# When I Work Reviews **Vendor:** When I Work **Category:** [Workforce Management Software](https://www.g2.com/categories/workforce-management) **Average Rating:** 4.4/5.0 **Total Reviews:** 381 ## About When I Work When I Work is an easy way for businesses to schedule, track time and attendance, and communicate with their hourly employees. Put the schedule and time clock in every employee's pocket with free iOS and Android apps. Keep track of time off, employee availability, and manage shift swaps with just a few clicks. Integrate with your payroll provider to streamline the process and avoid human error. Get started with a 14-day free trial now. ## When I Work Pros & Cons **What users like:** - Users appreciate the **ease of use** of When I Work, simplifying scheduling and communication for large teams. (62 reviews) - Users appreciate the **efficient scheduling** capabilities of When I Work, simplifying management for large teams. (44 reviews) - Users appreciate the **scheduling ease** of When I Work, enhancing workflow and communication among their large teams. (43 reviews) - Users appreciate the **time-saving integration** of When I Work, significantly reducing hours spent on scheduling and timesheets. (25 reviews) - Users love the **one-click auto-scheduling feature** of When I Work, drastically reducing scheduling time and enhancing organization. (22 reviews) - Simple (22 reviews) - Helpful (21 reviews) - Users find When I Work to be **intuitive and user-friendly** , making schedule management seamless for all parties involved. (21 reviews) - Time Tracking (19 reviews) - Easy Setup (16 reviews) **What users dislike:** - Users often face **scheduling issues** such as overwhelming notifications and difficulties in managing shifts effectively. (15 reviews) - Users express frustration over **missing features** like advanced forecasting, customization options, and payroll integration. (10 reviews) - Users experience **software bugs** that hinder functionality, causing frustration and impacting overall efficiency with When I Work. (10 reviews) - Users find the **limited features** in When I Work hinder effective scheduling and advanced reporting capabilities. (9 reviews) - Users experience **notification issues** with When I Work, citing overwhelming alerts and occasional delays in receiving them. (9 reviews) - Poor Notifications (9 reviews) - Users express concern over the **app's performance** , noting frequent crashes and glitches that impact reliability. (8 reviews) - Users desire more **customization options** in When I Work, particularly for scheduling and reports, to fit their needs. (8 reviews) - Users experience **mobile app limitations** , including crashes and confusion in sharing features, impacting usability and efficiency. (8 reviews) - Poor Interface Design (6 reviews) ## When I Work Reviews ### 1. Seamless Integration, Helpful Support, Needs Error Handling Improvements **Rating:** 4.5/5.0 stars **Reviewed by:** Bree N. | Hr Manager, Mid-Market (51-1000 emp.) **Reviewed Date:** April 03, 2025 **What do you like best about When I Work?** I really like how 'When I Work' integrates pretty seamlessly with our payroll program, making the import of hours very simple. Their customer service is always really helpful and quick to respond when we have issues. We used to manually rekey all the hours, which took hours to complete everyone's timesheets, but now it takes maybe an hour for all our four companies. **What do you dislike about When I Work?** When importing timesheets into Gusto, certain errors pop up, but instead of showing all the errors at once, it only shows one at a time, so we can only fix them one at a time. It's very tedious. Also, it would be nice if the rate established in When I Work would transfer to Gusto when new positions are being created. Right now, when a position gets missed on the Gusto side, the import will create that position in Gusto but it defaults to paying $0/hr, which is dumb. **What problems is When I Work solving and how is that benefiting you?** I use When I Work for scheduling and time clock entries, solving the need for a Gusto-integrated program. It simplifies importing hours for payroll, cutting down from hours to just one. Customer service is quick and helpful. **Official Response from Dawn C:** > Hi Bree, Dawn here from When I Work. Thank you so much for taking the time to leave such a thoughtful review! We truly appreciate your feedback about the When I Work app. We're committed to enhancing our platform to better support state-specific rules—like those in California—and to improving our integration with Gusto for a more seamless experience. When you have a moment, could you please submit a ticket to our Customer Care Team using the following link? https://help.wheniwork.com/submit-a-ticket/ We’d love to learn more about the features you'd like to see and how we can better support you. Speak soon, Dawn ### 2. Effortless Setup, Budget-Friendly but Needs Better Gusto Integration **Rating:** 4.0/5.0 stars **Reviewed by:** Kurt G. | Fractional CHRO, Small-Business (50 or fewer emp.) **Reviewed Date:** May 05, 2026 **What do you like best about When I Work?