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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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Recent Reviews

TrustRadius Insights

When I Work is a versatile web tool that has been widely implemented in various important areas of companies, including Marketing, Sales, …
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Good value

8 out of 10
February 28, 2020
Incentivized
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, …
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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

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Pricing

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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

(62)

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.

Attribute Ratings

Reviews

(1-25 of 25)
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September 13, 2021

Great for Shift Management

Score 10 out of 10
Vetted Review
Verified User
Incentivized
  • Shift management.
  • Coworker communication.
  • Intuitive UI.
  • More confirmation messages in case you accidentally select a shift you don't want.
  • An option to get notified when open shifts become available would be nice.
  • Privacy should also have greater control options, for example not letting the profile picture show.
Sasha Brito | TrustRadius Reviewer
Score 9 out of 10
Vetted Review
Verified User
Incentivized
  • 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.
  • 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.
Jayelynn Willman | TrustRadius Reviewer
Score 9 out of 10
Vetted Review
Verified User
Incentivized
  • 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.
  • 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.
Score 7 out of 10
Vetted Review
Verified User
Incentivized
  • Scheduling is decent. It takes a long time to figure out, but once you have it down, it works.
  • Mobile app warns people of scheduled shift prevents missed shifts.
  • Time tracking is accurate and easy to interpret.
  • Customer service only available by chat or email. No phone- which is crazy, in my opinion. Slows down, getting things done.
  • Understanding their charges is a pain. I still don't know what I am paying for.
  • If you are being overcharged, they don't care; they keep you on billing for something in a group.
Liz Ward | TrustRadius Reviewer
Score 9 out of 10
Vetted Review
Verified User
Incentivized
  • The chat feature is extremely helpful for communicating instantly to a large number of people.
  • When I Work has a nice dashboard that easily shows the last 5 days' labor costs.
  • Their customer support team is responsive.
  • The reporting is very limited unless you want to pay a lot for it.
Score 9 out of 10
Vetted Review
Verified User
Incentivized
  • When I Work allowed me to color-code each employee's schedule.
  • When I Work allowed me to show who was "off" during what time of day. This was essential for morale, as our event included 16-18 hour days, and I wanted to show that everyone had down time each day.
  • For my purposes, I found the program easy to use and can't think of anything I would change.
ANNA CARABALLO | TrustRadius Reviewer
Score 10 out of 10
Vetted Review
Verified User
Incentivized
  • 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
  • There are honestly no areas for improvement that we have found. They do a great job!
Score 10 out of 10
Vetted Review
Verified User
Incentivized
  • Allows for better management of labor
  • Reduces time spent on scheduling/staff management
  • Improves staff communication
  • When I Work has always provided excellent customer service.
  • Improved schedules for "print" - Color coded, multi-department
Score 10 out of 10
Vetted Review
Verified User
Incentivized
  • Being able to create shift templates and duplicate those is wonderful.
  • I can easily delete, move or edit a shift with just a few clicks.
  • I can see the schedule as a day, week or month and get a real sense of our coverage areas and needs.
  • I can easily get the count of hours for an employee and relay this directly to our accounts person to create our payroll.
  • When I Work is always looking for ways to improve and tweak issues, they will make changes accordingly, sometimes I'll find something new when I log in and it can be confusing for a moment but it doesn't take long to figure out the edit.
  • The program itself is easy to pick up, I do need to dedicate more time to fully utilizing all of the tools it offers, perhaps period webinars to show what I/customers might not be taking advantage of.
  • I really don't have a lot of negative feedback for the product. It's helped me in my daily job a great deal.
February 28, 2020

