When I Work Logo

When I Work Claim

Employee Scheduling & Time Tracking Software

 4.8

(2 Reviews)
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Why SoftwareWorld Chooses When I Work:

“Scheduling hourly workers can get messy fast, and that is where When I Work tends to help most. Managers can build and share schedules without the usual back-and-forth, and employees can check shifts or request changes on their own. It works well for shift-based teams in retail, food service, or healthcare. Businesses with very small teams or salaried staff may not get as much value from it, since the focus is clearly on hourly workforce management.”
Highly Recommended Badge

When I Work Overview

When I Work is a workforce management and scheduling platform designed to remove the chaos from employee scheduling and day-to-day team coordination. Built for businesses with hourly and shift-based workers, it provides intuitive tools for creating schedules, tracking time, coordinating shifts, and communicating with teams — all from one unified portal. The platform’s mobile-first experience lets employees view schedules, swap shifts, request time off, and receive real-time alerts, reducing last-minute disruptions and miscommunication. Managers benefit from drag-and-drop scheduling, overtime controls, labor cost forecasting, and integrated time clocking that syncs with payroll systems. For service-driven organizations where staffing consistency impacts service quality and profitability, When I Work helps teams stay organized, reduce labor costs, and improve workforce engagement.

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When I Work Screenshots & Video

Contact Details

  • Vendor Name When I Work
  • Company Founded Year 2010
  • Location United States
  • Number of Employees 101-500

Support

  • Email/Help Desk Customer Support Email
  • Chat Support for Software Users Chat
  • Knowledge Base for Software Knowledge Base

Training

  • In-person Training In-person
  • Webinar Training Webinar
  • Training Documentation Documentation

Licensing & Deployment

  • Proprietary Licensing Model Proprietary
  • Cloud Hosted Deployment Cloud Hosted
  • Web-Based Software Web-Based
  • iPhone App iPhone
  • Android App Android

Typical Customers

  • Target Company Size - Self-Employed Self-Employed
  • Target Company Size - Small-Business Small-Business
  • Target Company Size - Midsize-Business Midsize-Business
  • Target Company Size - Large-Enterprise-Business Large-Enterprise-Business

Languages Supported

English

Industries

Education Management, Hospital & Health Care, Hospitality, Human Resources, Retail

Why Choose When I Work

Problem it Solves

  • Problem it Solves Streamlines Employee Scheduling And Time Tracking For Businesses

Target Users

  • Target Users Shift Managers
  • Target Users HR Professionals
  • Target Users Small Business Owners
  • Target Users Team Leaders
  • Target Users Operations Managers

Core Use Case

  • Core Use Case Schedule Shifts
  • Core Use Case Manage Employee Availability
  • Core Use Case Track Time And Attendance
  • Core Use Case Communicate With Team
  • Core Use Case Generate Reports

USP

  • USP Effortlessly Manage Schedules And Boost Team Productivity

Pros

  • Pros Scheduling shifts takes minutes, not the usual back-and-forth hassle
  • Pros Free plan available for small teams under 75 employees
  • Pros Staff can swap shifts themselves without manager involvement
  • Pros Mobile app works reliably for both managers and hourly workers
  • Pros Built-in time clock eliminates the need for separate tracking software
  • Pros Automatic alerts notify employees the moment schedules get published
  • Pros Labor cost forecasting helps managers avoid expensive overtime surprises
  • Pros Integrates cleanly with payroll tools like Gusto and ADP

Cons

  • Cons Scheduling complex shift patterns quickly becomes tedious without automation
  • Cons Free plan restrictions surface sooner than small teams anticipate
  • Cons Reporting depth leaves data-driven managers wanting more granular insight
  • Cons Payroll features feel bolted on rather than natively integrated

