--- title: "When I Work Software Pricing, Alternatives & More 2026 | Capterra" description: "With the help of Capterra, learn about When I Work Software - reviews, pricing plans, popular comparisons to other Scheduling products and more." source_url: "https://www.capterra.com/p/121248/When-I-Work/" page_type: "product" language: "en" --- # When I Work Software Review 2026: Features, Integrations, Pros & Cons Last updated on August 3, 2026 Provider data verified by our Software Research team, and reviews moderated by our Reviews Verification team. [Description](#description)[Use cases](#use-cases)[Alternatives](#alternatives)[FAQs](#faqs)[Users](#users)[Pros and Cons](#pros-cons)[Features](#features)[Pricing](#pricing)[Integrations](#integrations)[Support](#support)[Reviews](#reviews) When I Work ## What is When I Work? When I Work enables businesses to schedule, track time and attendance, and communicate with hourly employees. Put the schedule and time clock in every employee's pocket with iOS and Android apps. Managers can keep track of time off, employee availability, and manage shift swaps with just a few clicks. The system can be integrated with existing payroll providers to streamline the process and avoid human error. ## What is When I Work used for? [Employee Scheduling](https://www.capterra.com/employee-scheduling-software/)[Scheduling](https://www.capterra.com/scheduling-software/)[Time Clock](https://www.capterra.com/time-clock-software/) Recognitions Shortlist Overall rating Based on 1,299 user reviews Reviews sentiment Positive 90% Neutral 7% Negative 3% Pros & cons Streamlined shift management Intuitive and accessible design Frequent glitches and instability Unreliable and excessive alerts Starting price $2.5 Per User, Per Month Free trial available Free version not included Capterra Shortlist charts the highest-rated and most popular products... - Attendance Tracking / 2026 - Employee Scheduling / 2026 - Salon / 2026 - Scheduling / 2026 - Time Clock / 2026 - Workforce Management / 2026 Our "Best of" badge program showcases products with the highest ratings... Our "Best of" badge program showcases products with the highest ratings... ## When I Work alternatives Highest Rated [4.9 (283)](https://www.capterra.com/p/172778/Nowsta/reviews/) Starting price $18000.00 Per User, Per Month Pricing Options Free Trial Free Version User Rating 99% of reviewers rated it above 4 stars [4.6 (5,304)](https://www.capterra.com/p/153140/Connecteam/reviews/) Starting price $29.00 Per User, Per Month Pricing Options Free Trial Free Version User Rating 96% of reviewers rated it above 4 stars [4.4 (3,033)](https://www.capterra.com/p/76113/Wrike/reviews/) Starting price $10.00 Per User, Per Month Pricing Options Free Trial Free Version User Rating 89% of reviewers rated it above 4 stars [4.6 (6,079)](https://www.capterra.com/p/147657/monday-com/reviews/) Starting price $9.00 Per User, Per Month Pricing Options Free Trial Free Version User Rating 94% of reviewers rated it above 4 stars [View all alternatives](https://www.capterra.com/p/121248/When-I-Work/alternatives/) ## FAQs about When I Work Overview ### What problems does When I Work solve? When I Work solves messy shift scheduling, paper calendars, and constant back-and-forth about availability, time-off requests, swaps, and open shifts. It gives managers real-time visibility into coverage, overtime, timesheets, and clock-ins, while employees access schedules by phone. Restaurants, retail teams, healthcare staff, event crews, and mobile workforces benefit most. Answer based on 1051 reviews Overview ### Which roles and teams benefit most from When I Work? When I Work is most used by owners, managers, and operations leaders who need to build schedules, track attendance, and coordinate shift-based teams efficiently. Office administrators, supervisors, and HR staff use it to streamline communication, manage availability, and reduce scheduling conflicts, while executives monitor labor coverage and day-to-day workforce operations. Answer based on 1228 reviews Overview ### What company size and industries is When I Work built for? When I Work is built mainly for small businesses scheduling shift-based employees, with 82% of reviewers from that segment, though it also serves midsize businesses at 10% and enterprises at 8%. Its strongest industry presence is in Food & Beverages at 9%, followed by Retail at 8% and Hospital & Health Care at 6%. Answer based on 1298 reviews Features and Usability ### What are the key features of When I Work? When I Work offers core employee scheduling features such as shift scheduling, availability management, and time off requests, plus employee self-service for shift swapping and open shifts. Differentiating features include mobile clock in/out with geofencing, employee time tracking, team messaging, calendar