WhenIWork

Description

When I Work is a cloud-based employee scheduling and time-tracking platform designed for small to medium businesses to manage shifts, attendance, and workforce communication.

When I Work enables managers to easily build and publish employee schedules, handle shift swaps, and track hours using mobile or web apps. Employees can clock in/out, request shift changes, and receive notifications about their schedule. The platform also offers team messaging, time-off management, and reporting tools to help reduce scheduling conflicts and payroll errors. It’s made for businesses like restaurants, retail, healthcare, and service industries looking to streamline workforce operations.

Key Applications

Employee Scheduling: Create and manage work schedules effortlessly, allowing employees to view and confirm shifts.
Time Tracking: Employees can clock in and out using mobile devices or web browsers, with features like geofencing to ensure accurate attendance records.
Team Communication: Facilitate internal messaging and notifications to keep the team informed about schedule changes and updates.
Shift Management: Enable employees to request time off, swap shifts, and manage availability, promoting flexibility and accountability.
Reporting & Analytics: Generate reports on labor costs, attendance, and scheduling efficiency to aid in decision-making and compliance.

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Who It’s For

When I Work is designed for shift-based businesses, including restaurants, retail stores, healthcare facilities, and call centers. It's ideal for organizations seeking to streamline scheduling, enhance team communication, and improve labor cost management.

Pros & Cons

Pros	Cons
✔️ Intuitive scheduling interface	✖️ Time tracking features may cost more in higher tiers
✔️ Mobile app for employees to view schedules and clock in	✖️ Limited offline capabilities
✔️ Shift swap, time-off requests, and notifications built in	✖️ Pricing scales with number of users and features

Pros	Cons
✔ Very beginner-friendly	✖ Limited features compared to Others
✔ Clean interface	✖ Less feature depth than others
✔ Helpful community and resources	✖ Can feel slower at scale

How It Compares

Versus Traditional Scheduling Methods: Unlike manual scheduling or spreadsheet-based systems, When I Work offers an automated, cloud-based solution that reduces errors and saves time.
Versus Other Scheduling Software: Compared to competitors, When I Work provides a user-friendly interface with mobile accessibility, making it suitable for businesses with deskless employees.

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Bullet Point Features

Cloud-based platform accessible via web and mobile apps.
Automated scheduling based on employee availability and labor laws.
Mobile time clock with geofencing capabilities.
Team messaging and shift notifications.
Time-off requests and shift swapping functionalities.
Labor cost reporting and analytics tools.
Integrations with payroll and HR systems.
24/7 customer support.

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Frequently Asked Questions

Find quick answers about this tool’s features, usage ,Compares, and support to get started with confidence.

What is WhenIWork and what is it used for?

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WhenIWork is a workforce scheduling and time management software designed to help businesses create employee schedules, track work hours, and manage team communication. It is commonly used by hourly teams to simplify shift planning and attendance tracking.

How does WhenIWork simplify employee scheduling?

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WhenIWork simplifies scheduling by allowing managers to create schedules quickly, assign shifts, manage availability, and notify employees instantly. Employees can view schedules, request shift swaps, and receive updates from one central platform.

What features does WhenIWork offer?

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WhenIWork offers employee scheduling, time clock and attendance tracking, shift swapping, availability management, team messaging, payroll integration, and reporting tools. These features help businesses reduce scheduling conflicts and improve workforce efficiency.

Is WhenIWork suitable for beginners?

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Yes, WhenIWork is beginner-friendly, with an intuitive interface and easy setup. Managers and employees can start using the platform with minimal training, making it accessible for teams of all sizes.

Who should use WhenIWork and what benefits can they expect?

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WhenIWork is ideal for retail stores, restaurants, healthcare teams, nonprofits, and small to medium-sized businesses. Users can expect simplified scheduling, improved communication, reduced administrative workload, and better time tracking, helping teams operate more efficiently.

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Reviews from Our Users

8.07.2021

"Overall, I like the core features, but the mobile UI still feels a bit clunky. Hope they fix this in future updates."

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Tom W.

Marketing Manager

06/10/2025

"Their support team actually listens to feedback! I’ve seen new features added within weeks. That’s impressive.''

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Alex Carter

Freelancer

03/09/2025

"Some advanced options take a bit of time to understand, but once you get the hang of it, it’s incredibly powerful."

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Ryan Blake

SaaS Consultant

12/08/2025

"I’ve tried several similar tools, but this one stands out for its clean interface and automation features. Totally worth the subscription."

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Sarah Mitchell

GrowthWave Agency