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
12 Reviews
Small Businesses (1-50 employees)
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The whole organization uses this software to manage their schedules, time off, etc. It is a great tool to help management avoid additional schedule changes since it allows employees to set their availability and time off all in one app. It also helps managers avoid over staffing by allowing weekly limits on shifts.
Pros
Easy to use
Onboarding
Easy to navigate
Cons
Personalization
Branding options
Manage multiple businesses
Likelihood to Recommend
When I Work is great! Very convenient, flexible, and easy to use. It allows people to clock in and out through the app and request time off, set preferred schedules, and even trade shifts that are up for grabs. It may be difficult to navigate if you have a variety of different supervisors or people that need to be notified or approve time off and schedules.
When I Work is primarily used by the delivery drivers to coordinate schedules and ensure that just the right amount of people are working at the required times. It has a great tool that allows you to sign up for shifts and then request others take your shift. It will send a message to the coworkers so they can view whether they could do it.
Pros
Shift management.
Coworker communication.
Intuitive UI.
Cons
More confirmation messages in case you accidentally select a shift you don't want.
An option to get notified when open shifts become available would be nice.
Privacy should also have greater control options, for example not letting the profile picture show.
Likelihood to Recommend
When I Work wouldn't be as useful in a situation where everybody's schedule is the same every day, and it's okay if you miss a day. This software is better for business where you need a specific amount of workers at a time, potentially with a large pool of part time workers.
VU
Verified User
Representative in Customer Service (11-50 employees)
When I Work is used for scheduling, time tracking, and employee attendance tracking.
Pros
Scheduling is decent. It takes a long time to figure out, but once you have it down, it works.
Mobile app warns people of scheduled shift prevents missed shifts.
Time tracking is accurate and easy to interpret.
Cons
Customer service only available by chat or email. No phone- which is crazy, in my opinion. Slows down, getting things done.
Understanding their charges is a pain. I still don't know what I am paying for.
If you are being overcharged, they don't care; they keep you on billing for something in a group.
Likelihood to Recommend
Not great if you have multiple types of employees. We have salaried, hourly, and work at home hourly. Their platform cannot accommodate all types of employees. They sold me something that they went back and said was not actually what they sold me on trying to accommodate. They don't even know their own product. Can't get someone on the phone to help, so you're stuck trying to type your issues out. It never got resolved but not worth the hassle to move to a new platform right now.
For an event I coordinated, I chose to use When I Work last summer. I had volunteers and employees working on my team, and I needed a way to coordinate their travel schedules as well as our actual work schedules before, during, and after the event. When I Work helped me see what times of each day I was in need of more help, and where everyone would be when.
Pros
When I Work allowed me to color-code each employee's schedule.
When I Work allowed me to show who was "off" during what time of day. This was essential for morale, as our event included 16-18 hour days, and I wanted to show that everyone had down time each day.
Cons
For my purposes, I found the program easy to use and can't think of anything I would change.
Likelihood to Recommend
I loved that there is a When I Work app, so that volunteers and employees can have access to the schedule all the time. This was essential for us since some of our people were international and couldn't always access their computer/internet, but could connect to wi-fi easily in public places. The ability to track when tasks were completed was essential as well.
We use When I Work for all of our hourly employees. We have used a web-based pay clock for many years. When I Work has been the most effective solution we have found to-date.
Pros
The chat feature is extremely helpful for communicating instantly to a large number of people.
When I Work has a nice dashboard that easily shows the last 5 days' labor costs.
Their customer support team is responsive.
Cons
The reporting is very limited unless you want to pay a lot for it.
Likelihood to Recommend
If you are looking for an easily deployed, cost-effective time tracking tool that integrates with QuickBooks, When I Work fits the bill.
When I Work is used at AMT for mainly scheduling and payroll. It is very useful for the staff and managers to keep track of everyone's schedules and alert them with reminders. Our accounting department also uses it in conjunction with another program in order to run payroll. It keeps our schedules organized!
Pros
Alerting staff to their schedules
Allowing for additional details to be added to shifts
Organizing the schedules in a way that makes everything a bit more expedited, saving time and therefore money
Cons
There are honestly no areas for improvement that we have found. They do a great job!
Likelihood to Recommend
Our Scheduling Coordinator uses When I Work for scheduling everything from shifts to training. Being able to title the shifts anything allows use of WWhen I WorkIW in many other areas because the shift can be anything we need as well as their role.
When I Work is used by our whole staff for our time management and scheduling needs. It simplifies my job as supervisor/director of the library in that I play many roles and the task of maintaining employee timesheets and scheduling their shifts had previously taken up and a large amount of my time. Having this program frees me up to focus on other duties I cover.
Pros
Being able to create shift templates and duplicate those is wonderful.
I can easily delete, move or edit a shift with just a few clicks.
I can see the schedule as a day, week or month and get a real sense of our coverage areas and needs.
I can easily get the count of hours for an employee and relay this directly to our accounts person to create our payroll.
Cons
When I Work is always looking for ways to improve and tweak issues, they will make changes accordingly, sometimes I'll find something new when I log in and it can be confusing for a moment but it doesn't take long to figure out the edit.
The program itself is easy to pick up, I do need to dedicate more time to fully utilizing all of the tools it offers, perhaps period webinars to show what I/customers might not be taking advantage of.
I really don't have a lot of negative feedback for the product. It's helped me in my daily job a great deal.
Likelihood to Recommend
While I don't have first-hand experience in using When I Work with a large group I could see that it might become confusing to schedule for a group over 15-20. I say this merely because the list of employees shown on the given screen can only go up to around 13-14. One might make the mistake of leaving off a staff member simply because they don't show on the first page.
In my world, however, most of my staff fall on one page and I have everything I need at a glance to see where we need coverage. It's really a great product!
We're currently operating a team of part-time employees that work on varying schedules. We have often needed to swap shifts or post open shifts for employees to pick up. When I Work has been a great solution for us to post and communicate employee schedules, as well as keeping track of hours worked for payroll.
Pros
Scheduling and notifications.
Time off requests.
Hourly tracking and reporting.
Cons
Schedule templates.
Ability to disable text notifications.
Auto scheduling.
Likelihood to Recommend
When I Work is a great solution for anyone that needs to schedule employees or fill positions that employees can choose from. The messaging and communication around open shifts are really great. When I Work probably isn't well suited for time-off tracking for full-time or salaried employees. The functionality seems geared more towards hourly work with varied schedules.
We use When I Work for all our shift/scheduling needs across 3 locations. We use it for scheduling, communicating availability, time off requests, clocking hours, and exporting to QuickBooks for payment.
Pros
Setting preferences and availability shows up in a clear, concise manner.
Shifts drag and drop easily, and the view can be filtered many different ways.
We schedule staff at multiple facilities and lets us track their hours all in one place.
Cons
I wish it was easier to rearrange the order of the staff in the scheduler view.
I wish it was easier to ensure you're dragging/dropping a shift to the right employee (alternately shaded rows would be a huge help!).
I wish the total shift hours across various locations ("schedules") would be tallied, and not just the current location/schedule for the employee.
Likelihood to Recommend
When I Work is great for a constantly changing schedule where staff availability is constantly changing, too. It's also great for scheduling between multiple locations where certain staff work at more than one location. It's also good for consistent schedules that stay mostly the same week to week, though I wish their template options were more robust.
