When I Work Review (Sep, 2024): Simplifying Shift Scheduling For Businesses
by Abhigyan
As a business owner or an entrepreneur, you realize how crucial efficient workforce management is for your business to thrive.
This becomes even more significant for managing remote employees as most businesses are now shifting to a remote/hybrid work culture.
Imagine a tool that not only simplifies employee scheduling but also boosts productivity and enhances communication within your team.
This is where When I Work comes in, a software designed to transform the way you handle scheduling, time tracking, and staff management.
But does it truly deliver on its promises? In this comprehensive review, we’ll dive deep into When I Work, exploring its features, benefits, and potential drawbacks.
Whether you’re a small business owner or manage a large team, read on to discover how When I Work can streamline your operations and take your workforce management to the next level.
Let’s begin!
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When I Work is a pioneering force in the realm of employee scheduling and time tracking software.
Founded in 2010 in Minneapolis, Minnesota, the company has steadily grown to become a go-to solution for businesses of all sizes.
At its core, When I Work offers a comprehensive suite of tools designed to simplify the often complex task of managing employee schedules, tracking time and attendance, and facilitating team communication.
The software caters to a wide range of industries, but it’s particularly popular among retail stores, restaurants, healthcare facilities, and service-based businesses.
These sectors often grapple with the challenges of shift work, variable schedules, and the need for clear, real-time communication with employees.
When I Work’s user-friendly interface and mobile-first approach make it an attractive option for businesses looking to streamline their workforce management processes.
Key Features of When I Work
1. Employee Time Clock App
The employee time clock app by When I Work is a modern solution that’s revolutionizing how businesses track attendance, manage schedules, and process payroll.
This time clock app turns any device – be it a smartphone, tablet, or computer – into a fully functional time clock.
This flexibility allows employees to clock in and out from anywhere, which is especially beneficial for remote or off-site workers.
The app provides real-time visibility into employee attendance, giving managers full control and insight into their workforce.
One of the standout features of the When I Work time clock app is its GPS functionality.
This feature ensures that employees are clocking in from the correct location, preventing issues like buddy punching or early clock-ins.
For businesses with multiple locations or job sites, this geofencing capability is invaluable in maintaining accurate attendance records.
The app goes beyond simple time tracking. It integrates seamlessly with scheduling software, creating a powerful duo that helps businesses control labor costs effectively.
When used together, the scheduling and time clock features can prevent employees from clocking in early or going into overtime unexpectedly.
Managers receive mobile alerts if employees are late or forget to clock out, allowing for quick intervention and better overall shift management.
Break management is another key feature of the When I Work time clock app. Employees can easily record their breaks with the click of a button, and managers can set break schedules for specific shifts.
This ensures compliance with labor laws and helps maintain productivity throughout the workday.
One of the most significant benefits of using a digital time clock app is its impact on payroll processing. The When I Work app integrates with various payroll providers, streamlining the entire payroll process.
Digital timesheets eliminate the need for manual data entry, reducing errors and saving time during each pay period.
Some businesses report being able to process payroll with a single click, dramatically reducing the administrative burden.
For businesses concerned about overtime, the When I Work app offers built-in overtime alerts and management tools.
Managers receive notifications when building schedules if an employee’s shifts would push them into overtime. They can also run reports to identify overtime trends and make quick adjustments as needed.
The When I Work time clock app is designed to be user-friendly and accessible. Employees appreciate the autonomy it provides, allowing them to manage their own clock-ins and clock-outs right from their phones.
This not only saves time but also empowers employees to take ownership of their schedules and time management.
2. Employee Scheduling Software
With When I Work employee scheduling software, companies can save up to 15 hours per week on scheduling their hourly employees, freeing up valuable time for other critical business tasks.
The core benefit of employee scheduling software is its ability to simplify the entire scheduling process.
Instead of juggling paper schedules or complicated spreadsheets, managers can use an intuitive app to build and share schedules in minutes.
This ease of use extends to employees as well, who can access their schedules, request time off, and even switch shifts directly from their smartphones or other devices.
One of the key features of modern scheduling software is its flexibility. Managers can create and adjust schedules from any device, ensuring they can respond quickly to changes or emergencies.
This mobile accessibility is particularly valuable for businesses with multiple locations or managers who are often on the go.
Employee scheduling software also helps businesses avoid being short-staffed. By providing a clear overview of team availability and shift coverage, managers can easily identify and fill gaps in the schedule.
This not only ensures smooth business operations but also helps maintain customer satisfaction by ensuring proper staffing levels at all times.
Another significant advantage of scheduling software is its ability to manage time-off requests efficiently.
Instead of dealing with a flood of emails or sticky notes, managers can handle all time-off requests within the app. This centralized approach reduces confusion and helps prevent scheduling conflicts.
