Home/Time Tracking Software/When I Work
Updated on: August 5, 2020
What is When I Work ?
When I Work - Time Tracking Software : SaaSworthy.com
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93% The SW Score ranks the products within a particular category on a variety of parameters, to provide a definite ranking system. Read More

When I Work

Task Scheduling and Time Tracking Software
(1,622 Ratings) Write Review

When I Work is an award winning time tracking software that helps project reps and managers to keep track of every task in every project. They can build work schedules within minutes and share them with their team members. The best part is that the tool is completely free to use for up to 75 users. The immediate result is that users save an average of 8 hours per week on redundant tasks such as employee scheduling and attendance. With increased automation and employee accountability, no-shows can be significantly reduced and productivity can be boosted. Managers do not have to worry about project scope creeps since they can easily track random employee time-off and shift change requests. Hence, they don’t have to rebuild complete work schedules from scratch since they can review and approve employee requests in real-time - a great tool for industries such as retail, professional services, healthcare, IT, and education.

When I Work Awards

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Fastest Growing
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When I Work Features Show All Features

When I Work Technical details

Support Business Hours Online Customer Type Individuals Large Enterprises Medium Business Small Business
API Location / Phone Number Minneapolis, Minnesota
Deployment SaaS/Web/Cloud Mobile - Android Mobile - iOS Category Time Tracking Software

When I Work Pricing

Pricing ModelFreemium , Subscription
Free
Free

Features

  • Team Scheduling
  • Team Availability
  • Team Messaging
  • Shift Trading
  • Time Off Requests

Add-Ons

  • Time Clock & Attendance: $2 per user per month
  • Applicant Tracking & Sourcing: $50 per user per month
Basic
$2 /User

Features

  • Includes features of Free plan, plus
  • Schedule Templates
  • Multiple Locations
  • Job Sites
  • Overtime Visibility
PRO
$2.50 /User

Features

  • Includes features of Basic plan, plus
  • Auto Scheduling
  • Labor Forecasting
  • Shift & Team Task Lists
  • Shift Bidding
Enterprise
Custom

Features

  • Includes features of PRO plan, plus
  • Full API Access
  • Single Sign On
  • Custom Integration Options
  • Labor Insights
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Disclaimer: The pricing details were last updated on 25/04/2019 from the vendor website and may be different from actual. Please confirm with the vendor website before purchasing.

When I Work FAQs

When I Work is Time Tracking Software. When I Work offers the following functionalities:

  • Billing and Invoicing
  • Leave Tracking (Vacation)
  • Employee Database
  • Automatic Time Capture
  • Billable & Non-billable Hours
  • Mobile Time Tracking
  • Multiple Billing Rates
  • Offline Time Tracking
  • Overtime Calculation
  • Timesheet Management

Learn more about When I Work features.

The pricing for When I Work starts at $2.00 per user. When I Work has 2 different plans:

  • Basic at $2.00 per user.
  • PRO at $2.50 per user.
    • When I Work offers a Free Plan with limited features. They also offer an Enterprise Plan for their product.

      Learn more about When I Work pricing.

Yes, When I Work offers a free plan.

Learn more about When I Work pricing.

Yes, When I Work provides API.

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When I Work Reviews

OVERALL RATING
4.3
Based on 1,622 Rating(s)
Rating Distribution
  • 1339
  • 88
  • 71
  • 122
  • 2
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Allison Yates-GauthierSource : trustradius.com
(Reviewed on 11 March 2020)
Easy, quality product for the BUSY business owners.

Use Cases and Deployment Scope

We utilize When I Work for scheduling for all employees.

Pros and Cons

  • Easy format
  • Accessibility to make changes easily
Edit
  • Occasional 'glitches' with schedules showing differently for each user

Likelihood to Recommend

When I Work is excellent for reviewing schedules 'on-the-go'.
Read Allison Yates-Gauthier's full review

...more
ANNA CARABALLOSource : trustradius.com
(Reviewed on 06 March 2020)
Scheduling Done Right!

Use Cases and Deployment Scope

When I Work is used at AMT for mainly scheduling and payroll. It is very useful for the staff and managers to keep track of everyone's schedules and alert them with reminders. Our accounting department also uses it in conjunction with another program in order to run payroll. It keeps our schedules organized!

