When I Work is an employee scheduling software with time clock and applicant tracking capabilities. Its features include schedule templates, team messaging, overtime visibility, labor forecasting, shift trading and bidding, and applicant sourcing. When I Work has a free plan and paid monthly subscriptions start at $2 per user. It’s best for brick-and-mortar businesses that are looking for a free yet comprehensive staff management tool and users who are looking for an app that’s simple and easy to use.
When I Work Pros and Cons
Has a free plan
Some actions need to be manually entered
Does not accept PayPal payments
Buggy scheduling tools
Who When I Work Is Best For
Brick-and-mortar businesses that are looking for a free yet comprehensive staff management tool: The app’s robust suite of features lets you manage scheduling, time tracking, communication, and hiring tasks from one dashboard.
Those who want a mobile-friendly app that they can use immediately with minimal to zero assistance from an IT professional: When I Work has been well-reviewed as a straightforward and user-friendly tool that does not require any complicated setup processes.
When I Work Pricing
When I Work is free for up to 75 employees, while its paid monthly plans start at $2 per user. The main differences between the paid options are the target user and access to premium features like overtime visibility, shift bidding, and single sign-on (SSO).
When I Work
Single Sign-on (SSO)
When I Work’s pricing is flexible and scalable, and you can start with the free option as a small business and then just upgrade your plan or apply add-ons as your needs evolve. If you want to explore the software before signing up, you may schedule a free demo.
This is a simple scheduling and communication tier with features that include team scheduling, availability, and messaging, as well as shift trading, time-off requests, schedule templates, and OpenShift management.
Basic is the lowest-priced paid plan and covers unlimited scheduling and communication capabilities. It includes everything in the Free plan, plus premium features like overtime visibility, remote job sites, creating a schedule for 10 or more days, and multiple schedules and locations.
This tier combines scheduling and communication capabilities with document storage and labor reporting. It has everything in Basic, plus auto-scheduling, shift bidding, and shift and team task lists.
The Enterprise subscription is designed for large businesses that require a customized package. It includes everything in the Pro plan, plus premium features including API access, single sign-on, labor insights, personalized implementation, custom integrations, and a dedicated account manager.
When I Work’s Add-On Features
When I Work’s add-ons are optional and are intended to help improve employee accountability, labor cost management, and operational efficiency.
Time Clock and Attendance
$2 per user
Applicant Tracking and Sourcing
Time Clock and Attendance
Add this feature to track time, control labor expenses, and increase payroll efficiency. Its capabilities include the following:
- Auto-deduct unpaid breaks
- Custom time sheet exporting
- Early clock-in prevention
- Integration with payroll software (Paychex, QuickBooks, ADP, Gusto, Square, and ActiveHours)
- Kiosk clock-in using a tablet or computer
- Mobile clock-in with GPS enforcement
- Overtime alerts
- Scheduling vs actual labor cost reporting
Applicant Tracking and Sourcing
This add-on lets you find job seekers, monitor applicants, and hire the right people for your team. Its features are as follows:
- Applicant tracking
- Customized screener questions
- New applicant sourcing
- Unlimited job postings (Facebook Jobs, Indeed, and Google Jobs)
When I Work Alternatives 2021
When I Work Features
When I Work is designed to help users save time on scheduling, improve communication, and strengthen staff accountability. Here are some of its most important features:
Staff scheduling: This feature offers a range of scheduling capabilities that include filling shifts, listing and monitoring team tasks, managing times off and team availability, scheduling across multiple locations, and trading and bidding on shifts.
Team communication: Directly communicate with any staff member through its private messaging tool. You can also bring all members of your team under one roof and keep everybody updated in real time without giving out personal phone numbers and contact information.
Time clock: When I Work’s time clock feature helps you reduce overtime and manage labor costs in real time. It lets you edit time sheets and track breaks, late logins, and absenteeism. Additionally, the time clock can be installed on your iPad, computer, and mobile device.
Applicant management: This feature enables you to post job openings and store applicant and company documents. You can use it to attract qualified candidates from multiple job boards and create custom screener questions for applicants.
Labor cost management and reports: When I Work offers overtime alerts, labor insights, and real-time visibility into labor expenses.
Integrations: The software integrates with a number of third-party payroll, business, and point-of-sales (POS) software. Here are some of its partner systems:
- Payroll: Gusto, Run by ADP, Gigwage, OnPay, Paychex, Simplepay.ca, and QuickBooks Online
- POS: Square
- Business operations tools: Crew, GoCo, People, ResaleAI, Rippling, and Zapier
Most Helpful When I Work Reviews
Users who left positive When I Work reviews like that the app helps make their employees more accountable in handling their schedules and shifts, and that it is easy and convenient to use. Meanwhile, those who gave negative feedback said that its customer support staff is not very helpful, while others complained that the software is sometimes buggy.
Improves scheduling accountability among staff
“We initially had our scheduling and time clock in different programs. Once we tried the When I Work Attendance module we were able to combine the two apps, and it made checking our timecards much easier! When I Work has made dropping and swapping shifts so easy for our employees. They now have the flexibility they desire, and we have the accountability we need.”
The app sometimes encounters glitches
“The formatting on the calendar is a little wonky sometimes on both my computer and mobile device. The time slots sometimes extend outside the box, making them impossible to click on. Past shifts can disappear from the calendar, as well, so beware if you plan on referring back to When I Work to log your shifts in a timesheet later on.”
When I Work Frequently Asked Questions (FAQs)
Which browsers work best with When I Work?
The app works best with Chrome, Firefox, Safari, and Internet Explorer 11.
Does it provide training?
Yes, and you may obtain information by watching training videos, browsing its Help page, and taking part in live webinars that cover various topics.
What are its payment options?
As of this writing (Oct. 16, 2020), When I Work accepts online payments via Visa, Mastercard, and American Express. It does not accept PayPal.
Our Top Employee Scheduling Software Picks
If you aren’t sure if When I Work is right for you, then this article on the best employee scheduling software for small business is a review of our top choices. Our team looked at a variety of solutions and narrowed recommendations down based on price, ease of use, and features like schedule creation tools, team messaging, shift swaps, and leave requests.