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When I Work Review

When I Work
Our score: 8.9 User satisfaction: 98%

What is When I Work?

When I Work is an online restaurant management platform that helps food service businesses achieve higher efficiency in staff scheduling, enhanced staff communication, better shift accountability, and considerable savings in time and resources. This easy-to-use restaurant management solution has a host of smart tools, features, and benefits to help coffee shops, cafeterias, bars, and restaurants avoid common staff scheduling issues, simplify the scheduling process, and gain more satisfied customers.

Cooks, baristas, servers, bartenders, and other restaurant staff are kept informed about their shifts all the time, from any place via online and mobile apps. In case of emergency absences or shift changes, managers can readily find replacements in a matter of seconds. This platform is very user-friendly that new staff can immediately appreciate the benefit of receiving upcoming schedule reminders, text and email notifications on shift changes, and request actions fast.

Some of its key features include an advanced and integrated schedule builder, an OpenShifts™ tool that allows staff to self-schedule, a TeamTxt™ for robust group messaging, schedule templates, personalized onboarding, remote job sites, task process tracking, and others. It can also be integrated with popular payroll, calendar, and social media apps such as Gusto, Quickbooks, Google, iCal, and Facebook to make it easier for your staff to schedule and keep reminders of their shifts and other job details.

Overview of When I Work Benefits

Restaurateurs and managers in the food service industry stand to enjoy the following benefits from When I Work:

Fast and Easy Set Up

With When I Work, you can finish your staff scheduling tasks in only a few minutes, allowing you to do other things that matter to you. It has a guided setup to help you breeze through the process of making your employee list, along with their job positions and work locations. You can also use existing staff rosters and relevant information from your spreadsheet by importing them into the app.

Budgeting and Payroll

When I Work provides comprehensive information for your budget and resource management. With just a single click, you can quickly forecast possible overtime hours to be rendered and payroll to be paid. It also allows you to effortlessly monitor staff by payroll expense, hours, or position.

Simplified Staff Scheduling

This scheduling platform is easy to learn and use, even for novice users. You can quickly see the work schedule for the week and you can easily transfer work shifts from one staff to another or from one day to the next. You can do so to your mind’s contentment.

Time-Off, Availability & HR Management

With When I Work’s proprietary communication tools, you’ll always be on top of things as far as employee scheduling and management are concerned. You can quickly see work assignments, identify available staff, and, thanks to its two-way messaging feature, immediately grant or reject any request for time-off or shift transfer. 

Staff Communication

It is always challenging to fill-up an available or vacated shift, search for replacements, and simply inform your staff about meetings or work updates. This is why having efficient employee communication tools are key to keeping your staff informed and accountable. When I Work’s group email and TeamTxt™ feature allows you to easily communicate with your staff with just a single click. 

Self-schedule using OpenShifts™ 

Allowing your staff to self-schedule themselves does not only motivate them to do work better but also empower them. This is the reason behind When I Work’s OpenShifts™. After creating an open shift, this tool will automatically notify concerned staff through email and text message. Once a staff claims the open shift, you and your managers will be alerted, and the shift will be updated instantly in actual time.

Schedule Templates

When I Work’s Schedule Templates simplifies scheduling and save time. You can also quickly apply previously used effective schedules in new and upcoming ones to ensure scheduling efficiency.

Third Party Apps

Your team can easily sync When I Work with popular calendar and social media apps that they use like Outlook, Google, Facebook, Thunderbird, and iCal. Aside from making scheduling easier, your staff can readily view their job schedules online and through the popular apps that many use.

Job Sites

You can effortlessly prepare job sites to keep your employees informed about where and when they will be assigned, even on a daily basis. With When I Work’s ‘Sites’ tool, you can easily assign employees at particular work addresses. This is helpful for your staff who are usually on-the-go as they can readily be notified of their next job assignment via their mobile phone. It also helps prevent overlapping schedules and confusion as you can easily separate job locations.

Notifications and Alerts

When I Work’s email notifications and text messages enable employees to remain connected and inform them of schedule updates, open shifts, upcoming shifts, and requests. Having automated alerts help better prepare your employees and lessen overlooked shifts.

