From my experience with When I Work, I found it excels at simplifying employee scheduling and time tracking for businesses with hourly workers. The platform’s intuitive drag-and-drop scheduler combined with mobile clock-in capabilities makes managing shifts straightforward and reduces administrative burden. It’s particularly well-suited for small to medium-sized businesses in retail, hospitality, and healthcare that need flexible scheduling and reliable attendance tracking. However, some advanced features require a paid subscription, and the free plan has limited customization. Overall, if you need an easy-to-use workforce management tool that integrates well with payroll, When I Work delivers solid results.
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
Do you recommend this tool?
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
- Limited customization options in the free plan
- 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
Small to medium-sized businesses
Retail and hospitality managers
Healthcare workforce coordinators
Restaurants and food service operators
Field service and hourly employee managers
When I Work pricing
Free
$0/month
Basic scheduling and time tracking for small teams up to 75 users.
Advanced
Custom pricing
Includes advanced features like payroll integrations, premium support, and compliance tools.
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
Yes, When I Work offers a free plan suitable for small teams with basic scheduling and time tracking features.
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.
Sign in to review this tool.
Sign In to ReviewNo reviews yet
Be the first to share how this tool worked for you.
Ask about pricing, limits, or how it compares — or answer someone else.
Sign In to AskNo questions yet
Have a question about using or paying for this tool? Be the first to ask.
Featured on TiorAI
Alternative Tools
Explore similar AI tools that might fit your needs
Free Trial
Deputy
Deputy is a cloud-based workforce management platform that simplifies employee scheduling, time tracking, task management, and compliance reporting for businesses.
More AI Recruiting tools
Other tools in the same category, for when this one is not quite the fit.
Commission-based
Pathrise
Pathrise is a career coaching platform that provides personalized mentorship, interview preparation, resume reviews, and salary negotiation guidance to help job seekers, especially in tech, secure employment. It operates on a commission-based payment model where users pay only after getting hired.
Custom Pricing
Talentsoft
Talentsoft is a cloud-based talent management software that integrates recruitment, learning, performance management, and succession planning to help organizations manage their workforce effectively.
Free
Liepin Resume Service
Liepin Resume Service is an online platform that helps users create professional resumes, search for jobs, and access career development resources, primarily serving the Chinese market.
Free
Zhilian Resume Builder
Zhilian Resume Builder is a free online tool by Zhaopin that helps users create professional resumes using AI-powered templates and apply directly to jobs on the Zhaopin platform.
Custom Pricing
Mursion
Mursion is an AI-driven simulation platform that uses virtual human avatars and live human interaction to provide immersive training for workforce development, focusing on soft skills, leadership, and customer service.
Custom Pricing
Rippling
Rippling is a unified workforce platform that automates HR, payroll, benefits, and IT management to streamline employee operations for businesses.
Free
Jobberbase
Jobberbase is an open source job board software that enables organizations to create customizable job listing websites for free.
Free Trial
Recruity
Recruity is an AI-powered recruiting platform that automates candidate screening, interview scheduling, and applicant tracking to help businesses hire more efficiently.