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When I Work REVIEW

Employee Scheduling Software

10 user reviews
USER SATISFACTION 98%
OUR SCORE 9.3

What is When I Work?

When I Work is a time clock application that is simple and straightforward to set up and use on any PC, laptop, smartphone, or tablet. The app helps employers and employees manage attendance with ease. With it, employees can clock in for work through their mobile phone. You can choose to set up a dedicated terminal inside your office premises or allow employees in the field to clock in directly from their mobile device wherever they may be at the office or on the field.

When I Work GeoCheckin feature allows you to monitor employee attendance in multiple locations. Through GPS tracking and live map views, you can make sure employees clock in from the right job sites.

Through its scheduler, you can easily organize schedules and see if a shift will be needing more manpower or not. It cuts the time needed for employers to integrate individual schedules because it allows employees to upload their preferred off days. In a click, employees per position and per shift can be seen to ensure that all shifts are provided the number of manpower needed.

Besides the basic features of clocking in and clocking out from multiple devices, When I Work also offers a more streamlined way to manage employee payroll. Employees can submit timesheets to their manager for approval and with a click of a button, you can export approved timesheets for payroll. When preparing timesheets, the alert icons will flag up potential problems so nothing slips through the cracks. It also has tools that help businesses when it comes to hiring and acquiring new employees.

When I Work also allows employers to send push notifications of schedules. Once a new schedule is made, all employees can be notified in an instant. Individual employees can even request time off and schedule change through the app. Scheduling can even be done anytime and anywhere as it’s accessible through smartphones. When I Work is also free and fully accessible for businesses with less than 75 employees. Businesses can start scheduling, time tracking, hiring, and messaging without the need to enter into a contract or upfront cost so long as it has 75 employees or less. 

Overview of When I Work Benefits

Here are the many benefits you can have with When I Work:

Free

When I Work is free to small businesses with only 75 employees or less. This is cost efficient and allows for a streamlined business administration with no cost whatsoever. For no fees and contract whatsoever, small business owners can begin hiring, scheduling, time tracking and messaging for free.

Organized Scheduling

Scheduling is streamlined and simplified. An entire week’s schedule can be made in minutes because all relevant employee data (preferred and scheduled time off) is present and a scheduler is given a complete view as to attendance and manpower need. An employer can opt to create schedules lasting for weeks or for months and employees can be easily informed through push alerts once they’re available. Employees can also be easily informed of changes through push alerts.

Timesheets and payroll export

You can also fine-tune timesheets submitted by employees for approval. The application will alert you about potential problems before they escalate. Because the process is streamlined, errors can be easily seen and corrected. Discrepancies will be a thing of the past because the scheduler’s simplified view will easily verify and validate time and location check-ins.

Overtime Alerts

Organizing staff assignments and schedule is made easy because they can be color coded. Through this, you can secure that all the necessary manpower you need with their respective positions and tasks are present in just one look. You can easily see if a day is missing a manager on duty and can easily assign in advance through push alerts. Overtimes can be easily tracked and monitored.

Mobile Check-in

Employees in the office and in the field can check in from their computers, laptops, smartphones or tablets. Accountability can be checked wherever the employee may be regardless of the nature of the job. This function is ideal for businesses involving field workers in industries like construction and catering.

It also has a lock function, which prevents unauthorized, early or late check-in depending on your rules. This way, discrepancies are avoided.

GeoCheckin

You can ensure employees are clocking in from the right job sites with the help of GPS tracking and live map views. With its GeoCheckin function, employers can track the location of their employees in real time. There will be no need for messaging as accountability is secured in just one click. This app is ideal for companies in the hospitality, restaurant, and retail industries, among others. As users can access the app from their mobile phone, it’s ideal for businesses with hourly employees. With its GeoCheckin function employers can be certain that employees are where they need to be at the time they’re expected to be.

Timesheet exporting

Employers and managers can export approved timesheets for payroll. No tedious file transfer is needed as it can be easily integrated with the app. The amount of hours worked is recorded and summarized as timesheets for a streamlined payroll process that does not take much of the employer’s time is easily available in a click.