Pros and Cons

  • Alerting staff to their schedules
  • Allowing for additional details to be added to shifts
  • Organizing the schedules in a way that makes everything a bit more expedited, saving time and therefore money
Edit
  • There are honestly no areas for improvement that we have found. They do a great job!

Likelihood to Recommend

Our Scheduling Coordinator uses When I Work for scheduling everything from shifts to training. Being able to title the shifts anything allows use of WWhen I WorkIW in many other areas because the shift can be anything we need as well as their role.
Read ANNA CARABALLO's full review

...more
Verified UserSource : trustradius.com
(Reviewed on 06 March 2020)
The only staff scheduling option....

Use Cases and Deployment Scope

We use When I Work across all departments of our country club. In addition to making scheduling a breeze, it allows me to easily view the various department schedules and make decisions based on short-term forecasted revenues. This allows me to better control labor costs. Another feature of When I Work that I make use of is the chat tool. It allows for quick communications with team members.

Pros and Cons

  • Allows for better management of labor
  • Reduces time spent on scheduling/staff management
  • Improves staff communication
  • When I Work has always provided excellent customer service.
Edit
  • Improved schedules for "print" - Color coded, multi-department

Likelihood to Recommend

For schedulers that don't have a ton of time to sit down and do their schedules each week, OR if you have employees that have varying availabilities, When I Work makes it very easy to coordinate and quickly produce staff schedules.
Read this authenticated review

...more
Amy MorgesonSource : trustradius.com
(Reviewed on 06 March 2020)
When I Work helps take away hats that directors of small businesses must wear daily

Use Cases and Deployment Scope

When I Work is used by our whole staff for our time management and scheduling needs. It simplifies my job as supervisor/director of the library in that I play many roles and the task of maintaining employee timesheets and scheduling their shifts had previously taken up and a large amount of my time. Having this program frees me up to focus on other duties I cover.

Pros and Cons

  • Being able to create shift templates and duplicate those is wonderful.
  • I can easily delete, move or edit a shift with just a few clicks.
  • I can see the schedule as a day, week or month and get a real sense of our coverage areas and needs.
  • I can easily get the count of hours for an employee and relay this directly to our accounts person to create our payroll.
Edit
  • When I Work is always looking for ways to improve and tweak issues, they will make changes accordingly, sometimes I'll find something new when I log in and it can be confusing for a moment but it doesn't take long to figure out the edit.
  • The program itself is easy to pick up, I do need to dedicate more time to fully utilizing all of the tools it offers, perhaps period webinars to show what I/customers might not be taking advantage of.
  • I really don't have a lot of negative feedback for the product. It's helped me in my daily job a great deal.

Likelihood to Recommend

While I don't have first-hand experience in using When I Work with a large group I could see that it might become confusing to schedule for a group over 15-20. I say this merely because the list of employees shown on the given screen can only go up to around 13-14. One might make the mistake of leaving off a staff member simply because they don't show on the first page.

In my world, however, most of my staff fall on one page and I have everything I need at a glance to see where we need coverage. It's really a great product!
Read Amy Morgeson's full review

...more
Talitha RiekenSource : trustradius.com
(Reviewed on 13 February 2020)
We're Loving It!

Use Cases and Deployment Scope

We use When I Work as our general work schedule for our team members, as well as a platform to fill open shifts. We have over 40 locations in the Twin Cities and this helps us keep our positions staffed with internal employees, rather than going outside of the organization for short term coverage.

Pros and Cons

  • On-demand customer service.
  • Updating the product to meet the demands of the customer.
Edit
  • We would love to see the functionality of more than one email address per profile.
  • With so many managers in our group and so many locations, we would like to have job sites alerts attached to the 'supervisor' security role for when team members pick up shifts. That way every manager doesn't get the alert for every job site.

Likelihood to Recommend

It has been great for shift sharing and filling open shifts within our own group. As an organization, we haven't had to spend as much on external temp agencies, because our own team members can see what shifts are available in an easy-to-use platform and are able to pick them up internally.
Read Talitha Rieken's full review

...more
Talitha RiekenSource : trustradius.com
(Reviewed on 13 February 2020)
We're Loving It!

Use Cases and Deployment Scope

We use When I Work as our general work schedule for our team members, as well as a platform to fill open shifts. We have over 40 locations in the Twin Cities and this helps us keep our positions staffed with internal employees, rather than going outside of the organization for short term coverage.

