When I Work Review: Rating & Pricing 2023

when i work
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The advanced web application “When I Work” is utilised in marketing, sales, finance, and customer service. When I Work is a robust scheduling and people management application that allows users precise control over staff work and claims. The programme exceeded customer expectations and yielded fast results. When I Work users say substantial working hour regulation adjustments have improved worker timeliness.

Team collaboration is When I Work’s major use case. With its great communication, the platform allows workers to exchange hours. The When I Work application helps staff manage their calendars and run smoothly. When I Work simplifies time off requests, shift acceptance, team discussion, and availability reporting, improving employee engagement and pleasure.

In this article, we will be discussing the When I Work configuration, its features, pricing, When I Work setup, customer service, usability and pros and cons. 

When I Work Configuration

Begin by adding your name and email address to receive a 14-day free trial of either plan. When I Work asks for your phone number, firm name, industry, and expected employee count, your account is now available when you create a password. There is no need for a credit card. When I Work includes a guided setup process that leads you through schedule configurations such as job selection and email user addition. You can also bulk-import employees by uploading a Microsoft Excel or comma-separated values (CSV) file.

Each tab (Dashboard, Scheduler, Attendance, and WorkChat) takes further setup. Under Attendance, for example, you can configure your pay periods and time clock options. The majority of settings are adjustable, allowing you to select who can broadcast messages and what kind of time-off requests are accessible. The Scheduler allows you to establish bespoke job positions or select from a list of prenamed roles.

If you want to keep using the software after the trial period expires, go to the Account & Billing page of the app. You can select the Standard or Advanced plan, turn on or off the time and attendance features, and add seats in increments of five. We like how users can quickly scale or adjust their plans at any time.

Features of When I Work 

When I Work has several basic and advanced features for managers and employees to build and share schedules, trade shifts, clock in and out securely, avoid unexpected overtime hours, manage breaks, simplify payroll, and much more, all of which are accessible from almost any internet-connected device.

#1. Employee Scheduling

When I Work features robust employee scheduling options, which are essential for restaurants, stores, and other hospitality enterprises. We enjoy how the platform’s straightforward schedule builders and schedule templates allow users to effortlessly construct personnel schedules and automate scheduling as needed. Managers may monitor numerous schedules, time ranges, and locations, as well as define scheduling restrictions to ensure federal and state compliance. 

When I Work allows shift switching, allowing employees to easily release, bid on, and trade shifts with one another. Advanced scheduling options, such as advanced scheduling rule settings, role permissions, labour sharing, and bespoke shift reports, are available with the Advanced plan. This is comparable to what other time and attendance companies provide.

#2. Support for Many Devices

Instead of purchasing additional attendance-tracking equipment, you and your employees may use When I Work to transform any internet-connected device into a fully integrated time clock. Employees may clock in and leave using company-owned computers and iPads, as well as their mobile devices and laptops, for accurate and hassle-free time tracking and attendance recording. 

If the devices you’ve authorised for use include a camera, you can have team members take a photo of themselves when clocking in to ensure they’ve arrived on time and in the correct location for their shift. This function is especially useful since it can assist in avoiding buddy punching, a type of timecard fraud.

#3. Time Off and Overtime Management

Tracking the number of hours worked by an employee can be a constant struggle, especially with flexible schedules that may be changed midweek. When I Work’s solutions can assist you in managing staff time off as well as tracking and deducting employee breaks. The software can also detect and fix employee overtime before it occurs, assisting you in controlling labour expenses and complying with employee overtime requirements.

#4. Internal Communication

Traditional scheduling systems either give employees little choice in their shifts or force managers to spend an unnecessary amount of time speaking back and forth with several team members each week to develop a plan that works well for everyone. When I Work does not have that issue. The solution allows managers to engage with employees via a simple platform and allows employees to provide comments after each shift and request extra help during a shift when needed. 

Users can also share papers and links, as well as get notifications, to ensure that everyone in the company is constantly on the same page. This was not something we saw all of our competitors provide, and we thought it would be valuable for individuals in the restaurant, retail, and hospitality industries.

#5. Reports on Time and Labour

Many time and attendance platforms offer configurable dashboards and reporting options. The dashboard of When I Work emphasises important information such as today’s schedule, attendance notices, and labour costs. The colour-coded graphs with options for viewing shift coverage and labour expenses by position, timetable, or job site are appealing to us. The pay period forecasting tool is particularly useful for scheduling and hiring choices.

Understand the differences between scheduled and worked hours and use your findings to estimate future demands and costs. Source: When I Work The reporting page of When I Work includes all possible reports and exports. We liked how predefined reports like labour breakdowns and attendance statements are created automatically every day. Managers can also use drag-and-drop tools to create customised reports. Reporting tools aid in the identification of employee behavioural trends or issues with unfilled shifts.

Pricing of When I Work

When I Work is one of the most cost-effective time and attendance monitoring and scheduling solutions we’ve seen. Small organisations can select from two employee scheduling plans: Standard and Advanced, each of which can accommodate up to three administrators and an infinite number of users.

Both subscriptions include crucial features such as team messaging, time off management, availability management, and standard staff scheduling. The main distinction between the two is that the Advanced plan includes advanced scheduling capabilities such as role permissions, labour sharing, bespoke shift reports, complex scheduling rules, and API key access.

Time and attendance services (such as time clocks, break management, time sheets, overtime warnings, reports, and payroll connections) are considered add-ons to these base plans, although the packages remain reasonably priced, as shown below.