Push Alerts and Shift Notifications

Text and email attendance notifications and alerts ensure your employees never forget to clock in. Push alerts can be used to send messages to all your employees in an instant. You can easily send push alerts when new schedules are available and your employees can receive it right in their pocket.

Reporting Features

You can use the reporting features of When I Work to monitor and review employee attendance data. Given the simplified interface, patterns can be easily seen and points of trouble can be easily dealt with in an instant. The app provides useful metrics for general managers, store managers, and employee supervisors.  Meanwhile, executives who manage payroll issues and shift scheduling can use When I Work to track the number of hours employees work each week.

Customized

Multiple pricing options are offered to suit businesses with one to 100+ employees. You can even customize and boost the functions and features of your choice. It can provide a tailored plan depending on your business needs. You can also customize access. When I Work allows users to configure rules on who can see specific dashboards or individual schedules. Managers can opt to give their supervisors access and have them handle the scheduling in your stead.

Messaging

When I Work allows its users to message each other on a one-to-one or group chart basis. Employees can easily contact one another whenever a schedule swap or help is needed when it comes to heavy shifts.

Hiring

Business owners are also provided tools when it comes to hiring new employees. Tracking of the application process is done and new hires are automatically added to the work schedule.

Overview of When I Work Features

  • Scheduler
  • Schedule templates
  • Shift notifications/reminders
  • 1-on-1 and group messaging
  • Employee availability
  • Employee scheduling
  • Time off requests
  • Overtime alerts
  • Time clock
  • Versatile clocking  in/out
  • Early clock in restrictions
  • Timesheet and payroll export
  • Third-party Integrations
  • Task management
  • Labor budgeting
  • Applicant tracking
  • Live chat support
  • Reports
  • Monitored job sites
  • Mobile
  • Multiple locations
  • Notifications
  • Online Access
  • Payroll

What Problems Will When I Work Solve?

Problem # 1: Time Consuming Scheduling.

Scheduling employees’ shifts and managing changes when demands rise is stressful and time-consuming. Managers and business owners end up spending too much time that could instead be spent on handling, developing, and expanding the business itself. When I Work provided a solution for this dilemma by offering tools that allow scheduling in just minutes through comprehensive and effective templates. Through the tools, managers can easily schedule based on employee’s availability.

Problem # 2: No-Show Employees.

Tardy employees who fail to commit to assigned shifts cause unwanted and unnecessary stress to managers, business owners, and co-employees. When I Work can prevent this through real-time scheduling that employees can access through Android / iOS apps. Through it, employees will receive notifications and reminders regarding their upcoming shifts. Employees can also swap schedules among each other if one can’t make it. Employees will also get to request time-off through the app.

Problem # 3: Slow Hiring Process

Hiring competent employees is a struggle and the process is often slow. It takes much time on the part of managers and business owners. When I Work dealt with this concern through third-party integrations. Through its tools, candidates can be found through posting jobs to Facebook and indeed. The hiring process is streamlined through a comprehensive applicant tracking tool. Upon hire, new employees are automatically added to the work schedule.

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When I Work Position In Our Categories

Position of When I Work in our main categories:

1

When I Work is top 1 Employee Scheduling Softwareproduct

Top
5

When I Work is one of the 5 HR Softwareproducts

1

When I Work is one of the 1
Employee Scheduling Software product

5

When I Work is one of the 5
HR Software product


If you are interested in When I Work it could also be a good idea to check out other subcategories of Best Employee Scheduling Software listed in our base of SaaS software reviews.

It is crucial to note that almost no service in the Employee Scheduling Software category will be an ideal solution that can match all the needs of different company types, sizes and industries. It may be a good idea to read a few When I Work reviews first as certain solutions may dominate only in a very small group of applications or be prepared with a very specific type of industry in mind. Others may function with a goal of being easy and intuitive and as a result lack complicated features welcomed by more experienced users. You can also find apps that focus on a wide group of users and offer a rich feature toolbox, but that usually comes at a more expensive price of such a software. Be certain that you're aware of your needs so that you buy a service that provides specifically the functionalities you look for.

How Much Does When I Work Cost?

