy and Quick

Pros

The site is very easy to understand especially for a software that is so robust. I can't tell you the value there, but it is so much appreciated. We have saved a lot of time and miscommunications while using When I work.

The attendance notifications help me to keep track of where our team is hour-wise on an individual basis and as a whole. It's nice that I am alerted, one less thing I need to remember to check on. In conjunction with the Forcast reporting, I have a very clear view of the week ahead.

The apps are handy, especially from the administration side. I am able to update time clocked hours on the fly, check everyone's schedule and separate out my own, I can even handle time off requests. I haven't ever attempted to schedule through the app, although knowing how intuitive everything is through their online site, I would venture to guess it would be a piece of cake. I know our team members enjoy having their schedules and hours readily available in their pocket as well.

Cons

We have had a couple issues with clock-ins through the apps. There have been times when it isn't recognizing the location or the punch doesn't make it all the way through. But that's it!

I would love if this software could manage our PTO as well, but we haven't found a way to make it work with how our times are calculated.

Review Source: Capterra

Kyle from Mission Escape Atlanta

Number of employees:  2-10 employees

Ease-of-use

Value for money

Customer support

Functionality

October 2018

Great software for employee scheduling and time tracking

Pros

It’s very easy to use to make weekly schedules and allow employees to clock in on their phones.

Cons

I can’t think of any downsides for Wheniwork.

Review Source: Capterra

Response: When I Work, When I Work

October 2018

Hi Kyle, Thanks for taking the time to review When I Work. We are happy to hear that When I Work makes creating the schedules and clocking in/out a breeze! Cheers, Adrian When I Work

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Verified Reviewer

Number of employees:  51-200 employees

Ease-of-use

Value for money

Customer support

Functionality

October 2018

Employee Scheduling now made easy

When I Work is an employee scheduling solution that has helped my organization in introducing new employees, tracking attendance and time, create and manage employee schedules, follow timesheets and update time shifts. Managers are timely informed about time-off requests which can be updated online as well. The group email feature helps to inform the entire team in one click.

Pros

When I work is a cloud based employee scheduling product that can be helpful to business of all sizes. It is easy to use and implement to all the employees at an organization. It can keep the employees informed about their changing shifts. Overall, it has simplified employee scheduling.

Cons

It is difficult to use initially especially while updating the employee database and shift scheduling. It requires practice to develop a method. A demo for setup is essential for every company.

Review Source: Capterra

Response: When I Work, When I Work

October 2018

Hello, Thanks for the review! We are thrilled to hear that When I Work has helped your team introduce new employees, track their time, create and share the work scheudle, manage time off requests and communicate! :) If you have any questions about on-boarding or setting up employee's schedules, we are happy to help! Feel free to reach out to us at support@wheniwork.com at any time. Cheers, Adrian When I Work

Jonathan from Florida Hospital

Number of employees:  10,000+ employees

Ease-of-use

Functionality

October 2018

Great for My Team

Pros

Great software with easy interface and mobile application. Helps me publish my teams schedule and make changes as needed. When I need to fill an open shift it sends out a notification to employees through the app.

Cons

The shift template is a bit clunky and it’s not super intuitive to copy paste from week to week

Review Source: Capterra

Response: When I Work, When I Work

October 2018

Hi Jonathan, Thanks for the review! We are happy to hear that When I Work is helping you and your team keep track of the schedule! :) If you have any trouble with shift templates or copying shifts from week to week, please reach out to us at support@wheniwork.com. We are here to help! Cheers, Adrian When I Work

David from work it out

Industry:  Other

Number of employees:  10,000+ employees

Ease-of-use

Value for money

Customer support

Functionality

October 2018

complete waste of time

told my firm to email me shifts and i'll clock in manually. complete joke and no support what so ever

Pros

i did not have to pay? i have to keep writing for some reason but there really is nothing to say, nothing at all, its been stressful just having the thing

Cons

clock in, does not work, schedule does not work, time off does not work, availability does not work
customer support crashes despite about 30 attempts over 4 days

Review Source

Samantha from Self-employed

Number of employees:  2-10 employees

Ease-of-use

Functionality

October 2018

Great Free Team Scheduling App

When I work is a time saver, that's for sure!

Pros

Best thing about When I Work is that it's free for up to 75 users, so for small businesses like ours, it's just perfect. The features are pretty basic, such as allowing each user/employee to enter their preferred work schedule so you can make sure there are enough people during peak hours, or as needed. The interface is very clean and easy to use, and the mobile app works just as well.

Cons

Nothing to hate, it's free, and if you need something more robust, you can always upgrade to the paid version for the other features.

Review Source: Capterra

Response: When I Work, When I Work

October 2018

Hi Samantha, Thanks for taking the time to leave us a review! We are happy to hear that the free version is working well for you and your team! :) Cheers, Adrian When I Work

Nic from Busch Gardens

Number of employees:  201-500 employees

Ease-of-use

Functionality

October 2018

Let's mme easily pick up jobs...if I can grab them first.

Pros

I am only a user from the employee side of things, WhenIWork makes it easy to pick up shifts and get details about each job I am assigned. I love how easy it is to let my manager know days I need off and which days I would prefer to work.

Cons

The only downside is that the jobs are a first come-first servem Meaning when a job gets sent out, whoever grabs accepts it first gets it. This feature has left me without work multiple times. I'm not sure how it would be done, but I wish jobs could be assigned to employees individually so everyone got a fair shot.

Review Source: Capterra

Response: When I Work, When I Work

October 2018

Hi Nic, We are happy to hear that When I Work that When I Work is working well for you and that you are enjoying the scheduling and time off and availability features! :) It sounds like your employer uses the OpenShift feature to offer shifts on a first come first serve basis. If they are having trouble with coverage, they could send out OpenShift reminders or assign shifts directly to employees and use the shift swap/drop feature if an employee cannot work an assigned shift. If you or your employer have any questions about this, please reach out to us at support@wheniwork.com! We are happy to help! Cheers, Adrian When I Work


Displaying 1 - 20 of 423 reviews