When I Work Software


 

When I Work is a web-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 can approve them online.

When I Work 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.

Harvard University, Walgreens, Uber, Medtronic, Virgin America and Sound Cloud are among When I Work's clients. It integrates with payroll providers such as Gusto, QuickBooks and ADP and is suitable for businesses of all sizes.

 

When I Work - Dashboard
 
  • When I Work - Dashboard
    Dashboard
  • When I Work - Employee time clock
    Employee time clock
  • When I Work - Mobile scheduling
    Mobile scheduling
Supported Operating System(s):
Web browser (OS agnostic)

212 Reviews of When I Work

 

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Software Advice Reviews (16)
More Reviews (196)

Showing 1-16 of 16

Melanie from Johnson's Riverside SLS, Inc.
Specialty: Other
Number of employees: 11-50 employees Employees number: 11-50 employees

November 2017

November 2017

Love this company!

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

I have been extremely happy with wheniwork. It has been a huge asset to our company.

Pros

User friendly and easy time tracking. Happy and helpful staff to assist with any questions or concerns. They get back to you very quickly when you contact them.

Cons

The program itself is great! I just wish they were also able to document on employee progress, history, etc.

Review Source
 
 

David from Hunter Vision
Specialty: Medical
Number of employees: 11-50 employees Employees number: 11-50 employees

November 2017

November 2017

When I Work is super nice!

Ease-of-use

Functionality

Product Quality

Customer Support
N/A

Its super easy to use, and track hours for yourself and employees. Really makes the clocking in thing, super easy!

Pros

Makes clocking in and clocking out a breeze! Seamlessly come in and out, with no old school paper or mechanisms.

Review Source
 
 

Katie from Rennert International
Specialty: Education & academic institutions
Number of employees: 11-50 employees Employees number: 11-50 employees

September 2017

September 2017

Amazing Concept and Solid Product

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Aside from lots of manual adjustments that managers have to make, I still love how I can process payroll through this system. Overall, I highly recommend When I Work!

Pros

I oversee seasonal programs at 3 different locations across 2 states. We love the scheduling features (which other products I've used have). This is great, but nothing above the norm. I love the "Attendance" feature, which allows me to control when and where employees can clock in. For example, parameters can be set to only allow an employee to clock in (on his/her phone app) within 10 minutes of a shift, and 100 meters from their shift location.

Cons

In New York City, where we are in and out of the subway system - the location feature rarely works. The app is much more accessible for iphone users than for android. I, as the owner/administrator (iphone user) never have an issue clocking myself in, but my employees VERY OFTEN do, making this less ideal. Even though we've sumbitted many help/support tickets, we still have not found a resolution to this!

Review Source
 
 

Linda from In-Person Away Virtual Events, LLC
Specialty: Other
Number of employees: 2-10 employees Employees number: 2-10 employees

September 2017

September 2017

When I work really WORKS!

Ease-of-use

Functionality

Product Quality

Customer Support
N/A
Pros

My company often requires us to schedule a number of employees for various assignments all across the country. We are also required to schedule backups in case issues arise. In addition, we may be required to make last minute changes for any number of reasons. When I Work took the "headache" out of a challenging scheduling process. In addition, the web based format made it very accessible to our staff regardless of their location.

Cons

The cons for When I work are minimal. The pricing structure should be modified to provide a few more features at the base level and more users.

Review Source
 
 

Brittney from Evolve Vacation Rental Network
Specialty: Hospitality
Number of employees: 51-200 employees Employees number: 51-200 employees

September 2017

September 2017

When do I work?

Ease-of-use

Functionality

Product Quality

Customer Support
N/A
Pros

This is a great app for anyone who has a fast paced, on the go lifestyle. I enjoyed being able to adjust notifications accordingly so I received a weekly email of my schedule as well as a reminder the morning beforehand.
Its also very easy for managers to build schedules. It gives you the capability to save layouts so you can repeat them if needed or store them for a later time!

Cons

It was a bit hard to swap shifts between different employees if there was any sort of conflict (hours worked, specific days, etc), but overall great app!

Review Source
 
 

Audrey from TCGplayer
Specialty: Other
Number of employees: 51-200 employees Employees number: 51-200 employees

August 2017

August 2017

Easy to use

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Pros

Website and mobile app are easy to use. Nice that there is a mobile app available too. User interface for both web and mobile are nice.

