ALL-IN-ONE WORKFORCE MANAGEMENT SOFTWARE

Q: What is employee scheduling software and how does it work?

Employee scheduling software is a digital tool that helps managers create, share, and adjust work schedules in less time. With When I Work, you can assign shifts, approve time off, and track attendance from one place instead of juggling spreadsheets or group texts. The system automatically updates everyone’s schedule in real time, so employees always know when and where they’re working, reducing confusion, missed shifts, and last-minute chaos.

Q: How does workforce scheduling help reduce labor costs?

Workforce scheduling tools, such as When I Work, provide managers with real-time visibility into staffing levels and labor budgets. You can forecast busy periods, prevent overtime , and fill open shifts faster, all from your phone or desktop. For industries with fluctuating demand, such as restaurants , healthcare , and retail , these insights mean you’re never under- or over-staffed. Over time, smarter scheduling leads to lower labor costs, better coverage, and happier employees.

Q: Can I use When I Work for time and attendance tracking, too?

Yes. When I Work includes built-in time and attendance software, so you don’t need to manage multiple systems. Employees can clock in or out directly from their phones, using GPS and geofencing technology to prevent time theft and prevent unauthorized clock-ins when needed, or just turn any device into a secure time clock. Managers can review timesheets, approve breaks, and export accurate payroll data in seconds, or integrate directly with top payroll providers. It’s a complete attendance solution designed to save time and improve accuracy across every shift.

Q: Is When I Work suitable for teams across multiple locations or job sites?

Absolutely. When I Work is built for deskless and shift-based teams who need to stay connected across different job sites, stores, or departments. Managers can view who’s clocked in, fill shifts, and message employees instantly, all from one dashboard. Employees can clock in from any approved location, check schedules, and request time off right from the app. It’s ideal for teams that move between sites or manage multiple locations and need real-time visibility without extra admin.

Q: What industries benefit most from workforce scheduling software?

When I Work is trusted across dozens of industries where shift work is essential, including restaurants, retail, healthcare, construction , education , and hospitality brands, such as hotels and resorts . Managers in these fields use workforce scheduling software to organize complex schedules, minimize absenteeism, and provide employees with greater control over their shifts. Whether you’re running a coffee shop, clinic, or call center , When I Work helps you manage people and time with less stress. →View All Industries

Q: How does When I Work pricing compare to other scheduling software?

When I Work offers simple, transparent pricing that fits businesses of all sizes. Plans start at just $2.50 per user per month, and unlike most competitors, features like time tracking, team messaging, and integrations are all included. Pricing is flexible and scales with your team size. You pay in affordable user tiers, so you only pay for what your business actually needs. No long-term contracts or hidden fees. You can also adjust your plan at any time or use hibernation options during seasonal downtime, making it perfect for businesses that scale up or down throughout the year. Pricing is billed in user tiers of five, keeping costs predictable and fair for every team. It’s flexible, affordable, and built to scale with your growing team. →See Pricing Plans

Q: Can I try When I Work for free?

Yes, you can try When I Work free for 14 days with full access to every feature. That includes scheduling , time tracking , and team messaging , so you can see firsthand how much faster and simpler managing your workforce becomes. No credit card is required, and you can upgrade, downgrade, or cancel at any time. Most businesses find they save hours every week before their trial even ends. →Start Free Trial

Spend less time building the schedule and more time running your business

When I Work is built for shift-based teams who work on the floor or in the field. You’ll get easy scheduling, integrated time tracking, and team messaging that your managers and employees will actually use.

Manage your entire shift in one app

When I Work is the workforce management app that gets your team on the same page. Whether you’re managing a single restaurant or coordinating distributed call centers, you’ll get the real-time visibility you need. You can approve time-off requests, track live attendance, and share updates instantly to keep your shift-based workplace on track.

EMPLOYEE SCHEDULING SOFTWARE

Schedule faster

Spend less time manually assigning shifts and more time growing your business. You can build schedules in minutes, offer OpenShifts to fill gaps, and notify your team instantly. No more phone tag or manual follow-ups.

Explore employee scheduling

TIME AND ATTENDANCE

Track time easier

Combine your schedule with built-in time tracking to reduce human error and control labor costs. When I Work employee management software uses GPS clock-ins and geofencing and makes payroll easier than ever.

Explore time and attendance

BUILT-IN TEAM MESSAGING

Communicate better

Stop relying on fragmented text chains. Use team messaging to send shift reminders, announcements, and direct messages exactly where your employees check their schedules. It’s the simplest way to keep a shift-based workplace connected and informed.

Explore team messaging

Simplify shift work for hardworking teams

Cut operational chaos, lower labor costs, and improve retention with When I Work. Move beyond manual tools to give your staff instant access to schedules and time tracking. Everything updates in real time, so your whole team stays aligned without the need for constant manual follow-up or messy group texts.

“When I Work has drastically reduced the time it takes to make a schedule. I save 14 hours a week now!”

YSU Mathematics Assistance Center

Explore Workforce Scheduling Tools

screenshot of When I Work scheduling tool

Choose the workforce platform that grows with your business

When I Work is designed to scale from a single storefront to a multi-location operation. Whether you’re managing five employees or a workforce of 500, your team stays in sync so you can focus on the next shift.

Create high-performance schedules in one click

Eliminate the manual effort of shift planning. Our smart auto-scheduler uses workforce management app data to match shifts with the right employees based on their eligibility, availability, and preferences, ensuring peak coverage with zero conflicts.

Explore Auto Scheduling

Plan your budget with real-time intelligence

Stop guessing at your staffing needs. Use integrated labor forecasting to gain confidence in your budget. By comparing scheduled hours against future demand, you can protect your profit margins and prevent overstaffing before it happens.