Good value

Score 8 out of 10
Vetted Review
Verified User
Incentivized
  • Copying shifts to drag to other employees
  • Lots of color options to make it easy to see the difference in shifts
  • Templates
  • Making shifts longer and shorter by dragging them has always been buggy.
  • It would be cool if when I mark a scheduled person as out sick if there was a way to make, for example, all of their phone shifts go out to others on the team scheduled to something different.
Carol Fittell | TrustRadius Reviewer
Score 9 out of 10
Vetted Review
Verified User
Incentivized
  • Setting preferences and availability shows up in a clear, concise manner.
  • Shifts drag and drop easily, and the view can be filtered many different ways.
  • We schedule staff at multiple facilities and lets us track their hours all in one place.
  • I wish it was easier to rearrange the order of the staff in the scheduler view.
  • I wish it was easier to ensure you're dragging/dropping a shift to the right employee (alternately shaded rows would be a huge help!).
  • I wish the total shift hours across various locations ("schedules") would be tallied, and not just the current location/schedule for the employee.
Score 7 out of 10
Vetted Review
Verified User
Incentivized
  • Able to have many different schedules on the site at the same time, so we can use it to manage many events at the same time/over a long period of time.
  • Both employer and employee can use the service and see what shifts a particular worker is booked to work.
  • The website is commonly slow.
  • We are forced to use several other services in addition to When I Work to be able to do all that we need to do. When I Work is not an all-inclusive service. We are not able to communicate to our workers through it, nor post information for them to be able to access, nor use it to track data (like certifications) over long periods of time.
February 13, 2020

We're Loving It!

Talitha Rieken | TrustRadius Reviewer
Score 10 out of 10
Vetted Review
Verified User
Incentivized
  • On-demand customer service.
  • Updating the product to meet the demands of the customer.
  • We would love to see the functionality of more than one email address per profile.
  • With so many managers in our group and so many locations, we would like to have job sites alerts attached to the 'supervisor' security role for when team members pick up shifts. That way every manager doesn't get the alert for every job site.
Score 8 out of 10
Vetted Review
Verified User
Incentivized
  • Mobile-friendly: our student staff loves the app and use it frequently to check their schedules.
  • Straight forward the learning curve is minimal for our student staff and they can figure out how to use When I Work with only a quick tutorial.
  • Setup is confusing and a little cumbersome.
  • Some components are confusing: for example, never really sure what the difference is between selecting a schedule and selecting a position
İhsan Akkarpuz | TrustRadius Reviewer
Score 9 out of 10
Vetted Review
Verified User
  • Superb scheduling and arrangements as per employee and employer needs
  • Newly introduced mobile app with tons of features adding great value to the users
  • The product might be updated to be more precise and lean as the latest edition contains so many features that I thought some of them [were] duplicating each other.
Score 9 out of 10
Vetted Review
Verified User
Incentivized
  • GPS track destination clock-in or out.
  • Messaging with the scheduler.
  • Time off requests.
  • Easy tracking of previously logged hours.
  • GPS tracking is not always accurate.
  • Occasional app malfunction.
  • Requesting time off can be unclear at times.
AK Cyrway | TrustRadius Reviewer
Score 8 out of 10
Vetted Review
Verified User
Incentivized
  • Easy to read interface and display
  • Ability to print to PDF for physical reports and record keeping
  • Employee shift management
  • While mouseovers are present, the menu could be designed better
  • Popups in the free version covers up important features when viewed on smaller resolution monitors
  • No direct print feature
Nick Stanley | TrustRadius Reviewer
Score 5 out of 10
Vetted Review
Verified User
Incentivized
  • Electronic Scheduling and communications with employees about shifts
  • Accurate Timekeeping
  • Support really needs improvement. They don't take phone calls!
  • They don't always think of every customer when making changes to the system, and the hierarchy in the system is pretty hardcoded, there's no way to build your own on who reports to who or a way for an assistant manager to cover for the manager.
James Mcbride | TrustRadius Reviewer
Score 8 out of 10
Vetted Review
Verified User
Incentivized
  • Great at allowing us to see at a glance who is working and what shift.
  • Allows us to track the PTO requests.
  • Allows us to customize based on the person and shift.
  • Can we cumbersome when first setting it up.
  • When trying to change a shift that is stable and going to be the same every day for the future can be tricky setting it up.
  • Users/price.
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