sync, and payroll integrations for attendance and timesheets. Answer based on 931 reviews Pricing ### How much does it cost and what fees or limitations are included? When I Work starts at $2.50/user/month for the Single Location or Schedules plan, with a $5/user/month Multi Location option and a free trial. Reviewers say pricing feels reasonable for small teams, but some report limited free features, higher costs as employee counts grow, and occasional billing confusion. Answer based on 210 reviews Integrations ### Which third-party tools and platforms does When I Work integrate with? When I Work integrates with Google Calendar, Gusto, Paychex Flex, ADP Workforce Now, QuickBooks Online, and Slack, with reviewer mentions centered on calendar sync and payroll handoffs. It also supports over 20 integrations through catalog listings, including Google Workspace, PayPal, Rippling, and Zapier. Answer based on 64 reviews Getting Started and Support ### How easy is it to onboard and train a team on When I Work? When I Work is generally quick to onboard for managers and everyday staff, with many users reporting same-day setup and little formal training. It offers in-person training, live online sessions, webinars, documentation, and videos. Admins handling templates, roles, or availability rules may need extra training, while less technical employees sometimes need a few guided sessions. Answer based on 32 reviews Getting Started and Support ### What customer support options does When I Work offer, and how do users rate the experience? When I Work offers email/help desk, FAQ/forum, a knowledge base, and chat. Users often describe support as fast, friendly, and helpful during setup, troubleshooting, and billing questions, with chat singled out for quick human responses. Some reviewers report slow email replies, ticket delays, and frustration when issues or billing disputes were not resolved. Answer based on 106 reviews Security ### How does When I Work handle data security and access control? When I Work uses geolocation tagging and near-workstation clock-ins to verify attendance, along with in-app communication that helps keep employee phone numbers private. It also offers manager permissions and visibility controls, but reviewers say permission levels can feel limited, unclear, and too global. Password reset and login issues are also noted. Answer based on 21 reviews ## Who uses When I Work? Based on Capterra reviews from the past 2 years Talk to a software expert to get a free software list tailored to your business needs ## Pros and Cons Streamlined shift management 91% positive reviews out of 656 Most users comment employee scheduling simplifies shift swaps, time-off requests, and team coordination, saving significant time. Dakota L. Administrative Associate, 11 - 50 employees. "The best part about using When I Work is that people can drop, pickup and reschedule their own shifts. If two people want to swap it's easy for them to do it themselves without having a manager intervene." Frequent glitches and instability 72% negative reviews out of 114 Most users report bugs and issues cause app crashes, slowdowns, lost data, and unreliable scheduling or payroll features. Yanina A. Patient Care Coordinator, 11 - 50 employees. "One downside of the When I Work app is that it can sometimes be slow or glitchy, especially after updates." Intuitive and accessible design 94% positive reviews out of 275 Most reviewers find ease of use valuable, highlighting intuitive navigation, quick learning, and accessible support. Unreliable and excessive alerts 65% negative reviews out of 51 Some reviewers indicate notifications are delayed, missed, or overwhelming, leading to confusion and missed schedule updates. Zoe Z. Receptionist, 51 - 200 employees. "Additionally, notifications can sometimes be delayed, leading to confusion about shift changes." Mobile scheduling convenience 91% positive reviews out of 57 Most users report phone access to schedule enables real-time updates, shift management, and easy communication anywhere. Justin B. Medical Laboratory Scientist, 5,001 - 10,000 employees. "It is very user friendly and accurately depicts the current schedule; easy access from mobile device" Overwhelming and inflexible emails 44% negative reviews out of 45 Some users say email notifications are excessive, hard to manage, and lack flexibility for delegating or customizing alerts. ## Features AI summary Based on 16,719 Scheduling reviews Capterra reviewers highlight these features as the top priorities when choosing scheduling software: - **Real-time Scheduling** (**52%** of reviewers rated this feature as critical) - **Booking Management** (**56%**) - **Calendar Management** (**53%**) When I Work supports **Real-time Scheduling** and **Calendar Management**, giving teams current schedule visibility