UNIVERSITY EMPLOYEE SCHEDULING SOFTWARE
Simplify your higher education faculty scheduling
Sign up and start scheduling for free now, or check out more of our awesome features below.
Start scheduling and tracking time today.
Makes payday a breeze with easy payroll integration.
Control costs with pay rules and schedule integration.
Turn any device into an employee time clock for your student workforce.
College scheduling software
Schedule your college employees with ease
Streamline your higher education operations and increase efficiency with better employee scheduling. Your college workers will be notified of new shifts and can confirm them, so you know they’ve seen the schedule. Make changes quickly to adjust for callouts and empower your employees to manage their schedule with OpenShifts and shift swapping. You can save up to 15 hours a week with better college scheduling software.
College staff time clock and timesheets
Higher education employee time tracking has never been easier
Track attendance, breaks, and time off with ease. The integrated time clock and schedule save time and reduce human error during payroll. Control labor costs with real-time overtime alerts and in-depth reporting.
College employee team messaging
Team chat app for a connected campus workplace
All team communication and collaboration is on one secure platform. Message employees one on one, in groups, or all at once. Protect the privacy of your workers with communication that doesn’t require you to share their phone numbers.
Martha Rossini Olson
Sweet Martha’s Cookies
Customer since 2012
Control labor costs
Get real-time visibility into your labor costs.
Ensure cost-effective shift coverage that matches qualifications and availability with business needs. Prevent overtime before it happens with alerts, thresholds, and limits. Customers have reported seeing savings as large as:
20%
Decrease in labor costs
8x
Time saved scheduling
3x
Reduction in employee no-shows
EMPLOYEE SCHEDULING SOFTWARE FOR ANY INDUSTRY
Glowing reviews from our clients in education
30
No. of Employees
3
Hours Saved Per Week
3+
Years Using When I Work
When I Work is a perfect fit for Queensland University of Technology
30
No. of Employees
3
Hours Saved Per Week
3+
Years Using When I Work
Milwood Commons Preschool and Childcare is committed to providing a place where children, ages infant through five, can grow and develop physically, emotionally, socially, and spiritually.
"It's a massive time saver from doing all the same work by hand. PLUS, the customer service is hands down the best and quickest I've ever worked with."
– Esther Bouwman , Director
Scheduling for multiple classrooms week to week manually was time-consuming and prone to error. Since Esther switched to When I Work scheduling is now as easy as clicking and dragging. She loves that she can sort and view any combination to make sure everywhere is covered. Automatically calculating hours and labor costs helps her stay on top of her labor budgets and cuts down on human error when calculating payroll. Her whole team also loves using When I Work because it keeps them all on the same page and they can manage their own schedules.
Products Used
Scheduling
Attendance
50
No. of Employees
4
Hours Saved Per Week
95%
Task Completion Rate
Switching to Tasks Saved 4 Hours a Week
50
No. of Employees
4
Hours Saved Per Week
95%
Task Completion Rate
Sault College of Applied Arts & Technology is located in Sault Ste. Marie, Ontario, Canada and has been delivering an empowering education to students for the last five decades.
"If something does go wrong, I’ve got it at my fingertips."
– Lua Turcotte , Operation Manager
Sault College of Applied Arts & Technology is located in Sault Ste. Marie, Ontario, Canada and has been delivering an empowering education to students for the last five decades. The Student Life Center is a bar and restaurant in the Student Union with 50 student workers. Lua Turcotte is the Operations Manager at the Student Life Center. Prior to using When I Work to manage tasks, she was printing multiple Excel spreadsheets full of tasks to be completed every day. This process was very time-consuming, taking Lua up to 5 hours each week. To make matters worse, employees weren’t completing tasks consistently because they were forgetting to complete tasks on the paper checklists. Lua decided she needed to change her task management process. When setting up Tasks in When I Work, she had her staff create a KPI for task completion rates. The staff members set an aggressive goal of 80% task completion for every shift. By being able to complete tasks on their phones, Lua has seen increased accountability with staff and they achieved a 95% completion rate at the end of the training period. Lua is now spending less than an hour a week on task management and appreciates having a digital task list on her phone, saying “If something does go wrong, I’ve got it at my fingertips.".
Products Used
- Scheduling
Tasks
280
No. of Employees
18
Hours Saved Per Week
90%
Reduction on Time Spent
SJSU Simplifies Student Workers Schedules
280
No. of Employees
18
Hours Saved Per Week
90%
Reduction on Time Spent
The Community Desk Specialist is responsible for the scheduling of the 200+ Office Assistants that support the Front Desk operations that are 24/7.
"It saved us SO MUCH TIME."
– The Community Desk Specialist
The Community Desk Specialist is responsible for the scheduling of the 200+ Office Assistants that support the Front Desk operations that are 24/7. On top of the front desk operations, University Housing Services has an additional 80+ student assistants that work on the administrative side. Efficiency and accuracy are critical in an environment like San Jose State University, a thriving higher education setting with 36,000 students (4,000 of which live on campus), 6 buildings with 24-hour staffed desks every day of the week, and up to 280 student employees at a time. Prior to implementing When I Work, the Community Desk Specialist spent much of their time struggling to keep up with shift swaps, payroll, accurately tracking over time, and managing various scheduling limitations. That is when University Housing Services turned to When I Work to manage shifts and attendance—all on one platform with accuracy and efficiency. When I Work cut down the scheduling process from 20 hours to 2 hours per week— a 90% reduction in time spent. With Auto Scheduling dramatically reducing the time spent managing employees’ time, it takes just 1 person and 2 student assistants to manage the entire schedule. Features like Auto Scheduling and the ability to create templates for each building and every shift, means with the hit of a button, conflicts are immediately addressed, unique scheduling limitations for students are incorporated, and overtime is accounted for. The Community Desk Specialist can now focus their attention and energy on long-term strategic goals, improving processes with the front desk operations that will help the university’s vision to better serve students and the community. The ease and accuracy give peace of mind that employee scheduling, pay, and shifts are running smoothly without the time impact of manually managing each building and employee.
Products Used
- Scheduling
- Attendance
Scalable Work Schedule Maker
Built to scale across single or multiple locations.
When I Work is easy to adopt for teams of any size, and is built to scale across one or many locations. Start with a single location or team today, and scale to hundreds within weeks.
TIMESHEETS INTEGRATE DIRECTLY WITH PAYROLL
Processing payroll can be easier and more reliable.
Export employee timesheets and process payroll quickly with integrations to your favorite payroll provider.
Loved by millions around the globe
1 in 10 employees have used When I Work.
When I Work is rated 
by our customers on Capterra.
Free time clock and scheduling Apps
A powerful duo. An integrated time clock and work schedule.
Control Labor Costs
Manage labor costs in real-time with labor distribution reports. See where your worked labor cost was spent and fond out where your labor budget is being allocated. You can break it down by position, schedule, and job site.
Simplify Payroll
Streamline your payroll process by importing your timesheets. When I Work integrates with your favorite payroll providers to make it simple. Reduce errors and save every pay period.
Labor Budgeting
Manage your labor budget with simple tools. Set percentage targets and see the difference between hours scheduled and hours worked. It’s built right into the schedule to help you keep track.
Prevent Overtime
Receive overtime alerts and run labor reports to easily manage overtime. Get alerts when building the schedule to avoid giving an employee shifts that would pus them into overtime. Use reports to see latest trends and quickly adjust the schedule if needed when an employee is approaching overtime hours.
Break Management
Easily manage employee breaks with the click of a button. Set breaks for certain shifts and let employees report paid breaks at clock out. Employees can also record unpaid breaks easily.
