# Page 3 | When I Work Reviews 2026. Verified Reviews, Pros & Cons | Capterra > Page 3 - Is When I Work the right Employee Scheduling solution for you? Explore 1292 verified user reviews from people in industries like yours to make a confident choice. Source: https://www.capterra.com/p/121248/When-I-Work/reviews --- When I Work 4.5 (1292) Provider data verified by our Software Research team, and reviews moderated by our Reviews Verification team. [Learn more](https://www.capterra.com/our-story/) * * * Last updated March 3rd, 2026 # Page 3 - Reviews of When I Work ## Showing most helpful reviews Showing 51-75 of 1292 Reviews Sort by: Most Helpful Rating Company Size Reviewer's Role Length of Use Frequency of Use SU Samantha U. Director Child Day Care Services Used the software for: I used a free trial ### "Great software!" June 6, 2025 5.0 Overall, I had a great experience with . My team loves it. I love it. And we’re able to make sure that we’re fully staffed at all times Pros I’m able to schedule a year in advance. I also like that. If someone requests time off, it’s automatically sent to the people available to pick up the shift. Cons The app is not as easy to customize the schedules as much as it is online. Which is not really that big of a deal, but when I was initially getting it set up. I did have a hard time doing it within the app Review Source Response from When I Work June 9, 2025 Hi Samantha, Shab here from When I Work. We love to see that you are enjoying When I Work and the Time Off feature! If you need any assistance with customization, our Customer Care team would love to help, if you can please submit a ticket to us at https://help.wheniwork.com/submit-a-ticket/ and we'd be happy to help! Thank you! Warmly, Shab HB Haley B. Radiology Technologist Hospital & Health Care Used the software for: 6-12 months ### "LIFE SAVING APP:)" July 22, 2025 5.0 Great, I would recommend the app. It helps me remember if I work because I am diagnosed with ADHD so its updated and reminders are life changing for me. Thank you !!! Pros That my schedule was easily available. I also have an app where reminders and notifications are sent to. So convenient Cons It is overall a great work app to find your schedule. The only thing I did not care for was that we could not see providers schedule. Review Source Response from When I Work July 23, 2025 Hi Haley, Hannah here with When I Work. Thank you for taking the time to leave us a detailed review, we are so grateful! One of our goals is to make scheduling easier, so we are happy to hear that it has improved your work experience. Viewing other colleagues' or coworkers' schedules is an option that can be disabled or enabled within the Scheduling Settings by an Admin or Manager-level user. We appreciate the feedback! Thank you again for taking the time to leave us a positive review. Our users are the reason for what we do! Kindly, Hannah Christine B. Pilates transformation expert Health, Wellness and Fitness Used the software for: Less than 6 months ### "Strong candidate for single location companies" April 12, 2026 4.0 Good tool for a small company with only 1 location as long as the range of features meets your needs out of the box. Pros Biggest pro is that the app is usable via mobile devices so that employees can swap shifts at any time of day. They don’t need to be at work to see the available shifts. Cons Limited range of features. There’s no option to add custom fields for industry specific needs and tasks. Review Source Response from When I Work April 16, 2026 Hi Christine, Marcy here from When I Work. Thank you so much for taking the time to leave us this review. We strive to have a great experience for all users, so it is wonderful to hear that the mobile app has helped your team streamline tracking and swapping Shifts. I also want to thank you for providing this feedback regarding more customization options. We are always looking for ways to improve When I Work and insight like this is always valued. Warmly, Marcy MN Matthew N. Assistant Director Education Management Used the software for: 6-12 months ### "Learning Center Uses WIW" October 29, 2025 5.0 It’s been nice seeing our team collaborate and swap shifts without needing us in the middle and it’s assisted with ensuring proper hours for payroll Pros It’s easy to see and identify who is scheduled and when as well as tracking hours and managing employees. Cons The limited version only has a limited number of active users allowed. Also, it’s hard to see changes to schedules even when an accident is made. Review Source Response from When I Work November 3, 2025 Hi Matthew, Thanks for leaving us a review! It is excellent to hear that When I Work has helped make shift coverage more efficient for your team. I understand that being able to correct mistakes on a schedule is important. You can view the shift history on each shift by selecting "edit," providing greater visibility for when and by whom changes were made. Thanks again for the review, and don't hesitate to reach out to our Care Team with any questions by submitting a ticket here: https://help.wheniwork.com/submit-a-ticket/. Best, Jake When I Work Care Team VR Verified Reviewer Admin Accounting Used the software for: Less than 6 months ### "Effortless