When I Work Reviews & Pricing

by When I Work, Inc | Founded 2010, Minneapolis, MN

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Overview Pricing Benefits Reviews Features

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What is When I Work?

Industry Specialties: Serves all industries

When I Work is a cloud-based platform that helps design, communicate and track work schedules for hourly workers. It replaces the hassle of spreadsheets and paper schedules with a user-friendly interface for creating and publishing schedules in minutes. You get features like drag-and-drop tools, schedule and timesheet templates, customizable automation, and reporting.

It offers built-in time tracking, communication tools and payroll integrations. Employees can clock in and out directly through the native app. They can also swap shifts and submit time-off requests from their profiles. It lets you access timesheets, identify labor cost trends and control overtime expenses.

Team messaging helps you coordinate staff members and avoid over or understaffing during peak seasons. While pricing varies based on company size and required features, the platform offers a free trial and multiple subscription tiers. This allows you to choose a plan that fits your budget and specific needs.

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User Sentiment

Based on 1454 reviews:

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When I Work Pricing

Based on our most recent analysis, When I Work pricing starts at $3 (Per User, Monthly).

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Starting From: $2.50
Pricing Model: Per User, Monthly
Free Trial: Yes, Request for Free

Training Resources

When I Work is supported with the following types of training:

Documentation
In Person
Live Online
Videos
Webinars

Support

The following support services are available for When I Work:

Email
Phone
Chat
FAQ
Forum
Help Desk
Knowledge Base
Tickets
Training
24/7 Live Support

When I Work Benefits and Insights

Why use When I Work?

Key differentiators & advantages of When I Work

Top-Ranked Scheduling Solution: When I Work stands out as a leader in employee scheduling, with an analyst rating of 85 in our research. This puts it alongside industry heavyweights like Deputy (87) and 7Shifts (86). It offers a comprehensive set of features, including scheduling, time tracking and team communications, all of which are ready to use immediately, reducing setup time.
Effortless Shift Management: Our research shows that When I Work offers 96% of tools for creating and managing employee shifts out-of-the-box. These include everything from creating recurring shift templates and customizing layouts to features like open shift bidding and automatic vacant shift assignment. You can also add feedback, task notes, swap shifts and receive automated reminders.
Powerful Mobile App: The mobile app keeps everything you need for streamlined scheduling at your fingertips. It offers mobile scheduling, time tracking, geofencing, customizable push notifications and built-in chat for easy team communication.
Seamless Integrations: When I Work scored 92 for integrations in our analysis, effortlessly connecting with a wide range of business tools. These include accounting solutions like QuickBooks Online, Google and Apple Calendars, HR and payroll software like Rippling and Gusto, Square POS systems, and integration platforms as a service (iPaaS) such as Zapier and Tray.io.

Industry Expertise

When I Work manages and coordinates scheduling for hourly teams in industries like healthcare, technology, retail, hospitality, emergency services, customer support, nonprofits and more. It offers integrated scheduling, team messaging and time tracking solutions to over 150,000 businesses of all sizes globally.

When I Work Reviews

Average customer reviews & user sentiment summary for When I Work:

1454 reviews

90%

of users would recommend this product

Synopsis of User Ratings and Reviews

Based on an aggregate of When I Work reviews taken from the sources above, the following pros & cons have been curated by a SelectHub Market Analyst.

Pros

Intuitive and Efficient: Users appreciate the user-friendly interface and comprehensive features that centralize managing all scheduling needs from a single app.
Prompt Customer Support: Users report getting timely and helpful assistance from the vendor’s support team through live chat and email.
Enhanced Employee Experience: The app boosts staff productivity by offering them flexible tools to control their work schedules.
Improved Integration and Accessibility: Most users have had a positive experience connecting the platform with other necessary third-party tools.

Cons

Pricing and Transparency Issues: Users have complained about the vendor’s pricing practices, which include hidden costs and a lack of clear information before signing up.
App Glitches: Users reported issues with iPhone and Android apps, particularly with tasks like staff punch-ins and location tracking using the phone’s GPS.

Researcher's Summary:

According to the reviews, users praise When I Work’s user-friendly design and all-in-one features for scheduling and time tracking. The customer support team is another win — responsive and helpful via chat and email. However, the pricing structure is a point of contention for some users, with complaints about hidden fees and a lack of transparency before signing up.

What truly set it apart was its affordability for small and medium businesses. The starter plan, costing just $1.50 per location per month, offers unlimited employee scheduling and auto-scheduling — features usually reserved for top-tier plans in competitors like 7Shift and Homebase.

However, communication features are restricted. During testing, I could send individual and group messages, but there's no bulletin board or newsfeed functionality, and message read receipts are absent.