Explore Labor Forecasting

Centralized control across every job site

Oversee every department and team from a single app. As a complete employee management software, When I Work allows you to customize permissions and workflows across multiple sites, making it easier than ever to maintain standards as you scale.

Explore Multi-Location Management

Check Out Our Pricing Plans

EMPLOYEE MANAGEMENT SOFTWARE THAT DOESN’T KEEP YOU TIED TO THE DESK

Manage your entire team from the palm of your hand

Wherever your team works, whether in-store, on-site, or across multiple locations, When I Work is the tool built for the reality of your workday. Your supervisors and staff stay connected, ensuring total accountability without tying anyone to a desktop or a messy breakroom corkboard.

Approve time-off requests, fill open shifts, and review swaps in seconds
Track live clock-ins and prevent early arrivals with GPS-enforced geofencing
Send real-time updates and announcements without the need for personal phone numbers
Give your team the flexibility to manage their own shifts while seeing every update reflected instantly

“It saves me 8 hours a week. Instead of texting back and forth, employees can swap shifts in the app. All I do is approve the swap.”

– Dangerous Man, Customer Since 2015.

See it in action

READY IN MINUTES, NOT MONTHS

Unbelievably fast to set up. Ridiculously easy to use.

Set up your employee management tool in minutes, with no IT department or intensive training required. Because When I Work is designed for shift-based teams, managers and staff can adopt it immediately.

The platform is built to be as agile as your business, providing a reliable workforce management app that’s ready to go the moment your team needs it.

ALL-IN-ONE APP WORKFORCE MANAGEMENT PLATFORM

Connect your schedule to everything else Rippling has to offer

Since When I Work is part of Rippling’s all-in-one platform, you can add payroll, HR, and benefits and have fewer tools to manage. You’ll also save with one bundled price instead of separate subscriptions.

Add a new hire to scheduling, payroll, and benefits in one step
Flag early clock-ins, unapproved shifts, and late arrivals
Compare scheduled vs worked hours
Run error-free payroll in 90 seconds
Unlock the rest of Rippling, including Compliance, PEO, HR Services, Recruiting, and more

PROVEN ACROSS EVERY INDUSTRY

Keep things moving in any business

When I Work is designed for the people on the floor, behind the counter, and in the field. It adapts to your specific workflow, turning daily coordination into a competitive advantage.

Manufacturing

On factory floors, production leads use our workforce management app to verify attendance before the first line starts, ensuring every station is staffed and productive without the manual clock-in delay.

View Manufacturing

Catering & Events

Caterers and event coordinators can fill unexpected vacancies or handle last-minute gaps directly from their phones, maintaining high service levels even when staffing plans change on site.

View Catering

Franchises

Franchise managers can post schedules, approve shift swaps in seconds, and maintain labor compliance across multiple territories, all from a single, intuitive dashboard.

View Franchises

Dental Practices

At dental practices, office managers can review availability and confirm tomorrow’s staffing levels before closing up, ensuring a better patient experience every morning.

View Dental

View All Industries

Join over 200,000 workplaces who trust When I Work

Millions of employees and managers rely on When I Work as their employee management tool of choice. It’s built specifically to simplify shift-based work, helping you track attendance, improve communication, and stay focused on your business instead of your scheduling.

“It’s drastically reduced the time it takes to make a schedule or track attendance. I save 14 hours a week now!”

YSU Mathematics

Assistance Center

“In my 34 years in the service industry, this is the most convenient way for a team to coordinate.”

Michael H.

Restaurant manager

“We wouldn’t be able to run all 3 gyms as smoothly without When I Work. It allows employees to drop and pick up shifts…it also allows employees to do their time-off requests. It keeps everything in one place so nothing is lost.”

Shawn Foszcz

Burn Boot Camp

“It’s simple and straightforward. It is quick and easy for the head trainers to schedule staff.”

Chelsea Balcom

F45

“We have been using When I Work for 2 years now and it has been a godsend. I highly recommend using When I Work, it’ll streamline your weekly scheduling duties.”

Michelle Eason

Houndstown

“It’s super nice to just be able to add a shift, put the time in, put the name in, and you’re good to go.”

Olivia

BlackStack Brewing

Read Customer Stories

Save time with everything you need, all in one place

Get the high-performance tools required to lead a modern, shift-based workforce. As your all-in-one employee management tool, When I Work helps you control labor costs, reduce absenteeism, and improve retention.

THE WORKFORCE MANAGEMENT PLATFORM LEADER

Take advantage of award-winning software

Leading industry groups have recognized When I Work for setting the standard in workforce management software. Our commitment to building a more connected, efficient workplace has earned us top honors for usability, scalability, and customer satisfaction.

Achievement in HR Technology

Best SMB-Focused Solution

Operation Management Solution & Business Technology Solution

Workforce Management Solution GOLD GLOBEE® WINNER

Best Advance in HR or Workforce Management Technology for Small and Medium-Sized Businesses

What does it mean for you? You’ll get a workplace management solution that works from day one, backed by experts who understand the real-world challenges of managing shift-based teams.

Pick straightforward plans with real value

Try When I Work free for 14 days and see how simple employee management software is. You’ll get full access to the core tools you need to manage your team effectively.

There are no long-term contracts, no hidden surprises, and no enterprise-only paywalls.

See Pricing

Smart answers for real workforce challenges

Do you have questions about how When I Work fits your team? You’re not alone. From restaurant owners to healthcare managers and retail supervisors, leaders across various industries ask how to schedule more efficiently, save time, and ensure every shift runs smoothly. Here’s what they want to know, and how we help.