Scheduling and Seamless Team Communication" April 8, 2026 5.0 My experience with has been very positive. It makes scheduling simple, keeps the team connected, and the mobile app adds great flexibility. While there’s minor room for improvement in notifications and reporting, it’s a reliable tool that truly streamlines workforce management. Pros I really liked how intuitive and user-friendly is. Scheduling is fast and effortless, and it makes team communication seamless. The mobile app is especially handy for managing shifts on the go. Cons Notifications sometimes lag, reporting is limited, and the mobile app can be a bit slow occasionally. Review Source Response from When I Work April 10, 2026 Hi there, We’re glad to hear that you’ve had a positive experience with When I Work and that our time tracking features have been especially helpful for you and your team. If you have any additional feedback or specific questions, please don’t hesitate to reach out to us at https://help.wheniwork.com/submit-a-ticket/. We’re here to help! EL Eduardo L. Sous chef Food & Beverages Used the software for: 6-12 months ### "A great experience " April 23, 2026 4.0 Very positive experience with the app as opposed to the old way we would do things. Much less time management needed Pros The ease of students picking and dropping off shifts. I love the extra reports that can be ran to help with productivity Cons The app can be a little buggy loading. But overall it has been a good experience. Would be nice to have an option to print the schedule from the app. Review Source Response from When I Work April 28, 2026 Hello Eduardo, Thank you for leaving us this review. We are glad to hear that students having an easy time picking up and releasing Shifts. It sounds like you may be experiencing some unintended behaviors. Our Care Team would be happy to take a closer look with you. If you would like, you can submit a ticket at https://help.wheniwork.com/submit-a-ticket/ and we would be happy to help! Have a wonderful day! Justice C. Dispatcher Food & Beverages Used the software for: 2+ years ### "Solid Scheduler and Work Chat App" May 13, 2026 5.0 Pros Very straightforward and easy to navigate. The schedule is well laid out and easy to read, no major issues ever. Cons I haven't run into any problems in all my years using the app, I've been on it since 2020 and its always been reliable. Review Source Response from When I Work May 26, 2026 Hi Justice! Thank you so much for taking the time to leave this review. We are thrilled to hear that you are enjoying When I Work. We strive to make Scheduling easy and efficient for teams, so we are happy that this is the case for you! Thank you, Marcy SM Sean M. Store director Retail Used the software for: 1-2 years ### "Great for scheduling" February 25, 2026 4.0 Good used at multiple companies and it is strait forward and easy to use. Love the hour tracking and pay tracking function Pros Ease of use. App and compiter app are great. Able to change schedules on the fly from anywhere overall great Cons Templates shared among schedules. Working for a company that shares 28 different locations not everyone assigns templates to designated stores would be noce to not see everones elses tamplates Review Source Response from When I Work February 26, 2026 Hi Sean, Shab here from When I Work. Thank you so much for your feedback! We absolutely love having you with us and being a part of your business. Thanks again! Warmly, Shab lB laura B. Manager Hospital & Health Care Used the software for: 6-12 months ### "Happy with the system" October 29, 2025 4.0 Overall, we are happy with the product. I would encourage most organizations to use a similar system Pros It makes scheduling a large number of people less onerous, transparent and takes the pressure off my team Cons Its a lille clunky to set up. Specifically trying to differentiate between inperson and phone shifts was challenging Review Source Response from When I Work November 3, 2025 Hi Laura, Thank you so much for leaving us a review! We appreciate your feedback. I am so glad to hear that When I Work has helped make scheduling your team easier and less time-consuming. If you have any questions about setting up your schedule, please let our Care Team know! We are happy to work with you to do so. https://help.wheniwork.com/submit-a-ticket/. Thank you again for your review. Jake When I Work Care Team AC Aaron C. Owner Food & Beverages Used the software for: 1-2 years ### "Great and helpful app" October 29, 2025 5.0 Pros I like the ease and convenience of being able to create a schedule and track time for my whole team. Cons It was somewhat confusing at first to be able to figure out how to use all the features and get my team connected properly. Review Source Response from When I Work November 18, 2025 Hi Aaron, Shab here from When I Work. Thank you so much for your wonderful review! We love to see that you are enjoying the ease and convenience of using When I Work as the scheduling tool for your business. If you need any further assistance with our many features, our Customer Care team would be happy to help you out. If you can, please submit a ticket here: https://help.wheniwork.com/submit-a-ticket/. We'd be delighted to assist! Thank you again for your review! Warmly, Shab