TrustRadius Insights for When I Work are summaries of user sentiment data from TrustRadius reviews and, when necessary, third party data sources.
Pros
Notification System: Users highly value the notification system in When I Work, as it has been praised by many reviewers for promptly alerting employees of any changes made to their working hours. This feature ensures that employees are well-informed and aware of any schedule updates, allowing for better planning and coordination.
User-Friendly Interface: The user interface of When I Work is widely praised for its simplicity and ease of understanding. Both employees and managers find it easy to navigate and use, according to multiple reviewers. Employees can effortlessly view their schedules without any confusion, while managers can efficiently manage and make changes to employee schedules. The intuitive design of the interface enhances the overall user experience.
Chat System: Many users appreciate the chat system in When I Work, which facilitates seamless communication and planning of working hours among employees. Multiple reviewers have highlighted how this feature allows employees to send instant messages, making the planning process more accurate and efficient. With the chat feature, employees can easily coordinate and align their schedules, improving overall teamwork and collaboration within organizations using When I Work.
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When I Work Reviews
11 Reviews
Mid-sized Companies (51-1,000 employees)
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The use of the reports is the most effect area I use in When I Work. My managers love how easy it is to the scheduling area. We all love the way the employees can drop shifts and we have the option to either deny, change, or approve it. Everything about this system works in our favor.
Pros
Reports
Scheduling
Dropping shifts
Cons
Nothing has been brought up to me
Likelihood to Recommend
Every aspect works well for my company. My managers love the auto-fill option for the scheduling. Comes in very handy when you are scheduling over 150 employees. The reports even on the cheaper option are very useful for me to follow-up with employee call-outs, no-shows, etc. Even though they do not connect to my payroll system the payroll report is easy to use to transfer information.
When I Work is being used company-wide across all eight locations. We use it for schedule coordinating and publishing, group chat between the entire company as well as individual stores, time off requests and shift coverage, etc. It gives our staff a platform for covering their own shifts if they cannot work without having to share their personal information with people they don't know. Management is able to share weekly specials, make company-wide announcements, etc. without having to use their personal phone. Management can see contact information for all employees company-wide, as well as all schedules. This saves a ton of time when trying to find coverage for the restaurant.
Pros
Allows management to toggle between stores.
Very user-friendly.
Gives staff a platform to cover shifts without having to share their personal numbers with anyone.
Cons
You cannot view inactive employees on the app.
When pulling up the schedule on the app, it defaults to Tuesday when the screen is done loading.
If you pull up an individual's schedule it removes your default settings. For example, I have mine set to just my store, but if I need to see an employee's schedule it resets those defaults. You're always looking at the last schedule you pulled up.
Likelihood to Recommend
When I Work has been extremely helpful in coordinating schedules between 8 different locations. It allows you to see each employee's schedule so you save time by seeing who is actually working and who is off that could potentially fill an opening. The group chat allows us to alert everyone at once when we have specials, encounter an issue with our POS system, etc. This saves an immense amount of time for our upper management and store managers.
We use When I Work across all departments of our country club. In addition to making scheduling a breeze, it allows me to easily view the various department schedules and make decisions based on short-term forecasted revenues. This allows me to better control labor costs. Another feature of When I Work that I make use of is the chat tool. It allows for quick communications with team members.
Pros
Allows for better management of labor
Reduces time spent on scheduling/staff management
Improves staff communication
When I Work has always provided excellent customer service.
Cons
Improved schedules for "print" - Color coded, multi-department
Likelihood to Recommend
For schedulers that don't have a ton of time to sit down and do their schedules each week, OR if you have employees that have varying availabilities, When I Work makes it very easy to coordinate and quickly produce staff schedules.
When I Work is being used for our customer support team to track what each agent is supposed to be doing at any time—tickets, phones, lunches, meetings, etc.
Pros
Copying shifts to drag to other employees
Lots of color options to make it easy to see the difference in shifts
Templates
Cons
Making shifts longer and shorter by dragging them has always been buggy.
