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When I Work

When I Work

Overview

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…

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Learn from top reviewers

Great product and easy to use

Rating: 10 out of 10
May 1, 2024
Vetted ReviewVerified User
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 ...
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Heather Cole
Manager - Human Resources
Human Resource Manager
KidZania
When I Work2 years of experience

Couldn't Be Easier!

Rating: 8 out of 10
September 14, 2021
IncentivizedVetted ReviewVerified User
The whole organization uses this software to manage their schedules, time off, etc. It is a great tool to help management avoid additional schedule changes since it allows emp...
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Emily Hammell
Manager - Marketing
Marketing and Communications Manager
Becovic Management
When I Work2 years of experience

Great for Shift Management

Rating: 10 out of 10
September 13, 2021
IncentivizedVetted ReviewVerified User
When I Work is primarily used by the delivery drivers to coordinate schedules and ensure that just the right amount of people are working at the required times. It has a great...
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Verified user
Representative
When I Work1 year of experience

Better management of working hours.

Rating: 9 out of 10
May 14, 2021
IncentivizedVetted ReviewVerified User
Our main objective when we started using When I Work was that we had the possibility to keep a more exact control for the tasks that had to be completed by a specific employee...
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Sasha Brito
Director - Marketing
Marketing Director
GAL Real Estate
When I Work2 years of experience

Scheduling App That Keeps Everyone On The Same Page

Rating: 9 out of 10
May 17, 2020
IncentivizedVetted ReviewVerified User
When I Work is being used company-wide across all eight locations. We use it for schedule coordinating and publishing, group chat between the entire company as well as individ...
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Jayelynn Willman
Manager - Other
Assistant Manager
Babbo Italian Eatery
When I Work1 year of experience

When I Work Great for small businesses

Rating: 9 out of 10
March 12, 2020
IncentivizedVetted ReviewVerified User
When I Work is being used across the whole organization. Great for scheduling and tracking hours.
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Verified user
Administrative Assistant
When I Work1 year of experience

Easy, quality product for the BUSY business owners.

Rating: 10 out of 10
March 11, 2020
IncentivizedVetted ReviewVerified User
We utilize When I Work for scheduling for all employees.
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Allison Yates-Gauthier
Manager - Customer Service
Senior Special Events Coordinator
GET LIT Productions, Inc.
When I Work2 years of experience

If only they had better/accurate support...Would be exceptional if not for recent issues!

Rating: 7 out of 10
March 10, 2020
IncentivizedVetted ReviewVerified User
When I Work is used for scheduling, time tracking, and employee attendance tracking.
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Verified user
Professional
When I Work2 years of experience

When I Work - Cost-effective & Easy to Use

Rating: 9 out of 10
March 6, 2020
IncentivizedVetted ReviewVerified User
We use When I Work for all of our hourly employees. We have used a web-based pay clock for many years. When I Work has been the most effective solution we have found to-date.
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Liz Ward
C-Level Executive - Corporate
Founder & Co-CEO
BumbleBar, Inc.
When I Work4 years of experience

When I Work: I like to be efficient and this software helped!

Rating: 9 out of 10
March 6, 2020
IncentivizedVetted ReviewVerified User
For an event I coordinated, I chose to use When I Work last summer. I had volunteers and employees working on my team, and I needed a way to coordinate their travel schedules ...
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Verified user
Administrator
When I Work1 year of experience

Scheduling Done Right!

Rating: 10 out of 10
March 6, 2020
IncentivizedVetted ReviewVerified User
When I Work is used at AMT for mainly scheduling and payroll. It is very useful for the staff and managers to keep track of everyone's schedules and alert them with reminders....
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ANNA CARABALLO
Executive - Corporate
Director of Operations
Atlanta Movie Tours
When I Work5 years of experience

The only staff scheduling option....

