A No-Nonsense Review of When I Work

When I Work helps businesses overcome shift scheduling headaches through automation.

But how exactly does it work, and what makes it different from other scheduling apps?

In this in-depth review, we’ll go beyond the surface to test whether When I Work is robust enough to meet your business’ scheduling needs. We’ll take a look at the app’s onboarding experience, its PC and mobile views, its core features, its pricing, and a few alternatives you may want to consider as well.

Let’s dive right in…

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What Is When I Work?

Since 2010, When I Work has been helping shift-based workplaces manage their scheduling issues. It’s a popular app for businesses in the retail, restaurant, and hospitality industries, where employees often work irregular hours.

When I Work is a two-way scheduling platform. Managers can set up schedules, but may also give employees some control over their availability. Workers can hop in to grab open shifts, swap schedules with their co-workers, and request time off.

Over the years, When I Work has expanded its catalog of features. The app’s core scheduling platform now comes with a time clock, group messenger, and payroll system so businesses can manage more critical tasks under one roof.

When I Work Overview

When I Work thus helps manage the entire workplace through these core features:

• Drag-and-drop shift scheduler
• Digital time clock for any device
• In-app team messaging tool
• Built-in payroll system

Sign-Up and Onboarding

From When I Work’s homepage, you’ll know right away who it’s for and what it offers.

The company’s pricing page is also as straightforward as it gets. There’s no hidden pricing info, and you can sign up on the spot. Simply pick the plan you want to start with, enter your email address and a few other basic details, and click the sign-up button to activate the free trial period.

Alternatively, you can sign up via SSO through your Google account, and you’ll be on board in just a few clicks. If you’re short on time and don’t want to self-serve yourself to familiarity with the app’s features, you can also schedule a demo with one of When I Work’s representatives to get a personal walkthrough of the software.

I signed up as a first-time user, which I expect to be the case for nearly all new users. I was initially asked whether I wanted to set up a business account or join an existing account as an employee. Since we’re testing When I Work from a supervisory or administrative perspective, I chose the former.

I was instantly directed to a page where I could finish the sign-up process by providing the name of my business, its employee headcount, and its industry.

This is a guided setup. You can skip it if you want to test-drive When I Work right away. I didn’t take any shortcuts so I could have the full experience.

When I Work asked me to add three things during the signup process: positions, users, and schedules. A visible progress bar at the top helped me stay on track, and automated suggestions ensured I could complete everything quickly.

However, the suggestions favored some industries more than others. When I was setting up the positions, for instance, there were no suggestions available for construction businesses. I had to choose “Something Else” as the industry and manually added the names of positions relevant to construction.

This may not be a deal-breaker for most, but it would have saved me a lot of time if construction-related suggestions were available right off the bat. It also gave me the impression that construction businesses are just an afterthought and not When I Work’s top priority.

Adding users was a breeze. You can do it manually or by importing a CSV or XLS file containing a list of your employees.

The last stage was setting up the schedule. I chose when the week would start and end. It’s also easy to create schedules for each member or position and then save them as templates so you can reuse them later on.

Like other similar scheduling software, When I Work also has a checklist on its dashboard to help you understand what features you should explore next. There’s also a virtual walkthrough to help you understand each section you see on the screen.

However, the walkthroughs don’t have back arrows, so there’s no way to go back to the previous instructions in case you missed them.

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See How

The Web App Experience

When I Work’s web app loads fast and ensures everything you’re looking for is only one to two clicks away.

Its main features are strategically placed on the navigation menu, so you won’t have to sift through links or buttons to get what you’re looking for. From left to right, you can quickly access the Scheduler, Attendance, Payroll, Workchat, and Reports features.

You won’t even need to guess what each section is for. If you’re a first-time user, clicking any of these menu items will lead you to a quick tutorial page where you can learn the basics before When I Work redirects you to the actual feature.

The dashboard gives you a bird’s-eye view of your team’s performance. It shows a summary of today’s schedule, who’s clocked in, and who’s currently on break. It also provides a list of available shift schedules and upcoming updates.

When I Work’s web app displays the features you need initially without going overboard. Its core features are front and center, while additional tasks you may want to accomplish are just a few clicks away.

