When I Work

by When I Work, Inc

What is When I Work?

When I Work is a leading employee scheduling and time tracking platform for shift-based businesses across hospitality, retail, healthcare, restaurants, hospitality, manufacturing, and other industries needing scheduling, team messaging, time clock, shift swaps, and payroll integrations. Used by 200,000+ workplaces and 10 million+ users globally with mobile-first design for distributed shift workforces.

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When I Work Features

Shift scheduling

Time clock

Team messaging

Shift swapping

Availability management

Mobile access

View All 38 Features

Payroll integration

Overtime tracking

Labor cost management

Employee self service

Customizable reports

Task management

Calendar sync

Notifications and alerts

Break management

Multi location support

Compliance management

Employee database

Shift reminders

Api access

Attendance management

Document management

Employee self service management

Project management

Time tracking

Leave management

Applications management

Absence management

Timesheet management

Employee scheduling

Alerts/notifications

Facility scheduling

Appointment scheduling

Appointment reminders

Automated scheduling

Group scheduling

Resource scheduling

Room booking management

When I Work Pricing Plans

when-i-work Quote-based

Contact Sales

See Core Capability section in profile body for full feature breakdown
Contact vendor for tailored quote based on employee count, module mix, country deployment, and managed services scope

When I Work Resources

When I Work Screenshots

When I Work Employee Scheduling Software Screenshot

When I Work Schedule Overview Screenshot

When I Work Shift Scheduling Interface Screenshot

When I Work Employee Payroll Settings Screenshot

Description

When I Work Field Guide

Best fit for	Shift-based businesses (5-1,000+ employees) across hospitality, retail, healthcare, restaurants, manufacturing, and other industries needing employee scheduling, team messaging, time clock, shift swaps, mobile apps, and payroll integrations
Industries	Hospitality, retail, restaurants, healthcare, manufacturing, fitness and wellness, hospitality, education, non-profit, security services, and other shift-based industries
Core capability	Employee scheduling with drag-and-drop schedule builder, shift swap requests, time clock with GPS and IP verification, team messaging and announcements, availability and time-off requests, schedule templates, labor cost forecasting, payroll integrations with Gusto, ADP, QuickBooks, and others, mobile apps for iOS and Android, free trial
Pricing	When I Work pricing: Standard $2.50 per user per month (scheduling), Advanced $6 per user per month (scheduling + time clock + advanced features), Premium $8 per user per month, plus add-ons. 14-day free trial. Visit wheniwork.com/pricing for current rates.
Differentiator	When I Work is the leading mobile-first employee scheduling platform for shift-based businesses across industries. Where 7shifts targets restaurants specifically, When I Work serves all shift-based industries with broad payroll integrations.
Headquarters	When I Work is headquartered in Minneapolis, Minnesota, USA serving 200,000+ workplaces globally with cloud-based scheduling and time tracking.
Customers	Trusted by 200,000+ workplaces and 10 million+ users globally across hospitality, retail, restaurants, healthcare, manufacturing, fitness, education, non-profit, and security services.
Mobile	Native iOS and Android mobile apps with full scheduling, shift swaps, team messaging, time clock with GPS verification, and notifications. Mobile-first for distributed workforces.

Where When I Work Wins

Mobile-first scheduling. Native iOS and Android apps with full scheduling, shift swaps, and team communication.

Cross-industry scheduling. Works for hospitality, retail, restaurants, healthcare, manufacturing, and any shift-based industry.

Time clock with GPS verification. Geofenced clock-in plus IP-based verification reduces buddy punching.

Broad payroll integrations. Gusto, ADP, QuickBooks, Square, Paychex, and other payroll provider integrations.

200,000+ customer base. Established global customer base across industries.

14-day free trial. Buyers evaluate full functionality before committing.

Where When I Work Falls Short

Not restaurant-specialist. Generic scheduling vs 7shifts restaurant-specific tip pooling and POS integration.