Shift trading is another feature that both employees and managers appreciate. Staff members can propose shift swaps directly through the app, which managers can then review and approve.
This flexibility can lead to higher employee satisfaction and reduced absenteeism, as it allows workers to better balance their work and personal lives.
Perhaps one of the most valuable aspects of employee scheduling software is its ability to keep everyone informed and organized.
With all scheduling information in one place, there’s no need for constant phone calls or text messages to confirm shifts.
Employees always have access to their most up-to-date schedule, reducing confusion and missed shifts.
For businesses with fluctuating staffing needs, scheduling software can be a game-changer.
It allows for quick adjustments to the schedule based on business demand, helping to optimize labor costs while ensuring adequate coverage during busy periods.
Many scheduling software solutions, including When I Work, offer unlimited employee scheduling.
This means businesses can manage schedules for their entire workforce, regardless of size, without incurring additional costs. This scalability makes it an attractive option for growing businesses.
By centralizing all scheduling-related tasks – from creating shifts to managing time-off requests and shift trades – employee scheduling software creates a more efficient and transparent system.
It reduces the likelihood of errors, miscommunications, and scheduling conflicts, leading to a smoother operation overall.
3. Team Communication App
The Team Communication App, offered by When I Work, is a powerful tool designed to simplify and enhance workplace connectivity.
This innovative solution brings all team communication onto a single, secure platform, accessible via both web and mobile devices.
One of the primary advantages of this app is its ability to centralize all work-related communication.
Instead of juggling multiple channels like text messages, emails, and phone calls, employees and managers can rely on a single, dedicated app for all their workplace interactions.
This consolidation not only streamlines communication but also helps maintain a clear boundary between work and personal life.
The app offers versatile messaging options to suit various communication needs. Users can engage in one-on-one conversations or create group chats for team discussions.
This flexibility allows for efficient information sharing, whether it’s a private matter between a manager and an employee or a company-wide announcement.
Privacy is a key feature of the Team Communication App. It eliminates the need to share personal phone numbers, protecting employees’ privacy while still maintaining open lines of communication.
This aspect is particularly valuable in industries with high turnover rates or for businesses employing temporary or seasonal workers.
Real-time updates are another significant benefit of this platform. Managers can send messages to their entire team simultaneously, ensuring everyone receives the same information at the same time.
The app also provides read receipts, allowing senders to see who has viewed their messages and who might need a follow-up.
The app’s user-friendly interface makes it easy to sort, filter, and add employees to conversations. Users can quickly find team members alphabetically, simplifying the process of creating targeted group chats.
This feature is especially useful for managers who need to communicate with specific departments or shifts.
Notifications play a crucial role in keeping everyone informed. The app sends instant alerts for new messages, ensuring that important communications are not missed.
This real-time notification system is far more reliable than traditional methods like voicemails or emails, which can often go unchecked for extended periods.
Another advantage of the Team Communication App is its ability to maintain a record of all written communication.
This feature is invaluable for tracking important discussions, decisions, and instructions. It also provides a level of accountability and can be useful for resolving any misunderstandings or disputes.
The app’s integration with scheduling software is a significant plus for businesses using When I Work’s suite of tools.
This integration allows for seamless communication about shifts, time-off requests, and other schedule-related matters, all within the same platform.
By providing a centralized, secure, and efficient means of communication, the Team Communication App helps keep teams informed, engaged, and productive.
It eliminates the confusion and noise often associated with multiple communication channels, ensuring that important messages don’t get lost in the shuffle.
For managers, this app simplifies the task of keeping everyone on the same page, regardless of their location or shift.
For employees, it provides a clear and direct line of communication with their colleagues and supervisors, enhancing their ability to stay informed and connected to their workplace.
4. Payroll Management Software
One of the key features of When I Work’s payroll software is the ability to run payroll with a single click.
This eliminates the need for time-consuming manual data entry, syncing, or importing of timesheets.
The software integrates seamlessly with time tracking systems, ensuring that all employee hours are accurately recorded and ready for processing at any time.
Real-time payroll processing is another significant advantage offered by When I Work Payroll.
This feature allows businesses to see their true labor costs at all times, providing valuable insights for financial planning and decision-making.
With instant visibility into employee payroll expenses, companies can optimize their financial resources and plan for the future more effectively.
The software also takes the complexity out of handling payroll across different states and locations. This is particularly valuable for businesses with multiple branches or remote workers.
The system ensures full compliance with local labor laws, tax regulations, and wage requirements, reducing the risk of costly errors or legal issues.
Overtime calculations, which can be a headache for many businesses, are handled effortlessly by the software.
It takes into account varying pay rates, ensuring that employees are compensated fairly and accurately for their extra hours. This automation not only saves time but also reduces the likelihood of calculation errors.
