When I Work Scheduling Software Review

When I Work Review
4.3
4.3 of 5 stars 1 review
  • Pricing
    (5)
  • Features
    (4)
  • Support
    (4)
User Rating 0 (0 reviews)

Pros

  • Solid customer support
  • Small teams can work for free
  • The ability to work with multiple schedules at once

Cons

  • Organizations with over 75 users must spring to a paid plan
  • Limited integrations

ABOUT

Hitting deadlines on time while ensuring that your employee’s progress towards the completion of projects is something that concerns all firms. In that vein, employee scheduling software has become a pivotal part of the lives of thousands of organizations and businesses increasingly need to adopt a suite that outdoes their rivals. This is where When I work comes in. In addition to assisting you with employee schedules, it lets you integrate a variety of services, streamline your workflow, and get things done effectively.

In this article, I take a deep-dive into what makes When I Work tick. Use this information to decide whether this software is the right fit for your organization.

Who Is When I Work For?

Every business that seeks to boost business must place a great deal of importance on schedules. Getting things done on time by the right people is paramount to any organization worth it’s salt. In minutes, When I Work, lets you craft a work schedule for your employees, divided by departments and sectors, united by one common project. In effect, this is something that every organization must consider. Regardless of whether you run a fledgling startup or a renowned enterprise, When I Work can help you track time and deal with the matter at hand in the right manner.

PRICING

This expansive toolset offers four plans that are tailored to different sorts of organizations. Should you require only a simple scheduling platform for an organization that consists of less than 75 users, the Free plan is the right place to start. It offers scheduling and messaging capabilities, the two critical components of When I Work. In addition, it lets you send time-off requests to higher management as well. If your firm has more than 75 users, or if your team requires features such as multiple schedules, locations, and overtime visibility, take things up a notch with the $1.50 Basic plan.

The Pro plan nets you a comprehensive toolkit that consists of features that make When I Work an irresistible piece of software. Auto scheduling, shift, and team task lists are just some of the tools at your disposal. Further, store your documents with cloud storage as well. If you would like to experience the very best of When I Work, consider jumping up the ladder to their Enterprise plan. Take your firm to the next level with custom integrations that let you work how you want, with the help of a dedicated account manager who can optimize your workflow. Contact their sales department for more information regarding the Enterprise plan.

Plans

Free

Basic

Pro

Enterprise

Monthly Price

Free

$1.50 per user

$2.25 per user

Contact Sales

Team Scheduling

Yes

Yes

Yes

Yes

Team Messaging

Yes

YesYesYes

Time Off Request

YesYesYesYes

Schedule Templates

YesYesYesYes

Multiple Schedules

No

YesYesYes

Overtime Visibility

No

YesYesYes

Remote Job Sites

No

YesYesYes

Auto Scheduling

No

NoYesYes

Shift And Team Task Lists

No

No

YesYes

Document Storage

No

No

YesYes

Labor Reports (Requires Attendance)

No

No

Yes

Yes

Access to API

No

No

No

Yes

Custom Integrations

No

No

No

Yes

Dedicated Account Manager

No

No

No

Yes

You can upgrade from the free plan to paid ones at any time. Further, the free plan is a good place to start. You may not need to upgrade for a while, but stepping up comes with its benefits. The paid plans offer an incredible amount of value, giving you the tools you need to improve your organization as a whole.

FEATURES​

  1. Employee Scheduling
  2. Time Clock
  3. Applicant Tracking
  4. Team Messaging

1 – Employee Scheduling

Craft schedules that take into account the availability of your employees, which ensures that your team members can be held accountable based on their shift. Further, this gives your business a boost by saving time and raising employee satisfaction. You can manage time-off requests with ease and change those who need to be at a particular place or time based on these requests as well. Further, you can fill shifts this way too. An employee can cover for another by swapping shifts, a novel feature that is sure to give your teammates a sigh of relief. In effect, work better as a team with advanced employee scheduling.

Schedules can also be scaled up for teams of any size. When I Work handles shift eligibility as well, ensuring that the right person is at the right place. It factors in details such as qualifications and availability to determine the perfect person for the task at hand. Cost-effective shift coverage saves your organization essential resources in the long run. Alerts and thresholds ensure that overtime occurs only when necessary.

2 – Time Clock

Employee timesheets help you keep track of the time your employees spend getting work done. Integrate them directly with payroll to calculate salaries automatically, without the need to manually deal with them. Pay rules can ensure that productivity is boosted, but not at the cost of the health of the employees. With a mobile app, any device is now an employee time clock. Processing payroll is a smooth and seamless task, thanks to integrations with renowned firms like Paychex and ADP.

In effect, say goodbye to paper time cards that one has to check-in and out manually. No more hardware dedicated to tracking time. Further, reduce overtime and manage labor costs, without leaving your couch. You can track those who are absent and adjust their payroll automatically. Should any conflict arise, you can edit the timesheets to reflect such changes and manage breaks effectively.