** I like the ease of setup with When I Work. I was able to have 25 employees set up and using the system within a few hours, which is great because we do not have IT support. I also appreciate the low cost of the application, which is about one-fourth the cost of many other options on the market. The flexibility to scale up or down and control costs is a huge benefit. **What do you dislike about When I Work?** Two items. When I Work is supposed to automatically upload hours into Gusto, our payroll system. Unfortunately, that has not worked. We have had to download the hours and upload them into Gusto. That method works ok, but it is not optimal. The second item is service. When I put in tickets, I need to chase down the resolution and each new person I meet requires that I repeat myself. **What problems is When I Work solving and how is that benefiting you?** When I Work lets us manage scheduling and hours tracking efficiently. Employees can easily accept or swap shifts directly from their device, which updates the calendar. It's easy to set up and cost-effective, allowing us control over expenses without needing IT support. **Official Response from Shab M:** > Hi Kurt, Shab here from When I Work. Thank you so much for your feedback! My team would love to take a closer look at any Gusto issues you may be having if you can please submit a ticket to our Care team: https://help.wheniwork.com/submit-a-ticket/. We would love to take a look with you! Thank you again for your wonderful review! Warmly, Shab ### 3. User-Friendly Scheduling with Customization, Needs Notification Tweaks **Rating:** 4.0/5.0 stars **Reviewed by:** Rosie L. | Small-Business (50 or fewer emp.) **Reviewed Date:** April 23, 2026 **What do you like best about When I Work?** I like that When I Work is fairly intuitive. I appreciate that we can track team members' lack of availability there. I like the ability to customize shifts so you can clearly designate if one is going to be for a different kind of activity. It's not just about being on or off but what you're doing that day, which is helpful. I also like that you can add shift tasks, and there's a lot of customizability. **What do you dislike about When I Work?** I find that the text notifications can be a bit obnoxious. I get a notification every single time if someone's signing off or on, and it didn't map very closely to our actual geographic location, so that's a bit annoying. Also, I'm not sure if When I Work sends out an email if I change a schedule, or it might just be easy for folks to miss. I think probably due to the number of automatic notifications you get, it might be easy to tune them out sometimes. I wish that you could copy a shift from the mobile app. It seems a lot easier to schedule on my desktop. **What problems is When I Work solving and how is that benefiting you?** I use When I Work to create and manage schedules, reducing errors and complexity. It allows for easy shift notifications, integrates clocking, and centralizes schedules and attendance, eliminating previous annoyances. **Official Response from Marcy F:** > Hi Rosie, Marcy here from When I Work. Thank you so much for taking the time to leave us this feedback. I am happy to hear that When I Work has been quick to pick up and is helping you track things like Availability for Users. Also, thank you for providing this feedback regarding the number of Notifications and how these can be limited. We are always looking for ways to improve so this insight is valued a lot. Have a wonderful day! Warmly, Marcy ### 4. Making Workforce Management Easier **Rating:** 3.5/5.0 stars **Reviewed by:** Maggy F. | Center Director, Small-Business (50 or fewer emp.) **Reviewed Date:** January 13, 2026 **What do you like best about When I Work?** What I like best about When I Work is how user-friendly and efficient it is for managing schedules and communication. It makes it easy for staff to view shifts, request time off, and swap shifts, which reduces confusion and saves time. The clear layout and real-time updates help keep everyone on the same page, allowing us to focus more on our work and less on scheduling logistics. **What do you dislike about When I Work?