and a clear view of shifts and availability. However, it does not offer **Booking Management**. Instead, it provides other features that reviewers also rate as important, including **Mobile Access** (**56%**), **Online Booking** (**53%**), and **Calendar Sync** (**51%**). These features help businesses keep staff connected on the go, accept bookings through digital channels, and keep schedule data updated across tools, allowing teams to coordinate work more efficiently. Real-time Scheduling 4.4 (83) 65.06% of 83 reviewers that rated this feature as important or highly important Based on availability, instantly confirm or deny a request when a new booking is made Calendar Management 4.4 (168) 70.83% of 168 reviewers that rated this feature as important or highly important This aspect helps you visualize schedules, plan ahead, and coordinate shift swaps. Reviewers appreciate the clear monthly view, easy updates, and ability to sync with personal calendars, though some wish for better color-coding and organization options. Mobile Access 4.5 (270) 74.81% of 270 reviewers that rated this feature as important or highly important It gives you the ability to view and manage schedules from your phone, making on-the-go access easy. Some reviewers find mobile access essential and user-friendly, though several mention occasional issues with clock-in/out and missed notifications. Online Booking 4.5 (22) 27.27% of 22 reviewers that rated this feature as important or highly important Book meetings and appointments through a website or digital platform Calendar Sync 4.2 (52) 53.85% of 52 reviewers that rated this feature as important or highly important Synchronize with other calendars to view mutual availability and schedules Timesheet Management 4.6 (182) 73.63% of 182 reviewers that rated this feature as important or highly important You can track hours worked, export timesheets, and integrate with payroll easily. Reviewers indicate it’s user-friendly and helpful for accurate payments, though a few mention occasional syncing issues requiring manual adjustments. When I Work 116 features ### All Features - Access Controls/Permissions: Define levels of authorization for access to specific files or systems - Accounting Integration: Integrate with a third-party accounting system - Activity Dashboard: Dashboard to view the status of ongoing processes, identify current incidents and track past activities - Activity Tracking: Track and document all activities across devices, networks, and other systems - Activity/News Feed: Continuous profile-based stream of news and activity - Alerts/Notifications: Alerts or notifications of various types such as pop-up messages, sounds, banners, or badges - API: Application programming interface that allows for integration with other systems/databases - Appointment Scheduling: Schedule appointments via a calendar - Approval Process Control: Manage the process of evaluating documents or requests submitted for approval - Attendance Management: Manage attendance for classes, shifts, meetings, or events - Attendance Tracking: Track the attendance of specific individuals or groups - Automated Scheduling: Automatically create schedules based on business needs or employee availability and qualifications - Automatic Time Capture: Automate recording of time to reduce human error - Availability Management: Monitor and analyze the availability of resources to help plan and streamline the service delivery to clients - Billable & Non-Billable Hours: Track billable hours and/or non-billable expenses for work performed - Budgeting/Forecasting: Create budgets based on historical data and future projections - Calendar Management: This aspect helps you visualize schedules, plan ahead, and coordinate shift swaps. Reviewers appreciate the clear monthly view, easy updates, and ability to sync with personal calendars, though some wish for better color-coding and organization options. - Calendar Sync: Synchronize with other calendars to view mutual availability and schedules - Class Scheduling: Schedule in-person or online classes - Client Database: Electronic storage of stakeholder contact information - Clock In/Out: Track employees' arrival and departure timings for payroll purposes - Collaboration Tools: Provides a channel for team members to share AI models, media files, communicate, and work together - Committee Management: Manage a group of members established for coordinating plans, programs, or other initiatives - Communication Management: Manage and track all internal and external communication conducted via calls, email, text, or chat - Compliance Management: Track and manage adherence to policies for any service, product, process, or supplier - Cost Management: Manage budgets, track and optimize spending and align capacity to workload demand - Customizable Reports: Alter