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When I Work Features

  • Arrow Icon Billable & Non-Billable Hours
  • Arrow Icon Reporting/Analytics
  • Arrow Icon Approval Process Control
  • Arrow Icon Payroll Management
  • Arrow Icon Vacation/Leave Tracking
  • Arrow Icon Employee Scheduling
  • Arrow Icon Attendance Tracking
  • Arrow Icon Calendar Management
  • Arrow Icon Employee Time Tracking
  • Arrow Icon Online Time Tracking
  • Arrow Icon Mobile Time Tracking
  • Arrow Icon Time & Expense Tracking
  • Arrow Icon Task Management
  • Arrow Icon Clock In/Out
  • Arrow Icon Timesheet Management
  • Arrow Icon Offline Time Tracking
  • Arrow Icon Alerts/Notifications
  • Arrow Icon Leave Tracking
  • Arrow Icon Project Tracking
  • Arrow Icon Employee Database
  • Arrow Icon Reminders
  • Arrow Icon Sick Leave Tracking
  • Arrow Icon Overtime Calculation
  • Arrow Icon Project Management
  • Arrow Icon Real Time Updates
  • Arrow Icon Automatic Time Capture
  • Arrow Icon Employee Management
  • Arrow Icon Billing & Invoicing
  • Arrow Icon Time Off Requests
  • Arrow Icon Accounting Integration
  • Arrow Icon Online Time Clock
  • Arrow Icon Performance Metrics
  • Arrow Icon Compliance Tracking
  • Arrow Icon Attendance Management
  • Arrow Icon Sick Leave Tracking
  • Arrow Icon Recruitment Management
  • Arrow Icon Reporting/Analytics
  • Arrow Icon Real Time Notifications
  • Arrow Icon Employee Management
  • Arrow Icon Time & Attendance
  • Arrow Icon Employee Scheduling
  • Arrow Icon Reminders
  • Arrow Icon Clock In/Out
  • Arrow Icon Approval Process Control
  • Arrow Icon Timesheet Management
  • Arrow Icon Employee Database
  • Arrow Icon Calendar Management
  • Arrow Icon Performance Management
  • Arrow Icon Shift Swapping
  • Arrow Icon Time Off Management
  • Arrow Icon Payroll Management
  • Arrow Icon Budgeting/Forecasting
  • Arrow Icon Self Service Portal
  • Arrow Icon Activity Tracking
  • Arrow Icon Vacation/Leave Tracking
  • Arrow Icon Skills Tracking
  • Arrow Icon Time Off Requests
  • Arrow Icon Document Storage
  • Arrow Icon Labor Forecasting
  • Arrow Icon Automated Scheduling
  • Arrow Icon Employee Onboarding
  • Arrow Icon Customer Surveys
  • Arrow Icon Email Marketing
  • Arrow Icon Electronic Payments
  • Arrow Icon Transaction History
  • Arrow Icon Discount Management
  • Arrow Icon SMS Marketing
  • Arrow Icon Booth Rental Management
  • Arrow Icon Online Booking
  • Arrow Icon Credit Card Processing
  • Arrow Icon Client Database
  • Arrow Icon Point of Sale (POS)
  • Arrow Icon Client Portal
  • Arrow Icon Customer Mobile App
  • Arrow Icon Payroll Management
  • Arrow Icon Calendar Management
  • Arrow Icon Automated Scheduling
  • Arrow Icon Commission Management
  • Arrow Icon Confirmation/Reminders
  • Arrow Icon Appointment Scheduling
  • Arrow Icon Employee Management
  • Arrow Icon Multi-Location
  • Arrow Icon Loyalty Program
  • Arrow Icon Recurring Appointments
  • Arrow Icon Inventory Management
  • Arrow Icon Reputation Management
  • Arrow Icon Online Store
  • Arrow Icon Waitlist Status Tracking
  • Arrow Icon Time Off Management
  • Arrow Icon Approval Process Control
  • Arrow Icon Reporting/Analytics
  • Arrow Icon Employee Database
  • Arrow Icon Role-Based Permissions
  • Arrow Icon Calendar Management
  • Arrow Icon Self Service Portal
  • Arrow Icon Alerts/Notifications
  • Arrow Icon Leave Policy Management
  • Arrow Icon Sick Leave Tracking
  • Arrow Icon Timesheet Management
  • Arrow Icon Payroll Management
  • Arrow Icon Reminders
  • Arrow Icon Overtime Calculation
