When I Work Reviews & Insights

Score8.6 out of 10

65 Reviews and Ratings

Community insights

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.

When I Work Reviews

9 Reviews

Other

Scheduling App That Keeps Everyone On The Same Page

Rating: 9 out of 10

Incentivized

May 17, 2020

Use Cases and Deployment Scope

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.

Jayelynn Willman

Assistant Manager at Babbo Italian Eatery (Food & Beverages, 51-200 employees)

Vetted Review

1 year of experience

View profile

If only they had better/accurate support...Would be exceptional if not for recent issues!

Rating: 7 out of 10

Incentivized

March 10, 2020

Use Cases and Deployment Scope

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.

Verified User

Professional (Health, Wellness and Fitness company, 11-50 employees)

Vetted Review

2 years of experience

When I Work: I like to be efficient and this software helped!

Rating: 9 out of 10

Incentivized

March 6, 2020

Use Cases and Deployment Scope

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.

Verified User

Administrator (Education Management company, 11-50 employees)

Vetted Review

1 year of experience

The only staff scheduling option....

Rating: 10 out of 10

Incentivized

March 6, 2020

Use Cases and Deployment Scope

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.

Verified User

General Manager (Hospitality company, 51-200 employees)

Vetted Review

2 years of experience

When I Work helps take away hats that directors of small businesses must wear daily

Rating: 10 out of 10

Incentivized

March 6, 2020

Use Cases and Deployment Scope

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!

Amy Morgeson

Director at Marion County Public Library (Libraries, 11-50 employees)

Vetted Review

2 years of experience

Review of When I Work from part time support

Rating: 7 out of 10

Incentivized

February 23, 2020

Use Cases and Deployment Scope

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.

Verified User

Administrator (Events Services company, 501-1000 employees)

Vetted Review

1 year of experience

We're Loving It!

Rating: 10 out of 10

Incentivized

February 13, 2020

Use Cases and Deployment Scope

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.

Talitha Rieken

Practice Manager at Metro Dentalcare (Hospital & Health Care, 201-500 employees)

Vetted Review

2 years of experience

View profile

Clocking in and out made easier

Rating: 9 out of 10

Incentivized

November 20, 2019

Use Cases and Deployment Scope

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.

Verified User

Employee (Health, Wellness and Fitness company, 501-1000 employees)

Vetted Review

2 years of experience

Good overall, room for improvement

Rating: 5 out of 10

Incentivized

December 13, 2017

Use Cases and Deployment Scope

We use When I Work for most of our business. It really helps out our store managers with scheduling and timekeeping. We previously used pencil and paper; it was a great improvement to move this to an electronic fashion. Timesheets for payroll are all done quickly now, with the managers not having to add up paper time cards.

Pros

Electronic Scheduling and communications with employees about shifts
Accurate Timekeeping

Cons

Support really needs improvement. They don't take phone calls!
They don't always think of every customer when making changes to the system, and the hierarchy in the system is pretty hardcoded, there's no way to build your own on who reports to who or a way for an assistant manager to cover for the manager.

Likelihood to Recommend

When I work is good for a small business with 1 or 2 locations. Also good if you are well versed in IT/technology and don't need a lot of support. If your business is getting bigger, it may be more difficult to manage.

Nick Stanley

Vice President at JJs - Johnson Junction (Retail, 51-200 employees)

Vetted Review

1 year of experience

View profile

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When I Work helps take away hats that directors of small businesses must wear daily

Rating: 10 out of 10

Incentivized

March 6, 2020

Use Cases and Deployment Scope

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

Amy Morgeson

Director at Marion County Public Library (Libraries, 11-50 employees)

Vetted Review

2 years of experience