** What I dislike about When I Work is that it can feel limited when schedules change frequently or when more detailed notes are needed for specific shifts. Some features, like advanced reporting or customization, are not as intuitive and can take extra time to navigate. At times, notifications can also be overwhelming or easy to miss, which can cause small communication gaps if staff aren’t checking the app regularly. **What problems is When I Work solving and how is that benefiting you?** When I Work solves the problem of complicated scheduling and scattered communication by putting everything in one place. It streamlines shift scheduling, time-off requests, and staff messaging, which reduces errors, misunderstandings, and last-minute confusion. This benefits me by saving time, improving transparency, and helping ensure consistent staffing, allowing me to focus more on supporting staff and providing quality care rather than managing schedules. **Official Response from Marcy F:** > Hi Maggy, Marcy here from When I Work. Thank you so much for your review and feedback! I am happy to hear the ways When I Work has made your workflow a more streamlined experience. I also appreciate hearing how the more Advanced Reporting Features could be more intuitive for you. We are always looking for ways to improve When I Work so I am happy to take this back to my team! Warmly, Marcy ### 5. Flexible Scheduling Made Easy **Rating:** 5.0/5.0 stars **Reviewed by:** Mathnasium of P. | Small-Business (50 or fewer emp.) **Reviewed Date:** February 25, 2026 **What do you like best about When I Work?** I like the flexibility that When I Work provides. From having open shifts to scheduling to being able to publish and post shifts whenever needed, it allows us to accomplish our business's needs. Initial setup and adding additional employees is very, very simple. **What do you dislike about When I Work?** The only issues we ever have are with staff missing notifications. Not sure that this is a When I Work issue, but wish there was a texting feature to push further notifications to employees. Sometimes our employees struggle with getting the notifications, a texting feature where it pushes messages to employees would be a great add on. **What problems is When I Work solving and how is that benefiting you?** I use When I Work to track all our instructors' availability and adjust schedules weekly based on staff needs. It offers flexibility with open shifts, scheduling, and posting shifts as needed, which helps meet our business needs. **Official Response from Marcy F:** > Hi there, Marcy here from When I Work. Thank you so much for taking the time to leave us this feedback. We are happy to hear that the app has been quick to pick up and learn. We strive to make When I Work a streamlined experience for all of our Users. Also, thank you for providing this feedback regarding the Notifications not always being sent. Our Care Team would be happy to take a closer look at this with you. If you would like, please feel free to submit a ticket at https://help.wheniwork.com/submit-a-ticket/ Have a wonderful day! Warmly, Marcy ### 6. Simplifies Scheduling with Intuitive Prebuilt Patterns **Rating:** 4.5/5.0 stars **Reviewed by:** Mike I. | Small-Business (50 or fewer emp.) **Reviewed Date:** April 23, 2026 **What do you like best about When I Work?** I use When I Work for scheduling staff in my store and managing hours. It simplifies scheduling and allows staff to swap amongst themselves. In particular, I love the prebuilt schedule patterns. It simplifies and allows one to get a schedule put together rather quickly without having to sit down and add everybody's hours individually. I can just grab a preset schedule and drop it in per staff. The initial setup of When I Work was very easy. I don't have anything to add to that; I like it. **What do you dislike about When I Work?** I like the product - no complaints. **What problems is When I Work solving and how is that benefiting you?** I use When I Work for scheduling my store staff. It simplifies the process, lets staff swap shifts, and I love the prebuilt schedules that speed up organizing work hours without inputting them individually. ### 7. Efficient Scheduling with User-Friendly Interface **Rating:** 4.0/5.0 stars **Reviewed by:** Aiyana D. | Admissions Counselor, Higher Education, Enterprise (> 1000 emp.) **Reviewed Date:** April 23, 2026 **What do you like best about When I Work?** I like the functionality of When I Work. I find it pretty user-friendly, and it works well in the university setting with student workers. It makes scheduling easier, especially with 60 plus employees, and saves us time by reducing the legwork needed to organize and restructure schedules weekly. **What do you dislike about When I Work?** As far as I know, the app doesn't allow for a mass delete of multiple shifts vs the whole schedule. There are some limitations with getting reports outside of absences sent to my email on demand. **What problems is When I Work solving and how is that benefiting you?