When I Work Pricing Plans:
Free trial
Sceduling Basic
$1.50 per user/month
Scheduling Pro
$2.25 per user/month
Enterprise
By quote

When I Work has four pricing options and you can immediately start for free. Here are the details of the plans:

Free

  • Up to 75 Employees
  • Scheduling for a single team or location
  • Availability & Time-off Requests
  • Group Messaging & Chat
  • Shift Trading
  • iPhone and Android Apps
  • Add Attendance for $1.50

Scheduling Basic – $1.50 per user/month

Billed monthly

  • For more than 75 employees
  • Powerful Schedule Builder
  • Enhanced Team Messaging
  • Job Sites / Multiple Locations
  • OpenShifts
  • Optional Time & Attendance
  • Payroll Integrations
  • Shift Acknowledgment
  • 10+ Day Scheduling
  • Schedule Multiple Teams
  • Remote Job Sites
  • Add Attendance for $1.30

Scheduling Pro – $2.25 per user/month

Billed monthly

  • For more than 75 employees
  • Advanced Schedule Builder
  • Enhanced Team Messaging
  • Job Sites / Multiple Locations
  • OpenShifts
  • Optional Time & Attendance
  • Payroll Integrations
  • Shift Acknowledgment
  • 10+ Day Scheduling
  • Schedule Multiple Teams
  • Remote Job Sites
  • Manage Team Tasks
  • Assign Tasks to Employees
  • Monitor Task Progress
  • Add Attendance for $1.30

Enterprise – by quote

  • For more than 75 employees
  • Advanced and Integrated Schedule Builder
  • Enhanced Team Messaging
  • Job Sites / Multiple Locations
  • OpenShifts
  • Optional Time & Attendance
  • Payroll Integrations
  • Shift Acknowledgment
  • 10+ Day Scheduling
  • Schedule Multiple Teams
  • Remote Job Sites
  • Manage Team Tasks
  • Assign Tasks to Employees
  • Monitor Task Progress
  • API Access & Usage
  • Account Management
  • Global Privacy Settings
  • SAML Single Sign On
  • Dedicated Account Manager
  • Personalize Onboarding
  • Optional Attendance

User Satisfaction

We realize that when you make a decision to buy Employee Scheduling Software it’s important not only to see how experts evaluate it in their reviews, but also to find out if the real people and companies that buy it are actually satisfied with the product. That’s why we’ve created our behavior-based Customer Satisfaction Algorithm™ that gathers customer reviews, comments and When I Work reviews across a wide range of social media sites. The data is then presented in an easy to digest form showing how many people had positive and negative experience with When I Work. With that information at hand you should be equipped to make an informed buying decision that you won’t regret.

POSITIVE SOCIAL MENTIONS

16

NEGATIVE SOCIAL MENTIONS

0

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Technical details

Devices Supported
  • Windows
  • Linux
  • Android
  • iPhone/iPad
  • Mac
  • Web-based
  • Windows Mobile
Language Support
  • English
  • Spanish
Pricing Model
  • Monthly payment
  • Annual Subscription
Customer Types
  • Small Business
  • Large Enterprises
  • Medium Business
  • Freelancers
Deployment
  • On Premise

What Support Does This Vendor Offer?

  • EMAIL
  • LIVE SUPPORT
  • TRAINING
  • TICKETS

When I Work User Reviews

What are When I Work pricing details?

When I Work Pricing Plans:
Free trial
Sceduling Basic
$1.50 per user/month
Scheduling Pro
$2.25 per user/month
Enterprise
By quote

When I Work has four pricing options and you can immediately start for free. Here are the details of the plans:

Free

  • Up to 75 Employees
  • Scheduling for a single team or location
  • Availability & Time-off Requests
  • Group Messaging & Chat
  • Shift Trading
  • iPhone and Android Apps
  • Add Attendance for $1.50

Scheduling Basic – $1.50 per user/month

Billed monthly

  • For more than 75 employees
  • Powerful Schedule Builder
  • Enhanced Team Messaging
  • Job Sites / Multiple Locations
  • OpenShifts
  • Optional Time & Attendance
  • Payroll Integrations
  • Shift Acknowledgment
  • 10+ Day Scheduling
  • Schedule Multiple Teams
  • Remote Job Sites
  • Add Attendance for $1.30