It would be cool if when I mark a scheduled person as out sick if there was a way to make, for example, all of their phone shifts go out to others on the team scheduled to something different.
Likelihood to Recommend
When I Work is well suited for basic scheduling. If you need to adjust your schedule frequently, I do not think it is the best tool - it is time-consuming to update without a template.
When I Work is the primary website we use for scheduling our freelance workers on events. Our entire department relies upon it, and it has proven useful for us to be able to book many different events at the same time and keep track of it all.
Pros
Able to have many different schedules on the site at the same time, so we can use it to manage many events at the same time/over a long period of time.
Both employer and employee can use the service and see what shifts a particular worker is booked to work.
Cons
The website is commonly slow.
We are forced to use several other services in addition to When I Work to be able to do all that we need to do. When I Work is not an all-inclusive service. We are not able to communicate to our workers through it, nor post information for them to be able to access, nor use it to track data (like certifications) over long periods of time.
Likelihood to Recommend
When I work is well suited to use to keep track of whom is confirmed to work when and on what event/s (technically called "schedules" in When I Work). It is not suited to communicate needed information to your workers. If you are looking for something all-inclusive, like Yardi for real estate, When I Work is not it.
We use When I Work as our general work schedule for our team members, as well as a platform to fill open shifts. We have over 40 locations in the Twin Cities and this helps us keep our positions staffed with internal employees, rather than going outside of the organization for short term coverage.
Pros
On-demand customer service.
Updating the product to meet the demands of the customer.
Cons
We would love to see the functionality of more than one email address per profile.
With so many managers in our group and so many locations, we would like to have job sites alerts attached to the 'supervisor' security role for when team members pick up shifts. That way every manager doesn't get the alert for every job site.
Likelihood to Recommend
It has been great for shift sharing and filling open shifts within our own group. As an organization, we haven't had to spend as much on external temp agencies, because our own team members can see what shifts are available in an easy-to-use platform and are able to pick them up internally.
I work in the Conference & Event Management office at a university and we use When I Work for our summer student staff. We have a flexible schedule and various different shifts, so When I Work helps us keep track of who's working what when and helps our student employees keep track of their ever-changing work schedule. Before When I Work we were relying on student supervisors to keep track of who was working (or not working) any given shift and now anyone on our team can consult the When I Work schedule and see the full scheduling picture.
Pros
Mobile-friendly: our student staff loves the app and use it frequently to check their schedules.
Straight forward the learning curve is minimal for our student staff and they can figure out how to use When I Work with only a quick tutorial.
Cons
Setup is confusing and a little cumbersome.
Some components are confusing: for example, never really sure what the difference is between selecting a schedule and selecting a position
Likelihood to Recommend
When I Work has been a great scheduling tool for us and helps us keep track of our staff with a variety of different shifts. We don't use it for payroll purposes, but we do use it to double-check that the hours a student inputs into our internal time tracking system match the hours they were assigned a shift and scheduled to work in When I work.
VU
Verified User
Account Manager in Customer Service (501-1000 employees)
We use When I Work across the organization for scheduling our seasonal staff members.
Pros
Schedule publishing.
Texting members.
Cons
Connecting to our payroll.
Likelihood to Recommend
It's a great product, but hard to integrate with anything else that we have. As a stand-alone though, we really like it and it works great for our time keeping needs.
When I Work is my company's main software to clock in and clock out of shifts. We use this software for exempt and non-exempt employees. We also use When I Work to request time off, update shifts, and communicate with the scheduler. I currently use this software daily and found it to be better than the traditional paper clock-in system.
Pros
GPS track destination clock-in or out.
Messaging with the scheduler.
Time off requests.
Easy tracking of previously logged hours.
Cons
GPS tracking is not always accurate.
Occasional app malfunction.
Requesting time off can be unclear at times.
Likelihood to Recommend
When I Work is well suited for employee clock-in or clock-out, messaging with the scheduler or manager, employee requests for time off, confirming shifts and time sheets, and syncing work with a separate calendar. When I Work is easy for the employee and has easy access through apps on Android or iOS.