** When I Work assists with payroll efforts, scheduling, viewing student schedules, creating templates, and checking attendance. It eases the organization of schedules for 60 plus employees, reducing legwork in setting up and restructuring schedules weekly. ### 8. Program Useful for Staff Scheduling with Clear Time Tracking Reminders **Rating:** 3.5/5.0 stars **Reviewed by:** Mark H. | Operations Manager, Education Management, Small-Business (50 or fewer emp.) **Reviewed Date:** January 17, 2026 **What do you like best about When I Work?** It has been useful to synchronize the employee scheduling of the staff. It is great to track the time and offers reminders that are easy to understand. We use When I Work frequently. **What do you dislike about When I Work?** When I work has been least helpful to log the information that we need from the staff with the data from clients. It also takes some time to change schedules with deliberate actions and not as swiftly. **What problems is When I Work solving and how is that benefiting you?** When I Work solves the issue with employee tardiness and gives tech reminders. It has been useful to have the staff synchronize their schedules using When I Work and as an admin it is more easy to organize. The benefit is saving time and energy for time management for the company especially staffing. **Official Response from Shab M:** > Hi Mark, Shab here from When I Work. Thank you kindly for sharing your feedback! It's awesome to see that our app has helped with time management and staffing. We are so appreciative of your feedback regarding changing schedules and will pass this along to the team. Thank you for being with us! Warmly, Shab ### 9. A great choice for getting visibility of workload **Rating:** 5.0/5.0 stars **Reviewed by:** Lucas H. | Project Manager, Small-Business (50 or fewer emp.) **Reviewed Date:** January 13, 2026 **What do you like best about When I Work?** We appreciate the resaonable pricing, and the program is flexible enough to accommodate our needs since we can pause our subscription for episodic events. It functions well without requiring all members to be logged in, which is great because our staff can interact with the system via text. It offers visibility that we didn't have when using Excel or Stackby. The initial setup was relatively easy. **What do you dislike about When I Work?** The interface seems cramped, which might be unavoidable given all the information that needs to be displayed. Also, the platform is very noisy by default, sending more text notifications to users than we would prefer. **What problems is When I Work solving and how is that benefiting you?** We use When I Work to prevent double-booking, equalize workload, and visualize each person's responsibilities. **Official Response from Dawn C:** > Hi Lucas, Dawn here from When I Work. Thank you so much for leaving us an honest, detailed review of your experience with the app. We appreciate you taking the time to do this! ☺️ We are so happy to hear that When I Work has been accommodating and flexible for your business needs and it's great to hear that the app has also helped with workload visibility and double-booking. Regarding your feedback about the platform being noisy by default, sending more text notifications to users than preferred, I appreciate you bringing this to my attention! When you have a moment, could you submit a ticket with our Customer Care Team using the following link? https://help.wheniwork.com/submit-a-ticket/. We'd like to assist you further with the notifications being sent by default, and touch on your feedback about the interface being cramped. Again, we appreciate you leaving us such an incredible 5-Star review, it means the world to us! Please feel free to contact our Care Team anytime should you have any other feedback to share. We are always looking for ways to make When I Work better! Warmly, Dawn ### 10. Exceptional Scheduling Tool with Minor Break Management Flaw **Rating:** 5.0/5.0 stars **Reviewed by:** Lisa P. | Small-Business (50 or fewer emp.) **Reviewed Date:** March 05, 2026 **What do you like best about When I Work?** I use When I Work for scheduling, timesheets, and payroll. It helps out when people miss clocking in or out because I can just go back and put their time in, and the same for lunch. The scheduling feature is valuable because I have 50 people to schedule. Overall, it's a great app, and the initial setup was very easy. **What do you dislike about When I Work?** I don't like how the break feature works because sometimes it doesn't allow my team to take a 15-minute break if it's not scheduled. It affects us since my team has to clock out for both 15 and 30-minute breaks. **What problems is When I Work solving and how is that benefiting you?