HIGHER EDUCATION STAFF SCHEDULING SOFTWARE
Staff scheduling software for universities and campuses
Universities and colleges run on coordinated schedules across campus security, facilities, dining services, and student support teams. When I Work helps administrators build staff schedules quickly using university scheduling software designed for campus operations. Adjust coverage as needs change and keep employees informed across every shift.
Create a campus work schedule in minutes, notify staff instantly, and keep operations running smoothly across your institution.
Start scheduling and tracking time today.
PAYROLL INTEGRATIONS
Simplify payroll for campus teams
Export accurate timesheets directly to your payroll provider. When I Work keeps scheduling and time tracking together so administrators can review hours, approve timesheets, and run payroll without chasing corrections across departments.
LABOR COST CONTROL
Keep campus staffing aligned with budgets
Track scheduled hours across campus security, facilities, dining services, and student support teams. With clear visibility into staffing levels, supervisors can adjust coverage as demand changes and keep labor costs aligned across departments.
EMPLOYEE TIME CLOCK
Turn any device into a campus time clock
Let employees clock in from their phones, tablets, or shared kiosks. The built-in time clock works alongside the schedule, allowing administrators to track attendance, breaks, and shift coverage across the entire campus.
ACADEMIC SCHEDULING SOFTWARE
Staff scheduling for academic institutions
Colleges and universities rely on coordinated schedules across security teams, facilities staff, dining services, and student support departments. When I Work helps administrators and supervisors build staff schedules quickly so every shift stays covered.
Unlike traditional academic scheduling software used for course timetables, When I Work focuses on staff scheduling for teams on higher ed campuses. Publish schedules instantly, fill open shifts when call-outs occur, and let employees swap shifts directly in the schedule.
EDUCATION STAFF TIME CLOCK AND ATTENDANCE
Track staff attendance across colleges and campuses
Education organizations need clear visibility into who is working each shift. The time clock lets staff clock-in from their phones or a shared device, while administrators track attendance, breaks, and time off in one place.
Overtime alerts and attendance records help education teams monitor hours worked and keep staffing aligned across departments and campuses.
Martha Rossini Olson
Sweet Martha’s Cookies
Customer since 2012
CAMPUS WORKFORCE MANAGEMENT
Keep campus teams staffed and schedules running smoothly
Coordinating staff schedules across a busy campus can quickly become time-consuming. When I Work helps education administrators build schedules faster, maintain reliable shift coverage, and respond quickly when staffing needs change.
When I Work acts as an easy-to-use campus workforce management system that helps administrators coordinate staff coverage across buildings, departments, and shifts.
Many colleges and universities report results such as:
20%
decrease in labor costs
8x
time saved scheduling
3x
reduction in employee no-shows
CAMPUS SCHEDULING SOFTWARE
Coordinate staff across campuses, departments, and facilities
Universities and colleges often manage teams across multiple buildings, departments, or campuses. When I Work helps administrators coordinate staff schedules across locations while keeping clear visibility into who is working where.
Assign shifts by department or campus, share eligible employees across locations, and view coverage for facilities, security, dining, and student services teams in one schedule. It’s campus scheduling software designed to help education teams stay organized as operations grow.
EDUCATION TEAM MESSAGING
Keep campus teams connected across every shift
Campus operations rely on quick communication between security teams, faculty, dining services, and student support departments. Built-in team messaging lets administrators and supervisors send schedule updates, coverage requests, or shift reminders instantly.
Staff can message coworkers or supervisors directly in the app, keeping scheduling and communication in one place without sharing personal phone numbers.
EDUCATION SCHEDULING SUCCESS
Trusted by higher education teams
Education teams rely on When I Work to coordinate staff schedules, manage student employees, and keep campus operations running smoothly.
70
employees
2
hours saved per week
87+
job sites
University team reduces scheduling admin and improves communication
70
employees
2
hours saved per week
87+
job sites
Queensland University of Technology needed a more efficient way to manage staff scheduling and communication across a growing team. Coordinating schedules by email was taking up a significant portion of the day and making it difficult to keep everyone aligned.
