9.4
Spot Score
When I Work Review: Is It The Right Time Tracking Software For Your Team?
Best for SMB teams · Mid-market · Enterprise
GDPR
SOC 2Starts from $2 / User
Overview
Pricing
Features
Buyer feedback
Alternatives
Media
Security & Compliance
Support
FAQ
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SpotSaaS Analysis for When I Work
When I Work is a time tracking and scheduling tool used by Shift Managers and HR Coordinators in small to medium businesses, particularly in hospitality, retail, healthcare, and food service. With a 4.5/5 rating from 308 reviews, it is broadly validated as a reliable choice for these roles.
The software is praised for its user-friendly interface, making scheduling and navigation straightforward for both employers and employees. Its mobile app functionality is excellent, enabling users to manage schedules and swap shifts on the go. However, the mobile app lacks some critical functionalities compared to the desktop version, which can limit advanced use while away from a computer.
Quick facts about When I Work
What is When I Work?
When I Work is an easy-to-use time and labor management solution that helps small businesses turn time tracking into a productive, value-added activity for their business by giving them the information they need to reduce payroll expenses, increase productivity, and make smarter financial decisions.
Pricing
Starts from $2 / User
Best For
Suited for solo users, small teams, SMBs, and enterprise
Security & Compliance
SOC 2GDPRSSO & MFA supported
Data residency:🇺🇸
Platform
Web + mobile app (iOS & Android)
When I Work Software Demo
When I Work was reviewed internally using user feedback, in-house testing, and market research to assess its performance, reliability, and user experience. Learn how we review products and our evaluation process.
Who should consider When I Work
- Use cases
- Hospitality, Retail, Healthcare and Food Service
- Team types
- Shift Managers, Store Managers
- Company size
- 10-500 employees, Small to Medium Businesses
- Workflow style
- Simple and streamlined
- Setup complexity
- Medium
Why teams choose When I Work
Highly user-friendly and intuitive interface for easy scheduling and navigation
Excellent mobile app functionality for managing schedules and shift swaps on the go
Significant time savings over traditional scheduling methods like spreadsheets
Is When I Work right for you?
Best for small to medium businesses needing simple, mobile-friendly shift scheduling.
Choose When I Work if
- You manage teams in hospitality, retail, or healthcare with 10-500 employees.
- You want an intuitive, easy-to-use interface that saves time over spreadsheets.
- You need robust mobile app features for shift swaps and real-time notifications.
Consider alternatives if
- Your organization requires complex multi-department scheduling with advanced configurations.
- You need immediate, live customer support rather than ticket-based assistance.
What buyers should know before shortlisting When I Work
When I Work is a highly regarded scheduling and time management tool that offers a seamless, user-friendly experience for both employers and employees. Its intuitive design and robust mobile app are standout features that make scheduling, shift management, and employee communication effortless.
With the ability to schedule large teams, copy existing templates, and utilize features like geofencing and timesheet accuracy, this platform has saved businesses significant time and cost compared to traditional methods like spreadsheets. Employees appreciate the autonomy it provides, enabling them to swap shifts, track hours, and request time off with ease, while managers benefit from better organization, improved communication, and professional scheduling solutions.
However, there are minor areas where the app could improve, such as enhanced functionality for payroll management, live support options, and optimized mobile app features to match the desktop version’s capabilities. While some users noted setup challenges for complex organizational needs, these issues are outweighed by its overall efficiency and effectiveness.
With its simple yet powerful tools, When I Work continues to be a trusted scheduling solution that delivers convenience and value to growing businesses.
When I Work pros and cons
- When I Work pros
Highly user-friendly and intuitive interface for easy scheduling and navigation
Excellent mobile app functionality for managing schedules and shift swaps on the go
Significant time savings over traditional scheduling methods like spreadsheets
- When I Work cons
Mobile app lacks some advanced functionalities compared to desktop version
Limited live customer support, primarily ticket-based
Ready to try it?
Get started with When I Work
Connect with the team for a personalised demo.
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See how it stacks up
Compare When I Work side-by-side with top Time Tracking Software alternatives.
What is the pricing of When I Work?
When I Work Pricing Plans
Small Business
$2
/User
Scheduling & Messaging
Confident shift coverage.
Time clock and schedule integration.
Team messaging all in one place.
Reduce chaos and save time.
Show more +
Enterprise
Get everything in Small Business, plus more features designed for large organizations.
Share labor across multiple locations.
Implement in days, not months—included.
High employee adoption and engagement.
API first and best-in-class data security.
When I Work reviews and ratings
Buyer sentiment
Users generally praise When I Work for its ease of use, mobile app capabilities, and time-saving scheduling features, though some express concerns about limited app functionality and customer support.
