When I Work

What Is When I Work?

When I Work is a cloud-based workforce management platform that centralizes employee scheduling and time-tracking to give teams a single source of truth. Business executives and HR leaders can track employees’ work hours using features that support both hourly and shift-based schedules. It also gives teams a unified platform for communication that combines direct messaging, announcements, and alerts to keep them on the same page.

What Is When I Work Best For?

When I Work stands out for its ‘Employee Scheduling’ capabilities. It allows managers to create schedules, assign shifts, fill open shifts, and notify employees from a single platform, reducing the time spent on manual scheduling. When I Work also supports recurring schedules, shift swapping, multi-location scheduling, and real-time schedule updates, making it easier to coordinate hourly teams and respond to staffing changes. 

How Much Does When I Work Cost?

When I Work pricing starts at $2.5/user/month for single-location or single-schedule. The cost for multiple locations or schedules starts at $5/user/month. The vendor also offers a 14-day free trial.

In addition to the base subscription costs, businesses should keep the following expenses in mind based on the industry benchmarks:

• Onboarding And Implementation: $0-$1,500 for basic deployments typically covering self-service, training, configuration, and rollout support
• Payroll And Business Integrations: $0-$50/integration that connects payroll, HR, POS, and accounting systems
• Priority Support And Workforce Administration: $100-$500/year for enhanced customer support or dedicated account assistance

Disclaimer: The pricing is subject to change.

When I Work Integrations

The platform offers integration with multiple third-party enterprise platforms, including:

• Rippling HR
• Gusto HR Software
• Paychex
• QuickBooks
• GoCo
• OnPay Payroll

How Does When I Work Work?

Once you are done with the onboarding procedure, you can begin setting up and managing the workforce from the platform. Here’s how you can get started:

• Log in to the administrator account and access the main dashboard to get an overview of schedules, shift coverage, and workforce activity
• Configure your company settings, locations, departments, and job roles to align them with your organizational structure
• Add your employees into the system and organize them into teams with managers assigned in each
• Build work schedules through the scheduling workspace and set up their shifts based on their availability, skills, and labor requirements
• Monitor attendance, time tracking, and labor data through reporting dashboards to narrow down staffing gaps and overtime trends
• Share published schedules with your workforce so that they can view their shifts, receive alerts, and request shift swaps or time off
• Navigate through scheduling, time clock, team messaging, and reporting modules on the main navigation menu for the management of day-to-day workforce operations

Who Is When I Work For?

When I Work is used by a wide range of industries and sectors such as:

• Restaurants
• Retail
• Call Centers
• Healthcare
• Volunteer work
• Construction
• Manufacturing

When I Work Use Cases

Based on our analysis of When I Work features, its capabilities, and publicly available information, we have identified multiple scenarios where the platform best fits:

Managing Last-Minute Shift Changes In Restaurants And Cafes

Restaurant managers often struggle to find replacements for employees who call in sick and are unavailable when their shift begins. Reaching out to each staff member individually by phone or text can delay coverage and leave shifts understaffed. When I Work’s shift swapping, OpenShifts, and team messaging functionalities can allow managers to post available shifts to qualified employees, approve swap requests, and notify the entire team through one platform. This removes the need to manually coordinate every replacement and helps managers efficiently fill schedule gaps.

Coordinating Rotating Schedules For Healthcare Clinics

Healthcare facilities that operate across multiple shifts must ensure they have the appropriate number of nurses, support staff, and administrative staff throughout their work hours. If they create recurring schedules manually, there is an increased risk of errors, which can lead to overlapping shifts and insufficient staff coverage. With When I Work’s schedule templates and recurring scheduling tools, managers can create repeatable schedules without missing assigned roles or employee availability. Updated schedules can be instantly published when staff requirements change, allowing for a quicker and more efficient replacement procedure.

Tracking Employee Hours Across Retail Store Locations

Retail businesses that have hourly employees often find it hard to keep track of total hours worked when their staff uses disconnected systems and time sheets to clock in and clock out. This can cause payroll discrepancies because of inaccurate records. When I Work offers time clock and attendance tracking features that allow managers to record employee hours in a centralized system where they can be compared against scheduled hours. This minimizes the risk of payroll errors by allowing managers to review late arrivals or missed punches before approving time sheets for payroll.

Handling Time Off Requests During Seasonal Staffing Peaks

Retailers and healthcare facilities often receive overlapping vacation requests during holidays or other busy periods. This makes it difficult to maintain adequate staff levels. Scheduling conflicts are more likely to occur when managers review requests along with work schedules. When I Work offers extensive time-off management features that allow employees to submit requests directly on the platform where managers can review them alongside existing schedules, before approving or declining them. This makes it easier to balance employee availability with staffing requirements.

Communicating Schedule Updates To Distributed Hourly Teams

Organizations that have mobile or hourly workforces usually must update employees on updated schedules, newly assigned shifts, and operational announcements without using phone calls. Communication delays can result in missed shifts or miscommunication about work assignments. Through its employee messaging and mobile notification features, When I Work allows managers to directly communicate updates with employees through the platform. This gives a central channel through which staff can receive important scheduling information as changes occur.

Is When I Work Right For You?

If your organization relies on hourly employees or shift-based operations, then When I Work might be a suitable fit. The platform is useful for businesses that operate on multiple shifts, like retail, restaurants, and even hospitals. It helps them coordinate schedules, track attendance, and communicate in a single workspace. It can be especially useful to organizations that juggle through disconnected systems, spreadsheet data, and paper timesheets.

When I Work integrates shift swapping, auto-scheduling, mobile time-tracking, and GPS features that allow managers to spend less time on administrative tasks and give employees greater visibility into their work schedules. With its mobile-first support, it also supports both hybrid and remote teams, supporting a global workforce.

With a strong focus on employee scheduling, time tracking, and team communication rather than predictive workforce intelligence, businesses looking for AI-assisted scheduling, labor demand forecasting, and workforce optimization may find When I Work less suitable.

Still not sure if When I Work is right for you? Contact our customer support team at (661) 384-7070 and get help to make an informed decision.