JB Josh B. Program Coordinator Recreational Facilities and Services Used the software for: Less than 6 months ### "WhenIWork Has Changed Our Program" October 29, 2025 4.0 Overall a very positive experience. Staff that helped us launch were very helpful. Most beneficial thing for me was getting my hands on it and trying it out for myself and then communicating with staff on how to use it. Easy to pick up once you spend some time in it. Pros Puts all staff in one place, ease of scheduling, very powerful tool. Love that I can interact with staff and provide information both through desktop and app Cons It's a little bit of a steep learning curve but I would expect that with any software. One thing I'd like to see was the ability to view two specific schedules together instead of just one at a time or one with all other shifts as well. Also looking for ability to remove some schedules from my view. Review Source Response from When I Work November 4, 2025 Hi Josh, Shab here from When I Work. Thank you so much for taking the time to write us a review! It's awesome to see that you were able to find the value in the When I Work product and that it has been helpful to your team! Thank you for choosing us and taking the time to review our product. Warmly, Shab JC James C. Partner Information Technology and Services Used the software for: 2+ years ### "Best tool for employee mangement" April 3, 2025 5.0 very positive, it saves me hours on payroll, scheduling, and time attendance. Pros Creating a schedule for 20+ people can be done in minutes, easily customizable. the best option to move up from Excel which we were using beforehand. Cons the post-shift adjustments can be more manageable. for large groups of employees difficult to compare what was scheduled vs what was worked at a glance. reports can be labeled a bit better Alternatives considered [Homebase](https://www.capterra.com/p/153076/Homebase/) Reason for choosing When I Work timeclock and attendance features. also the easy of the schedule closely resembled what we already did in Excel. Review Source Response from When I Work April 4, 2025 Hi James, Shab here from When I Work. WOW! Thank you for your amazing review of When I Work! It's awesome to see your praise for When I Work! Regarding reports and editing shifts, we would love to assist you further with this if you can submit a ticket to us here: https://help.wheniwork.com/submit-a-ticket/ Thank you again for your wonderful review, James! Warmly, Shab CM Cameron M. Manager Food & Beverages Used the software for: 2+ years ### "Worth exploring!" April 3, 2025 5.0 Great! I feel I’ve said a bit already but great a smoother process, faster, easier to look at. Staff really enjoys using it, and they find it pretty easy to do so! Pros The simplicity of the lay out, I come from google sheets and they are good but this just made things so much simpler, and I feel I have so much less junk from all these files and such on google. Really good layout, look and process. Cons The way it prints out, the form is just too small when you have more names added, there should be options for different layouts when it comes to printing. Switched from [Google Sheets](https://www.capterra.com/p/169718/Google-Sheets/) I wanted to make things simpler and the pitch really sold me Review Source Response from When I Work April 4, 2025 Hi Cameron, Shab here from When I Work. Thank you kindly for your awesome feedback! We're delighted to see that you are finding it easier to use When I Work vs files in the past! Regarding the printing, thank you for the awesome suggestion on more layouts. This is a great idea! Thank you also for your ongoing support and for taking the time out of your day to provide your insight to us - it is very much appreciated! Warmly, Shab BS Becky S. Registered Nurse Hospital & Health Care Used the software for: 2+ years ### "Works for what it is needed for" April 23, 2025 5.0 Positive. I feel like this program works. We have very few issues with it. Evern when they make changes thins seems to work most of the time. Not having to deal with IT on problems is a huge plus. Pros That is functions well. Not many issues with it. Able to schedule staff effectively and notify them in a timely manner. Cons Notification, on when people pick up shifts. I am lead often and get all these notifications. I don't need to see who is picking up what on my day off. Review Source Response from When I Work April 24, 2025 Hi Becky, Dawn here from When I Work. Thank you so much for taking the time to leave such an honest and detailed review. We truly appreciate your kind words and are so happy to hear that you're able to schedule your staff effectively and notify them of their shifts in a timely manner — that’s exactly what we aim for! Regarding your comment about notifications, we’d love to take a closer look at your Alert Preferences to ensure everything is working as it should. When you have a moment, could you please submit a ticket with our Customer Care Team using the following link: https://help.wheniwork.com/submit-a-ticket/ We’re happy to help and look forward to hearing from you! Warmly, Dawn VR Verified Reviewer Practice Manager Veterinary Used the software for: I used a free trial ### "When I work just didn't work for