the layout and content of reports - Dashboard: Assembly of graphs and charts for visualizing and tracking statistics/metrics - Data Import/Export: Import and export data to and from software applications - Drag & Drop: Assemble applications and processes by dragging over and arranging pre-built components - Email Reminders: Reminders sent via email - Employee Database: Electronic storage of staff/employee contact information and job status in a centralized repository - Employee Management: Track employee schedules, availability, and performance across projects and tasks - Employee Onboarding: Process of familiarizing new employees with the company, their position, and responsibilities - Employee Portal: Online portal where employees can access and track their own information - Employee Profiles: Centralized storage for employee data, records, and performance metrics - Employee Scheduling: When I Work offers you a simple way to create, adjust, and communicate employee schedules. Users think it’s efficient, easy to manage multiple locations, and helpful for shift swaps, but some mention that minor changes can trigger too many notifications. - Employee Time Tracking: Track and measure time worked for employees - Event Management: Schedule and manage the logistics of activities and other gatherings - Event Scheduling: Plan an event's time and location - Facility Management: Manage the maintenance of building facilities - Facility Scheduling: Schedule facilities, such as athletic fields, venues, and convention centers based on their availability - Faculty/Staff Management: Track and manage staff profiles, recruitment, schedules, productivity, career development and performance - File Sharing: Public or private sharing of digital files such as documents, audio/video, images, and more - For Nonprofits: Software specialized for non-profit organizations - For Retail: For Retail Stores - For Salons and Spas: Specific for use in spas and salons - For Small Businesses: Designed for small businesses - Forecasting: Form predictions based on past and present data/trends - Geofencing: Virtual perimeter for a real-world geographic area - Group Scheduling: Automatically find mutually available meeting time slots across multiple calendars - HR Management: Automates core HR functions such as talent management, employee evaluation and learning management - Labor Cost Calculator: Calculate labor costs associated with employing a workforce, including wages, salaries, benefits - Labor Cost Reporting: Report on the allocation and distribution of labor costs across projects - Labor Forecasting: Predict labor requirements based on past and present data/trends - Labor Management: Manage the attendance, schedule, and payroll of the labor workforce - Leave Tracking: Manage and track employee attendance - Member Database: Add, store and access information pertaining to members - Messaging: Communicate using messages within the system - Mobile Access: It gives you the ability to view and manage schedules from your phone, making on-the-go access easy. Some reviewers find mobile access essential and user-friendly, though several mention occasional issues with clock-in/out and missed notifications. - Mobile Alerts: Notifications via mobile devices - Mobile App: Access the system via a mobile application - Multi-Channel Communication: Allows communication with customers or users via multiple channels such as phone, email, live chat, etc. - Multi-Location: Manage and support multiple locations - Multiple Billing Rates: Different tiers of pricing and billing for different employees and situations - No-Show Tracking: Track and monitor patient no-show rates - Offline Access: Ability of websites, web applications, or mobile applications to function without an active internet connection - Offline Time Tracking: Track employee and task times without internet connection - On Call Scheduling: Track and organize on-call shifts - Online Booking: Book meetings and appointments through a website or digital platform - Online Time Clock: Track/log the amount of time employees worked per job using a timer - Online Time Tracking: Track employee and task times using internet connection - Overtime Calculation: Manage and record overtime hours for hourly employees - Payroll Management: Manage employee salary processes, data, taxes, and records administration efficiently - Performance Metrics: A set of indicators that tracks the performance of networks, applications, systems, teams, etc. - Physician Management: Track and organize physician schedules and pertinent information - Real-Time Analytics: Analyze and gain insights into data in real-time - Real-Time Chat: Engage in direct, instant messaging with customers, users, etc. - Real-Time Data: Receive data and information in real time - Real-Time Monitoring: Active monitoring