Should you encounter any issues, When I Work provides a “Found a Bug?” link at the bottom of the page, which users can click to report technical issues. This feature is a double-edged sword: While it invites users to take part in site improvement, its presence may also suggest the users are being treated as paying beta testers.

The Mobile App Experience

To check if When I Work’s mobile app is on par with its web app, I tried to create schedules and assign them to another user.

The “test employee” immediately received an email invitation to create an account. After clicking it, he set up his password and signed up without any issues.

Scheduling notifications arrived in his email without any delay. Clicking the link once again led him to the app, where he checked the full details of the schedule and clicked “Confirm Shifts” to approve them.

I also tried changing schedules from the web app as the team manager, and these schedule changes were reflected in the employee’s app in real time.

Clocking in is just one click away, but how fast the worker can do this still depends on the internet connection. Managers can add a checklist with each scheduled task, and employees can tick the checklist items one by one as they go through their work.

The workers can also add notes before clocking in so they can explain their side in case they clock in late.

The menu options on When I Work’s mobile app are almost the same as those on the web app but with a slight difference. The mobile app displays five main options: Dashboard, Schedule, Time Sheets, Workchat, and More.

The Schedule feature does exactly what it says. The employee can select any date, and the shifts for that particular day will appear.

In case a worker can’t make it to his shift, clicking “Drop Shift” will allow him to choose the names of co-workers to offer the shift to with a personalized message. The shift remains the worker’s responsibility until someone accepts the offer.

Workchat worked perfectly when I tried to send a group message via the web app. The mobile app is a little problematic: while it shows messages received, there’s no space available for typing, making it a lame one-way communication tool.

While the test employee was able to create an account without any roadblocks, staying logged in to the mobile app is a different challenge altogether.

If you click the back arrow too much, you’ll be automatically logged out. When you try to log back in, it won’t let you do it through your Google account (it will only say the email address is already registered). Thus, you have to manually type your email and password to regain access.

When I Work Key Features

Employee Scheduling

The shift scheduler is definitely When I Work’s cornerstone.

The drag-and-drop scheduling calendar is clean and easy on the eyes. Every element on the page is well thought out, and you know exactly what it’s for without the need for additional explanation.

Assuming you already created schedule templates for each of the positions during your onboarding walkthrough, adding shifts to the calendar is literally two clicks away. Click on any cell, choose the template, and When I Work’s scheduler will automatically add the shift to the calendar.

Rescheduling is equally effortless. Simply drag any shift, drop it to the new date, and save the changes. The employee will be automatically notified about their new schedule so nothing gets overlooked.

Duplicating a shift can be done with a click as well. Hold down CTRL as you drag any shift to a new date to instantly replicate the shift. Editing similar shifts in bulk takes seconds. Just click the pencil icon in the upper right corner, select the shifts you want to change, and you can make any changes on the spot.

When I Work also takes quick scheduling to the next level with its auto-scheduling feature. Simply create the shifts you need, and with a click of the Auto Assign button, the system automatically assigns those shifts to employees based on their time off and availability.

When I Work can give employees a little flexibility in choosing their schedules (with their manager’s approval, of course).

Workers can select the dates they’re available and those when they’re not. You can also create open shifts, which employees with extra time can take to earn extra income. Employees can also swap shifts with coworkers in case they won’t make it to their original shifts, minimizing no-shows.

Color coding not only makes the calendar visually appealing it also makes scheduling more organized. You can assign a different color to each job, making it easier to spot scheduling inefficiency at a glance.

A shift box with a striped background means the schedule is not yet final, but it turns into a solid color as soon as the shift schedule is published.

While it’s not specifically designed for construction professionals, When I Work’s shift scheduler is flexible enough to accommodate all types of mobile workers. Managers can assign a job site to each shift added to the schedule, letting workers know where they must go for their next assignments.

Digital Time Clock

When I Work’s time clock allows managers to track workers wherever they are.

The time clock is readily available in the mobile app, so field workers can start recording their time with one tap on their phones. Alternatively, you can also turn any desktop or iPad into a kiosk or dedicated time clock terminal for on-site employees to easily clock in or out.

The time clock is bolstered by built-in GPS tracking, which you can set up so employees will only be allowed to clock in when they’re near or within the designated project location. This prevents early clock-ins, which some employees may do to steal time.

