SEASONAL EMPLOYEE SCHEDULING SOFTWARE
Build a seasonal schedule without the staffing chaos
Seasonal businesses move fast. Hiring spikes, schedules change weekly, and every shift matters during peak demand. When I Work helps you build a seasonal work schedule, coordinate temporary staff, and keep your seasonal workforce organized across every shift.
Start scheduling and tracking time today.
SEASONAL PAYROLL SYNC
Export seasonal hours to payroll in minutes
Seasonal teams generate many timesheets. When I Work tracks every shift, break, and overtime change so you can export accurate hours directly to payroll.
View Payroll IntegrationsLABOR COST CONTROL
Keep seasonal labor costs under control
Seasonal demand changes quickly. Set pay rules, track overtime before schedules go live, and prevent costly staffing mistakes during peak periods.
See How Staff Scheduling WorksMOBILE TIME CLOCK
Turn any device into a seasonal time clock
Seasonal employees can clock in from their phone or a shared kiosk. GPS and photo verification help ensure every shift starts with the right person in the right place.
Explore Time TrackingSeasonal scheduling software
Schedule your seasonal employees with ease
Seasonal businesses deal with constant change. New hires come in quickly, shifts change week to week, and every open shift matters during peak demand. When I Work helps you build a seasonal schedule in minutes, notify employees instantly, and see who has confirmed their shifts.
When plans change, update the schedule quickly, post open shifts, or allow shift swaps to keep coverage consistent across your seasonal workforce.
SEASONAL EMPLOYEE TIME CLOCK AND TIMESHEETS
Time tracking that works while you run the floor
Seasonal shifts add up quickly, and chasing paper timesheets is the last thing a manager needs during a busy week. When I Work has a built-in employee time clock so your seasonal workforce can clock in from their phone or a shared device.
Because the time clock sits alongside the seasonal work schedule, you can see who’s working, who’s late, and where overtime is creeping in, without leaving the floor. That means fewer payroll surprises and less time spent fixing timesheets after the shift ends.
Martha Rossini Olson
Sweet Martha’s Cookies
Customer since 2012
Control labor costs
See labor costs before overtime gets out of hand
Seasonal demand can change quickly, and labor costs can climb just as fast. When I Work gives managers real-time visibility into labor costs as they build the seasonal schedule, helping ensure every shift is covered by the right person at the right time.
Overtime alerts, pay rules, and shift limits help prevent problems before the schedule is published, so managers can stay focused on running the shift instead of fixing labor issues after the fact.
Customers have reported savings as large as:
20%
decrease in labor costs
8x
time saved scheduling
3x
reduction in employee no-shows
SEASONAL TEAM MESSAGING
Keep your seasonal team connected without group text overload
Seasonal teams change quickly, and group texts get messy fast. When I Work keeps all team messaging in one place so managers can send updates, confirm shifts, or reach the entire seasonal workforce in seconds.
Message employees one-on-one, in groups, or send announcements to the whole team without sharing personal phone numbers. Fewer missed updates and less time chasing people to see if they’ve seen the schedule.
SCALABLE WORK SCHEDULE MAKER
Build seasonal schedules for one location or many
Seasonal businesses rarely operate with the same team size year-round. You might run a small crew in the off-season and bring on dozens of seasonal employees during peak months. When I Work helps managers build and adjust seasonal schedules quickly without getting buried in admin.
Create schedules for one location, coordinate staff across multiple sites, and give employees instant visibility into their shifts. If someone calls out or demands changes, managers can update the schedule in seconds and notify the right people immediately.
You spend less time fixing spreadsheets in the office and more time running the floor with your team.
SEASONAL STAFFING SUCCESS STORIES
Employee scheduling software for seasonal teams
Seasonal businesses depend on clear schedules, fast communication, and reliable shift coverage. From museums and theatres to zoos and large attractions, organizations with seasonal workforces use When I Work to manage their seasonal schedules and keep teams aligned during busy periods.
Here’s how our customers simplified seasonal team scheduling, reduced missed shifts, and saved hours every week.
40
employees
Scheduling platform was a game changer for museum tours
40
employees
Museum Hack runs interactive museum tours across multiple cities. As the team expanded, managing employee scheduling in Google Calendar became problematic. Managers had no way to track shift accountability, send reminders, or quickly adjust schedules when tours changed.