Rating: 10 out of 10
March 6, 2020
IncentivizedVetted ReviewVerified User
We use When I Work across all departments of our country club. In addition to making scheduling a breeze, it allows me to easily view the various department schedules and make...
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Verified user
General Manager
When I Work2 years of experience

When I Work helps take away hats that directors of small businesses must wear daily

Rating: 10 out of 10
March 6, 2020
IncentivizedVetted ReviewVerified User
When I Work is used by our whole staff for our time management and scheduling needs. It simplifies my job as supervisor/director of the library in that I play many roles and t...
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Amy Morgeson
Supervisor - Other
Director
Marion County Public Library
When I Work2 years of experience

When I Work makes scheduling quick and easy

Rating: 9 out of 10
March 2, 2020
IncentivizedVetted ReviewVerified User
We're currently operating a team of part-time employees that work on varying schedules. We have often needed to swap shifts or post open shifts for employees to pick up. When ...
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Verified user
Director
When I Work3 years of experience

Good value

Rating: 8 out of 10
February 28, 2020
IncentivizedVetted ReviewVerified User
When I Work is being used for our customer support team to track what each agent is supposed to be doing at any time—tickets, phones, lunches, meetings, etc.
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Verified user
Director
When I Work6 years of experience
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Awards

Products that are considered exceptional by their customers based on a variety of criteria win TrustRadius awards. Learn more about the types of TrustRadius awards to make the best purchase decision. More about TrustRadius Awards

Reviewer Pros & Cons

View all pros & cons
Heather Cole
Human Resource Manager
KidZania (Entertainment, 51-200 employees)
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Pricing

View all pricing

Essentials

$2.50

Cloud
per month per user

Essentials + Attendance

$4

Cloud
per month per user

Pro

$5

Cloud
per month per user

Entry-level set up fee?

  • No setup fee
For the latest information on pricing, visithttps://wheniwork.com/pricing

Offerings

  • Free Trial
  • Free/Freemium Version
  • Premium Consulting/Integration Services

Starting price (does not include set up fee)

  • $2.50 per month per user
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Product Details

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.


When I Work is available with a 14-day free trial.

When I Work Video

It's About Time

When I Work Competitors

When I Work Technical Details

Deployment TypesSoftware as a Service (SaaS), Cloud, or Web-Based
Operating SystemsUnspecified
Mobile ApplicationNo

Frequently Asked Questions

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.

When I Work starts at $2.5.

Deputy, Homebase, and Connecteam are common alternatives for When I Work.

Reviewers rate Support Rating highest, with a score of 8.7.

The most common users of When I Work are from Small Businesses (1-50 employees).
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Comparisons

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Reviews and Ratings

(64)

Community Insights

TrustRadius Insights are summaries of user sentiment data from TrustRadius reviews and, when necessary, 3rd-party data sources. Have feedback on this content? Let us know!

When I Work is a versatile web tool that has been widely implemented in various important areas of companies, including Marketing, Sales, Finance, and Customer Service sectors. Users have found it to be a powerful platform for scheduling and employee management, allowing for precise control over tasks assigned to specific employees. The software has met users' expectations and provided favorable results in a short amount of time. With When I Work, users have noticed radical changes in the control of working hours, which has led to increased punctuality among workers.

One of the key use cases of When I Work is its ability to facilitate effective communication and collaboration within teams. The platform enables the exchange of working hours between employees through its excellent communication features. This makes it easy for employees to coordinate their schedules and ensure smooth operations. Additionally, When I Work simplifies the process of requesting time off, taking open shifts, participating in team chat, and reporting availability, enhancing overall employee engagement and satisfaction.

Another important use case of When I Work is its role in improving productivity and providing direct insight into who is working during different shifts. By using the software, organizations can efficiently plan and manage working hours, ensuring optimal coverage and reducing scheduling conflicts. The simple and easy-to-grasp interface makes it accessible to the entire organization, allowing managers and supervisors to easily track employee attendance and make informed decisions based on real-time data.

When I Work is also particularly valuable for businesses with multiple locations or that require shift coordination. The software allows for company-wide schedule coordinating, publishing, group chat, time off requests, and shift coverage. It provides a platform for employees to cover their own shifts without sharing personal information with unknown individuals. This not only saves time for supervisors and directors but also promotes autonomy and responsibility within the workforce.

Furthermore, When I Work helps streamline administrative processes such as scheduling, payroll management, time tracking, and task management. By centralizing these functions into one platform, the software saves time and effort for store managers, replaces outdated paper-based systems, and ensures accurate record-keeping. The software also assists in managing flexible schedules for student staff or seasonal employees, coordinating travel schedules for events, and tracking tasks and activities of customer support teams.

Overall, When I Work has proven to be a valuable tool for businesses of all sizes and industries. Its user-friendly interface, effective communication features, and powerful scheduling capabilities have made it an indispensable asset for optimizing workforce management, improving productivity, and enhancing employee satisfaction.