Year-end tax reporting is another area where payroll software shines.
The system automatically generates accurate W2 forms for employees, eliminating the need for manual data entry and reducing the stress associated with year-end paperwork.
When I Work Payroll also offers robust reporting features. Businesses can monitor their payroll cash flow needs, understand payment distributions, and make informed decisions based on comprehensive payroll summary reports.
This level of insight is invaluable for financial planning and budgeting.
The software also simplifies PTO (Paid Time Off) management. It can automate the application of various PTO policies, ensuring that employee leave is accurately tracked and compensated.
This integration of time off management with payroll processing creates a more holistic approach to workforce management.
For businesses using QuickBooks Online, When I Work Payroll offers seamless integration.
This feature allows for easy synchronization of payroll data with the company’s accounting system, further streamlining financial operations.
One of the standout features of When I Work Payroll is its customer support. The company offers unparalleled support from in-house dedicated payroll experts.
These specialists have over 10 years of payroll experience and provide personalized solutions tailored to each business’s unique needs.
This level of support ensures that companies can maximize the benefits of the software and quickly resolve any issues that may arise.
When I Work Pricing Plans
When I Work offers three distinct pricing plans to cater to businesses of various sizes and needs: Essentials, Pro, and Premium.
Each plan is designed to provide specific features and benefits, allowing companies to choose the option that best fits their requirements and budget.
The Essentials plan, priced at $3 per user per month, is tailored for businesses looking to save time on scheduling and improve team communication.
This entry-level option includes a robust set of features such as unlimited users, auto scheduling, multi-week and multi-location scheduling capabilities, schedule templates, and forecast tools.
It also offers in-app team messaging, OpenShifts and shift swapping functionalities, access to a Help Center with live chat support, and integrations with payroll and POS systems.
The Essentials plan is an excellent choice for smaller businesses or those just starting to implement digital scheduling solutions.
Moving up to the Pro plan at $5 per user per month, businesses gain access to more advanced scheduling and customization options.
This plan includes everything from the Essentials package and adds features like advanced scheduling, scheduling rules, role permissions, and labor sharing.
It also introduces custom unit forecasting, the ability for staff to report callouts within 24 hours, custom reporting capabilities, and the option to allow overlapping OpenShifts.
The Pro plan even offers the flexibility to toggle between time zones, making it ideal for businesses operating across different geographical locations or those requiring more sophisticated scheduling tools.
For larger, more complex organizations, the Premium plan at $7 per user per month provides the most comprehensive set of features.
Building upon the Pro plan, Premium adds API key access, webhooks, and SAML/SSO (Security Assertion Markup Language/Single Sign-On) capabilities.
These advanced technical features allow for deeper integration with other business systems and enhanced security measures, making it suitable for enterprises with more complex IT infrastructures and stringent data protection requirements.
All three plans include time tracking and attendance features, which are essential for accurate payroll processing and labor cost management.
This consistency across plans ensures that even businesses opting for the basic Essentials package have access to crucial time management tools.
Each plan offers a free trial, allowing businesses to test the features and functionality before committing to a subscription.
This trial period is valuable for companies to assess whether the chosen plan meets their needs and to familiarize themselves with the platform’s interface and capabilities.
The pricing structure of When I Work is designed to be scalable, accommodating businesses as they grow and their needs evolve.
The per-user pricing model provides transparency and allows companies to easily calculate costs based on their workforce size.
This approach also offers flexibility, as businesses can adjust their subscription as their team expands or contracts.
When I Work Integrations
When I Work offers a variety of integrations that enhance its functionality and make it a versatile tool for businesses of all sizes.
These integrations span several categories, including payroll, point of sale (POS) systems, business operations, and on-demand pay, allowing businesses to streamline their operations and improve efficiency.
Gusto is a popular option that helps businesses onboard, pay, insure, and support their teams. It’s an all-encompassing tool that integrates smoothly with When I Work, ensuring that payroll processes are efficient and accurate.
Run powered by ADP is another great choice, offering a simplified approach to payroll and HR with a robust set of tools backed by ADP’s expertise in small business solutions.
ADP Workforce Now provides an all-in-one platform that covers payroll, HR, time tracking, talent management, and benefits, making it a comprehensive solution for larger businesses.
Square Payroll is perfect for those looking to manage payroll, pay taxes, and stay compliant with regulations, allowing business owners to focus more on their core operations.
Paychex offers tailored HR solutions for any business size, helping companies grow by managing payroll and HR tasks efficiently.
QuickBooks Online is well-known for its bookkeeping capabilities, but it also offers payroll integration, providing smarter tools and assistance to keep businesses confident in their financial management.
For Point of Sale (POS) systems, When I Work integrates with several popular options. Square POS is built to support various business types, from retail to restaurants, offering a flexible and reliable POS solution.
