Employee Scheduling and Workforce Management Software for Businesses
When I Work is a cloud-based platform that simplifies employee scheduling, time tracking, and team communication to help businesses manage their workforce efficiently.
- Best for
- Employee Scheduling
- Key capability
- Drag-and-Drop Scheduling
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What is When I Work?
When I Work is a cloud-based employee scheduling and workforce management software designed to simplify shift planning, time tracking, and team communication for businesses of all sizes. It helps managers create efficient schedules, track attendance, and communicate with their teams in real time, improving operational efficiency and employee satisfaction.
Key features of When I Work
The platform offers intuitive schedule creation, real-time attendance tracking with GPS verification, mobile apps for employees, shift swapping capabilities, and integrations with popular payroll systems. Its user-friendly interface and automation features reduce administrative overhead and improve workforce management accuracy.
Drag-and-Drop Scheduling
Easily create and adjust employee schedules with a visual drag-and-drop interface.
Mobile Time Clock
Employees can clock in and out from their smartphones with GPS location tracking.
Shift Swapping and Availability
Empower employees to manage their shifts by requesting swaps and submitting availability.
Team Messaging
Built-in messaging system to facilitate communication between staff and management.
Payroll Integration
Seamlessly export time data to payroll software to automate wage calculations.
Pros and cons of When I Work
Pros
- User-friendly drag-and-drop scheduling interface
- Mobile apps with GPS-enabled time tracking
- Facilitates team communication within the platform
- Supports shift swapping and availability management
- Integrates with payroll systems to reduce manual work
Cons
- Advanced features require paid subscription
- Some users report occasional syncing delays
Key use cases for When I Work
Employee Scheduling
Create, manage, and publish employee work schedules efficiently to optimize workforce allocation.
Time and Attendance Tracking
Track employee clock-ins and clock-outs with GPS and biometric options to ensure accurate attendance records.
Team Communication
Facilitate communication between managers and employees through messaging and notifications within the platform.
Shift Swapping and Availability
Allow employees to request shift swaps and submit availability, simplifying schedule adjustments.
Payroll Integration
Integrate time tracking data with payroll systems to streamline wage calculations and reduce errors.
How When I Work works
- 1
Sign Up and Set Up
Create an account and input your company details, including employee information and work locations.
- 2
Create Employee Schedules
Use the drag-and-drop scheduler to assign shifts based on employee availability and business needs.
- 3
Publish and Notify
Publish schedules and notify employees instantly via app notifications or email.
- 4
Track Time and Attendance
Employees clock in/out using mobile devices with GPS verification; managers monitor attendance in real time.
- 5
Manage Shift Changes
Employees can request shift swaps or time off; managers approve or adjust schedules accordingly.
Who is using When I Work
When I Work pricing
Essentials
$2.50 /user/month
Unlimited users, auto scheduling, multi-week and multi-location scheduling, schedule templates, forecast tools, in-app team messaging, OpenShifts and shift swapping, payroll and POS integrations.
Pro
$5 /user/month
Everything in Essentials, plus advanced scheduling, scheduling rules, role permissions, labor sharing, custom reporting and time zone switching.
Premium
$8 /user/month
Everything in Pro, plus API key access, webhooks and SAML/SSO.
Plans and prices are as published by the vendor and can change. Check the official site before you buy. Open the pricing page (opens in a new tab)
Frequently asked questions about When I Work
No, When I Work has no free plan, but every plan can be tried free for 14 days with no credit card required.
Yes, it has dedicated iOS and Android apps for employees and managers to access schedules and clock in/out.
Yes, employees can request shift swaps which managers can approve or deny within the system.
Yes, advanced plans support integration with popular payroll systems to streamline wage processing.
Yes, it can help with that use case depending on how you configure it and what features are available. You’ll get the best results with clear inputs and a defined goal.
Some tools offer a free plan or trial with limited features. Availability can vary, so confirm on the official website.
Yes, it can help with that use case depending on how you configure it and what features are available. You’ll get the best results with clear inputs and a defined goal.
Integration support depends on the tool and its available connectors or API. Check the official documentation or integrations page to confirm what is supported.
Conclusion
Hourly teams working on the floor or in the field are the focus, with scheduling, time tracking and team messaging combined in one mobile-first platform. Managers build shifts in a drag-and-drop scheduler or with one-click auto scheduling that fills them by availability and qualifications, then publish and notify staff instantly. Clock-ins are verified with GPS and geofencing, and employees can swap or pick up OpenShifts while managers keep final approval.
Retail and hospitality managers, restaurant operators and healthcare workforce coordinators are among its intended users. No free plan is offered: Essentials, Pro and Premium are priced per user per month, and time tracking and attendance is switched on as an extra on each plan. API key access, webhooks and SAML/SSO are reserved for Premium. Every plan can be tried free for 14 days without a credit card, and plans can be switched or cancelled with no contracts.
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