Location tracking also helps managers easily spot employees who made it to the job site but forgot to clock in. With location data to back them up, managers can clock in on these employees’ behalf to make sure they still get paid accurately.

Before clocking in, users can add notes to let their manager know why they’re late. If there’s a task list assigned to the worker, he can tick the items one by one while clocked in, giving managers the assurance work is getting done.

Time clock entries sync with timesheets, but not in real time. This means hours logged on an active time clock won’t reflect on worker timesheets until they clock out.

Other than task lists, When I Work doesn’t offer a more detailed approach to job tracking. An efficient way of tracking the type of job being done at any given time would be valuable for construction businesses, where labor expenses can easily get out of control.

In-App Team Messaging

When I Work’s instant messaging allows teams to communicate and collaborate with each other without leaving the app. It’s not as robust as dedicated messaging tools, but it’s decent enough to meet any team’s basic communication needs.

The Workchat feature is available by default on When I Work’s web and mobile apps. Managers can use it for one-on-one or group communications. Messages can be sent via email or SMS so everyone can be updated and will never be left behind.

All communications made through Workchat are safe, encrypted, and saved to the cloud.

Users can communicate with each other or share important documents with everyone. This ensures proof of past communications can be accessed anytime while also ensuring worker privacy remains intact.

Based on my experience, Workchat worked well when used through the web app. I was able to send a group message, and all members received it without issue. The mobile app version is a bit glitchy, though. The recipient could see my group message, but the app wouldn’t allow him to reply.

Built-In Payroll System

When I Work’s payroll software is available as an add-on. Despite its hefty price tag, a built-in payroll system eliminates timesheet imports and integration you’d otherwise need to manage.

Unlike other When I Work core features, its payroll system is not available by default.

Enrollment is required, and all applicants must provide a FEIN (Federal Employer ID Number), their company’s legal and trade names, address, phone number, website, industry, and company type.

Employee wages can be paid through When I Work’s payroll add-on, provided they receive a W2 federal wage and tax statement.

When I Work’s payroll works best for businesses with multiple locations. It supports and complies with local wage and tax regulations to ensure reliable payroll processing no matter where the worker is located. It also generates W2 forms for employees, saving you a lot of time handling paperwork.

When I Work also syncs well with Quickbooks Online. This ensures your company’s accurate payroll data will flow seamlessly into Quickbooks’ accounting system, saving you time while ensuring even the smallest detail is well accounted for.

Integrating Other Business Apps With When I Work

When I Work’s payroll feature is optional. If you’re not ready to use it, you can opt to integrate with another payroll software instead.

Fortunately, When I Work readily syncs with popular payroll providers like Square, Paychex, and ADP.

However, as of this writing, the number of native integrations was extremely limited beyond its core list of payroll providers. If you want more wiggle room to use other business-friendly apps, Open API is also available for premium subscribers. The added flexibility enables your When I Work account to connect and share data with payroll systems, point-of-sale (POS) apps, and other people management systems.

When I Work Might be a Good Fit for You If…

When I Work’s all-around shift scheduling system lets users accomplish more without leaving the app. It perfectly suits restaurant and retail businesses managing hourly workers with shifting schedules.

When I Work’s versatility also makes it a great scheduling companion for any business with multiple workers in different locations.

When I Work is a great choice if you’re:

• Running a business relying on hourly employees with irregular schedules
• Trying to accomplish different tasks (adding employees, creating positions, etc.) without leaving your scheduling tool
• Looking for a basic time-tracking tool with built-in GPS
• Looking for an easy way for employees to request time off, trade shifts, and grab open schedules
• In need of built-in payroll software

You Might Not Want to Use When I Work If…

When I Work is a great shift scheduling tool, but it’s not the perfect software for all types of business. You might want to consider other options if:

• You need detailed reports and records of the type of work being done by each employee at any given time
• You prefer to talk to customer service representatives over the phone
• You want a scheduling tool that integrates with plenty of popular business applications right off the bat
• You want time clock software that automatically syncs with its timesheets in real time

When I Work Cost/Pricing

When I Work’s pricing is a bit less straightforward than expected.

Its lowest pricing tier is $3 per user. This monthly fee is for the Essentials plan, which only includes basic scheduling and time-tracking features. A higher fee of $5 per user (Pro plan) is required if you also want to use advanced scheduling tools.