Cons

Doesn't integrate with other internal apps like Zenefits and Greenhouse. Only good for timekeeping, not good for time off requests.

Review Source
 
 

Julia from Collision Cuisine
Specialty: Foodservice & catering
Number of employees: 11-50 employees Employees number: 11-50 employees

June 2017

June 2017

Not enough

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

The staff need more training
Customer retention lessons too

Pros

I liked how it looks. Website is navigatable. Impressive expressive lookin g
Add Ona are available

Cons

Poor support
No response to complaint
Lack of listening to question before trying to answer
Poor listening skills at customer services

 
 

Lydia from Tubby's Sports Bar
Specialty: Foodservice & catering
Number of employees: 51-200 employees Employees number: 51-200 employees

April 2017

April 2017

Manager's Perspective

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

We had about 100 employees signed up for When I Work at a time. We had 4 different groups of employees(servers, bartenders, kitchen, and security) that were all signed up for the same account but were placed in different locations. This worked out great because the managers could see all of the schedules and if we had employees that worked in multiple locations it was easy for them to be added to both.

Pros

Their customer service reps are very willing to work with you to set up your account and answer all of your questions afterward.
It's very easy to use and easy to show employees how to work their accounts.
Employees can also put what shifts they prefer to work and ask off in the app.

Cons

Harder to make the schedule from a cell phone. I would recommend using a computer if you have a lot of employees.
We didn't use the chat function on the app at all.

 
 

Gerald from One Way Out
Specialty: Entertainment
Number of employees: 2-10 employees Employees number: 2-10 employees

November 2016

November 2016

Saves us a lot of time

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

We manage a staff of 8 and this saves us a considerable amount of time compared to old school methods.

Pros

Not only is scheduling more efficient but communicating shift changes, filling gaps and getting people to work on time has improved.

Cons

The mobile apps have been a bit problematic for some of our users. Strangely, it's been mostly iPhone issues.

 
 

Lisa from Diner
Specialty: Other
Number of employees: 501-1,000 employees Employees number: 501-1,000 employees

November 2016

November 2016

Easy scheduling, just wish there were more communication methods

Ease-of-use

Functionality

Product Quality

Customer Support

The initial process of getting the app to work in the first place was very frustrating, but after that it has been very easy to use. You can even see who is scheduled at the same time as you. Been using this app since this past Spring working various events in the Greater Denver Area. Only other issue is that if you have to change your schedule there's no real way to do it through the app (have to email a manager instead).

Pros

Easy

Cons

Can't cancel a shift

 
 

tim from N Zone Sports Pittsburgh
Specialty: Education & academic institutions
Number of employees: 2-10 employees Employees number: 2-10 employees

November 2016

November 2016

Great program for small business on the go

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

With when i work, I can easily schedule, manage and change my employees schedules. I ca schedule them for weeks to come, preset shifts, easily accept call offs and shift changes from my phone or laptop! It is very easy to track how many shifts and hours are being worked per week, chat, time clock, offer open shifts to your entire team, and much much more. It is very simple to use and the fact I can do this on the go from my phone, means a great deal for me!

Pros

Easy to use, many any functions and all employees can access silly with notification of when they work.

Cons

the price of time management. clocking in will become a much larger aspect in 2017 and i feel the price should be discounted when you already have one service

Advice to Others

you can try this software out for free for a few months and the best aspect is the app. google play or apple makes it simple for all employees to have access to their schedules at any time and can be notified of any changes right away

 
 

Stasia from AFC
Specialty: Non-profits

September 2016

September 2016

Many ways to view the schedule

Ease-of-use

Functionality

Product Quality

Customer Support
N/A
Likes Best

With When I Work, supervisors have the ability to view the schedule in many different ways. You can choose to view your schedule by task, employee, day, week, or month. That versatility is pretty amazing.

Likes Least

Emails notifying me that I was scheduled for a shift went into my spam folder.

Recommendations

Know what you need from a scheduling software. Do you have many tasks you need to assign? When I Work lets you separate those small tasks out. Other softwares may or may not do that.

 
 

Kelly from SunScape Tanning Studios
Specialty: Retail

September 2016

September 2016

Brutal customer service and shady billing practices make this a pass.

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Likes Best

There really isn't anything that stands out as there are dozens of similar services with similar features that surely provide far superior service.