"Our staff love it. They get instant notifications, can respond easily, and always know when they’re working. It takes seconds to create and adjust schedules, and there’s no more back-and-forth over email."
– Jennifer Packer , School Experience Officer
As staffing demands increased, the existing process became harder to manage. Schedules were slow to update, communication was fragmented, and administrators were spending too much time handling changes manually.
With When I Work, scheduling and communication are handled in one place. Managers can build and update schedules quickly, notify staff instantly, and keep coverage aligned across departments and locations.
Products Used
Scheduling
Attendance
50
employees
4
hours saved per week
95%
task completion rate
College student workforce improves scheduling and task management
50
employees
4
hours saved per week
95%
task completion rate
Sault College’s Student Life Center manages a team of student employees working in a busy campus bar and restaurant. Previously, daily tasks were tracked using printed spreadsheets, which required hours of manual preparation each week.
"If something does go wrong, I’ve got it at my fingertips."
– Lua Turcotte , Operation Manager
By moving scheduling and task tracking into When I Work, the operations team reduced administrative work and improved accountability across every shift. Student employees now complete tasks directly from their phones, helping supervisors track progress in real time.
Products Used
- Scheduling
Tasks
280
employees
18
hours saved per week
90%
reduction in scheduling time
University housing team simplifies student staff scheduling
280
employees
18
hours saved per week
90%
reduction in scheduling time
San Jose State University manages more than 280 student employees who support residence hall operations across multiple buildings, providing 24/7 coverage.
"It saved us SO MUCH TIME."
– The Community Desk Specialist , University Housing Services
Before using When I Work, administrators spent nearly 20 hours each week coordinating schedules, managing shift swaps, and tracking overtime across different buildings.
With When I Work, schedules can be created using templates and auto-scheduling tools that account for student availability and shift requirements. What once took 20 hours now takes about 2 hours each week.
Products Used
- Scheduling
- Attendance
EDUCATION AND CAMPUS TEAMS WE HELP SCHEDULE
Staff scheduling across higher education operations
Universities and colleges rely on coordinated schedules across departments, facilities, and shift-based teams. When I Work helps administrators manage campus staff scheduling across academic and operational departments, keeping coverage aligned throughout the day.
EDUCATION PAYROLL AND TIMESHEETS
Payroll-ready timesheets for campus staff scheduling
Campus operations often rely on a mix of full-time staff, student employees, and shift-based teams working across different departments. When I Work keeps time tracking and staff scheduling together so administrators can review hours worked, approve timesheets, and export payroll-ready data without sorting through spreadsheets.
Accurate timesheets help campus teams reduce payroll errors, track staff attendance, and stay organized during busy academic terms and events.
When I Work integrates with your favorite payroll providers:
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Loved by millions around the globe
1 in 10 employees have used When I Work.
by our customers on Capterra.
EDUCATION STAFF SCHEDULING TOOLS
Time tracking and scheduling built for campus operations
Campus teams often coordinate staff across facilities, security, dining services, and student support departments. When I Work combines staff scheduling and time tracking, enabling administrators to manage campus operations more efficiently.
Staff coverage visibility labor costs across plumbing jobs
See how staff hours are distributed across departments, shifts, and campus locations. Clear reporting helps administrators understand staffing levels and keep campus teams properly covered.
Payroll-ready timesheets
Review staff hours and export accurate timesheets directly to your payroll provider. Clear records help education teams reduce errors and keep payroll processing simple.
Labor budget tracking
Compare scheduled hours with hours worked to keep staffing aligned with budgets during busy academic terms, events, and seasonal campus activity.
Overtime alerts
Get notified when scheduling shifts that may push staff toward overtime. Early alerts help administrators adjust schedules before payroll costs increase.
Break and attendance tracking
Track staff attendance and breaks directly through the time clock so supervisors can keep accurate records across shifts and departments.
Substitute coverage scheduling
Post open shifts quickly and allow qualified staff to claim them, helping education teams manage coverage when schedules change.