#1. Standard Plan

  • Scheduling and messaging services cost £2 per user per month
  • £3.2 per month per user for scheduling and messaging services with time and attendance

#2. Schedule Plan

  • Scheduling and messaging services cost £4.8 per user each month.
  • £6.4 per month per user for scheduling and messaging services with time and attendance

When I Work, unlike more complex HR software such as Paychex Flex and Rippling, is solely focused on scheduling and time clock services, allowing the company to keep its rates cheap. Furthermore, When I Work pricing is flexible, with monthly and annual payment choices. You can also terminate your service at any moment and only be charged for the current month.

When I Work provides a 14-day free trial, which is common among the time and attendance software firms we researched. As with most business software and services, we strongly advise taking advantage of this trial time to ensure that you are completely satisfied with the product before spending any money on it.

Usability of When I Work

When I Work is simple to implement and navigate. While it does not have a free version like Clockify, the 14-day free trial provides complete functionality, allowing users to rapidly streamline scheduling operations. The Dashboard, Scheduler, Attendance, and WorkChat capabilities are accessible via the top tabs. When I Work’s in-app instructions and live assistance can aid you with issues.

The When I Work mobile app is available on iOS and Android smartphones for retail and restaurant employees. Push notifications and text messages are available to users. Employees can also talk within the When I Work application, seek time off, and pick up shifts. Employees can switch shifts using an iOS or Android device. 

When you’re ready, navigate to the integration tab, choose your software, and click enable. When I Work integrates with fewer third-party tools than we discovered in our TimeClock Plus and Clockify reviews. When I Work does, however, have various interfaces with some of the greatest payroll service providers, such as Gusto and ADP. It also works with the Square POS system and has pre-built Zapier connectors for project management apps.

Pros and Cons of When I Work

The When I Work application stands out as a noteworthy solution for workforce management, aimed at streamlining scheduling and improving organisational efficiency. We’ll go over the pros and cons of the When I Work application as we assess it. 


#1. Notification System

When I Work users strongly enjoy the notification system, which many reviews have hailed for swiftly informing employees of changes to their working hours. This feature guarantees that staff are kept informed of any schedule changes, which allows for better planning and coordination.

#2. User-Friendly Interface

When I Work’s user interface has been extensively commended for its simplicity and ease of comprehension. According to several evaluations, it is simple to explore and use for both employees and managers. Employees may examine their schedules without difficulty, while managers can monitor and adjust staff schedules quickly. The interface’s intuitive design improves the entire user experience.

#3. Chat System

Many customers love When I Work’s chat system, which allows for seamless communication and scheduling of working hours among employees. Several reviewers emphasised how this feature allows staff to send quick messages, improving the accuracy and efficiency of the planning process. Employees may easily coordinate and synchronise their calendars with the chat tool, enhancing overall teamwork and collaboration within organisations that use When I Work.


  • Long Support Response Time

Some users have reported a delay in receiving solutions from the When I Work Support staff, which has resulted in irritation and the need to seek outside assistance.

  • Restricted Reporting Capabilities Without More Payment

When I Work’s reporting capabilities are restricted unless more features are purchased, which might be considered a disadvantage for individuals searching for complete reporting alternatives.

  • Confusing Setup Process

When I Work’s setup process was complex and time-consuming for some reviewers, especially when it came to arranging regular recurring shifts and comprehending pricing and charges.

When I Work in Customer Service

When I Work provides training videos, live webinars, and a knowledge base that can be searched. It also gives product news as well as updates and enhancements. Assume your team requires further aid. When I Work features simple guidance—complete screenshots—for setting up your account, scheduling, hiring, and utilising the time clock in the app or browser. 

When I Work, does not provide 24/7 assistance or a toll-free number. To chat online or file a ticket, users must first log into their account. Live chat is open from 7 a.m. to 7 p.m. Central time on weekdays, and agents work on support tickets from 7 a.m. to 10 p.m. CT. On weekends, between 9 a.m. and 4:30 p.m. CT, and on holidays, from 8 a.m. to 5 p.m. CT, you can submit tickets or chat.

When I Work, Does It Have GPS Capabilities?

When I Work allows companies to impose location-based restrictions, which means employees can only clock in and out via a mobile device if they are within a particular radius of their place of employment. It determines their location using the GPS signal on their phones but does not monitor movement or report geographic changes during their shift.

What When I Work integrations exist?

When I Work is compatible with several prominent payroll, point-of-sale, and business operations platforms. Gusto, Run by ADP, ADP Workforce Now, Gig Wage, OnPay, Paychex, QuickBooks Online, and SimplePay are among its payroll connections. It’s also compatible with Square POS, Crew, GoCo, People, ResaleAI, Rippling, and Zapier.

What Constitutes a Healthy Work Schedule?

Furthermore, research shows that organisations that impose daily working hours on their staff are less effective. Finally, scientists largely agree that the best daily working period is roughly 6 hours, with the morning being more concentrated.

What Is the Typical Work Schedule?

The Monday through Friday, nine-to-five work schedule is the most well-known for non-exempt personnel. This timetable provides a standard 40-hour workweek for employees to complete duties predictably. Employees who work this schedule are usually classified as full-time.

When I Work, How Do I Get My Clock Out?

Clocking out From the When I Work Scheduling app

  • Go to the dashboard and tap Clock Out
  • (Optional) Make a note for your boss
  • Clock Out should be selected


When I Work is a work scheduling software that allows companies to schedule, track time and attendance, and communicate with hourly workers. With When I Work’s iOS and Android apps, businesses can put the schedule and time clock in the pockets of every employee. With a few clicks, organisations can track time off and staff availability, as well as organise shift swaps. When I Work interact with several payroll providers to expedite corporate procedures and eliminate human error.


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