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When I Work

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Smarter employee scheduling, time tracking, and team messaging for hourly teams.

Time TrackingTeam ChatHR & Recruiting
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Reviews onTrustpilotTrustRadiusG2Capterra
1736 reviews tracked

The Bottom Line

Entry price

Paid plans only

Biggest pro

Significantly reduces time spent on scheduling (up to 15 hours/week reported)

Biggest con

Specific cons are not explicitly mentioned in the provided text, but potential cons could include reliance on internet connection for mobile features or learning curve for advanced features.

TL;DR - When I Work

  • All-in-one platform for employee scheduling, time tracking, and team messaging.
  • Designed for shift-based businesses to reduce chaos and labor costs.
  • Offers mobile apps, auto-scheduling, and payroll integrations for efficiency.
Pricing: Paid only
Best for: Enterprises & pros
4.3/5 across review platforms

What is When I Work?

Editorial review
When I Work is an all-in-one workforce management platform designed for shift-based businesses. It combines employee scheduling, time tracking, and team messaging into a single, easy-to-use application. The platform allows managers to quickly build and share schedules, track employee hours, approve time-off requests, and communicate with their team from any location. This software aims to simplify shift work, reduce labor costs, and improve team communication and accountability. It's built to scale for businesses of all sizes, from small teams to multi-location enterprises, and offers features like auto-scheduling, labor forecasting, and mobile access for both managers and employees. By integrating scheduling with time tracking and payroll, When I Work helps streamline operations and reduce administrative overhead.

Available on: Web, iOS, Android

how we evaluateSourcewheniwork.com ↗

Pros & Cons

Pros

  • Significantly reduces time spent on scheduling (up to 15 hours/week reported)
  • Combines multiple HR functions (scheduling, time tracking, messaging) into one platform
  • Helps control labor costs and prevent overtime with real-time data and alerts
  • Empowers employees with self-service options like shift swaps and time-off requests
  • Easy to set up and use for both managers and employees

Cons

  • Specific cons are not explicitly mentioned in the provided text, but potential cons could include reliance on internet connection for mobile features or learning curve for advanced features.

Ratings Across the Web

4.3(1,736 reviews)

When I Work holds an aggregate rating of 4.3 out of 5 from 1,736 reviews across Trustpilot, TrustRadius, G2 and Capterra, last checked September 17, 2026.

Trustpilot5 reviews
3.8/5
TrustRadius25 reviews
3.7/5
G2406 reviews
4.4/5
Capterra1,300 reviews
4.5/5

What people say

“I want to work for the company.”via Trustpilot

Ratings aggregated from independent review platforms. Learn more

Preview

Key Features

Employee Scheduling SoftwareEmployee Time Tracking with GPS and GeofencingBuilt-in Team MessagingAuto Scheduling based on qualifications and availabilityLabor ForecastingMulti-location ManagementMobile Scheduling and Time Clock AppsTime-off Request Management

Pricing Plans

Free Trial

Pricing checked Sep 10, 2026

Essentials

$2.50 / user/month

  • Unlimited users
  • Auto Scheduling
  • Multi-week scheduling
  • Multi-location scheduling
  • Schedule templates
  • Forecast tools
  • In-app team messaging
  • OpenShifts and shift swapping

Pro

$5 / user/month

  • Advanced scheduling
  • Scheduling rules
  • Role permissions
  • Labor sharing
  • Custom Unit Forecasting
  • Let staff report callouts within 24 hours
  • Custom reporting
  • Allow overlapping OpenShifts

Premium

$8 / user/month

  • API key access
  • Webhooks
  • SAML/SSO
Calculate your costView full pricing

Is When I Work worth the price?

75/100

When I Work's pricing is fair, especially for the Essentials tier at $2.50/user/month, offering a robust set of features for basic scheduling needs.

The Pro tier at $5/user/month adds valuable advanced scheduling and reporting. It's best for small to medium-sized businesses needing efficient hourly employee management without breaking the bank.

How When I Work's pricing compares

At $2.5/mo, When I Work is mid-range of its 5 direct competitors ($1.95 to $30/mo across the set).

Deputy
$1.95
Sling
$2
When I Work
$2.5
Planday
$2.99
7shifts
$10
Homebase
$30

Entry paid plan, monthly. Pricing checked Sep 10, 2026.

Reviews

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4.3/5

Across 1,736 verified user reviews on Capterra, G2, TrustRadius

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Best When I Work Alternatives

Top alternatives based on features, pricing, and user needs.

View full list →
Deputy logo
DeputyPaid

The complete people platform for hourly work, enabling smarter scheduling and confident payroll.

4.5
7shifts logo
7shiftsFreemium

Streamline restaurant operations with integrated scheduling, payroll, and team management tools.

4.0
Homebase logo
HomebaseFreemium

The all-in-one app for hourly teams: scheduling, time clocks, payroll, and HR.

4.0
Planday logo
PlandayPaid

The people-first platform for creating rotas, managing teams, and building brilliant businesses.

4.4
Workday logo
WorkdayFreemium

Comprehensive cloud HR and finance management for large enterprises

2.7
Sling logo
SlingFreemium

Simplify employee scheduling, time tracking, and team communication for any business.

4.4
See all time tracking tools →

Still deciding?

Most buyers shortlist 2 or 3 tools before committing. Pull a side-by-side comparison or browse the full alternatives shortlist below.

All When I Work alternatives6+ tools ranked, pricing + verdict per pickWhen I Work vs DeputyHead-to-head: features, pricing, who winsWhen I Work vs 7shiftsHead-to-head: features, pricing, who winsWhen I Work vs HomebaseHead-to-head: features, pricing, who wins

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When I Work FAQ

How does When I Work help reduce administrative time for managers?

When I Work significantly reduces the time managers spend on scheduling, with some reporting up to 15 hours saved per week. It streamlines the process by combining employee scheduling, time tracking, and team messaging into one platform, allowing for quick schedule building and sharing.

What kind of user benefits most from When I Work?

When I Work is designed for shift-based businesses, particularly those with hourly teams. It is suitable for businesses of all sizes, from small teams to multi-location enterprises, that need to manage employee scheduling, time tracking, and team communication efficiently.

How is When I Work priced?

When I Work is offered as a paid product. It does not include a permanently free tier for its services.

Can employees manage their own schedules and requests through When I Work?

Yes, When I Work empowers employees with self-service options. They can manage shift swaps and submit time-off requests directly through the platform, which helps streamline communication and approval processes.

How does When I Work compare to Homebase for workforce management?

When I Work integrates employee scheduling, time tracking, and team messaging into a single application, aiming to simplify shift work and reduce labor costs. Like Homebase, it focuses on streamlining operations for hourly teams, but When I Work emphasizes its all-in-one platform approach for comprehensive workforce management.

Does When I Work offer features to help control labor costs?

Yes, When I Work helps control labor costs and prevent overtime. It provides real-time data and alerts, along with features like labor forecasting, to assist managers in optimizing staffing and managing expenses effectively.

Which integrations does When I Work support to streamline operations?

When I Work integrates scheduling with time tracking and payroll functions. This integration helps streamline overall operations and reduces administrative overhead by connecting key HR processes within one platform.

Source: wheniwork.com

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