Notification System: Users highly value the notification system in When I Work, as it has been praised by many reviewers for promptly alerting employees of any changes made to their working hours. This feature ensures that employees are well-informed and aware of any schedule updates, allowing for better planning and coordination.

User-Friendly Interface: The user interface of When I Work is widely praised for its simplicity and ease of understanding. Both employees and managers find it easy to navigate and use, according to multiple reviewers. Employees can effortlessly view their schedules without any confusion, while managers can efficiently manage and make changes to employee schedules. The intuitive design of the interface enhances the overall user experience.

Chat System: Many users appreciate the chat system in When I Work, which facilitates seamless communication and planning of working hours among employees. Multiple reviewers have highlighted how this feature allows employees to send instant messages, making the planning process more accurate and efficient. With the chat feature, employees can easily coordinate and align their schedules, improving overall teamwork and collaboration within organizations using When I Work.

Long Support Response Time: Some users have experienced a delay in receiving solutions from the When I Work Support team, resulting in frustration and the need to seek external assistance.

Limited Reporting Capabilities without Additional Payment: Reviewers have mentioned that the reporting capabilities of When I Work are limited unless additional features are purchased, which can be seen as a drawback for those looking for comprehensive reporting options.

Confusing Setup Process: Several reviewers found the setup process of When I Work to be confusing and cumbersome, particularly when configuring stable recurring shifts and understanding pricing and charges.

Users have made several recommendations for the software based on their experiences. The three most common recommendations are as follows:

  1. Utilize customer support: Many users have praised the superb customer support provided by the software. They recommend seeking assistance from the support group for a tailored experience with the software. Users also suggest participating in the regular webinars held by the software.

  2. Try the software for scheduling and time tracking integration: Users recommend trying the software, especially for businesses dealing with scheduling and time tracking integration. They suggest giving it a try to save time on scheduling and integrate with payroll. Users also recommend using the software in conjunction with other scheduling software for an integrated and accurate system.

  3. Consider number of employees and time-off management: Users advise considering the number of employees and how time-off requests will be handled when using the software. They mention that the cost-effectiveness of the software depends on the number of employees. Additionally, users recommend staying on top of managing employee availability and conducting thorough demos before implementing the software.

These recommendations highlight the importance of customer support, utilizing the software for scheduling and integration, and carefully considering factors like number of employees and time-off management when using the software.

Reviews

(1-25 of 25)
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Great product and easy to use

Rating: 10 out of 10
May 01, 2024
HC
Heather Cole
Human Resource Manager
KidZania (Entertainment, 51-200 employees)
Vetted Review
Verified User
When I Work
2 years of experience
Likelihood to Recommend
Every aspect works well for my company. My managers love the auto-fill option for the scheduling. Comes in very handy when you are scheduling over 150 employees. The reports even on the cheaper option are very useful for me to follow-up with employee call-outs, no-shows, etc. Even though they do not connect to my payroll system the payroll report is easy to use to transfer information.

Couldn't Be Easier!

Rating: 8 out of 10
Incentivized
September 14, 2021
EH
Emily Hammell
Marketing and Communications Manager
Becovic Management (Individual & Family Services, 11-50 employees)
Vetted Review
Verified User
When I Work
2 years of experience
View profile
Likelihood to Recommend
When I Work is great! Very convenient, flexible, and easy to use. It allows people to clock in and out through the app and request time off, set preferred schedules, and even trade shifts that are up for grabs. It may be difficult to navigate if you have a variety of different supervisors or people that need to be notified or approve time off and schedules.

Great for Shift Management

Rating: 10 out of 10
Incentivized
September 13, 2021
Verified User
Vetted Review
Verified User
When I Work
1 year of experience
Likelihood to Recommend
When I Work wouldn't be as useful in a situation where everybody's schedule is the same every day, and it's okay if you miss a day. This software is better for business where you need a specific amount of workers at a time, potentially with a large pool of part time workers.

Better management of working hours.

Rating: 9 out of 10
Incentivized
May 14, 2021
SB
Sasha Brito
Marketing Director
GAL Real Estate (Real Estate, 1001-5000 employees)
Vetted Review
Verified User
When I Work
2 years of experience
Likelihood to Recommend
I recommend When I Work to those companies that are looking for a way to manage work schedules and want to increase the productivity of all employees. This is an important platform that would bring excellent results to small, medium and large companies. This is a constant monitoring system which allows employees to complete their tasks in the indicated time, When I Work sends automated alerts when an employee is not complying with their tasks and this allows us to know exactly the productivity we are having in each one of the sectors. It is an excellent platform for planning and administration of working hours, it has a very easy-to-use UI that allows schedules to be easily managed. Without a doubt, When I Work would be a perfect implementation for any sector or company, since it has a lot of potential to collect exact data on compliance with working hours.