** When I Work helps with scheduling, time sheets, and payroll. It lets me adjust clock-ins and outs when missed, which is crucial with 50 schedules to manage. **Official Response from Jake Forrest:** > Hi Lisa, Jake here from When I Work. Thank you so much for taking the time to leave such a thoughtful review. Thank you for sharing your feedback on the different break options on your account. If you are having any trouble adding a 15-minute paid break to a shift or your users don't see this option, could you please submit a ticket to our Customer Care Team using the following link? https://help.wheniwork.com/submit-a-ticket/. We want to make sure you can utilize your account and its features fully, Lisa! It is also great to hear that the setup of your account was easy and that we have been a great resource for you and your team when it comes to scheduling and managing timesheets. Thank you again, Lisa, for this review! Warmly, Jake ## When I Work Discussions - [How can I interface with my Scheduling Coordinator about requests other than time off?](https://www.g2.com/discussions/how-can-i-interface-with-my-scheduling-coordinator-about-requests-other-than-time-off) - 3 comments, 2 upvotes - [Are you considering a clock in and out function for the program?](https://www.g2.com/discussions/are-you-considering-a-clock-in-and-out-function-for-the-program) - 1 comment, 1 upvote - [Can you make a better integration with Zapier](https://www.g2.com/discussions/52196-can-you-make-a-better-integration-with-zapier) - 1 comment, 1 upvote - [How do I update the same item across all or multiple shifts in one schedule without changing all manually/individually?](https://www.g2.com/discussions/32993-how-do-i-update-the-same-item-across-all-or-multiple-shifts-in-one-schedule-without-changing-all-manually-individually) - 2 comments, 1 upvote - [Do you have a location where people can submit improvements?](https://www.g2.com/discussions/32967-do-you-have-a-location-where-people-can-submit-improvements) - 1 comment, 1 upvote - [View When I Work pricing details and edition comparison](https://www.g2.com/products/when-i-work/reviews/when-i-work-review-4170049?section=pricing&secure%5Bexpires_at%5D=2026-05-13+04%3A26%3A14+-0500&secure%5Bsession_id%5D=4dde68b3-809d-46bc-aad7-b66b03b7eb83&secure%5Btoken%5D=fbd44952d9fbbd000fe0435653baf6ad0c63cac0b631bc0d22ba90963b9d3b91&format=llm_user) ## When I Work Integrations - [Google Workspace](https://www.g2.com/products/google-workspace/reviews) - [Gusto](https://www.g2.com/products/gusto/reviews) - [OnPay](https://www.g2.com/products/onpay/reviews) - [QuickBooks Online](https://www.g2.com/products/quickbooks-online/reviews) - [Rippling](https://www.g2.com/products/rippling/reviews) ## When I Work Features **Automation** - Process Automation **Platform Basics** - Reporting - Dashboard - Performance **Logistics** - Dashboards & Reporting - Data Collection - Lanuguage Options **Platform Content** - Automation - File Sharing **Time Tracking** - Ease of Completing Timesheets - Tracking Time to Project/Task - Billable Time Rate Management **Management** - Schedule Creation Tools - Schedule Management - Employee Leave Management - User Access - User Role Access - Employee Information - Employee Information Automation **Platform Additional Functionality** - Integrations - Mobility - Forecasting - Task Management - Portal **Client Invoicing** - Invoice Creation and Delivery - Electronic Payments - Project Accounting / Revenue Recognition **Monitoring** - Regulations Enforcement - Compliance Monitoring - Integration **Platform** - Customization - Integration APIs - Internationalization - User, Role, and Access Management - Performance - Mobility - Reporting - Dashboards **Mobile Time Tracking** - Time Tracking **Administration** - Business Tool Integration - Workflow - Automated Reminders - Policy Compliance Management - User, Role, and Access Management **Platform** - Reporting - APIs / Integration - Internationalization - Performance and Reliability - Mobile User Support - Offline **Workforce Management Platform Features** - Labor Forecasting - Shift Scheduling - Time & Attendance Tracking - Absence & Leave Management - Skills Management - Succession Planning - Workforce Analytics - Self-Service Capabilities - Mobile Shift Scheduling - Team Communication ## Top When I Work Alternatives - [Deputy](https://www.g2.com/products/deputy/reviews) - 4.6/5.0 (645 reviews) - [Humanity Schedule by TCP](https://www.g2.com/products/humanity-schedule-by-tcp/reviews) - 4.3/5.0 (1,053 reviews) - [Homebase](https://www.g2.com/products/homebase/reviews) - 4.5/5.0 (442 reviews)