When I Work

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What is When I Work?

When I Work is an award-winning web and mobile enabled application to help companies manage their employee scheduling process.

When I Work is the easiest way for businesses to schedule and communicate with their hourly employees. Put the schedule and time clock in everyone's pocket. Schedule on-the-go with free apps for iPhone and Android. Save yourself time and money with simple employee scheduling tools. When I Work is helping over 100,000 businesses schedule over 1 million people around the world. When I Work is free for up to 75 employees, and flexible plans start at $4/month.

When I Work currently scores 88/100 in the HR Scheduling category. This is based on user satisfaction (86/100), press buzz (57/100), and other relevant information on When I Work gathered from around the web.

The score for this software has improved over the past month. What is this?

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When I Work Review

Editors' Review by the HR Scheduling Software Review Team

When I Work is a scheduling platform for businesses and companies to ensure optimized organization and better management within the workforce. With this software solution, team leaders and authorized personnel can create, update, cancel and publish shifts using a cloud-based platform.

This is helpful in ensuring all open schedules have been occupied by your workforce. When your team members want to change their schedules, you can accept their shift changes within seconds. Not only does this simplify the entire scheduling process but it also makes it easier for your employees to clock in and out using their phones.

When I Work is catered for several industries, such as small businesses and large enterprises. But with its flexible prices, companies of all sizes can use it effectively. Unless you exceed 75 employees, When I Work will continue to remain free. This solution integrates with iPhone and Android phones while working best for Chrome, Firefox, Safari and Internet Explorer 11.

When I Work ensures time clock management and scheduling options are easy and accessible by the people working in the same company. It also helps managers monitor the employees who are working from home or from different locations spread across the map.

When it comes to specific periods in your work hours, you can access which schedules need to be filled up by your workers. What this does is it gradually increases productivity within your company.

When I Work Features

Below are the most sought-out features offered by When I Work:

Employee Scheduling

When I Work offers an employee scheduler feature that keeps your workforce informed and updated regarding their schedules. You can publish these schedules anywhere and anytime, which is helpful if you have several employees working at remote locations. Also, this makes it easy for co-workers to swap and drop shifts with each other, provided they inform the admin ahead of time.

Employee Time Clock

This feature is crucial in making sure your payroll is accurate. If it’s not accurate, then your employees may possibly get discouraged as they may not be paid the right amount. With the employee time clock offered by When I Work, processing payroll is simplified. Your employees can also clock in and out using their mobile phones, regardless of where they’re located.

Hiring Platform

When I Work has recruiting software that allows the HR personnel to find people who are suitable for open positions. With this feature, you can post about any available jobs in your business to multiple job boards. It doesn’t stop there as you can also track and organize your prospects once they’ve sent in their resumes. Additionally, this feature helps you collaborate with your team to find the best person for the job.

Team Messaging

It’s important to have open communication with your team members. Without a single, centralized location for you to chat with your employees and see their progress regarding projects, you’ll see a decline of productivity and efficiency.

To avoid this, When I Work has a team communication application for the entire workplace. This lets you reach out to multiple teams simultaneously or even have a one-on-one conversation with a specific person.

When I Work homepage

When I Work Benefits

Here are the top five benefits you’ll receive from using When I Work:

Cost-free and Efficient Platform

The pricing packages are flexible in a way that several industries can use them. It doesn’t matter if you’re a freelancer, a small company or a large enterprise. When I Work has pricing packages that are catered to the needs and size of your workforce. If you want to check out its features before subscribing to a paid plan, you can try the free version first. With the free plan, you can already start messaging, time tracking, scheduling and hiring without any additional charges or hidden fees.

Improved Organization

With the help of When I Work, you’ll get to streamline and organize the scheduling process easily. You can make an entire week’s schedule within minutes and ensure all your workers have their schedules planned accordingly. Overall, this solution keeps you organized and if any problems regarding any shift or schedule arise, changes can easily be tracked.

Reminders and Notifications

This solution also lets you notify employees regarding any schedule changes or if their requests have been accepted by management. This is helpful in keeping your employees updated. People are reminded through push notifications. When I Work also lets employers create schedules weeks prior and they can notify their workforce regarding available spots they want to fill.

Reporting Tools

When it comes to employee attendance data, you can rely on When I Work’s reporting features to monitor and review the performance of your workers. If there are any issues about scheduling or shift changes, then the reporting feature can be used to backtrack and identify the problem.

Employee Onboarding

Even though When I Work focuses primarily on schedule management, it also has onboarding features to be used by the HR department. The onboarding tools allow you to track applications and potential candidates. Once they’ve been accepted by the company, the managers can also integrate them into the existing schedules.

When I Work features

When I Work Pricing

Three pricing packages are made available by When I Work. These plans are flexible and scalable. Different levels of business requirements are addressed, depending on the plan you want to subscribe to. This platform is offered as a pay-as-you-go service, which means you have the option to pay by the month or by the year. If you want to switch services, you’re welcome to do so anytime. Payment options include American Express, Mastercard and Visa.


The free plan is free to use for up to 75 users. It offers simple scheduling tools that let you communicate with a single team. With the free version, you can use a limited set of features, including team schedules, team messaging, time off requests, schedule templates, OpenShift management and shift trading.


