What is When I Work and how much time can it really help me save?

When I Work is an employee scheduling, time tracking, and team messaging tool. You can use it to save up to 15 hours each week building the employee work schedule, putting that time back into your growing business.

What if my employees have specific availability or roles?

When I Work helps you manage employee availability and roles with ease. Your staff can enter in their availability, and it will show up in the schedule as you build it. Plus, you can use positions to make sure each employee’s role is clearly outlined, so you know they’re the right person for the shift.

Can I still make manual adjustments to the schedule?

Absolutely! Even if you use the Auto-Scheduling feature, you can always make changes to the schedule before you publish it. And if you make updates after the schedule has been released, simply hit the publish button again and affected workers will get a notification that the schedule has been changed.

Do I get other features with When I Work?

Yes! When I Work has a ton of great features. In addition to employee scheduling, you also get time tracking, which lets you turn any device into a time clock for more accurate timesheets. Plus, it makes payroll processing easier when you integrate with your favorite payroll provider. And you’ll also get team messaging, so you can communicate with your staff right where they expect all information about work to be, with no more missed calls, texts, or emails.

Can When I Work help me reduce labor costs?

Yes! You’ll be able to use the labor forecasting tools to build a more efficient schedule. Plus, When I Work has overtime alerts to notify you if you’ve scheduled someone for overtime hours, and notifications throughout the week if someone’s scheduled shift is going to push them into overtime. You can also use max hours enforcement to limit the number of hours an employee can work in a week, so they won’t go into overtime.

Will this work if I manage multiple locations or teams?

When I Work offers a plan exclusively for businesses with multiple locations or schedules. You’ll get everything you need to manage your business, including labor sharing, that lets you borrow employees from one schedule or another and share them throughout your locations or departments.

What sets When I Work apart from other automated scheduling software?

When I Work is so easy to use, you can get your business up and running in just a few hours. Employees can be trained on how to use the software in 5-10 minutes and everyone loves the simplicity of the app.

How can I get started with When I Work?

Sign up for your free trial today! There’s no credit card required to get started.

Automated Staff Scheduling Software

Spend less time scheduling, more time leading

Keep your team on track and on task during their shifts with When I Work. You can do so much more than build the schedule, like using in-shift tasks to make sure everything gets done. Try our time management tool designed for hourly teams. Sign up today to help you and your workers make the most of every shift.

Employee Scheduling Hero Image of Employees Trading Shifts

Automated Shift Planner

Auto-assign shifts with a single click

Save time by letting the software build the schedule for you. Just enter in the shifts you need, and When I Work will assign shifts to eligible and available employees. You can adjust as needed and send the schedule to your team. Save up to 15 hours a week by automating your schedule.

Custom scheduling software

Customize scheduling for your business’s unique needs with advanced controls

Use scheduling rules to keep track of requirements and be notified of any issues. You can also use max hours enforcement to prevent overtime. If you run multiple locations or schedules, you can set advanced role permissions for your managers and supervisors. Plus, all of these features (and more) help you manage compliance automatically.

Automated Scheduling Software For Any Industry

Glowing review from North Hartford Swim Club

hours saved on scheduling each week

110+

overtime hours saved

Tags help manage certifications

How North Hartford Swim Club reduced their scheduling time and overtime hours

hours saved on scheduling each week

110+

overtime hours saved

Tags help manage certifications

Keeping people safe while they’re at the pool is priority one, so having the right shift coverage is the key to success for North Hartford Swim Club.

"The shift templates have been lifesavers! I make a shift and tell the tool how many guards I need and I’m able to just click and drag. The most AMAZING part of the app is that you can assign job titles to your team and they can’t swap shifts with team members that don’t have the same qualifications."

– Amanda Koss , Pool Manager, North Hartford Swim Club

Sonia was thrilled when she discovered Tasks in When I Work. Using a mobile, real-time task list has led to less scrambling and improved accountability with employees routinely completing 100% of tasks Sonia assigns. With more time, she’s able to focus on streamlining her business and making process improvements. Sonia also says that tasks have given them their life back. They recently took a trip to Honduras, and before When I Work, they never would have been able to leave town, let alone the country, without the accountability that her staff has with Tasks.

Products Used

Scheduling
Tasks

Never say “I’m busy making the schedule” again

Automated Scheduling Software

time saved scheduling

hours saved each week

45%

of workplaces save time with self scheduling

Employee Schedule Templates

Use staff schedule templates for shift consistency

You can create or import your most commonly scheduled shifts and easily add them to the schedule. Or, you can use daily repeating shifts to save time by setting up your shifts once. Either way, you’ll build the schedule faster, so you can get back to doing what you love. Get better scheduling in less time.

Online Staff Scheduling Software & App

Say goodbye to sticky notes and schedule gaps

Employees can put time-off requests and manage availability right within the schedule, so you don’t have to worry about missing those details. You can also use tags to specify certain certifications or qualifications for shifts or positions to make sure you have the right people on the right shifts.

Read reviews for our automated staff scheduling software

Find out why When I Work is rated 4.5 stars on Capterra. Businesses just like yours rely on us every day to make them more successful:

Using When I Work has saved me more than 7 hours per week handling scheduling changes and requests. Now, I’m only spending about 15 minutes per week to build out a schedule.

Tommy Hamilton

Goldfish Swim School

We chose When I Work because it offered the flexibility to schedule our 7 locations separately. Onboarding new employees takes only 5 minutes. Staff also install the mobile app and set up shift reminders to reduce absenteeism!

James Temple

Mathnasium

When I Work has become an indispensable tool for our rapidly growing multisite iLoveKickboxing studios. It's not just about managing schedules and tracking time; it's about boosting our efficiency, saving valuable time, and ultimately, contributing to our bottom line.

Scott Haugen

iLoveKickboxing

Using When I Work has saved me more than 7 hours per week handling scheduling changes and requests. Now, I’m only spending about 15 minutes per week to build out a schedule.

Tommy Hamilton

Goldfish Swim School