Likes Least

There have been many bugs and features that don't work over the years, and 'it's a known issue' is the typical response with no follow up. Horrible customer service. They over bill you like a telecom company would and they make it a nightmare to try and get resolution. Frequent outages which leave staff unable to use the service and complete time critical schedules.

Recommendations

We unfortunately choose this platform a few years ago when there were far fewer choices. Every time we've had an issue we get the worst support - it's as though a bot is responding without the ability to read. We recently discovered that they had been grossly over-billing us on one of our two accounts and we are now wasting even more time dealing with their inept service trying to get it resolved. We are trying to give them a chance to resolve since it will be a pain to switch to another service, but it looks like they could care less about providing any kind of service to a long term client.

 
 

Rachel from AFC
Specialty: Non-profits

August 2016

August 2016

Better than Excel

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Likes Best

Intuitive system, does what it's made to do: schedule. Filters are great for managers. App functions well, and makes accessing the schedule or making quick edits extremely convenient. Person scheduling has a lot of flexibility within system, and customer service is quick to respond and follow up.

Likes Least

Too much information slows the system down. Would like to see a few more options for different types of needs / layouts.

Recommendations

If you're using excel, and looking for something quicker or more user friendly this is the system you need. It's flexible when setting up to suite your business' needs, and easy to learn.

 
 

Melinda from The Doctors Clinic
Specialty: Medical

July 2016

July 2016

Review of software,

Ease-of-use

Functionality

Product Quality

Customer Support
N/A
Likes Best

Easy to follow for a big office or practice, but ours is a small office.

Likes Least

I don't like that it doesn't fit our business. It would be fine for a larger business.

Recommendations

Investigate all resources before choosing a new product.

 
 

Daniel from The Station SF
Specialty: Foodservice & catering

June 2016

June 2016

Simplifying my job of scheduling my staff

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Likes Best

The platform is easy to use for both employee's and employers. Well laid-out schedule which is easy to read and understand. Important functionality has been included such as employee PTO requests or shift swops, shift reminders and a free easy to use smart phone app for everyone to have immediate access to their schedule. Color coding all shifts and positions helps to easily visualize the whole schedule at once. Shifts are easily transferrable from one employee to another by drag and drop.

Likes Least

That some of the tools are out of my reach because they are only valid for the more expensive packages. Which is understandable because I am only paying for the cheapest package right now and there need to be benefits to buying bigger packages.

Recommendations

Give it a try! They offer a free trial, no obligations. Create multiple positions and shift blocks with varaious employees, each with their unique color. The calendar schedule, with easy interchange between "daily" and "weekly" views will show the spread of scheduled shifts that is easy to read and manage.

 
 
 
Showing 1-20 of 196

Mike from My Best Friend's Inn
Number of employees: 2-10 employees Employees number: 2-10 employees

November 2017

November 2017

I have reviewed other scheduling services and this one met everything I was looking for.

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support

Saved a lot of time scheduling shifts for full and part time

Pros

Very intuitive. Quick customer service response from chat. Can access from any mobile device including an Android app. Employees like it. I know as soon as the employee sees their schedule.

Cons

One thing I liked least about the product is that the free version provides just enough functionality that you need to buy the basic to really get a feel for it. That being said, any reservations I have are gone

Review Source: Capterra
 


November 2017

November 2017

Great usability

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

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

I love the ease of use. I think it is great that all employees have access to their timesheets all the time, and that their schedule is easy to view and read.

Cons

I do wish there was an option to round the time (our company rounds to the nearest .25 hour) It would really make payroll easier.

Review Source: Capterra
 

Lindsay from Rose-Hulman's Homework Hotline
Number of employees: 51-200 employees Employees number: 51-200 employees

November 2017

November 2017

We started using When I Work to do scheduling and time clock for our 130 desk-less employees

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

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

It saves us a lot of time. We have 130 college students that work for us and they are always swapping shifts or need a shift off for an exam or something like that. They can do all of that through When I Work and I don't have to be the middle man in any of that anymore. It also helps hold them accountable. It makes them acknowledge their shifts and tells them that they are still responsible for the shift until someone accepts it (and notifies if/when it is accepted). It is nice that they get that reminder every time they need to drop a shift and I don't have to find them and remind them all of the time.