Overview of When I Work Features

  • OpenShifts™
  • Attendance tracking
  • TeamTxt™
  • Time clock
  • Timesheet summary
  • Timesheet data export
  • GPS pin
  • Multiple locations
  • Alerts & notifications
  • Mobile clock in
  • Fixed device clock in
  • Payroll integration
  • When I Work scheduling app integration
  • Reporting

Awards & Quality Certificates

An award given to products our B2B experts find especially valuable for companies
This certificate is granted to products that offer especially good user experience. We evaluate how easy it is to start using the product and how well-designed its interface and features are to facilitate the work process.
This award is given only to top B2B products and represents the highest possible level of service. It highlights the vendor’s extensive knowledge of the industry they’re selling to and the needs of their customers.

When I Work Position In Our Categories

Because businesses have specific business wants, it is only practical they avoid buying a one-size-fits-all, “perfect” solution. Needless to say, it is almost impossible to try to chance on such an app even among sought-after software systems. The practical step to do would be to write down the several major aspects which need investigation like key features, budget, technical skill levels of the users, company size, etc. Next, you must double down on your product research to a full extent. Browse through some When I Work reviews and scrutinize the other software solutions in your list more closely. Such all-encompassing product research ascertains you weed out mismatched software products and subscribe to the system which offers all the function you require business requires to realize efficiency.

Position of When I Work in our main categories:

TOP 10

When I Work is one of the top 10 Restaurant Management Software products

If you are considering When I Work it may also be beneficial to check out other subcategories of Restaurant Management Software gathered in our base of B2B software reviews.

Companies have different wants and requirements and no software application can be perfect in such a situation. It is pointless to try to find a perfect off-the-shelf software app that meets all your business needs. The wise thing to do would be to adapt the application for your special needs, staff member skill levels, budget, and other elements. For these reasons, do not rush and subscribe to well-publicized popular systems. Though these may be widely used, they may not be the perfect fit for your particular needs. Do your groundwork, check out each short-listed platform in detail, read a few When I Work Restaurant Management Software reviews, contact the vendor for explanations, and finally choose the app that offers what you require.

How Much Does When I Work Cost?

When I Work Pricing Plans:

Free Trial

Free Plan

Free

Basic

$1.50/user/month

Pro

$2.25/user/month

Enterprice

Contact Vendor

Free – Basic scheduling and communication for one team or location.

  • Up to 75 Employees
  • Scheduling for one team or job site
  • Team Member Availability and Time-off Requests
  • TeamTxt™ (Enhanced Team Messaging) and Chat
  • Shift Trading
  • iPhone and Android Apps
  • Add Attendance for $1.50

Basic – $1.50 per user/month (billed monthly), powerful scheduling and communication for teams working in various job locations

  • Free Plan features
  • Robust Schedule Builder
  • Job Sites / Multiple Locations
  • OpenShifts™
  • Payroll Integrations
  • Shift Acknowledgment
  • 10-plus Day Scheduling
  • Schedule Multiple Teams
  • Remote Job Sites
  • Optional: Attendance for $1.30

Pro – $2.25 per user/month (billed monthly), advanced scheduling and communication for teams requiring streamlined work assigning and monitoring

  • Basic Plan features
  • Manage Team Task Management
  • Task Assignment to Employees
  • Task Progress Tracking
  • Optional: Attendance for $1.60

Enterprise – By quote, a totally unified approach for employee management, coordinate team coordination, and efficiency enhancement.

  • Pro Plan features
  • Personalized Onboarding
  • SAML Single Sign-On
  • Global Privacy Settings
  • API Access and Usage
  • Account Management
  • Optional: Attendance

User Satisfaction

Positive Social Media Mentions 167
Negative Social Media Mentions 14

We realize that when you make a decision to buy Restaurant Management 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.

Video

Technical details

Devices Supported

  • Windows
  • Linux
  • Android
  • iPhone/iPad
  • Mac

Deployment

  • Cloud Hosted
  • On Premise

Language Support

  • English

Pricing Model

  • Free
  • Monthly payment
  • Annual Subscription
  • Quote-based

Customer Types

  • Small Business
  • Large Enterprises
  • Medium Business

What Support Does This Vendor Offer?

