When I Work review
Bottom line
When I Work is shift-scheduling software that combines schedule building, GPS time tracking, and team messaging in one mobile-friendly app. Its clearest strength is how quickly managers can build and adjust shifts with auto scheduling, templates, and employee-driven swaps. The main limitations are that there is no free plan, and that SSO and API access require the $8 Premium tier. Hourly teams with multiple locations that want to replace spreadsheets and group texts should consider it first.
What is When I Work?
When I Work is employee scheduling and workforce management software built for hourly teams, including restaurants, retail stores, salons, dental offices, and job sites. It replaces spreadsheets, sticky notes, and group texts with one app that covers schedules, time tracking, and team messaging. The core problem it addresses is the hours managers lose building shifts and chasing coverage.
Managers build schedules with auto scheduling, which fills shifts based on employee availability and qualifications, or with reusable templates for weekday, weekend, and holiday coverage. Employees request time off, swap shifts, and pick up open shifts from their phones, and managers approve each change. The time clock runs on any device and uses GPS clock-ins and geofencing to verify where staff are working. Attendance feeds back into the schedule, and overtime alerts warn managers while they build shifts and again during the week.
Teams range from a single storefront to multi-location operations. The platform supports multiple sites, departments, and roles, with role permissions on the Pro plan. Pricing starts at $2.50 per user per month on Essentials, with Pro at $5 and Premium at $8, and the plans are billed per user. A 14-day free trial requires no credit card, but there is no free plan.
What sets it apart from generic scheduling tools is that scheduling, attendance, and messaging share the same data, so a swapped shift or a late clock-in updates the schedule and labor reports without re-entry. Integrations connect to payroll and accounting tools including QuickBooks Online, Gusto, Paychex, and Google Calendar. Rippling is offered as a preferred partner for payroll, HR, and compliance. Team messaging lets managers reach staff without sharing personal phone numbers, and Premium adds API key access and webhooks for teams with custom systems.
Who it's for
- Shift-based teams in restaurants, retail, and salons
- Managers handling schedules for multiple locations
- Teams replacing spreadsheets and group texts
Who should look elsewhere
- Businesses that need a permanent free plan
- Teams that require SSO or API access below the Premium tier
- Office teams without shift-based schedules
Typical uses
- Building weekly restaurant front- and back-of-house schedules
- Filling last-minute coverage gaps from a phone
- Managing staffing across multi-site retail or franchise locations
- Tracking GPS clock-ins for field crews
- Approving shift swaps and time-off requests
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When I Work alternatives and comparisons
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