Pros

We love the fact that our employees can access it on their phones. Our employees are college students, so being able to use it on a mobile device is crucial. Our old program didn't have that functionality. I also like that I can go in and move someone's shift to "open" for any other employee to accept. Since our employees are college students and anything required for a course is excused from work, so it is really nice to be able to go in and move a shift for an employee that has an exam or something like that. I also like that employees have to acknowledge their shifts.

Cons

Two things - I can't go in and schedule just one person. We are on a college campus that operate on quarters. I would like to be able to look at an individual schedule for a certain time period and edit it as necessary, but that functionality doesn't exist. My employees are frustrated with the notifications. It is great that someone can do a "drop shift request" that goes out to all of the other employees, but it is frustrating to get 10 emails about that. We (mainly our hourly employees) wish there was an option to get the notifications in a digest once a day instead an email for every single notification.

Review Source: Capterra
 


November 2017

November 2017

Easy to use and makes my work life easier!

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
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Quality
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Time it takes to schedule has cut down from several hours a week to barely an hour a week. Less last second call outs because of work chat. And my staff loves having their schedules on their phones!

Pros

Very intuitive. If you can use a computer, you can use this software. I love the fact that my staff can use the work chat to get their shifts covered. No call no shows and last minute call outs have cut down dramatically since we implemented this.

Cons

I honestly don't have anything bad to report. I wish I could organize how my staff shows up in the scheduler so I could group like positions together in how they see the schedule, but that's minor.

Review Source: Capterra
 

Mallory from High Park Nature Centre

November 2017

November 2017

Easy to use, has lots of functions

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support

replaced excel sheets

Pros

Ease of use for creating and sharing shifts to employees. Colour coding is great. Notifications are great. Also, support team is already really helpful

Cons

Difficult to copy individual shifts from week to week; no way for staff to see who is on their shift with them unless they can see the entire position; mobile version is not great

Review Source: Capterra
 

Tina from Flagship propane & Uhaul

November 2017

November 2017

Easy to use. Very functional.

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
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Quality
Value for Money
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Pros

Very easy to use even for a non techie person like me. All the employees appreciate being notified of their original schedule and any changes by text.

Cons

The only thing I can think of that I don't like about the software is it would be nice if it were less expensive. Also if we have really busy days and the employees need to clock in earlier it doesn't allow that.

Review Source: Capterra
 

Carlen from Monday Night Brewing
Number of employees: 11-50 employees Employees number: 11-50 employees

November 2017

November 2017

When I Work has revolutionized the way I schedule my team!

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
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Pros

Rather than an employee emailing the rest of their coworkers to get a shift covered, they just drop a shift in WIW and the other eligible employees get a notification. It's awesome, and has saved all of us from getting a ton more emails every day.

Cons

I wish there were more options for viewing the schedule, and it was a little more user-friendly on the app for doing on the go shift creation, but otherwise very few complaints.

Review Source: Capterra
 


November 2017

November 2017

Convenient way to do payroll for small company

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
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Quality
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Pros

Do not have to add up payroll hours. Should be able to sync with my payroll software Gusto to make processing payroll seamless

Cons

Easy to use, but not super intuitive. Could not initially see employees hours in order to edit missed or hours that were not calculated properly

Review Source: Capterra
 

Amber from Pennark, LLC
Number of employees: 11-50 employees Employees number: 11-50 employees

November 2017

November 2017

Very User Friendly for Owners and Staff

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
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Quality
Value for Money
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Pros

It is incredibly easy to use. Love the chat feature for the staff. The Attendance option is a great tool as well.

Cons

A little challenging to create repeatable shifts. Some times entering and publishing shifts through the app don't get sent

Review Source: Capterra
 

Karen from Santa Monica Pet Medical Center

November 2017

November 2017

Ease of use that thus a great solution for us as a company to use.

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
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Pros

It's a simple and easy solution for scheduling. The managers Like being able to view on a computer , staff use the app to see their schedules.

Cons

The is no where for managers to make notes on employees regarding that schedules. - example while an employee did not show up to work - if you use the shift notes every is notified . Haven't yet been able to see if you can create a small group chat - example only managers.

Review Source: Capterra
 

Kevin from Arbor Projects

November 2017

November 2017

Really easy, streamlined and intuitive

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
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Quality
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Pros

Easy of scheduling. I really like the intuitiveness of the product. The support is very responsive as well.