u." November 3, 2025 3.0 Pros The one thing that I did like about it was how easy it was to actually access the software. Once you are in your in that software. Cons The one things I liked the least was how jumbled the actual schedule looked once I put all people and shifts in there. Switched from [WhenToWork](https://www.capterra.com/p/80499/WhenToWork/) The price of the other became to be more than we could do. Review Source Response from When I Work November 4, 2025 Hi there, Shab here from When I Work. Thank you so much for writing us a review and giving us a try! We love to hear feedback and suggestions from our customers, as it helps us improve our product. We really appreciate you taking the time to try us out and provide us with your suggestions! Have a wonderful week! Warmly, Shab NR Nikki R. Accountant Health, Wellness and Fitness Used the software for: 6-12 months ### "Excellent overall" April 23, 2026 5.0 Great in terms of getting update on my schedule and also have access to add or reduce my clock in and clock out time. Pros Scheduling and Proper channel .Which helps in clear scheduling and also track the in and out timing .Specially the job location GPS setting. Cons Need to be more advanced and easy to be accessible would be great if the play store applications have more features to view. Review Source Response from When I Work April 28, 2026 Hello Nikki, Thank you for taking the time to leave us this review and feedback. We are always looking for ways to improve When I Work, so it is very helpful to know that some advanced features and options to see what is included in the Play Store page would be impactful to you. Have a wonderful day! CJ Chelsea J. Manager Food & Beverages Used the software for: 6-12 months ### "Great for team communication" October 18, 2025 5.0 Pros What I liked most about using was the ability to communicate with all other team members about schedule related issues i.e: the ability to release and exchange shifts. Cons There was not anything that I liked least during my time utilizing . The software does everything it claims to do. Review Source Response from When I Work October 28, 2025 Hi Chelsea, Dawn here from the Care Team at When I Work. Thank you so much for taking the time to share your amazingly thoughtful review! I’m so glad to hear that you enjoyed the ability to communicate with your team and easily manage shift changes. It’s wonderful to know that the app met your expectations and supported your scheduling needs. We truly appreciate you sharing your positive experience with us, and I’ll be sure to pass your kind words along to our team. Warmly, Dawn PF Paul F. Owner Hospital & Health Care Used the software for: 6-12 months ### "Would recommend" April 23, 2026 4.0 Overall positive. Has a bit of a learning curve but am generally happy with how the software is set up Pros Time Tracking, Value. I like how staff can see their schedule as well as pick up open shifts without having to go through admin. Cons Ease of Use. It was a little unclear on how to set up schedules and add staff however once I was able to navigate a while it works well Review Source Response from When I Work April 28, 2026 Hello Paul, Thank you so much for taking the time to leave us this review and feedback. We are happy to hear that you are enjoying the Time Tracking Features and that your staff is finding it helpful to be able to pick up OpenShifts. Have a wonderful day! PL Pam L. Intake Coordinator Hospital & Health Care Used the software for: 1-2 years ### "Very useful for managing team schedules" April 23, 2026 5.0 helps me especially with schedule management in the team. At first I thought it was an extra tool, but in the end it simplifies a lot of things. Pros Very practical to organize schedules, see who is working and avoid confusion. I also like notifications that allow you to stay informed quickly of changes. For a small team, it really brings clarity. Cons Some more advanced options may be missing as needed. And sometimes schedule adjustments can take a little time if everyone doesn't update properly. Review Source Response from When I Work April 28, 2026 Hello Pam, We are very happy to hear that you are enjoying When I Work. Thank you for taking the time to leave this review and feedback. We are always improving When I Work so knowing what is important to our Users is invaluable. Have a wonderful day! MR Melany R. DSP Mental Health Care Used the software for: Less than 6 months ### "Pros and Cons to When I Work" October 29, 2025 4.0 Easy, organized, and I will be recommending this to others. My staff easily understands what they gave to do, and the locations for clocking in and out is very accurate Pros The customer service was amazing when i requested tutorials to provide my staff. They gave me video tutorials and links, their chat system isnt a Bot its a real person. They get back to you very fast. Very helpful. I also like the timesheet reports, i do my billing off it and my clients love the lack of micro management it offers Cons When i enter schedules 3 months out, i have to manually confirm each one to properly post them. Thats the most tedious thing, my "confirm all future shifts" button dosnt work Review Source Response from When I Work November 4, 2025 Hi Melany, Shab