of systems, applications, or networks - Real-Time Notifications: Notifications that are delivered to users as soon as an event occurs - Real-Time Reporting: Active reporting of data and metrics - Real-time Scheduling: Based on availability, instantly confirm or deny a request when a new booking is made - Real-Time Updates: Receive system updates as soon as any changes are made - Reminders: Timed notification for any upcoming task, deadline, appointment, or activity - Reporting & Statistics: Collection, analysis, and representation of numerical data and generation of reports to understand various patterns - Reporting/Analytics: View and track pertinent metrics to find patterns and gain insights from data - Resource Allocation: Assign available resources to various projects and tasks - Resource Management: Process of planning, scheduling and executing the optimal and effective use of human capital across projects - Resource Scheduling: Allocate and manage resources, such as employees, equipment, facilities, and other assets - Schedule Distribution: With this capability, you can easily share schedules, notify staff of changes, and let employees confirm shifts. Reviewers appreciate timely notifications, clear visibility of all schedules, and the flexibility for staff to pick up open shifts as needed. - Scheduling: Plan availability and assign specific time slots for tasks and resources - Search/Filter: Search and filter data across systems to locate required information by entering keywords or certain criteria - Secure Data Storage: Securely stores data to prevent data loss or breaches - Self Service Portal: Online portal through which end users can access the system, manage tasks, or obtain information - Shift Management: Facilitate the scheduling and coordination of employee shifts - Shift Scheduling: Schedule shifts via online calendars and available employees - Shift Swapping: Managing and trading shift details between employees - Sick Leave Tracking: Track and manage sick leave time - Single Sign On: Allow users to access multiple services after entering their login credentials once - SMS Messaging: Send messages via SMS - Task Management: Create, manage and track all task activities and progression - Task Progress Tracking: Track the status and progress of tasks - Task Scheduling: Track and manage the scheduling of tasks - Team Management: Organizing a group of people to accomplish a task - Third-Party Integrations: Set up connections to third-party platforms to improve business processes - Time & Attendance: Track and manage employee's work hours to improve payroll accuracy - Time & Expense Tracking: Log and record hours worked and costs spent to assist in billing and invoicing - Time Off Management: Track and manage employee time-off, vacation, and sick leave requests - Time Off Requests: Tools that allow employees to request/schedule time off - Time Tracking: Measure and track time including hours worked and paid time off (PTO) - Timesheet Management: You can track hours worked, export timesheets, and integrate with payroll easily. Reviewers indicate it’s user-friendly and helpful for accurate payments, though a few mention occasional syncing issues requiring manual adjustments. - Vacation/Leave Tracking: Request, track, and manage time off requests and vacation time - Variable Workforce: Utilize third party services to cover unforeseen labor needs - Volunteer Management: Manage volunteer information and direct volunteer resources - Waitstaff Management: Track and manage waitstaff information and schedules --- Get Advice We can help you find the software with the features you need. Features 4.3 (1,205) 4.3 Based on 1,205 reviews ## Pricing Value for money 4.4 (920) Free Trial [View pricing plan details](https://www.capterra.com/p/121248/When-I-Work/pricing/) Single Location or Schedules $2.50 Per User,Per Month It includes: - One click auto scheduling - Unlimited schedule templates - Time off & availability management - Standard labor reporting - Labor forecasting & budgeting - Task management - Schedule enforcement & geofencing - Payroll & POS integrations Multi Location or Schedules $5.00 Per User,Per Month It includes: - One click auto scheduling - Unlimited schedule templates - Time off & availability management - Standard labor reporting - Labor forecasting & budgeting - Task management - Schedule enforcement & geofencing - Payroll & POS integrations Value for money 4.4 (920) 4.4 Based on 920 reviews ## Integrations [ PayPal](https://www.capterra.com/p/207944/PayPal/)[ Google Workspace](https://www.capterra.com/p/247901/Google-Workspace/)[ QuickBooks Online](https://www.capterra.com/p/190778/QuickBooks-Online/)[ Rippling](https://www.capterra.com/p/172127/Rippling/)[ Google Calendar](https://www.capterra.com/p/213340/Google-Calendar/)[ Gusto](https://www.capterra.com/p/131882/Gusto/)[ Zapier](https://www.capterra.com/p/130182/Zapier/)[ Meta for Business](https://www.capterra.com/p/213257/Facebook/) Connect with a Capterra advisor for a free 15-minute consultation Get a personalized software list aligned to your business needs with guidance from our expert advisors. Our team has helped 1 million+ businesses like yours find options that fit their needs. ## Support, customer service and training options Customer Service 4.4 (938) Support - Email/Help Desk - FAQs/Forum - Knowledge Base - Phone Support - 24/7 (Live rep) - Chat Training - In Person - Live Online - Webinars - Documentation - Videos Deployment - Web - Android - iPhone/iPad Typical users - Freelancers - Small businesses - Mid size businesses - Enterprises Customer Service 4.4 (938) 4.4 Based on 938 reviews ## User reviews Overall rating 4.5 Based on 1,299 reviews Filter by rating 5(791) 4(377) 3(95) 2(20) 1(16) Mentioned topic Sorted by most recent Celeste R. Customer sales attendant Consumer Goods ### "Easy to use" 4.0 Overall Rating 4.0 4.0 Ease of Use 4.0 4.0 Features 4.0 4.0 Customer Service 4.0 4.0 Likelihood to Recommend 8/10 July 26, 2026 It was a simple and easy to use, one of my favourite apps for scheduling management, timesheets and shift calendars Pros It was super easy to use for getting my schedule calendar and was easy to clock in and out for my shifts Cons There was a tendency for the app to crash on my device, may have been user error. It could also use a bit of an update in app style wise Review source Incentivized review: software users are invited to submit an honest review and offered a nominal incentive for their time and effort. All incentivized reviews are subject to our verification process prior to publication. Response from Vendor July 28, 2026 Hello Celeste, Thanks for writing us a review! We're happy to hear you are enjoying the app. If you run into any trouble, please submit a ticket at https://help.wheniwork.com/submit-a-ticket/ and let us take care of you. AN Anonymous User Recruiter Consumer Services ### "Convenient " 5.0 Overall Rating 5.0 5.0 Ease of Use 4.0 4.0 Features 3.0 3.0 Customer Service 2.0 2.0 Likelihood to Recommend 7/10 July 23, 2026 Very straightforward and easy to work with. Easy to understand steps and can be very helpful if worked with. Pros Very straightforward and easy to work with. Easy to understand steps and can be very helpful if worked with. Cons I think I love using it it is very convenient Overall I have no problem using it. It is pretty good Review source Incentivized review: software users are invited to submit an honest review and offered a nominal incentive for their time and effort. All incentivized reviews are subject to our verification process prior to publication. LY Laura Y. Sign Language Interpreter Translation and Localization ### " Very intuitive program" 5.0 Overall Rating 5.0 5.0 Ease of Use 5.0 5.0 Features 5.0 5.0 Customer Service 5.0 5.0 Likelihood to Recommend 10/10 July 7, 2026 I have enjoyed the ease of working with When I Work so far and no glitches or any issues. Great product! Pros I enjoyed as a consumer to ease of picking up extra works shifts, and seeing my schedule as a whole. Also, it integrates with my Google Calendar so I am able to see my other tasks side by side with my WIW tasks. Very user friendly! Cons Nothing so far! It has been very intuitive for moving schedules and swapping shifts easily! I have used it to for basic activities like offering up shifts and accepting new assignments. Very easy to use! Review source Incentivized review: software users are invited to submit an honest review and offered a nominal incentive for their time and effort. All incentivized reviews are subject to our verification process prior to publication. Response from Vendor July 15, 2026 Thank you for your amazing feedback Laura! We truly appreciate amazing teams like yours. Michelle C. CEO Civic & Social Organization ### "Helpful scheduling tool that keeps work shifts organized" 4.0 Overall Rating 4.0 4.0 Ease of Use 4.0 4.0 Features 4.0 4.0 Customer Service 3.0 3.0 Likelihood to Recommend 7/10 July 5, 2026 Overall, When I Work is a useful scheduling and communication tool. It helps keep work schedules more organized and makes it easier for employees and managers to stay updated. My experience has been mostly positive because it reduces confusion compared to trying to manage shifts through texts, paper schedules, or separate conversations. There are still some areas that could be more user-friendly, but it is a helpful platform for workplace scheduling. Pros When I Work is helpful for managing employee schedules, shift changes, and communication in one place. I like that it can make scheduling more organized and easier to access, especially when employees need to check their hours or request changes. The