Scheduling App That Keeps Everyone On The Same Page

Rating: 9 out of 10
Incentivized
May 17, 2020
JW
Jayelynn Willman
Assistant Manager
Babbo Italian Eatery (Food & Beverages, 51-200 employees)
Vetted Review
Verified User
When I Work
1 year of experience
View profile
Likelihood to Recommend
When I Work has been extremely helpful in coordinating schedules between 8 different locations. It allows you to see each employee's schedule so you save time by seeing who is actually working and who is off that could potentially fill an opening. The group chat allows us to alert everyone at once when we have specials, encounter an issue with our POS system, etc. This saves an immense amount of time for our upper management and store managers.

If only they had better/accurate support...Would be exceptional if not for recent issues!

Rating: 7 out of 10
Incentivized
March 10, 2020
Verified User
Vetted Review
Verified User
When I Work
2 years of experience
Likelihood to Recommend
Not great if you have multiple types of employees. We have salaried, hourly, and work at home hourly. Their platform cannot accommodate all types of employees. They sold me something that they went back and said was not actually what they sold me on trying to accommodate. They don't even know their own product. Can't get someone on the phone to help, so you're stuck trying to type your issues out. It never got resolved but not worth the hassle to move to a new platform right now.

When I Work: I like to be efficient and this software helped!

Rating: 9 out of 10
Incentivized
March 06, 2020
Verified User
Vetted Review
Verified User
When I Work
1 year of experience
Likelihood to Recommend
I loved that there is a When I Work app, so that volunteers and employees can have access to the schedule all the time. This was essential for us since some of our people were international and couldn't always access their computer/internet, but could connect to wi-fi easily in public places. The ability to track when tasks were completed was essential as well.

Scheduling Done Right!

Rating: 10 out of 10
Incentivized
March 06, 2020
AC
ANNA CARABALLO
Director of Operations
Atlanta Movie Tours (Entertainment, 11-50 employees)
Vetted Review
Verified User
When I Work
5 years of experience
View profile
Likelihood to Recommend
Our Scheduling Coordinator uses When I Work for scheduling everything from shifts to training. Being able to title the shifts anything allows use of WWhen I WorkIW in many other areas because the shift can be anything we need as well as their role.

The only staff scheduling option....

Rating: 10 out of 10
Incentivized
March 06, 2020
Verified User
Vetted Review
Verified User
When I Work
2 years of experience
Likelihood to Recommend
For schedulers that don't have a ton of time to sit down and do their schedules each week, OR if you have employees that have varying availabilities, When I Work makes it very easy to coordinate and quickly produce staff schedules.

When I Work helps take away hats that directors of small businesses must wear daily

Rating: 10 out of 10
Incentivized
March 06, 2020
AM
Amy Morgeson
Director
Marion County Public Library (Libraries, 11-50 employees)
Vetted Review
Verified User
When I Work
2 years of experience
Likelihood to Recommend
While I don't have first-hand experience in using When I Work with a large group I could see that it might become confusing to schedule for a group over 15-20. I say this merely because the list of employees shown on the given screen can only go up to around 13-14. One might make the mistake of leaving off a staff member simply because they don't show on the first page.

In my world, however, most of my staff fall on one page and I have everything I need at a glance to see where we need coverage. It's really a great product!

When I Work makes scheduling quick and easy

Rating: 9 out of 10
Incentivized
March 02, 2020
Verified User
Vetted Review
Verified User
When I Work
3 years of experience
Likelihood to Recommend
When I Work is a great solution for anyone that needs to schedule employees or fill positions that employees can choose from. The messaging and communication around open shifts are really great. When I Work probably isn't well suited for time-off tracking for full-time or salaried employees. The functionality seems geared more towards hourly work with varied schedules.

Good value

Rating: 8 out of 10
Incentivized
February 28, 2020
Verified User
Vetted Review
Verified User
When I Work
6 years of experience
Likelihood to Recommend
When I Work is well suited for basic scheduling. If you need to adjust your schedule frequently, I do not think it is the best tool - it is time-consuming to update without a template.