The priciest plan is Premium, which requires users to pay up to $7 per user to enjoy all the app’s features (excluding payroll).

When I Work’s built-in payroll software is available as an add-on to any plan. Enrollment is required, and once you’re qualified, you need to add a base fee of $39 per month plus $6 per active user every month to start running your first payroll.

When I Work Reviews

No one can better judge When I Work’s quality than actual users with first-hand experience using the app. That’s why I’ve scoured different platforms, filtered out the fake reviews, and highlighted several opinions you can count on.

Having a built-in messaging tool can be an attractive feature for any scheduling software. However, it comes at the risk of experiencing glitches like what the user below reported. I, too, experienced almost the same issue when I tested Workchat, proving the team messaging feature has a lot of room for improvement.

Awesome’s iOS App Store Review of When I Work:

Major issues with the Workchat section ⭐⭐⭐ 
“First off, I sometimes don’t get a notification that a text has been sent in the group chat. This has happened on many occasions, and it hinders my ability to pick up extra shifts or cover shifts. Secondly, I am having major issues with once I send a message, it disappears on my end. I don’t know why this happens, and it’s simply frustrating.”

When I Work’s mobile app has great functionality overall, but requiring users to log back in every single time can be a huge time sucker. I experienced it myself when I tested the app, but the user below proves this has been a long-standing issue.

Keith Jackson’s Google Play Review of When I Work:

It works nice. However… ⭐⭐⭐⭐ 
“I wish it would stop logging me out every time I close it, and sometimes, when my time off request is approved, it disappears from my account entirely. But still, it’s a good app that does what it’s made for.”

When I Work’s shift scheduler may have a few flaws, but it remains the app’s crowning glory. The review below proves a great scheduler is revealed by how versatile it is and how quickly it generates schedules for extremely busy managers.

Kristin J.’s Capterra Review of When I Work:

When I Work is brilliant! ⭐⭐⭐⭐⭐ 
“Everything is easy to use and schedule. Everything is on one app and on the go, which is what we need in today’s fast-paced world!”

Our Score (and Why We Chose It)

When reviewing scheduling apps, I prioritize what users value most. In When I Work’s case, its ease of use, features and functionality, and customer support quality are given the most weight in our scoring.

The app is intuitive and straightforward. Anyone can easily understand it, even without a technical guide. However, the lack of back arrows for the virtual walkthroughs makes it easy to miss critical instructions during onboarding.

Overall, When I Work boasts some of the best scheduling–friendly features, only dampened by its lack of detailed job tracking capabilities and its timesheet’s inability to sync with the time clock entries in real time.

While most types of businesses may not consider these deal-breakers, the lack of these features can severely affect how other businesses – like construction companies – generate profit.

When I Work’s pricing can be a double-edged sword. While it offers the flexibility to get only the features you need within the budget you can afford, nothing beats the convenience of getting all the tools in one cost-effective package.

Finally, When I Work’s integrations and customer support are good but can be better. The lack of phone support won’t make much of a difference for starters but can be a source of frustration for businesses ready to scale.

Top Alternatives to When I Work

When I Work is certainly not alone in the employee scheduling space. While it excels in certain aspects, it isn’t built to meet the needs of all types of businesses.

This list of alternative apps can serve as your starting point for researching other key players in the market. It should also give you an overview of their offerings and other basic details you need to make an informed decision.

The Bottom Line

When I Work isn’t groundbreaking, but it excels where it’s supposed to with its shift scheduling tools.

When I Work makes creating schedules as easy as a coloring book. Its robust platform also makes it effortless for hourly employees to pick up shifts, swap shifts, request time off, and communicate with the team–all from the same app.

When I Work is tailored more to shift-based workplaces like restaurants, hospitality, and retail businesses. The features may be flexible enough to fit the needs of construction and field service businesses, but there are nuances only apps built for these specific industries can provide.

Workyard offers detailed and comprehensive job-tracking tools and time-tracking software that goes beyond the limits of traditional geofencing. This is in addition to the industry-standard task-scheduling system specifically designed for construction professionals.

Check the links in the previous paragraph to learn more about how Workyard can transform your construction business, or sign up for a 14-day free trial now to test its features at no cost.