  • Arrow Icon Employee Scheduling
  • Arrow Icon Attendance Tracking
  • Arrow Icon Time Tracking
  • Arrow Icon File Sharing
  • Arrow Icon Document Management
  • Arrow Icon Meeting Management
  • Arrow Icon Progress Tracking
  • Arrow Icon Real-Time Chat
  • Arrow Icon Mobile Access
  • Arrow Icon Search/Filter
  • Arrow Icon Content Management
  • Arrow Icon Discussions/Forums
  • Arrow Icon Real Time Updates
  • Arrow Icon Reminders
  • Arrow Icon Surveys & Feedback
  • Arrow Icon Video Conferencing
  • Arrow Icon Drag & Drop
  • Arrow Icon @mentions
  • Arrow Icon Alerts/Notifications
  • Arrow Icon Collaboration Tools
  • Arrow Icon Access Controls/Permissions
  • Arrow Icon Audio Calls
  • Arrow Icon Task Management
  • Arrow Icon Calendar Management
  • Arrow Icon Contact Management
  • Arrow Icon Project Management
  • Arrow Icon File Management
  • Arrow Icon Email Management
  • Arrow Icon Order Management
  • Arrow Icon Accounting Integration
  • Arrow Icon Barcode/Ticket Scanning
  • Arrow Icon Discount Management
  • Arrow Icon Multi-Currency
  • Arrow Icon Merchandise Management
  • Arrow Icon Commission Management
  • Arrow Icon Promotions Management
  • Arrow Icon Credit Card Processing
  • Arrow Icon Receipt Management
  • Arrow Icon Multi-Location
  • Arrow Icon Point of Sale (POS)
  • Arrow Icon Customer Database
  • Arrow Icon Inventory Replenishment
  • Arrow Icon Offline Access
  • Arrow Icon CRM
  • Arrow Icon Inventory Management
  • Arrow Icon Forecasting
  • Arrow Icon Purchase Order Management
  • Arrow Icon For Retail
  • Arrow Icon Shipping Management
  • Arrow Icon Sales Orders
  • Arrow Icon Mail Order
  • Arrow Icon Returns Management
  • Arrow Icon Stock Management
  • Arrow Icon Inventory Optimization
  • Arrow Icon eCommerce Management
  • Arrow Icon Warehouse Management
  • Arrow Icon Employee Management
  • Arrow Icon Email Marketing
  • Arrow Icon Loyalty Program
  • Arrow Icon Gift Card Management
  • Arrow Icon Electronic Payments
  • Arrow Icon Vacation/Leave Tracking
  • Arrow Icon Employee Scheduling
  • Arrow Icon Sick Leave Tracking
  • Arrow Icon Messaging
  • Arrow Icon Reporting/Analytics
  • Arrow Icon Clock In/Out
  • Arrow Icon Reminders
  • Arrow Icon Mobile Alerts
  • Arrow Icon Schedule Distribution
  • Arrow Icon Payroll Management
  • Arrow Icon Timesheet Management
  • Arrow Icon Employee Portal
  • Arrow Icon Shift Swapping
  • Arrow Icon Calendar Management
  • Arrow Icon Self Service Portal
  • Arrow Icon Availability Management
  • Arrow Icon Real Time Updates
  • Arrow Icon GPS
  • Arrow Icon Employee Management
  • Arrow Icon Multi-Location
  • Arrow Icon Task Scheduling
  • Arrow Icon Overtime Calculation
  • Arrow Icon Access Controls/Permissions
  • Arrow Icon Employee Database
  • Arrow Icon Compliance Management
  • Arrow Icon Activity Tracking
  • Arrow Icon Attendance Management
  • Arrow Icon Sick Leave Tracking
  • Arrow Icon Payroll Management
  • Arrow Icon Employee Database
  • Arrow Icon Activity Tracking
  • Arrow Icon GPS
  • Arrow Icon Attendance Tracking
  • Arrow Icon Self Service Portal
  • Arrow Icon Overtime Calculation
  • Arrow Icon Mobile Access
  • Arrow Icon Project Time Tracking
  • Arrow Icon Activity Dashboard
  • Arrow Icon Employee Profiles
  • Arrow Icon Vacation/Leave Tracking
  • Arrow Icon Reporting/Analytics
  • Arrow Icon Employee Management
  • Arrow Icon Billable Items Tracking
  • Arrow Icon Workstation Tracking
  • Arrow Icon Online Time Clock
  • Arrow Icon Time Off Requests
  • Arrow Icon Calendar Management
  • Arrow Icon Timesheet Management
