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When I Work Scheduling

Online employee scheduling software


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Published 10/16/2014 and rated Ratingstars4 4 out of 5 stars
by AppAppeal Editor
What can you use the app for?

When I Work Scheduling is an employee scheduling software built to simplify the often complicated logistics of planning your team’s shifts. When I Work Scheduling provides tools to overcome complications in shift planning, such as shift swapping, time-off requests and creating shifts for new employees. When I Work is a scheduling solution that caters to both employers and employees. It is suitable for all markets, large and small, and is ideal for those whose employees are shift workers, work on an hourly basis, or have flexible timetables.

The When I Work Scheduling app is built around its core feature - the “Scheduler Tool” - used to create, edit and publish weekly shifts. You can set positions, current locations, sites, and unpaid breaks, and add notes for employees. You can also define preferences for automatic recurring scheduling. These pre-defined preferences, along with online access to staff availability, allows When I Work to alert you of any scheduling conflicts in advance. Once you have published an upcoming schedule, employees are automatically notified via SMS or email.

In addition to basic scheduling and timetable creation, When I Work offers a number of more advanced features to benefit for both staff and managers. Employees can use the app to respond to shift notifications and request to swap shifts with another employee. Employees can also submit time-off requests. Employers can keep track of payable hours worked by employees by ensuring they use the When I Work Attendance feature. This feature ensures employees clock-in when their shifts start and sends alerts to employers when their staff are nearing overtime hours.

When I Work Scheduling screenshot
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What is the history and popularity of the app?

When I Work is a Minnesota-based company set up by Chad Halvorson, who was inspired to build a scheduling solution though his own frustration with the inefficient scheduling practices of his high school job. He founded the When I Work website in 1998 for $100 as a place for employers to post schedules online. After spending the next few years setting up a consulting company, ThisClicks.com, Halvorson returned to his original idea as the app market grew. The When I Work app was launched in 2010 and is now used by more than 4, 000 employers and 200, 000 workers.

What are the differences to other apps?

When I Work is a constantly evolving application, from what started as a simple website, has grown into a mobile and desktop friendly app with many features and functionalities. The When I Work Scheduling app does more than provide the ability to create sharable schedules. It also enables 2-way communication between employers and employees, as well as communication among co-workers, from any device. The app sends new shifts alerts to employees, employees can request to swap shifts and managers can approve these shift swaps. Managers can also use the app to find shift replacements and employees can apply to fill open shifts from their mobile devices. Employees can also request time off and employers can approve these requests.

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How does the web app look and feel to use?

The Scheduler Tool is the main feature of the app, this is presented as a visual, colour-coded timetable with drag-and-drop functionality. On the left-hand side of this timetable is a list of preferences and settings used to define employee roles, shift times and locations. The app uses a straightforward and clean interface, that is easy to navigate for both employers and employees. Each feature includes a list of additional preferences and the app prompts each stage of the process. For example, the time-off request feature lets employees select whole or partial days, the date, the type of time-off and the number of paid hours. They can then add a message before sending the request to management. Users are given 24/7 access to a Help Center to read detailed articles on usage of the app.

How does the registration process work?

Users can sign-up for When I Work Scheduling from the website by clicking on the “Start Scheduling” button on the top right-hand side of the page. A pop-up window prompts you to enter your name and email address before clicking on “Start My Free Trial”. The app is then offered for free for 14 days. You don’t need a credit card for the free trial.

What does it cost to use the application?

Pricing plans for When I Work Scheduling are based on the number of employees a business has. Plans start from $9 per month for 5 employees, they then scale to $19 for 10 employees, $29 for 20 employees, $39 for 30 employees, and $49 for 40 employees. For more than 50 employees When I Work offers a custom quote. Plans are also available for annual billing, the cheapest being $100 ( $8/month for 5 employees), and the most expensive being $540 ($45/month for 40 employees).

Who would you recommend the application to?

When I Work is an ideal solution for companies whose staff are paid hourly, as opposed to those on yearly salaries. The types of companies who benefit from the app include those with seasonal staff, such as ski resorts and hotels, as well as restaurants, fast-food chains, coffee shops, pharmacies, dental practices and more. The solution is used by all company sizes, from those with few employees to those with hundreds of staff members.

  • Employees can submit time-off requests and employers can approve or decline these
  • Employees can request to swap shifts with qualified co-workers, and managers can approve them
  • Managers can find shift replacements by sending notifications to staff via email or text
  • Schedule shifts from any internet-enabled device and alert staff of new shifts or shift swaps
  • Employees can send messages to the app 24/7, such as “Do I have a shift on Thursday”?
  • When I Work Time Clock can be activated to clock payable hours and monitor overtime


When I Work Scheduling video

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When I Work Scheduling pricing

Cheapest plan (per month) : $9.00
Most expensive plan (per month) : $49.00

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