Pros and Cons

  • On-demand customer service.
  • Updating the product to meet the demands of the customer.
Edit
  • We would love to see the functionality of more than one email address per profile.
  • With so many managers in our group and so many locations, we would like to have job sites alerts attached to the 'supervisor' security role for when team members pick up shifts. That way every manager doesn't get the alert for every job site.

Likelihood to Recommend

It has been great for shift sharing and filling open shifts within our own group. As an organization, we haven't had to spend as much on external temp agencies, because our own team members can see what shifts are available in an easy-to-use platform and are able to pick them up internally.
Read Talitha Rieken's full review

...more
Shawn ASource : g2crowd.com
(Reviewed on 27 December 2019)
"Best website for work scheduling"

What do you like best?

This website uses a high quality user interface to display times when you are scheduled to work. This site is also quite useful for displaying to employers and coworkers all the times when you are all working in an easy to view format, which is quite useful is you are wanting to request a trade shift, drop a shift, or just wondering who else is working while you are.

What do you dislike?

Sometimes the format of the my schedule scheduler makes it difficult to see some formats of schedule like a monthly schedule.

Recommendations to others considering the product:

I would recommend what others check the team schedule instead of the my schedule function in order to see the monthly schedule.

What problems are you solving with the product? What benefits have you realized?

How to quickly and comfortable look at who is working, when I am working, receiving alerts as to when I am working.

...more
User in HospitalitySource : g2crowd.com
(Reviewed on 30 November 2019)
"useful slworkfirce management"

What do you like best?

Scalable, easy to use, time saving app, really changed the way we deal with time tracking and management

What do you dislike?

Nothing to complain, really. Sometimes the GPS location fails to recognise the location.

What problems are you solving with the product? What benefits have you realized?

Time tracking, shifts management.

...more
Eleonora ASource : g2crowd.com
(Reviewed on 27 November 2019)
"Increíble herramienta para gestionar las tareas y funciones"

What do you like best?

La interfaz de usuario es simple y se enfoca en una sola cosa, y cambiar entre la aplicación web, la pestaña del navegador y la aplicación del teléfono es sencillo, sin ningún problema. Agregar tiempo libre no remunerado a la función de programación nos permite eliminar software innecesarios como los correos organizacionales; en general, When I Work ha sido una herramienta increíble que hace que mi vida sea más fácil y libre de estrés de tener que hacerlo todo de forma manual y por cuenta propia. Por otro lado puedo ayudar a los clientes cuando no estoy trabajando, no tengo que estar atado en la oficina todo el día.

What do you dislike?

Podría mejorar la forma en que se hacen los informes, que se puedan profundizar en vez de hacerlo sencillos

Recommendations to others considering the product:

Con los empleados revisados cada hora, me ayuda a probar de manera confiable el tiempo dedicado a sus tareas. Es un programa que combina múltiples herramientas para dar resultados sorprendentes en cuanto al seguimiento. Para cualquier día, puede averiguar dónde está su empleado y qué estaba haciendo específicamente. El empleado también puede agregar notas a su tarjeta de tiempo.

What problems are you solving with the product? What benefits have you realized?

When I Work ha sido un programa diligente desde el principio, continuamente proporciono informes en tiempo real y brinda excelentes respuestas a mis preguntas cada vez que me comunico con su servicio al cliente. Rastreo horas disponibles para proyectos de clientes múltiples, desglosando tareas para tener la mejor idea de a dónde va mi tiempo. Para mis clientes de retención de tarifa plana, esto me permite ver hacia dónde va mi tiempo para asegurarme de que mi tiempo se gaste mejor y que esos acuerdos sean rentables.

...more
User in RetailSource : g2crowd.com
(Reviewed on 17 November 2019)
"Schedule App Review"

What do you like best?

I love the convenience of it— that you can just pick up your phone, go to the app, and your schedule is right there.

What do you dislike?

I don’t like that you can’t look at other people’s total hours.

Recommendations to others considering the product:

You’ll be happy you tried the app!

What problems are you solving with the product? What benefits have you realized?

It solves having to go into my email and look up my schedule. It is really helpful in quickly figuring out how many hours I have per week.

...more
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Videos on When I Work

How To Add Employees To Your Work Schedule Template
How To Add Employees To Your Work Schedule Template
When I Work - Using WorkChat on the Web

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