Cons

Lack of integration with google calendar. This would be an even better way to streamline use. Sometimes, there are bugs too.

Review Source: Capterra
 

Whitnee from The Reserve at Columbia
Number of employees: 11-50 employees Employees number: 11-50 employees

November 2017

November 2017

I thoroughly enjoy the service! The tutorial was spot on for what I needed in getting started!

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
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I cut down on the amount of time it takes me to schedule students that are always swapping shifts and am able to easily approve request offs and track them!

Pros

I loved the tutorial to get me started. I love the price point the service is at and we love that the app is so user-friendly! I have student staff that tell me all the time how much they love our new system of scheduling!

Cons

I did not like the clock in feature but that was because we use our corporate offices system for that. It didn't serve me a purpose.

Review Source: Capterra
 

Sara from Pinnacle Athletics LLC
Number of employees: 11-50 employees Employees number: 11-50 employees

November 2017

November 2017

A great product, never have an issue using any part of it!

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support

Real time punch in/out for employees, keeping tabs on our payroll budget costs which is helpful when scheduling out the work week.

Pros

The ease of everything - viewing scheduled time, actual punch-in's, even budgeting! It is easy to make changes and the chat support is a great feature I have used numerous times.

Review Source: Capterra
 

Emily from Baking Betty's

November 2017

November 2017

Changed my life

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
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Quality
Value for Money
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Pros

The software is so easy to use and great for any business. It cut down so much time in our daily tasks bc everything is done online and is sent to all employees via the app, AMAZING!

Cons

Would like additional functionality to pull reports and to be able to set up OT standards by state.

Review Source: Capterra
 

Adam from High West Cannabis
Number of employees: 2-10 employees Employees number: 2-10 employees

November 2017

November 2017

FANTASTIC!

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

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Support

Cut out a ton of time with BS scheduling "solutions" and calendars that are not as effective as WhenIWork.

Pros

It is intuitive, functional, and effective. The software allows me to easily do what I want to do as a coordinator without having to be a programmer as well.

Review Source: Capterra
 

Kati from National Sports Center

November 2017

November 2017

Very easy to use!

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

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Efficient way to schedule and keep track of how many were staffed for different events.

Pros

Self sufficient approach to letting my staff swap shifts and drop them. I really like being able to put our events on the annotation.

Cons

When you're listed as unavailable, you can't see the dropped shifts and few on my staff would like to just pick shifts up and not be scheduled on a regular basis.

Review Source: Capterra
 

Steven from Integrity Urgent Care

November 2017

November 2017

When I Work has made scheduling so much easier and allows our business to connect with each other.

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
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Pros

Ease of use and cost are definitely the best aspects of When I Work. Onboarding new employees is a snap and allowing the staff to clock in and out with the app makes their lives a lot easier.

Cons

I would like more reports although there are several reports available. Being able to run reports with more filters would add value for me.

Review Source: Capterra
 

Ryan from WOW 1 DAY PAINTING
Number of employees: 201-500 employees Employees number: 201-500 employees

November 2017

November 2017

When I work has made my life much easier

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
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Pros

I love how easy it's made my scheduling and payroll. I highly recommend it to anyone that owns a business!!

Cons

I don't like that the customer service is chat based only. I wish I could actually talk to people at times. It would speed up the process

Review Source: Capterra
 

Catie from Kansas Children's Discovery Center
Number of employees: 11-50 employees Employees number: 11-50 employees

November 2017

November 2017

A great scheduling site and app!

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

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Quality
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Pros

I love how easy it was to learn and to use. My staff consists of mostly teens who all have smartphones, and it's great to have everything in one app that they can download. They can check their schedule, request off, and contact me all in one place. It has eliminated a lot of paper for us, as well as frustration in trying to get in touch with people who rarely check email. I used to dread making a schedule each week, but When I Work makes it simple!

Cons

The chat function has trouble loading pretty frequently, but usually fixes itself after refreshing it.

Review Source: Capterra
 

Courtney from Pulse Fitness

November 2017

November 2017

When I Work is great for my small corporate gym.

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Functionality

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Customer Support

Value for Money

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It is easy to use, efficient and helps us stay organized.

Pros

It allows me to stay in contact with not only my employees but also my clients. It helps us schedule training sessions, fitness assessments and meetings with ease.

Review Source: Capterra
 
 
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