When I Work - Simple Employee Management
Updated January 19, 2018

When I Work - Simple Employee Management

AK Cyrway | TrustRadius Reviewer
Score 8 out of 10
Vetted Review
Verified User

Overall Satisfaction with When I Work

When I Work is a powerful web tool for scheduling and employee management. Even in the free version, employees can request time off, take open shifts, take part in team chat, and report availability. The interface is simple and easy to grasp.


  • 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
  • Assures employees know their schedule in one place
  • Visual set up is easy to see where coverage is needed
  • Faster to manage employee times; gives employees some responsibility in their schedule
  • Google Calendar
Prior to When I Work, we had been using a Google calendar. This turned out to be difficult to track, and employees would never know who else was working the shift, nor could they easily access it without a Google Account. When I Work is both app and website based and can be used without a Google account.
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.

Using When I Work

7 - We have seven employees, three full time and four part time: three manufacturing, two designers, one bookkeeper, and one gallery administrator.
2 - As the two owners have backgrounds in software development and information technology, they do all thr maintenance and support for When I Work.
  • Employee scheduling
  • Time off requests
  • Availability
  • Online scheduling maintenance
  • Use of team chat
It's a powerful tool for employee management and intuitive to use.

Evaluating When I Work and Competitors

  • Price
  • Product Features
As we were having a hard time with employees not remembering their schedules (for the longest time, it had been handwritten on a calender), we did research on an employee scheduling app. When I Work came highly recommended.
Where my husband/business partner and I have a background in researching and debeloping software and hardware recommendations, we have a pretty solid process in researching and selecting products.

When I Work Implementation

Make certain your team knows how to turn off alerts and utilise the system.
No - "Hey, everyone! I found this highly recommended website for scheduling!"
We're a small shop.
Change management was minimal - People who don't like change complain the loudest, but they eventually get used to it. It comes from having some employees, while not technophobic, resistant to new technology. But you can't grow wihout adapting to the times.
  • Most of our issues were team-side, in training our team to use the software. (As stated in previous question)

When I Work Support

I've never had to wait for an answer to my questions; prompt, friendly service, even at the free subscription level.
Quick Resolution
Good followup
Knowledgeable team
Problems get solved
Kept well informed
No escalation required
Immediate help available
Support understands my problem
Support cares about my success
Quick Initial Response
Not Sure - As we are still in our initial five years of owning a business, we are watching what we purchase. However, after we have reevaluated what is available, When I Work will be on top of the list for subscribing for their premium content.
I was still learning the programme when I couldn't figure out how to delete an employee; as it turned out, it was quite an easy (and for me, embarrassingly obvious once I realised I had still listed that employee on the schedule for the following week ) but support was very kind and understanding, and never once treated my question as stupid.

Using When I Work

While it's one of the better apps, my only complaint is the icon layout of the dash; mouseover sometimes doesn't work for my system.
Like to use
Relatively simple
Easy to use
Technical support not required
Well integrated
Quick to learn
Feel confident using
  • Clean cut design, intuitive
  • Able to drag and drop shifts
  • Simple chat box for team chat that doesn't get in the way of the work area
  • It took some time to get used to where the scheduler was; while the icons are clean, an option to have the icons have actual words rather than mouseovers would be beneficial


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