  • Arrow Icon Online Punch Card
  • Arrow Icon Employee Time Tracking
  • Arrow Icon Employee Portal
  • Arrow Icon Biometric Recognition
  • Arrow Icon Employee Scheduling
  • Arrow Icon Approval Process Control
  • Arrow Icon Automated Scheduling
  • Arrow Icon Compliance Management
  • Arrow Icon Geofencing
  • Arrow Icon Shift Scheduling
  • Arrow Icon 2-Way Messaging
  • Arrow Icon Employee Database
  • Arrow Icon Employee Scheduling
  • Arrow Icon Clock In/Out
  • Arrow Icon Multi-Location
  • Arrow Icon Calendar Management
  • Arrow Icon Project Time Tracking
  • Arrow Icon Mobile Access
  • Arrow Icon Payroll Management
  • Arrow Icon Vacation/Leave Tracking
  • Arrow Icon Employee Management
  • Arrow Icon Activity Dashboard
  • Arrow Icon Leave Tracking
  • Arrow Icon Reporting/Analytics
  • Arrow Icon Overtime Calculation
  • Arrow Icon Sick Leave Tracking
  • Arrow Icon Self Service Portal
  • Arrow Icon Time Tracking
  • Arrow Icon Timesheet Management
  • Arrow Icon Compliance Management
  • Arrow Icon Time Tracking
  • Arrow Icon Employee Activity Monitoring
  • Arrow Icon Timesheet Management
  • Arrow Icon Task Management
  • Arrow Icon Employee Email Monitoring
  • Arrow Icon Screen Activity Recording
  • Arrow Icon Remote Monitoring & Management
  • Arrow Icon Task Progress Tracking
  • Arrow Icon Historical Reporting
  • Arrow Icon Productivity Analysis
  • Arrow Icon Real Time Reporting
  • Arrow Icon Employee Database
  • Arrow Icon Keystroke Recording
  • Arrow Icon Real Time Notifications
  • Arrow Icon Location Tracking
  • Arrow Icon Employee Management
  • Arrow Icon Behavior Tracking
  • Arrow Icon Browsing History
  • Arrow Icon Attendance Tracking
  • Arrow Icon Time Clock
  • Arrow Icon Recipe Management
  • Arrow Icon Accounting
  • Arrow Icon Nutrition & Ingredient Labels
  • Arrow Icon Point of Sale (POS)
  • Arrow Icon Production Management
  • Arrow Icon Delivery Tracking
  • Arrow Icon Labor Cost Calculator
  • Arrow Icon Customer Management
  • Arrow Icon Discount Management
  • Arrow Icon Recipe/Formula Costing
  • Arrow Icon Inventory Management
  • Arrow Icon Employee Management
  • Arrow Icon Sales Management
  • Arrow Icon Nutrition Analysis
  • Arrow Icon Order Management
  • Arrow Icon Sales History
  • Arrow Icon Billing & Invoicing
  • Arrow Icon For Bakeries
  • Arrow Icon Production Tracking
  • Arrow Icon Billing & Invoicing
  • Arrow Icon Cask Management
  • Arrow Icon Inventory Management
  • Arrow Icon Summary Reports
  • Arrow Icon Distribution Management
  • Arrow Icon Sales Orders
  • Arrow Icon Recipe Management
  • Arrow Icon Order Management
  • Arrow Icon Third-Party Integrations
  • Arrow Icon Quality Control
  • Arrow Icon Multi-Location
  • Arrow Icon Calendar Management
  • Arrow Icon Color Codes/Icons
  • Arrow Icon Collaboration Tools
  • Arrow Icon Calendar Sync
  • Arrow Icon Scheduling
  • Arrow Icon Room Booking
  • Arrow Icon Task Management
  • Arrow Icon Address Book
  • Arrow Icon Email Management
  • Arrow Icon Calendar/Reminder System
  • Arrow Icon Event Management
  • Arrow Icon Website Integration
  • Arrow Icon Kitchen/Menu Management
  • Arrow Icon Customer Database
  • Arrow Icon Recipe Management
  • Arrow Icon Order Management
  • Arrow Icon Calendar Management
  • Arrow Icon Facility Management
  • Arrow Icon Quotes/Estimates
  • Arrow Icon Real-Time Updates
  • Arrow Icon Inventory Management
  • Arrow Icon Waitstaff Management
  • Arrow Icon Multi-Location
  • Arrow Icon Event Management
  • Arrow Icon Proposal Generation
  • Arrow Icon Banquet Management