Scheduling Pro – $2.25 per user/month

Billed monthly

  • For more than 75 employees
  • Advanced Schedule Builder
  • Enhanced Team Messaging
  • Job Sites / Multiple Locations
  • OpenShifts
  • Optional Time & Attendance
  • Payroll Integrations
  • Shift Acknowledgment
  • 10+ Day Scheduling
  • Schedule Multiple Teams
  • Remote Job Sites
  • Manage Team Tasks
  • Assign Tasks to Employees
  • Monitor Task Progress
  • Add Attendance for $1.30

Enterprise – by quote

  • For more than 75 employees
  • Advanced and Integrated Schedule Builder
  • Enhanced Team Messaging
  • Job Sites / Multiple Locations
  • OpenShifts
  • Optional Time & Attendance
  • Payroll Integrations
  • Shift Acknowledgment
  • 10+ Day Scheduling
  • Schedule Multiple Teams
  • Remote Job Sites
  • Manage Team Tasks
  • Assign Tasks to Employees
  • Monitor Task Progress
  • API Access & Usage
  • Account Management
  • Global Privacy Settings
  • SAML Single Sign On
  • Dedicated Account Manager
  • Personalize Onboarding
  • Optional Attendance

What integrations are available for When I Work?

When I Work supports the following integrations:

  • QuickBooks
  • QuickBooks Online
  • When I Work Scheduling
  • ZenPayroll
  • Gusto
  • ADP Workforce Now
  • Square
  • Ultimate Software
  • Activehours
  • Paychex

User reviews


User reviews in total: 10

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Average Rating:

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The most favorable review

Essie

12 months ago


Pros: I am impressed with When I Work because it is easy to use and can be changed and updated anywhere. The check-in features look great because they work seamlessly.

Cons: I think the main drawback is it is not easy to use the platform for payroll management.

The least favorable review

Thelma

2 years ago


Pros: It is great that I can use the app on my phone to manage my time sheets. The location tracking feature is a big help as I can submit my miles when working offsite. Another great thing is I can manually enter and change my work hours. Finally, it is super that When I Work integrates smoothly with other systems I use like Active Hours.

Cons: The one drawback is the accuracy of the location tracking feature. Sometimes it shows that I am in the wrong location when I am actually punching in from the right location. But this glitch may be because of my phone or the dodgy service of the mobile provider.

Published 12 months ago
Verified
user
I am impressed with When I Work because it is easy to use and can be changed and updated anywhere. The check-in features look great because they work seamlessly.



What do you think about this review? Great Poor
Published 12 months ago
Verified
user
I think the interface is user-friendly and makes it easy to schedule employees. As an employee, I find it simple to check my shifts, swap shifts with other workers, and...



What do you think about this review? Great Poor
Published 1 year ago
Verified
user
The app is easy to use and I think the visual design is attractive and appealing to the eyes.



What do you think about this review? Great Poor
Published 1 year ago
Verified
user
There are so many things to love about it, but I'd say simplicity. The software comes with an incredibly user-friendly interface even for savvy employees to manage their...



What do you think about this review? Great Poor
Published 1 year ago
Verified
user
I was looking for a cost-effective online scheduling app for my company and came across When I Work. My company operates across multiple locations and time zones and we...



What do you think about this review? Great Poor
Published 2 years ago
Verified
user
It is great that I can use the app on my phone to manage my time sheets. The location tracking feature is a big help as I can submit my miles when working offsite....



What do you think about this review? Great Poor
Published 2 years ago
Verified
user
When I Work is a great app that helps our workforce manage details of shifts by themselves. You can set the schedule and let your employees trade and swap shifts between...



What do you think about this review? Great Poor
Published 2 years ago
Verified
user
I am delighted to share tham my long and exhaustive search for an efficient scheduling tool (that I can afford!) ednded successfully. The team is finally able to provide...



What do you think about this review? Great Poor
Published 2 years ago
Verified
user
For me, the highlight feature is full schedule view which allows me to see the schedules of my colleagues and my team members. The feature tells me which weeks are free...



What do you think about this review? Great Poor
Published 2 years ago
Verified
user
I like the fact that When I Work is easy to use and makes it simple to access my work schedule any time. You can easily input work availability and adjust it as needed....



What do you think about this review? Great Poor

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