What is When I Work?

When I Work is an innovative employee scheduling and time tracking software designed specifically for shift-based workplaces. It simplifies the scheduling process, enhances team communication, and streamlines time tracking, making it an essential tool for managers and employees alike. With a user-friendly interface available on both desktop and mobile apps, When I Work allows teams to manage their schedules, track hours worked, and communicate effectively, all in one platform.

The tool is designed to cater to a wide range of industries, including hospitality, healthcare, and retail, and is suitable for teams of any size. By consolidating scheduling, time tracking, and team messaging into a single application, When I Work aims to reduce chaos, minimize labor costs, and improve overall workforce management.

Features

When I Work is packed with features that streamline the scheduling process and enhance team collaboration. Here are some of the key functionalities:

1. Employee Scheduling

• One-Click Scheduling: Create the entire work schedule in just one click using the Auto Scheduling feature. This saves time and reduces the complexity of manual scheduling.
• Shift Confirmation: Employees receive notifications to confirm their shifts, allowing managers to have confidence in shift coverage.
• Publish Schedules: Once the schedule is created, it can be published, and all team members are instantly notified of their shifts.

2. Employee Time Tracking

• Integrated Time Clock: Easily integrate the scheduling system with a time clock to track hours worked and reduce labor costs.
• Overtime Alerts: Receive alerts for overtime hours to manage labor costs effectively and avoid unexpected expenses.
• Schedule Enforcement: Limit clock-ins to specific shifts and locations to ensure accountability and compliance.

3. Team Messaging

• Group and 1:1 Chats: Communicate with team members across shifts or departments using integrated messaging features.
• Instant Notifications: Notify team members of schedule changes or important announcements in real-time.

4. Team Management

• Onboarding: Simplify the onboarding process for new employees with easy-to-follow instructions and access to necessary resources.
• Time Off Requests: Employees can submit time-off requests directly through the app, making it easier for managers to approve or deny requests.
• Shift Trades: Allow employees to trade shifts among themselves with management approval, enhancing flexibility.

5. Labor Management

• Labor Forecasting: Utilize easy-to-use labor tools to manage and forecast labor budgets, helping businesses operate more efficiently.
• Labor Distribution Reports: Generate reports to analyze labor costs and distribution, enabling informed decision-making.

6. Mobile Accessibility

• Mobile Scheduling and Time Clock Apps: Access scheduling and time tracking features on-the-go using mobile applications, putting the back office in your pocket.

7. Integrations

• Third-Party Integrations: When I Work offers various integrations with payroll systems, point-of-sale systems, and other business operations tools, making it easier to streamline workflows.

Use Cases

When I Work is versatile and can be utilized across various industries and team sizes. Here are some common use cases:

1. Hospitality and Food Service

In the fast-paced hospitality industry, managers can use When I Work to create schedules for restaurant staff, manage shift changes, and communicate with employees efficiently. The ability to quickly swap shifts and confirm coverage helps maintain operational efficiency.

2. Healthcare

Healthcare providers can use When I Work to schedule shifts for nurses and other staff members, ensuring that all shifts are covered while adhering to labor regulations. The time tracking feature allows for accurate payroll processing and labor cost management.

3. Retail

Retail businesses can benefit from When I Work by managing employee schedules during peak shopping times, handling time-off requests, and facilitating communication between team members. The app helps ensure that the right staff members are scheduled during busy periods.

4. Education

Universities and educational institutions can utilize When I Work to manage staff schedules for administrative, maintenance, and support staff. The tool can help streamline communication among faculty and staff, ensuring everyone is informed about schedule changes.

5. Event Management

Event planners can use When I Work to coordinate schedules for event staff, ensuring that all roles are filled and that communication is clear. The app’s ability to track hours worked makes payroll processing straightforward.

Pricing

When I Work offers flexible pricing plans to accommodate businesses of all sizes. While specific pricing details may vary, the general structure includes:

• Free Trial: New users can start with a free trial to explore the software's features and determine if it meets their needs.
• Monthly Subscription: After the trial period, users can choose from different subscription tiers based on the number of employees and specific features required.
• Custom Pricing for Larger Teams: Organizations with larger teams may qualify for custom pricing based on their unique requirements.

For exact pricing details, users are encouraged to visit the When I Work website or contact their sales team.

Comparison with Other Tools

When I Work stands out in the employee scheduling and time tracking market due to its user-friendly interface and comprehensive feature set. Here’s how it compares to other popular tools:

1. Ease of Use

• When I Work: Known for its intuitive design, which allows both managers and employees to quickly learn how to use the app. The setup process is straightforward, making it easy for businesses to get started.
• Other Tools: Some competitors may have a steeper learning curve or more complex interfaces, which can hinder adoption among team members.

2. Features

• When I Work: Offers a robust set of features, including scheduling, time tracking, team messaging, and labor management, all in one platform.
• Other Tools: While many tools provide scheduling and time tracking, they may lack integrated communication features or require third-party apps for messaging.

3. Mobile Accessibility

• When I Work: Provides fully functional mobile apps for both iOS and Android, allowing employees to access schedules and communicate on-the-go.
• Other Tools: Some competitors may not offer mobile apps or have limited functionality in their mobile versions.

4. Integration Capabilities

• When I Work: Supports various integrations with popular payroll and business operations tools, making it easier to streamline workflows.
• Other Tools: Some scheduling tools may not offer as many integration options, making it more challenging to connect with existing systems.

FAQ

1. Is When I Work suitable for small businesses?

Yes, When I Work is designed for teams of all sizes, including small businesses. The intuitive interface and flexible pricing plans make it an ideal choice for small organizations looking to streamline their scheduling and time tracking processes.

2. Can employees swap shifts using When I Work?

Yes, employees can easily request to swap shifts with their coworkers through the app. Managers can approve or deny these requests, ensuring that all shifts are adequately covered.

3. Does When I Work provide customer support?

Yes, When I Work offers customer support through various channels, including email and live chat. Users can also access a knowledge base with helpful articles and guides.

4. Can I try When I Work for free?

Yes, When I Work offers a free trial for new users, allowing them to explore the software's features and determine if it meets their needs before committing to a subscription.

5. Is When I Work available in multiple languages?

While the primary language of the application is English, When I Work may offer limited language support. Users should check the app's settings or contact customer support for specific language options.

6. How does When I Work handle payroll integration?

When I Work allows users to import timesheets directly into their payroll systems, ensuring accurate and timely payroll processing. This feature simplifies the payroll workflow and reduces errors associated with manual entry.

In conclusion, When I Work is a powerful tool for employee scheduling and time tracking that can significantly enhance workforce management. Its comprehensive feature set, ease of use, and mobile accessibility make it a top choice for businesses across various industries. By improving communication, reducing labor costs, and streamlining scheduling processes, When I Work helps organizations build happier, more productive teams.