Clover POS provides powerful, customizable systems tailored to different business needs, ensuring that transactions are smooth and efficient.
Lightspeed (Retail X) focuses on time-saving tools, automations, and insights that help businesses operate more effectively, making it a strong choice for retailers looking to optimize their sales processes.
For business operations, When I Work integrates with tools like Workday, which empowers employees and helps businesses adapt to the future of work.
Zapier offers easy automation, moving information between apps automatically so that businesses can focus on what matters most.
Crew is a digital workplace platform designed to streamline operations for organizations with frontline employees, enhancing communication and task management.
Finally, in the category of on-demand pay, Clair stands out by empowering employees with flexible access to their earnings at the end of each shift, without changing the payroll process.
This integration supports employee satisfaction and financial wellness, allowing businesses to offer a valuable benefit to their workforce.
Final Thoughts On When I Work
When I Work offers a comprehensive suite of tools that revolutionize workforce management for businesses of all sizes.
From its robust employee scheduling software to its intuitive time clock app and seamless team communication platform, When I Work addresses the core challenges of managing a shift-based workforce.
The software’s user-friendly interface, mobile accessibility, and powerful features like GPS-enabled clock-ins and integrated payroll processing make it a standout solution in the market.
By streamlining scheduling, time tracking, and team communication, When I Work helps businesses save time, reduce labor costs, and improve overall operational efficiency.
The potential for significant savings in both time and money, coupled with improved employee satisfaction and accountability, makes it an attractive option for businesses looking to optimize their workforce management processes.
However, as with any software solution, the true test of its value lies in how well it integrates with your specific business needs and processes.
This is where When I Work’s 14-day free trial becomes invaluable.
It provides an opportunity to explore all the features firsthand, test its compatibility with your existing systems, and see how it can benefit your unique business operations.
No credit card is required, so you can explore the platform without any financial commitment.
Whether you’re a small business owner looking to streamline your operations or a manager in a larger organization seeking to improve workforce efficiency, this trial period can help you make an informed decision about implementing When I Work in your business.
When I Work FAQ
1. How Many Employees Can I Schedule with When I Work?
There’s no limit to how many employees you can schedule with When I Work.
2. Why Choose When I Work as Your Employee Scheduling App?
When I Work put the shift at the center of what they do. You can create the work schedule in minutes, notify your team instantly, and easily find replacements when needed.
3. How many employees can I track on the time clock?
You can track employee time for everyone on your team with the When I Work time clock app.
4. Does the When I Work time clock app track location?
Yes, the When I Work app tracks employee locations. By enabling GPS clock in, you can ensure that employees are punching in at your workplace or job site address based on the GPS location on their phones.
5. How do I check my timesheet in When I Work?
You can check your timesheet by opening the When I Work app, navigating to the Attendance tab, and selecting the pay period you would like to view.
6. Does the When I Work time clock integrate with my payroll provider?
Yes, When I Work integrates with payroll providers, point of sale software, business operations solutions, and more. The integrated employee schedule and time clock make it easy for you to reduce errors and save time during payroll processing.
7. Can I change plans at any time?
If you are paying month-to-month, you can change your plan anytime. Just log in to your account, click on the gear, and choose “Account & Billing” to see your options.
8. What payment options are available?
When I Work accepts Visa, Mastercard, and American Express. They don’t accept PayPal for now, and payments are only accepted online.
9. What web browsers work best with When I Work?
Chrome, Firefox, Safari, and Edge are recommended for the best experience.
10. Are there long-term contracts?
No, When I Work is offered as a pay-as-you-go service. You can pay month-to-month or pre-pay annually.
11. Does When I Work handle time-off requests?
Yes, When I Work includes features for managing time-off requests efficiently.
12. Can I set up overtime alerts?
Yes, When I Work provides overtime alerts to help manage labor costs.
13. Is there a limit to how far in advance I can schedule?
There’s no limit to how far in advance you can create schedules in When I Work.
14. Is When I Work suitable for multiple locations or departments?
Yes, When I Work can handle scheduling for multiple locations or departments within an organization.
15. Can I use When I Work for free?
You can start by signing up for a free 14-day trial. Then you can navigate to the Account & Billing page in the app to choose the plan that fits you best.
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Abhigyan Mahanta
Hi! I’m Abhigyan, a passionate remote web developer and writer with a love for all things digital. My journey as a remote worker has led me to explore the dynamic landscape of remote companies. Through my writing, I share insights and tips on how remote teams can thrive and stay connected, drawing from my own experiences and industry best practices. Additionally, I’m a dedicated advocate for those venturing into the world of affiliate marketing. I specialize in creating beginner-friendly guides and helping newbie affiliates navigate this exciting online realm.