  • email
  • phone
  • live support
  • training
  • tickets

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When I Work Comparisons

When I Work user reviews

Efficient scheduling application

Read full review >
Jared
5/5

Overall impression

5/5

Customer Support

5/5

Value for Money

5/5

Ease of Use

Published on: 03.10.2019 Company Size: More than 100 Employees Industry: Computer Software

A ‘must-have’ time saver in your online kit

Read full review >
Tammy
5/5

Overall impression

5/5

Customer Support

5/5

Value for Money

5/5

Ease of Use

Published on: 30.09.2019 Company Size: 1-10 Employees Industry: Fund-Raising

Great product! But left a bad taste…

Read full review >
Anonymous Reviewer
1/5

Overall impression

3/5

Customer Support

3/5

Value for Money

4/5

Ease of Use

Published on: 27.09.2019 Company Size: 1-10 Employees Industry: Leisure, Travel & Tourism

I can conveniently use the app on my phone

Read full review >
Thelma
4/5

Overall impression

4/5

Customer Support

4/5

Value for Money

4/5

Ease of Use

Published on: 12.09.2019 Company Size: 11-50 Employees Industry: Photography

Great platform for employee scheduling

Read full review >
Essie
5/5

Overall impression

5/5

Customer Support

5/5

Value for Money

5/5

Ease of Use

Published on: 10.10.2018 Company Size: 1-10 Employees Industry: Retail

What are When I Work pricing details?

When I Work Pricing Plans:

Free Trial

Free Plan

Free

Basic

$1.50/user/month

Pro

$2.25/user/month

Enterprice

Contact Vendor

Free – Basic scheduling and communication for one team or location.

  • Up to 75 Employees
  • Scheduling for one team or job site
  • Team Member Availability and Time-off Requests
  • TeamTxt™ (Enhanced Team Messaging) and Chat
  • Shift Trading
  • iPhone and Android Apps
  • Add Attendance for $1.50

Basic – $1.50 per user/month (billed monthly), powerful scheduling and communication for teams working in various job locations

  • Free Plan features
  • Robust Schedule Builder
  • Job Sites / Multiple Locations
  • OpenShifts™
  • Payroll Integrations
  • Shift Acknowledgment
  • 10-plus Day Scheduling
  • Schedule Multiple Teams
  • Remote Job Sites
  • Optional: Attendance for $1.30

Pro – $2.25 per user/month (billed monthly), advanced scheduling and communication for teams requiring streamlined work assigning and monitoring

  • Basic Plan features
  • Manage Team Task Management
  • Task Assignment to Employees
  • Task Progress Tracking
  • Optional: Attendance for $1.60

Enterprise – By quote, a totally unified approach for employee management, coordinate team coordination, and efficiency enhancement.

  • Pro Plan features
  • Personalized Onboarding
  • SAML Single Sign-On
  • Global Privacy Settings
  • API Access and Usage
  • Account Management
  • Optional: Attendance

What integrations are available for When I Work?

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

When I Work average rating:

Average score
5/5 (11 user reviews)
5/5

Overall impression

5/5

Customer Support

5/5

Value for Money

5/5

Ease of Use

Write your own review of this product

ADD A REVIEW

The most favorable review

Iris

PROS: 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 services dependless on the location the time zone the user is at. Imagine how reliable and resposive that made us look! All of our supervisors access their schedules promptly and on time, they manage sick leaves and days off, and they even swtich shifts without waiting for my recommendation. As simply as that: WhenIWork never caused a miscommunication problem! We are happy to have it.

CONS: Honestly, there is not even a single disadvantage I could mention. At the beginning, I thought that multiple time-zones assignments lacked functionality, but I was still a learner. Anyway, I reported the issue and the support team got hands around it the very same moment. The only thing I have to remember is that the shift I assigned in another time zone is displayed in my time.

Reviewed 2 years ago

Read full review >

The least favorable review

Anonymous Reviewer

PROS: I like the colorful design and its general ease of use. I appreciate the extra accountability possible with GPS clock in functions, as well as auto-populating to personal calendars. I like having the ability to export scheduling data for reports and payroll.