Lots of features make it flexible for various scheduling styles

Rating: 9 out of 10
Incentivized
February 28, 2020
CF
Carol Fittell
Head Climbing Instructor
RoKC (Health, Wellness and Fitness, 11-50 employees)
Vetted Review
Verified User
When I Work
4 years of experience
View profile
Likelihood to Recommend
When I Work is great for a constantly changing schedule where staff availability is constantly changing, too. It's also great for scheduling between multiple locations where certain staff work at more than one location. It's also good for consistent schedules that stay mostly the same week to week, though I wish their template options were more robust.

Review of When I Work from part time support

Rating: 7 out of 10
Incentivized
February 23, 2020
Verified User
Vetted Review
Verified User
When I Work
1 year of experience
Likelihood to Recommend
When I work is well suited to use to keep track of whom is confirmed to work when and on what event/s (technically called "schedules" in When I Work). It is not suited to communicate needed information to your workers. If you are looking for something all-inclusive, like Yardi for real estate, When I Work is not it.

We're Loving It!

Rating: 10 out of 10
Incentivized
February 13, 2020
TR
Talitha Rieken
Practice Manager
Metro Dentalcare (Hospital & Health Care, 201-500 employees)
Vetted Review
Verified User
When I Work
2 years of experience
View profile
Likelihood to Recommend
It has been great for shift sharing and filling open shifts within our own group. As an organization, we haven't had to spend as much on external temp agencies, because our own team members can see what shifts are available in an easy-to-use platform and are able to pick them up internally.

When I Work Helps Improve How We Work

Rating: 8 out of 10
Incentivized
February 08, 2020
Verified User
Vetted Review
Verified User
When I Work
2 years of experience
Likelihood to Recommend
When I Work has been a great scheduling tool for us and helps us keep track of our staff with a variety of different shifts. We don't use it for payroll purposes, but we do use it to double-check that the hours a student inputs into our internal time tracking system match the hours they were assigned a shift and scheduled to work in When I work.

Superb Scheduling Software with enhanced features in mobility and HR sources

Rating: 9 out of 10
January 02, 2020
Ä°A
Ä°hsan Akkarpuz
STA Site Engineer (CV Car, B Car, Cargo, Engine, Transmission)
Ford Otosan (Automotive, 10,001+ employees)
Vetted Review
Verified User
When I Work
1 year of experience
View profile
Likelihood to Recommend
Considering the workforce we have (around 10k employees) every single individual can use the product without experiencing major issues. Both employees and management team are quite satisfied with the output of installing When I Work.

Good product, but price is going up

Rating: 7 out of 10
Incentivized
November 27, 2019
CK
Carol Koppenaal
Human Resources Management System Specialist
John Ball Zoo (Non-Profit Organization Management, 201-500 employees)
Vetted Review
Verified User
When I Work
3 years of experience
Likelihood to Recommend
It's a great product, but hard to integrate with anything else that we have. As a stand-alone though, we really like it and it works great for our time keeping needs.

Clocking in and out made easier

Rating: 9 out of 10
Incentivized
November 20, 2019
Verified User
Vetted Review
Verified User
When I Work
2 years of experience
Likelihood to Recommend
When I Work is well suited for employee clock-in or clock-out, messaging with the scheduler or manager, employee requests for time off, confirming shifts and time sheets, and syncing work with a separate calendar. When I Work is easy for the employee and has easy access through apps on Android or iOS.

When I Work - Simple Employee Management

Rating: 8 out of 10
Incentivized
January 19, 2018
AC
AK Cyrway
Co-Owner, President, Creative Services
The Framemakers (Retail, 1-10 employees)
Vetted Review
Verified User
When I Work
1 year of experience
View profile
Likelihood to Recommend
The free version of When I Work are great for start-ups and small businesses; the free version can manage up to 75 employees. Custom shifts are easy to make, and one can organize by certain job descriptions.

Good overall, room for improvement

Rating: 5 out of 10
Incentivized
December 13, 2017
NS
Nick Stanley
Vice President
JJs - Johnson Junction (Retail, 51-200 employees)
Vetted Review
Verified User
When I Work
1 year of experience
View profile
Likelihood to Recommend
When I work is good for a small business with 1 or 2 locations. Also good if you are well versed in IT/technology and don't need a lot of support. If your business is getting bigger, it may be more difficult to manage.
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