With a price of $1.50 per user, you can benefit from unlimited powerful scheduling catered for businesses that require constant communication with people who are stationed across different locations. This keeps you updated and connected with important team members who might work at different time zones. The Basic plan has all the features found in the previous package, but you get additional features such as 10+ day scheduling, multiple schedules and locations, remote job sites and overtime visibility.


Considered as the best-valued plan, the Pro package costs $2.25 per user. It features advanced scheduling tools to keep communication open and easy between teams. All the features found in Free and Basic but you also get to use advanced ones. They are auto-scheduling, shift bidding, shift and team task lists, document storage and labor reports which require attendance.


The last plan doesn’t have a fixed price since When I Work caters it to your business needs. In this package, you’ll benefit from all features offered in this solution. Enterprise gives you access to API and lets you use single sign-on, global privacy, labor insights, a dedicated account manager, personalized implementation and custom integrations.

When I work also has additional products you might be interested in. These products are catered to improve employee accountability, manage labor costs and maximize operational efficiency. The first one is a time clock and attendance feature which integrates popular platforms for payroll, offers overtime alerts and clock in/out reminders, lets you clock-in using mobile and use custom timesheet exports.


When I Work is a popular scheduling solution used by several companies. With powerful features catered to scheduling, shift changes, overtime requests and labor reports, you’ll be able to monitor and track your workforce closely and carefully. If your business has hundreds of employees and several remote locations, then you should consider using When I Work to manage and organize these overlapping time frames.

HR Scheduling Market Radar

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When I Work Product Overview

  • Save time on employee scheduling and attendance

  • Send employees instant schedule updates

  • Reduce employee no-shows and improve accountability

  • Handle schedule changes with ease

  • Run your workplace from your pocket with time clock and scheduling apps

Languages Supported: English

Employee Communication in Uncertain Times - Remote Work in Healthcare Case Studies

This collection of case studies shows how When I Work helped healthcare providers make remote working a success. Take a look 3 cases (senior living, medevac transport service, dental practice) where When I Work helped their clients better manage schedules, .... Published in April 2020.


When I Work Features

  • 2-Factor Authentication
  • 360 Degree Feedback
  • API
  • Application Tracking
  • Attendance Tracking
  • Batch Permissions & Access
  • Budgeting
  • Calendar Management
  • Contact Management
  • Customer Management
  • Dashboard
  • Data Export
  • Data Import
  • Data Visualization
  • Email Integration
  • Employee Database
  • Employee Incentive Management
  • Employee Onboarding
  • Expense Tracking
  • External Integrations
  • Feedback Management
  • Forecasting
  • Gantt Charts
  • Inventory Tracking
  • Multi-Currency
  • Multi-User
  • Notifications
  • Onboarding
  • Payroll
  • Project Management
  • Scheduling
  • Supplier Management
  • Task Scheduling/Tracking
  • Tax Management
  • Timesheets
  • Travel Management
  • Vacation & Absence Calendar
  • Softphone
  • Time Management
  • Behavioral Testing
  • Soft Skill Testing
  • Cognitive Testing
  • Personality Testing
  • Psychometric Testing
  • Organization Management
  • Employee Engagement
When I Work Pricing

When I Work Pricing Plans

Attendance Pro

1 user(s) / month
  • All Free Features
  • Mobile GPS clocking
  • Mobile geo-fence
  • Early clock in prevention
  • Timesheet export within a custom date range
  • Automatically deduct unpaid breaks

Scheduling Free

  • Schedule up to 10 days in advance
  • Team member availability
  • OpenShifts
  • Shift confirmation
  • Shift templates
  • Schedule templates
  • Shift swaps and drops
  • Schedule annotations
  • WorkChat 1-on-1 and group messaging
  • Time off requests

Scheduling Basic

1 user(s) / month
  • Schedule more than 10 days in advance
  • View past schedules
  • Repeating shifts
  • Multiple schedules
  • Job sites
  • Month view on the Scheduler
  • Text message notifications
  • TeamTxt

Attendance Free

  • Timesheets
  • Time Tracker
  • Timesheet export within a pay period
  • Payroll summary export
  • Time clock terminal clocking
  • Personal computer clocking
  • Integrations with payroll processors

Plans starting from: $1.50/month Credit card required: No

When I Work FAQs

Does When I Work offer multi-user capability (e.g. teams)?

When I Work provides capabilities for managing multiple job sites and schedules, as well as helps facilitate communication between teams with in-app messaging.

Who are the main user groups of When I Work?

When I Work is perfect for any company scheduling hourly employees. Any manager tasked with scheduling employees will save time and money with When I Work's easy-to-use scheduling and attendance software.

What is When I Work generally used for?

When I Work provides tools to schedule employees, manage hours & overtime, track and export time sheets, and more.

What platforms does When I Work support?

When I Work includes a web app as well as free iPhone and Android apps for creating and managing schedules as well as putting the schedule and time clock right in your employees' pockets.

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When I Work User Reviews

Average User Rating:
4.3/5 based on 279 user ratings.
Your Rating:
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nice app

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