CONS: What's clear is many features in WhenIWork are still in Beta. For example, the payroll function is time-consuming to use and lacks obvious features--speaking with their team, they were aware of this and offered work arounds. Features such as Shift Task Lists were advertised as released and available, but I had to email them to be a part of a Beta release of it. I have a Pro level account; and what left a sour note for me was when they changed the pricing structure. They took away Time Clock, Attendance, Payroll Integrations and other features from Pro without notice. I asked them and they confirmed that only some users were grandfathered in, but I would be excluded from this because I hadn't engaged certain features yet. This was challenging to accept, as I had just transitioned my entire team to this app, expecting these features to be available at this price point, once I was ready to use them. Another sour note was finding out that pricing is grouped into 10 users at a time. So if I want to add an 11th user, I will have to pay for 20 users. This isn't clear in their pricing page, where Pro is advertised as $2.25/user.

Reviewed 5 months ago

Read full review >

More reviews from 11 actual users:

Sort by:

Latest
  • Latest
  • Most useful
  • Most positive
  • Most negative

Efficient scheduling application

Read full review >
Jared
5/5

Overall impression

5/5

Customer Support

5/5

Value for Money

5/5

Ease of Use

Published on: 03.10.2019 Company Size: More than 100 Employees Industry: Computer Software

PROS: The app is easy to use and I think the visual design is attractive and appealing to the eyes.

CONS: I use When I Work software to assign multiple shifts to my employees every day. It is a tiring task but it allows them to know easily about their lunch break. The app show should lunch breaks more clearly.

What do you think about this review? Great Poor

A ‘must-have’ time saver in your online kit

Read full review >
Tammy
5/5

Overall impression

5/5

Customer Support

5/5

Value for Money

5/5

Ease of Use

Published on: 30.09.2019 Company Size: 1-10 Employees Industry: Fund-Raising

PROS: 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 schedule. I, personally, check my shifts and do swaps with colleagues when necessary. I always plan my month in advance, and that's good because I am never missing my professional and private appointments. Besides, the software is always wtih me-the amazing phone app allows me access from any location, and I get timely notifications before the schedule is announced or modified.

CONS: Setting availability is frustrating sometimes. One has to draw the availability bar across the time-sheets, but there are no time tabs on the top to help you see what you've selected. It is the only thing I would like to change, but it doesn't affect my overall impression of the application.

What do you think about this review? Great Poor

Great product! But left a bad taste…

Read full review >
Anonymous Reviewer
1/5

Overall impression

3/5

Customer Support

3/5

Value for Money

4/5

Ease of Use

Published on: 27.09.2019 Company Size: 1-10 Employees Industry: Leisure, Travel & Tourism

PROS: I like the colorful design and its general ease of use. I appreciate the extra accountability possible with GPS clock in functions, as well as auto-populating to personal calendars. I like having the ability to export scheduling data for reports and payroll.

CONS: What's clear is many features in WhenIWork are still in Beta. For example, the payroll function is time-consuming to use and lacks obvious features--speaking with their team, they were aware of this and offered work arounds. Features such as Shift Task Lists were advertised as released and available, but I had to email them to be a part of a Beta release of it. I have a Pro level account; and what left a sour note for me was when they changed the pricing structure. They took away Time Clock, Attendance, Payroll Integrations and other features from Pro without notice. I asked them and they confirmed that only some users were grandfathered in, but I would be excluded from this because I hadn't engaged certain features yet. This was challenging to accept, as I had just transitioned my entire team to this app, expecting these features to be available at this price point, once I was ready to use them. Another sour note was finding out that pricing is grouped into 10 users at a time. So if I want to add an 11th user, I will have to pay for 20 users. This isn't clear in their pricing page, where Pro is advertised as $2.25/user.

What do you think about this review? Great Poor

I can conveniently use the app on my phone

Read full review >
Thelma
4/5

Overall impression

4/5

Customer Support

4/5

Value for Money

4/5

Ease of Use

Published on: 12.09.2019 Company Size: 11-50 Employees Industry: Photography

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.

What do you think about this review? Great Poor

Great platform for employee scheduling

Read full review >
Essie
5/5

Overall impression

5/5

Customer Support

5/5

Value for Money

5/5

Ease of Use

Published on: 10.10.2018 Company Size: 1-10 Employees Industry: Retail

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.