After implementing When I Work, the team moved scheduling into a centralized platform. Managers gained clear visibility into who was working each day and could add shifts quickly using schedule templates and shift blocks. Automated reminders helped ensure guides showed up prepared and on time.
"Upgrading to When I Work was a game-changer for us. We now have a dedicated platform for scheduling our hourly team, and they consistently show up ready to perform."
– Michael Alexis , Business Development Manager
With seasonal team scheduling simplified, the team spends less time managing shifts and more time delivering memorable tour experiences.
Products Used
Scheduling
200
employees
5
hours saved per week
Seasonal staffing software improves employee accountability
200
employees
5
hours saved per week
Malco Theatres operates multiple cinema locations, with roughly 200 seasonal and part-time employees across concessions, ticketing, ushering, and operations.
Before adopting When I Work, schedules were built manually using spreadsheets and posted for staff to review. Employees often missed shifts because they never saw updates, and managers spent hours each week calling employees to fill gaps or coordinate shift swaps.
When I Work streamlined the entire scheduling process. Managers can now publish schedules instantly and send notifications directly to staff through the mobile seasonal app. Employees receive reminders and can swap shifts within the system, improving accountability and reducing missed coverage.
"Scheduling feels like a living thing now. We wanted higher reliability and transparency. When I Work gave us that."
– Nathan McDaniel , Eastern Regional Manager
Products Used
- Scheduling
550+
employees
4
hours saved per week
Mobile scheduling eliminates missed shifts at a major zoo
550+
employees
4
hours saved per week
One of America’s leading zoos manages hundreds of employees across attractions, guest services, animal care, and seasonal operations.
As the organization expanded, scheduling became increasingly challenging. Managers had to manually track time-off requests, shift swaps, and last-minute changes. Hard-copy schedules and email updates often led to missed shifts or late arrivals.
With When I Work, every employee can access their schedule through the mobile app. Managers can send instant notifications about shift changes, post open shifts, and ensure coverage across departments during peak visitor seasons.
"The text message shift reminders helped eliminate tardiness and absences. My managers can now build a 150+ person schedule in about an hour."
– Director of Operations , Columbus Zoo & Aquarium
The result is a faster scheduling process and better staff coordination during the busiest times of the year.
Products Used
- Scheduling
Team Messaging
The app for every seasonal industry
Seasonal businesses often need to hire quickly, manage fluctuating staff levels, and coordinate shifts during peak demand periods. When I Work helps managers build reliable seasonal schedules, track attendance, and communicate with staff across seasonal industries, including the following:
PAYROLL-READY TIMESHEETS
Accurate time tracking for seasonal teams
Seasonal businesses process payroll for large numbers of temporary employees who work changing schedules. When scheduling and time tracking live in different systems, mistakes happen. Missed punches, incorrect hours, and manual corrections can quickly eat up hours of admin time.
When I Work keeps scheduling and time tracking in one place, so every shift worked is automatically reflected in the employee’s timesheet. Managers can review hours, approve timesheets, and export payroll-ready data in just a few clicks. Fewer corrections, fewer payroll surprises, and a smoother payroll process even during peak seasonal staffing periods.
Loved by millions around the globe
1 in 10 employees have used When I Work.
by our customers on Capterra.
SCHEDULING AND TIME CLOCK TOOLS
Manage schedules, time tracking, and labor costs in one place
Managing seasonal employees means building schedules quickly, tracking hours accurately, and keeping staff informed during busy periods. When I Work keeps everything in one seasonal app, so managers can build schedules, track hours worked, and keep operations running smoothly during busy seasons.
Labor cost visibility
See how labor hours are distributed across positions, locations, and shifts so you can adjust the schedule before costs creep up.
Payroll-ready timesheets
Export accurate timesheets directly to your payroll provider and reduce manual corrections every pay period.
Labor budget controls
Compare scheduled hours to actual hours worked and keep staffing aligned with your labor targets.
Overtime alerts
Get warnings during schedule building if a shift could push an employee into overtime.
Break tracking
Track paid and unpaid breaks directly through the built-in time clock for accurate shift records.