Not a full HRIS. Scheduling and time specialist. Pair with HRIS for employee records and broader HR.

Per-user pricing accumulates. At Premium $8 per user per month, mid-market deployments add up.

Who Should Use When I Work?

When I Work is the right call when a shift-based business (5-1,000+ employees) across hospitality, retail, restaurants, healthcare, manufacturing, fitness, education, non-profit, or security services needs employee scheduling, time clock with GPS verification, team messaging, shift swaps, schedule templates, and payroll integrations on a mobile-first platform.

When I Work is the wrong call for restaurants needing tip pooling and POS integration (evaluate 7shifts), for full HRIS needs (pair with HRIS), and for personal task management.

When I Work Alternatives

7shifts - Restaurant-specific scheduling.

Deputy - SMB shift scheduling.

Connecteam - Mobile-first all-in-one for frontline.

Homebase - SMB scheduling plus payroll.

Crew - Frontline team communication.

Calamari - Leave management plus time tracking.

Sling - Shift scheduling and team messaging.

What Reddit and LinkedIn Reviewers Say

Discussions on r/smallbusiness position When I Work as the leading cross-industry mobile-first scheduling platform alongside Deputy, Homebase, Sling, and Connecteam.

LinkedIn discussions among operations managers in retail, hospitality, healthcare, and shift industries highlight When I Work for mobile-first scheduling.

Final Take on When I Work

Adjacent reading: When I Work buyers also evaluate 7shifts and HR software tools for broader category context.

Implementation considerations: SMB (5-100 employees) deploy in 1-2 weeks. Mid-market (100-1,000 employees) run 2-6 weeks including schedule setup, payroll integration, and team training.

Buyer evaluation tips: Start with When I Work 14-day free trial at wheniwork.com. Standard $2.50/user (scheduling), Advanced $6/user (with time clock), Premium $8/user. Run parallel evaluations against Deputy, 7shifts, Homebase, and Connecteam.

Verified on 2026-06-09 by the SaaSRat Editorial Team. Vendor facts cross-checked against wheniwork.com and current 2026 vendor disclosures. About our methodology.

Frequently Asked Questions

How much does When I Work cost in 2026?

When I Work publishes pricing on wheniwork.com/pricing: Essentials $2.50, Pro $5, Premium $8 per user per month (annual billing). Buyers can subscribe directly without sales engagement.

What is the difference between When I Work tiers?

Essentials covers basic scheduling and team messaging. Pro adds time clock, timesheets, time off management, and payroll integrations. Premium adds multi-location management, advanced reporting, custom user roles, and API access.

How does When I Work compare to Deputy?

Deputy is stronger on multi-region labor law compliance and deeper time tracking. When I Work is stronger on SMB simplicity, transparent pricing, and modern mobile UX.

Does When I Work integrate with payroll?

Yes. When I Work offers native payroll integrations with Gusto, ADP, Paychex, QuickBooks Payroll, Square Payroll, and Run Powered by ADP (Pro and Premium tiers).

Does When I Work handle multi-location businesses?

Yes, on Premium tier. When I Work Premium supports multi-location scheduling, role-based access, and consolidated reporting across sites.

Does When I Work have a mobile app?

Yes. When I Work offers iOS and Android mobile apps with full employee and manager workflows. Common workflows include shift viewing, clock-in, time-off requests, and team messaging.

How long does When I Work implementation take?

Most SMB businesses launch scheduling within 1 to 2 weeks using the guided self-service onboarding wizard.

Is When I Work SOC 2 compliant?

Yes. When I Work maintains SOC 2 Type II certification with FLSA, ACA, and multi-state US labor law support.

Can When I Work handle restaurants?

Yes. When I Work is widely used by restaurants for shift scheduling, time tracking, and team messaging. Native integrations with Square Payroll and Toast support restaurant operations.

Does When I Work have a free trial?

When I Work offers a 14-day free trial across all tiers without credit card requirement. Buyers can evaluate Premium features before committing to a paid subscription.