What do you think about this review? Great Poor

When I Work saves me plenty of time

Read full review >
Cheryl
5/5

Overall impression

5/5

Customer Support

5/5

Value for Money

5/5

Ease of Use

Published on: 21.09.2018 Company Size: 1-10 Employees Industry: Fund-Raising

PROS: 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 request leaves. There is a useful phone app as well as ‘reminder’ features that remind me by email or text message about a scheduled shift.

CONS: The one glitch that is a pain is the difficulty in setting your availability. You have to drag a bar across the timesheet but you cannot see where you are selecting as the page does not show any times at the top. Apart from this one difficult page, the rest of the system works just great.

What do you think about this review? Great Poor

High quality online scheduling solution

Read full review >
Brett
5/5

Overall impression

5/5

Customer Support

5/5

Value for Money

5/5

Ease of Use

Published on: 23.03.2018 Company Size: More than 100 Employees Industry: Security and Investigation

PROS: 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 needed a user-friendly solution to manage requests like time off and sick leave. Now, all our employees can access their schedules online and place requests for dropping or swapping shifts if needed. When I Work keeps them all in the loop and there have been no “no shows” because of miscommunication. To top it all, the customer support is excellent too.

CONS: I don’t have any complaints about When I Work. I wanted a feature to be added about time zone assignments for locations and work sites, but the vendor is working on it currently. The only thing to remember is when you add a shift in another time zone, the system will display the time in your zone and not the zone of the employee.

What do you think about this review? Great Poor

Easy way to schedule

Read full review >
Marcella
5/5

Overall impression

5/5

Customer Support

5/5

Value for Money

5/5

Ease of Use

Published on: 25.12.2017 Company Size: More than 100 Employees Industry: Higher Education

PROS: 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 themselves without the need for any paperwork. You can simply set the limits and leave everything else to your employees.

CONS: The APP is poses issues now and then. The app is unreliable and I advise my employees to use only the website. Plus, the system sends plenty of reminder emails which bombard our employees’ inbox. To deal with this issue, I tell my staff to set a filter and check when needed.

What do you think about this review? Great Poor

The best online scheduling tool that you can find on the market!

Read full review >
Iris
5/5

Overall impression

5/5

Customer Support

5/5

Value for Money

5/5

Ease of Use

Published on: 24.12.2017 Company Size: More than 100 Employees Industry: Security and Investing

PROS: 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 services dependless on the location the time zone the user is at. Imagine how reliable and resposive that made us look! All of our supervisors access their schedules promptly and on time, they manage sick leaves and days off, and they even swtich shifts without waiting for my recommendation. As simply as that: WhenIWork never caused a miscommunication problem! We are happy to have it.

CONS: Honestly, there is not even a single disadvantage I could mention. At the beginning, I thought that multiple time-zones assignments lacked functionality, but I was still a learner. Anyway, I reported the issue and the support team got hands around it the very same moment. The only thing I have to remember is that the shift I assigned in another time zone is displayed in my time.

What do you think about this review? Great Poor

I like When I Work

Read full review >
Orlando
5/5

Overall impression

5/5

Customer Support

5/5

Value for Money

5/5

Ease of Use

Published on: 23.12.2017 Company Size: More than 100 Employees Industry: Newspapers

PROS: 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 for me to take a vacation. I can easily request time off and review the request later to know about my manager’s decision. When I Work makes it easy to keep track of the hours I work and time offs I request.

CONS: It is a pain to acknowledge my shifts after they are posted by my boss. It would also be better if all employees posted their photos so that I can recognize them when I see their schedules. I personally have not faced any problems with the program, but my boss suffered a software crash recently while working on it.

What do you think about this review? Great Poor

Nice scheduling app

Read full review >
Santiago
5/5

Overall impression

5/5

Customer Support

5/5

Value for Money

5/5

Ease of Use

Published on: 14.12.2017 Company Size: More than 100 Employees Industry: Accounting

PROS: 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. Our company does not use the communication feature but I would like to see its capabilities and check if it can resolve a few communication issues.

CONS: I have no complaints about the app. The swap feature looks great but it is not used that much because users would have to set preferences to get notifications about swap requests.

What do you think about this review? Great Poor
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Reviewed By Nestor Gilbert
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