  • Arrow Icon Booking Management
  • Arrow Icon Billing & Invoicing
  • Arrow Icon Event Scheduling
  • Arrow Icon Delivery Tracking
  • Arrow Icon Online Ordering
  • Arrow Icon CRM
  • Arrow Icon Payment Processing
  • Arrow Icon For Catering Businesses
  • Arrow Icon Order Management
  • Arrow Icon Inventory Management
  • Arrow Icon Traceability
  • Arrow Icon Reporting & Statistics
  • Arrow Icon Warehouse Management
  • Arrow Icon Alerts/Notifications
  • Arrow Icon Purchase Order Management
  • Arrow Icon Vendor Management
  • Arrow Icon Inventory Tracking
  • Arrow Icon Lot Tracking
  • Arrow Icon Cost Management
  • Arrow Icon Customer Management
  • Arrow Icon Order Entry
  • Arrow Icon Billing & Invoicing
  • Arrow Icon Import/Export Management
  • Arrow Icon Purchasing & Receiving
  • Arrow Icon Third-Party Integrations
  • Arrow Icon Quotes/Estimates
  • Arrow Icon Barcode/Ticket Scanning
  • Arrow Icon Distribution Management
  • Arrow Icon Nutrition Analysis
  • Arrow Icon Reporting & Statistics
  • Arrow Icon Cost Tracking
  • Arrow Icon Billing & Invoicing
  • Arrow Icon Purchasing & Receiving
  • Arrow Icon Menu Planning
  • Arrow Icon Inventory Tracking
  • Arrow Icon Point of Sale (POS)
  • Arrow Icon Purchase Order Management
  • Arrow Icon Multi-Location
  • Arrow Icon Third-Party Integrations
  • Arrow Icon Automated Scheduling
  • Arrow Icon Catering Management
  • Arrow Icon Recurring Appointments
  • Arrow Icon Reminders
  • Arrow Icon Multi-Location
  • Arrow Icon Calendar Management
  • Arrow Icon Self Service Portal
  • Arrow Icon Appointment Management
  • Arrow Icon Patient Records Management
  • Arrow Icon Faculty/Staff Management
  • Arrow Icon Reporting & Statistics
  • Arrow Icon Third-Party Integrations
  • Arrow Icon HIPAA Compliant
  • Arrow Icon Billing & Invoicing
  • Arrow Icon Committee Management
  • Arrow Icon Fundraising Management
  • Arrow Icon Dues Management
  • Arrow Icon Volunteer Management
  • Arrow Icon CRM
  • Arrow Icon Donor Management
  • Arrow Icon Communication Management
  • Arrow Icon Event Management
  • Arrow Icon Customizable Forms
  • Arrow Icon Member Database
  • Arrow Icon Accounting
  • Arrow Icon Registration Management
  • Arrow Icon Grant Management
  • Arrow Icon Customizable Branding
  • Arrow Icon Membership Management
  • Arrow Icon Electronic Payments
  • Arrow Icon Campaign Management
  • Arrow Icon Table Management
  • Arrow Icon Billing & Invoicing
  • Arrow Icon Employee Management
  • Arrow Icon Reporting/Analytics
  • Arrow Icon Reservations Management
  • Arrow Icon Kitchen/Menu Management
  • Arrow Icon Built-in Accounting
  • Arrow Icon Online Ordering
  • Arrow Icon Inventory Management
  • Arrow Icon Wait List Management
  • Arrow Icon Point of Sale (POS)
  • Arrow Icon Order Management
  • Arrow Icon Sales Reports
  • Arrow Icon Real-Time Notifications
  • Arrow Icon Order Entry
  • Arrow Icon Real-time Scheduling
  • Arrow Icon Online Booking
  • Arrow Icon Reporting & Statistics
  • Arrow Icon Availability Management
  • Arrow Icon Group Scheduling
  • Arrow Icon Automated Scheduling
  • Arrow Icon Multi-Location
  • Arrow Icon Self Service Portal
  • Arrow Icon Calendar Management
  • Arrow Icon Customer Database
  • Arrow Icon Timesheet Management
  • Arrow Icon Access Controls/Permissions
  • Arrow Icon Room Booking
  • Arrow Icon Appointment Scheduling
  • Arrow Icon Calendar Sync
  • Arrow Icon Alerts/Notifications
  • Arrow Icon Third-Party Integrations
  • Arrow Icon Mobile Access
  • Arrow Icon Reminders
  • Arrow Icon Booking Management
  • Arrow Icon Task Scheduling