Security is another concern. The platform lacks biometric clock-in options, opening the door to potential time theft through buddy punching. Additionally, it doesn’t support geofencing or GPS tracking. I couldn’t remotely track staff shifts to ensure they were following established procedures.

Overall, When I Work offers a compelling solution for small and medium businesses with a user-friendly interface, robust features and a budget-friendly starter plan. However, be mindful of the pricing concerns and other limitations, which can be a problem for growing teams and businesses.

Key Features

Employee Scheduling: Create work schedules in one click based on employee availability and eligibility. View team availability, manage time off and track shift trades from one place. Allow employees to pick up and trade shifts while boosting workplace efficiency and productivity. Schedule multiple teams across job sites while preventing unnecessary overtime.
Time and Attendance: Track attendance, time off and breaks while turning any internet-connected device into an online time clock. Integrate schedules to control costs while applying pay rules. Implement an online time clock with a GPS facility for uniform clock-ins and outs across devices. Let remote employees log in and out using any device while receiving attendance data in real time.
Timesheets: Record weekly attendance changes into timesheets while setting differential pay rates for multiple positions. Monitor labor costs while auditing time records with labor distribution reports. Audit and approve timesheets from mobile or desktop while preventing overtime before it happens. Configure paid and unpaid breaks on schedule and time clock.
Shift Planning: Plan, swap and approve shifts using a mobile or desktop while empowering teams to collaborate on schedules. Ensure cost-effective shift coverage while creating schedules that work for the entire team.
Scalability: Start with a single team or location and scale to multiple teams across geographical locations as per business growth. Schedule multiple teams across various job sites.
Push Notifications: Send important messages to the entire staff in one go. Employees get email and text alerts for missed logins or outs. Notify all employees when you update or create new schedules.
Geo Check-In: Use GPS tracking and live map views to ensure that employees log in from their designated job sites. Monitor field staff’s real-time location, eliminating the need for employees to update their locations constantly in the office.

Approach to Common Challenges

Inconsistent Employee Availability: When I Work allows employees to input their availability directly into the app, making it easier to create schedules that align with everyone's needs.
Last-Minute Shift Coverage: The platform facilitates open shift bidding and automatic shift assignment, ensuring the filling of vacant shifts quickly.
Communication Gaps: With built-in messaging and the ability to add task notes to shifts, When I Work promotes clear communication between managers and staff.
Inaccurate Time Tracking: The mobile app allows employees to clock in and out directly from their devices, eliminating the need for paper timesheets and ensuring accurate record-keeping.
Large Workforce Management: When I Work offers features like auto-scheduling, recurring shift templates and customizable layouts, streamlining scheduling for businesses with many employees.

Cost of Ownership

Frequently asked questions regarding When I Work pricing include:

Q. Is there a free version of When I Work?

A. No, When I Work doesn't offer a permanent free plan. However, it does provide a free 14-day trial for all paid subscriptions.

Q. What are its pricing plans?

A. The plans are as follows:

Essentials: Charges $1.50 per user monthly for unlimited scheduling, templates, forecast tools, team messaging, shift swapping and POS integration.
Pro: Charges $3 per user monthly for roles and permissions management, labor sharing, custom reporting, multi-time zone support, and open shift management.
Premium: Charges $5 per user monthly for all of the above features, along with API access, webhooks and SAML/SSO authentication.

Q. Are there any extra costs associated with When I Work?

A. Yes, there can be additional costs beyond the base subscription plan. Here's a breakdown:

Time and Attendance Tracking: This feature requires an extra $2 per location per month on top of your chosen plan.
Payroll Module: You need to pay an additional $39 per month plus $6 per active employee on your payroll.

Limitations

At the time of this review, these are the limitations according to user feedback:

It lacks compliance management tools.
Geofencing shows inaccurate login hours.
The platform doesn’t support biometric employee logins.
Desktop and app versions differ significantly.

Demo Resources

Guided Onboarding: You can answer simple questions about your business, and the platform automatically sets up dashboards to let you start scheduling in no time.
Training Center: Free blogs and videos help train managers and employees on how to use the software effectively.
Live Training: The vendor organizes monthly webinars to troubleshoot common issues and discuss best practices, which are available for free.

FAQs

Frequently asked questions regarding When I Work include:

Q: How easy is it to create and manage employee schedules?

A: When I Work boasts a user-friendly interface with drag-and-drop functionality. This allows managers to easily build schedules, assign shifts and account for employee availability in one place.

Q: Can employees view their schedules and request time off through the app?

A: Absolutely! Employees can access their schedules, submit time-off requests and even swap shifts directly within the mobile app, promoting transparency and fostering better communication within the team.

Q: Can I track employee locations during their shift?

A: The When I Work mobile app includes geofencing capabilities but doesn't offer real-time location tracking during shifts. This may be a limitation for some businesses that require more stringent monitoring.