What buyers like
- Ease of use
- Mobile app functionality
- Time savings in scheduling
Common complaints
- Limited advanced features on mobile
- Customer support responsiveness
What users are saying
KR
Kirk R
03/31/23
"Love this APP"
What do you like best about When I Work? Easy to use. Everything is easily accessible. Everything is at my fingertips. What do you dislike about When ...
Read more
KL
Kate Lynne M
02/17/23
"When I work review"
What do you like best about When I Work? It's very easy to use and easy to navigate. Simple yet elegant design What do you dislike about When I Work?
LR
Lisa R
11/08/22
"Great product, great implementation, priced affordably!"
What do you like best about When I Work? Functionality of the product. It does what it is meant to do and does it well. What do you dislike about When ...
Read more
AU
Anonymous User
11/08/22
"Excellent Scheduling Tool"
What do you like best about When I Work? Very easy to use. Great communication tool What do you dislike about When I Work?
RG
Richard G
11/08/22
"When I Work shortens the hours I need to spend scheduling my staff."
What do you like best about When I Work? When staff Commits to work and pick their shifts, they are more likely to show up. What do you dislike about ...
Read more
LP
Lucas P
11/08/22
"Great tool for anyone that needs to save time on making their team's schedule!!"
What do you like best about When I Work? The app is straightforward to use for both the employer and the employee. I certainly recommend it to ...
Read more
What are the features of When I Work?
Apps that track your work and prepare timesheets for you are called automatic time capturing apps. They figure out what you do in a day usin…
The hours you spend doing tasks for a specific project are referred to as billable hours. On the other hand, you'll mark non-billable hours…
An invoice and a bill are documents that convey the same information about the amount owing for the sale of goods or services. Still, a comp…
A database of employees comprises vital information such as each employee's personal information and company-related information such as the…
Employee leave patterns are essential to monitoring the amount of paid leave, sick leave, and holiday trends within your company. Because au…
The method of capturing working time with mobile devices is known as mobile time tracking. Employees can use a dedicated smartphone app to c…
A multiple billing rate is a temporary indirect cost rate that applies to a specific period and is used for funding, interim reimbursement,…
When an employee is working without access to the internet, offline time tracking software is used to keep track of their time at work, prod…
Overtime is defined as time performed in excess of a worker's regular contracted hours. For example, if an employee is scheduled to work 8 h…
A timesheet is a physical or electronic tool that allows you to track and record your working hours. As an employer, this means you'll be ab…
When I Work security and data handling
Key compliance certifications and security features for IT and security teams evaluating When I Work.
Certifications
Security features
Developer & data
Alternatives to When I Work
Why buyers keep looking beyond When I Work
Users may seek alternatives to When I Work due to its pricing structure, as some businesses find it less budget-friendly compared to other scheduling tools that offer similar features at a lower cost.
Organizations requiring advanced reporting and analytics might consider alternatives, as When I Work’s reporting features may not meet the needs of those seeking in-depth insights into workforce performance and trends.
Teams with specific integration needs may look for alternatives if they find that When I Work does not seamlessly connect with their existing software solutions, leading to inefficiencies in workflow management.
Businesses with unique scheduling requirements or complex labor laws may find that When I Work lacks the customization options necessary to accommodate their specific needs, prompting them to explore more flexible solutions.
Users might also explore alternatives if they experience limitations in customer support from When I Work, as responsive and effective support is crucial for maintaining operational efficiency in workforce management.
When I Work Support Options
Frequently Asked Questions About When I Work
Common questions buyers ask before choosing When I Work.
When I Work is a Time Tracking Software. When I Work offers Timesheet Management, Overtime Calculation, Offline Time Tracking, Multiple Billing Rates, Mobile Time Tracking and many more functionalities.
When I Work is a strong fit if: You manage teams in hospitality, retail, or healthcare with 10-500 employees.; You want an intuitive, easy-to-use interface that saves time over spreadsheets.. Consider alternatives if: Your organization requires complex multi-department scheduling with advanced configurations.; You need immediate, live customer support rather than ticket-based assistance..
Buyers commonly note the following limitations of When I Work: Mobile app lacks some advanced functionalities compared to desktop version; Limited live customer support, primarily ticket-based; Occasional inaccuracies with timezone default settings causing scheduling inconsistencies.
Some top alternatives to When I Work includes Homebase, StaffTimerApp, WhenToWork, Sling and Deputy.
When I Work offers Subscription, Quotation Based pricing models
The starting price of When I Work is $2/User
Ready to try it?
Get started with When I Work
Get connected with the team for a personalised demo.
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Disclaimer: This research has been collated from a variety of authoritative sources. We welcome your feedback at [email protected].