app is convenient because people can view schedules from their phones instead of relying only on paper schedules or separate messages. Cons Some features can take time to learn, and the app can feel a little confusing at first depending on how the workplace has it set up. Notifications, schedule changes, or requests may not always feel as clear as they should, especially if there are a lot of updates. It would be helpful if some settings and explanations were easier to understand. Review source Non-incentivized review: any software user can leave a review for any product listed on our site. All submitted reviews are subject to our verification process prior to publication. ryan M. Logistics Food & Beverages ### "Great time tracking app. " 4.0 Overall Rating 4.0 4.0 Ease of Use 5.0 5.0 Features 4.0 4.0 Customer Service 5.0 5.0 Likelihood to Recommend 9/10 June 28, 2026 Overall it was very user friendly. It has been one of the best applications I have used to keep track of time and schedules for multiple employees. Pros I liked most that it was easy to schedule, publish, and email multiple employees. I could make changes to the schedule as needed. I thought it was great for clocking employees in and out for the day. Cons The only negative that I have encountered is with minor glitches when updating as schedule. On occasion I would have to do this multiple times until it updated. Alternatives considered [BambooHR](https://www.capterra.com/p/110968/BambooHR/) Reasons for choosing When I Work We chose when I work because it seemed to meet all our requirements. Review source Incentivized review: software users are invited to submit an honest review and offered a nominal incentive for their time and effort. All incentivized reviews are subject to our verification process prior to publication. Response from Vendor July 1, 2026 We appreciate your nice feedback Ryan! It’s great hearing that When I Work is helping to make your teams’ and your work lives easier. Please give us a shout and submit a ticket at https://help.wheniwork.com/submit-a-ticket/ if anything comes up. SJ Sirada J. Pharmacy Hospital & Health Care ### "User friendly, great visibility, great for team scheduling!" 5.0 Overall Rating 5.0 5.0 Ease of Use 5.0 5.0 Features 5.0 5.0 Customer Service 5.0 5.0 Likelihood to Recommend 10/10 June 26, 2026 Overall Excellent experiences! Just what we need for our team! Easy to install, manage users, customize shifts and team scheduling, great visibility options! Pros The app is very user friendly, both the scheduler and the users! The visibility of the schedules are also great! Customizable and easy to adjust when needed. The app gives the total control to you. Easy to manage users and schedule. All of my users love the app and enhance our team collaboration! Cons No cons to mention except the fact that We do not utilize the time card functionality, including the ripple and all the reports that much to its capacity. Wish there were the option for just scheduling as that is all we need! Alternatives considered [UKG Pro](https://www.capterra.com/p/480/UKG-Pro/) Reasons for choosing When I Work Ability to manage everyones’s schedule including my own, and ease of scheduling distribution and visibility Review source Vendor Referred - Incentive Offered: This reviewer was invited by the software vendor to submit an honest review and offered a nominal incentive as a thank you. Response from Vendor July 1, 2026 Hello Sirada, thank you for writing us such a thorough review! We're glad to hear that you are enjoying the app! DP Dan P. COO Food & Beverages ### "When I Work review from an employer" 5.0 Overall Rating 5.0 5.0 Ease of Use 4.0 4.0 Features 4.0 4.0 Customer Service 4.0 4.0 Likelihood to Recommend 8/10 June 25, 2026 Good, helpful, and the employees seem to appreciate it. We use it to run our company, and it has allowed us to add more employees up to a point without too much additional cost. Pros Easy to log in and use for tracking hours, and to to track hours of employees. I haven't heard any complaints from employees, so that is good right there. Cons For some reason finding where to start logging hours ie start your shift, was a bit hard to find, and not super intuitive. That could be smoothed over I think. Review source Vendor Referred - Incentive Offered: This reviewer was invited by the software vendor to submit an honest review and offered a nominal incentive as a thank you. Response from Vendor June 29, 2026 Hi Dan, Angie here with When I Work's Care Team. Thank you so much for taking the time to provide your feedback, and reviewing our app. I totally understand how logging hours is important and we'd love to ensure that you continue to have a great experience with us. If you have any questions or issues at all, please feel free to reach out anytime at: https://help.wheniwork.com/submit-a-ticket/. We're happy to continue supporting you, and making sure you're set up for success. Thank you again for your time, Dan! - Angie MD Maggie D. Aquatics Director Recreational Facilities and Services ### "Loving WhenIWork @ the Pool! " 5.0 Overall Rating 5.0 5.0 Ease of Use 5.0 5.0 Features 5.0 5.0 Customer Service 5.0 5.0 Likelihood to Recommend 9/10 June 25, 2026 As the Aquatics Director, WhenIWork has freed up the scheduler's time so they can help with other aquatics tasks. It has been easy to use, visually appealing, and simple to customize or edit! Pros We are loving WhenIWork for our 20-person Aquatics team! It is easy to use, the customer support has been so helpful, and our team is loving being able to pick up and drop shifts! Cons A bit of a learning curve for the newer users, but they got it after a team training and using the customer support. Review source Vendor Referred - Incentive Offered: This reviewer was invited by the software vendor to submit an honest review and offered a nominal incentive as a thank you. Response from Vendor June 26, 2026 Hi Maggie, Emily here with the When I Work team. We truly appreciate your nice feedback! It’s great to hear that the When I Work app is helping to make your teams’ and your work lives easier. We also understand the app can be a lot to learn for new users, so we're always here to help with any questions! Our Help Center includes lots of resources for Employees, which you can find here, whenever needed: https://help.wheniwork.com/articles/employee-training-resources/ We hope you and your team continue to enjoy the When I Work experience! Thanks so much, and take care, Emily JF Jill F. Events Food Production ### "Cost effective" 5.0 Overall Rating 5.0 5.0 Ease of Use 5.0 5.0 Features 5.0 5.0 Customer Service 5.0 5.0 Likelihood to Recommend 7/10 June 25, 2026 Pros So easy to use and cost effective. We really appreciated the great customer support to get set up and ongoing tech help in getting started. Cons We are yet to find any issues. It did take us a little bit to set up maybe streamlining this a bit more would be great. Switched from [Deputy](https://www.capterra.com/p/167811/Deputy/) The expense was too much for our small business Review source Vendor Referred - Incentive Offered: This reviewer was invited by the software vendor to submit an honest review and offered a nominal incentive as a thank you. Response from Vendor June 29, 2026 Hi Jill, Thank you so much for taking the time to review our app. We appreciated hearing about your experience, especially with the setup. If you run into any issues at all, please feel free to reach out to us anytime by submitting a ticket at: https://help.wheniwork.com/submit-a-ticket/ We're happy to assist you! Thank you again for your time, Jill! LJ Lauren J. Stylist Health, Wellness and Fitness ### "Great idea but needs work " 4.0 Overall Rating 4.0 4.0 Ease of Use 4.0 4.0 Features 5.0 5.0 Customer Service 3.0 3.0 Likelihood to Recommend 2/10 May 24, 2026 It’s a great concept, the app did freeze and sometimes not update information entered for the day. This made it unpredictable to use for scheduling shifts and communication between staff. Pros The best part of the app is that employees can switch schedules without having to go through the manager, wait for responses, etc. we used it in a chain salon I work in and it was easier than paper schedules and a photo. The when I work app allows you to modify or make requests for schedule change and everyone can see it and respond. Great for small teams. Cons The app glitches and became unusable at some point. Unfortunately, it would not always show the most recently updated responses or schedule and as a result it became unreliable. In addition, it was very different on android phones vs iPhones and not everyone had the same view of the schedules. Review source Incentivized review: software users are invited to submit an honest review and offered a nominal incentive for their time and effort. All incentivized reviews are subject to our verification process prior to publication. Response from Vendor June 3, 2026 Hi Lauren! Thanks so much for taking the time to leave this feedback. We are grateful you mentioned these points! We strive to provide the very best value and experience through continued product enhancements and outstanding service. Our team would also be happy to look into these behaviors with you if you would like to submit a ticket athttps://help.wheniwork.com/submit-a-ticket/ so we can provide more assistance! Thank you, Marcy [View all Reviews](https://www.capterra.com/p/121248/When-I-Work/reviews/) ## Top-rated software of 2026 ### Fill out the form and we'll send a list of the top-rated software based on real user reviews directly to your inbox. 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