When I Work Integrations

Microsoft Outlook
Microsoft Teams
QuickBooks Online
Slack
Zapier
BambooHR
Paychex Flex

When I Work Pricing

Pricing Type

  • Pricing Type Per User

Preferred Currency

  • Currency Type USD ($)

Free Trial

  • Free Trial Available

Free Version

  • NA

Payment Frequency

  • Payment Frequency - Annual Subscription Annual Subscription
  • Payment Frequency - Monthly Payment Monthly Payment
Pricing Page  

Plans & Packages

Essentials

$1.50 Per Month

When I Work Reviews

 4.8

(2 Reviews)
Mikaela S

Mikaela S

Assistant Manager

Simple and Easy-to-Use Scheduling App

I really enjoy using When I Work! The app is very straightforward and simple, making it easy for both admins and employees to manage schedules. Everything runs smoothly, and I haven’t faced any issues while using it. It’s a reliable tool for daily scheduling needs.

Review Date: April, 2025

Ratings

Ease of Use:

 

Customer Support:

 

Features & Functionality:

 

Overall Experience:

 

Alex A

Alex A

Chiropractor

Efficient Time and Schedule Management

I have been using When I Work for two years, and it has made tracking time much easier. The app allows for quick modifications to employee schedules, helping keep everything organized. It works exactly as expected and is very convenient for managing team schedules.

Review Date: January, 2025

Ratings

Ease of Use:

 

Customer Support:

 

Features & Functionality:

 

Overall Experience:

 

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When I Work FAQs

When I Work is a workforce management and scheduling platform designed to remove the chaos from employee scheduling and day-to-day team coordination. Built for businesses with hourly and shift-based workers, it provides intuitive tools for creating schedules, tracking time, coordinating shifts, and communicating with teams — all from one unified portal. The platform’s mobile-first experience lets employees view schedules, swap shifts, request time off, and receive real-time alerts, reducing last-minute disruptions and miscommunication. Managers benefit from drag-and-drop scheduling, overtime controls, labor cost forecasting, and integrated time clocking that syncs with payroll systems. For service-driven organizations where staffing consistency impacts service quality and profitability, When I Work helps teams stay organized, reduce labor costs, and improve workforce engagement.

  • No, When I Work does not offer a free version.

  • Yes, When I Work offers a free trial.

  • No, Credit Card details are not required for the When I Work trial.

  • When I Work offers the following pricing plans & packages:

    Essentials

    $1.50 Per Month

  • When I Work supports the following payment frequencies:

    • Annual Subscription , Monthly Payment

  • No, When I Work does not offer an API.

  • When I Work can be integrated with the following applications:

    • QuickBooks Online , BambooHR , Paychex Flex , Slack , Microsoft Outlook , Microsoft Teams , Zapier

  • When I Work offers support with the following options:
    • Email , Chat , Knowledge Base

  • When I Work offers training with the following options:
    • In-person , Webinar , Documentation

  • When I Work supports the following languages:
    • English

  • Following are the typical users of the When I Work:
    • Self-Employed , Small-Business , Midsize-Business , Large-Enterprise-Business

  • When I Work supports the following deployment:
    • Cloud Hosted

  • When I Work supports the following devices and operating systems:
    • Web-Based , iPhone , Android

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