But the real magic happens when your work schedule and time work together. Effectively handle labor costs in real-time with the assistance of labor distribution reports. In addition, process payroll without additional hassles. Keep tabs on your budget as well with the help of labor tools.

3 – Applicant Tracking

Hire better employees suited to the job at hand with When I Work. With the ability to track applicants across several job boards, reach out to the best talent out there. Posting open positions once ensures that they are automatically shared with job boards such as Facebook Jobs and Indeed. Streamline the interview process of old and get top-notch employees faster. Employees are automatically added to the schedule once they are hired. In effect, most of the steps between getting hired and getting down to business are eliminated. Further, track every application throughout the hiring process and team up with teammates through every stage of the interview process.

The integration of the applicant tracking software with the scheduling tool ensures that people are ready to be allotted projects from the start. Taking their qualification and availability into consideration, you can add new hires to projects with ease. This lets you spend more time on making progress on looming deadlines.

4 – Team Messaging

Communication is a vital facet to the growth and performance of any organization. Reach your entire team with just a single message or reach the people most suited for the job with the help of group chat using When I Work. It lets you collaborate without sharing phone numbers, protecting the privacy of your employees. Besides, you can start private chats with employees as well, without using complicated emails.

Further, every member can receive announcements with ease. Messaging apps on smartphones let you keep the conversation going wherever you are. Securely share documents and files to your team members without leaving When I Work.

INTEGRATIONS

In addition to the wide array of features on offer, When I Work strives to develop novel integration solutions that let you get the tools you want on the platform. Square integration enables you to deal with credit card processing and other essential tools that let you keep the money flowing. , ActiveHours tracks earnings and lets employees get their paychecks whenever it is convenient for them. QuickBooks allows you to automate several redundant tasks, such as tax calculations and printing paychecks. Further, Paychex is an HR solution in itself. It helps you handle human capital with ease.

Integrate with tools from the following categories:

  • Human Resource Management
  • Payroll
  • Finance
  • Credit Card Processing
  • Tax Calculation

More About When I Work Scheduling Software

Setup And Ease Of Use

Setting up your When I Work account is a rather standard and straightforward affair. First, sign up with your account information. Next, answer questions related to your location, ranging from the start day of the week to your timezone. The client application also asks you about which features you would like to enable from the start. You can set up your payroll and time clock as well. Next, all you have to do is include your employees. You can set up their positions and hourly rates as well. Finally, create a shift template based on the availability of your team members. It’s as simple as that. The novel interface lets even those without prior experience with employee scheduling software work with it with ease.

Device Compatibility

Desktop Browser App

Android App

iOS App

Windows Phone App

Apple Watch App

X

X

The primary place to organize your schedules is the desktop browser app. But When I Work lets you work from the comfort of your couch as well, with the help of its Android and iOS applications. Designed with the same design philosophy that shines through the desktop browser app, it lets you handle schedules, clock in, and more on the go. Your dashboard is merely a tap away, and group chats ensure that your entire team can keep tabs on the latest happenings and offer their opinions conveniently.

Customer Support

When I Work offers top-notch customer support for its users. Their team of experts, based in Minnesota, is always available to answer your queries. One can reach out to them via chat or email. Also, they remove the hassle of transitioning by uploading new customers’ previous schedules and employees for free. Their Help Center offers novices a variety of articles that offer a detailed approach to working with the suite. Further, you can also sign up for live training sessions.

Data Security

When I Work takes sensitive information and its security very seriously. All the data stored is written to several disks instantly. In addition, these disks are backed up daily and are stored securely. These servers mitigate points of failure and employ state-of-the-art storage solutions. Further, the latest security patches ensure that your data is safe and sound. Encryption on the same level used by banks across the world ensures that all monetary transactions are secure and worry-free.

PROS AND CONS

PROS

  • Solid customer support
  • Small teams can work for free
  • The ability to work with multiple schedules at once
  • One can process payrolls with timesheet integrations
  • Publish open positions to job boards automatically

CONS

  • Organizations with over 75 users must spring to a paid plan
  • Limited integrations

CONCLUSION

Packing an arsenal of useful tools and features, When I Work is a suite that every business professional must consider to ease workflow by letting employees clock in and out of work seamlessly and organize schedules. While its integrations may be lacking, it more than compensates for it by having a fully-featured suite from the get-go. At a cost that undercuts the competition, it earns a solid recommendation. The free plan handily serves teams that have less than 75 members. This way, you can spend time on other vital components. Invest in a subscription today!

Check out our list of the best Employee Scheduling Software companies

USER REVIEW

Leave a Comment

User Review
  • Pricing
    Sending
  • Features
    Sending
  • Support
    Sending