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When I Work

Score7.1 out of 10

67 Reviews and Ratings

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What is When I Work?

When I Work is a way for businesses to schedule, track time and attendance, and communicate with their hourly employees. The schedule and time clock is placed in every employee's pocket with When I Work's iOS and Android apps. It can be used to keep track of time off, employee availability, and manage shift swaps with a few clicks. When I Work integrates with payroll providers to streamline the process and avoid human error.

Categories & Use Cases

Reviews

What users are saying about When I Work.
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Great product and easy to use

Heather Cole
Human Resource Manager in Human Resources at KidZania (51-200 employees employees)

Use Cases and Deployment Scope

The use of the reports is the most effect area I use in When I Work. My managers love how easy it is to the scheduling area. We all love the way the employees can drop shifts and we have the option to either deny, change, or approve it. Everything about this system works in our favor.

Pros

  • Reports
  • Scheduling
  • Dropping shifts

Cons

  • Nothing has been brought up to me

Return on Investment

  • Being able to add in the labor cost

Alternatives Considered

Deputy

Other Software Used

TriNet HR Platform

Couldn't Be Easier!

Incentivized
Emily HammellView profile
Marketing and Communications Manager in Marketing at Becovic Management (11-50 employees employees)

Pros

  • Easy to use
  • Onboarding
  • Easy to navigate

Cons

  • Personalization
  • Branding options
  • Manage multiple businesses

Most Important Features

  • Accessibility
  • Ease of use
  • Shift management

Return on Investment

  • Avoided being understaffed
  • Saved management time
  • Some employees that are not tech-savvy have issues

Alternatives Considered

HotSchedules

Other Software Used

Camtasia, Snagit, Snagajob (Snag)

Better management of working hours.

Incentivized
Sasha Brito
Marketing Director in Marketing at GAL Real Estate (1001-5000 employees employees)

Pros

  • The notification system is one of the most positive features that When I Work has. When I make changes to the working hours of my Marketing sector, my employees receive an instant notification on their cell phones, so they can be informed about what kind of changes I have made and what working hours correspond to them on a specific day.
  • The user panel of each of my employees and mine are completely simple to understand and manage. My employees can view the corresponding working hours easily and without presenting any type of confusion. In my user panel I can manage all the schedules of my employees without presenting confusion, the administration process is very easy and it is one of the things I like the most about this platform.
  • When I Work has a chat system that connects all employees. The chat system is very essential in this platform because it allows our employees to carry out a planning of working hours. Our employees can send messages instantly to plan the days, exchange them and postpone them. In addition, the chat system is always active, so that planning is more accurate.
  • We use Square to be able to have a payroll system that is much more punctual with payments. When I Work has been a very complete integration with the payroll system, we have been able to integrate both platforms and have obtained surprising results. Our payroll system receives all the work information of my employees who use When I Work.

Cons

  • I have not presented any problem in relation to the functionality of the platform, I have never witnessed any type of error during the daily use of When I Work.
  • When we started using this platform, several questions arose about how to configure the collection and transfer of data to our payroll system. The When I Work Support team is one of the things that I did not like, because the support took a long time to give me a solution to my doubts and this caused me to have to hire a specialist to help me configure When I Work. I am not satisfied with the user support that When I Work has, very poor.

Most Important Features

  • Employee communication. A very important function that helps employees to exchange working hours and have an interaction with each other.
  • Notification system. Send alerts instantly when an employee has started their workday or when an employee did not attend their workday.
  • Automatic personalized reports. Reports are generated on the effectiveness and fulfillment of the tasks of each employee.

Return on Investment

  • It has improved the productivity of our employees significantly. Our employees have managed to be more punctual in their working hours.
  • Ease of notification of changes or exchanges of working hours. When I Work sends an alert when a change is made in the schedules or when an employee makes an exchange of working hours, it is not necessary to use third-party programs to notify about these changes.
  • We manage to know exactly the productivity of each employee, if he is fulfilling his tasks or what day he has not worked.

Other Software Used

Customer Focus, Alooma, Aircall

Scheduling App That Keeps Everyone On The Same Page

Incentivized
Jayelynn WillmanView profile
Assistant Manager at Babbo Italian Eatery (51-200 employees employees)

Pros

  • Allows management to toggle between stores.
  • Very user-friendly.
  • Gives staff a platform to cover shifts without having to share their personal numbers with anyone.

Cons

  • You cannot view inactive employees on the app.
  • When pulling up the schedule on the app, it defaults to Tuesday when the screen is done loading.
  • If you pull up an individual's schedule it removes your default settings. For example, I have mine set to just my store, but if I need to see an employee's schedule it resets those defaults. You're always looking at the last schedule you pulled up.

Return on Investment

  • Compared to what I've used before, When I Work allows you to interact with your staff more than other scheduling apps.
  • Though I don't know the cost, I was told it was cheaper than it's counterparts.
  • The app doesn't have all of the features as the full website, but it's pretty close.

Alternatives Considered

7shifts and HotSchedules

Other Software Used

TouchBistro, Toast Point of Sale, 7shifts

Scheduling Done Right!

Incentivized
ANNA CARABALLOView profile
Director of Operations in Corporate at Atlanta Movie Tours (11-50 employees employees)

Pros

  • Alerting staff to their schedules
  • Allowing for additional details to be added to shifts
  • Organizing the schedules in a way that makes everything a bit more expedited, saving time and therefore money

Cons

  • There are honestly no areas for improvement that we have found. They do a great job!

Return on Investment

  • Positive impact on our overall company organization
  • Positive impact on our staff owning their schedules
  • Positive impact on our Scheduling Department's use of time and resources

Alternatives Considered

monday.com

Other Software Used

Asana, Google Drive, Slack

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