here from When I Work. Thank you kindly for writing us a review! It's amazing to hear that you have had a great experience with our Customer Care team - they really rock! Thank you for providing us with your review and experience! Warmly, Shab MM Marie M. Manager Law Enforcement Used the software for: 2+ years ### "Successful Shift Tracking" June 20, 2025 5.0 Used multiple times a week and especially on my off days to ensure I am planning my coming shifts accordingly. Pros Great to see my shifts that are upcoming and the shifts of my coworkers. I’m able to see who is “on” when I am off which is helpful. Cons I feel like this app serves me and my coworkers really well. We are able to see across departments which is helpful to know who is working and will be available to answer the phone. I have good things to say! Review Source Response from When I Work June 26, 2025 Hi Marie, Thank you so much for taking the time to leave such a thoughtful review! We’re so glad to hear that the app is helping you and your coworkers stay connected across departments and plan ahead with ease. It’s great to know that being able to see who’s working, even on your days off, makes your day-to-day a little smoother! We really appreciate your kind words and are so happy the app is supporting your team in the ways that matter most. If you ever have ideas or feedback on how we can make your experience even better, we’re always here and happy to listen. Thanks again for being part of the When I Work community! Warmly, Dawn JC Jon C. Box Office Manager Performing Arts Used the software for: 2+ years ### "When It Works, It Works" February 10, 2025 4.0 It's been useful for us for years. It works well overall but has some issues, like schedules not showing up in the app at times, and doesn't have some features that we would like, like the ability to log staff in automatically when they're on the premises. Pros It's simple and easy to use. Allows us to manage schedules for our range of staff Cons It does not work for all of our staff. No automatic location login when on site. Schedules don't always appear in the app. Review Source Response from When I Work February 26, 2025 Hi Jon, Shanyce here from When I Work. Thanks for taking the time to provide awesome feedback on how When I Work has helped you and your team. Please don't hesitate to reach back out if anything else comes up. Have a great day! Kindly, Shanyce GB Gareth B. Office manager Facilities Services Used the software for: 2+ years ### "Reccomended" October 30, 2025 5.0 Positive, the PM's appreciate the level of detail and the lads understand its importance tracking time on site. Pros Cost effective way of tracking our team, costs and time on sites, helping the PM's track performance and budgets. Cons a little fiddly to use in the initial stages, the online guides are easy to understand. Not enough support available for end users on mobiles though Review Source Response from When I Work November 4, 2025 Hi Gareth, Shab here from When I Work. Thank you for writing us a review! We are thrilled to see that you have found the system cost-effective and that your team are all enjoying using When I Work! It's teams like yours that keep us motivated! Thank you for being a part of the When I Work family! Warmly, Shab EM Edward M. General Manager Events Services Used the software for: 2+ years ### "Modern and Easy to Use Staff Scheduling Platform, with Mobile Options" May 8, 2025 4.0 Prior to using , we were still very old school with staff scheduling done through spreadsheets and paper timecards. Our switch on a small scale to this platform, has expanded across many workgroups in our organization, allowing us to share staff and scheduling information easily. Pros Modern, easy to use, and streamlined user interface, with mobile options fully integrated. also offers easily scalable user packages and 24 hour ongoing technical support. Cons Some reporting functions require extra costs, and those that are available in the standard packaging are limited, offering little in the way of customization or configuration within their platform. Review Source Response from When I Work May 12, 2025 Thanks for the amazing feedback – it means the world to our tiny (but mighty!) team! sB shanti B. Medical assistant Health, Wellness and Fitness Used the software for: 6-12 months ### "Highly recommended" October 29, 2025 4.0 Overall, the software has truly automated many of our manual processes. The long-term benefits and easy to view all your team make it an outstanding. Highly recommended! Pros I have used WIW since past 6 months and it has been significantly improved my workflow efficiency. Thank you for making our work so easy. Cons To be honest I haven't encountered any problem so far. The user interface is clean, modern, and very intuitiveness to find your co-worker and easy to assess. WIW wine my heart. Review Source Response from When I Work October 31, 2025 We’re grateful for the awesome review! It’s exciting to hear that When I Work has made managing your team a breeze! ## Send me user reviews about this product ### Fill out the form and we'll send a list of the top-rated software based on real user reviews directly to your inbox. Talk to a Capterra advisor for free and get results within 15 minutes.