When I Work Reviews

Summary: 5 stars all around. So glad I found this program to make my job as a general manager easier. Happy all around.

Positive: This program has helped me tremendously in my gym. I’ve tried others and they do not compare. I highly recommend this!

Negative: Doesn’t account for lunch breaks. And I would love to be able to put managers with salary in a different category.

Summary: First time using an app for scheduling and the ease of it is very convenient. Like that all staff have access.

Positive: Easy to navigate
Able to assign colors for different shifts
Notifications/permissions for open shifts

Negative: Cannot print schedules per shift
Cannot have staff names alphabetically per shift

Summary: Overall, it's a great scheduling system for our team and is very easy to train/learn. I really enjoy the filtering options to see who is working which positions or locations. It also makes it very easy to edit multiple shifts at one time.

Positive: I like the different customizations from color coding, shift templates and reoccurring shifts. It was very easy to set up and implement into our daily operations. I also really enjoy the announcements we can add for individual dates to inform our team of staff meeting or if we are closed.

Negative: I wish the availability section was based around when the employee was available, rather than when they are not.

Summary: Overall, this has saved me five working hours every two weeks—time I can now dedicate to other priorities within the organization. It’s also eliminated any grey areas around scheduling, giving the team a much clearer understanding of their shifts. On top of that, the option for agents to leave scheduling preferences has noticeably boosted team morale, allowing me to strike a balance between what’s best for the business and what works best for the team.

Positive: This platform makes it incredibly easy to create our team’s monthly schedule. If someone is out, we can quickly update their shift and make it available for another agent to pick up. My favorite feature, though, is how it automatically calculates overtime—so as we build the schedule, we can ensure hours are distributed evenly across the entire team.

Negative: So far, I haven’t encountered any major cons with the platform. The only point of friction has been the lack of a built-in integration with the HR platform we use in our business—but even that hasn’t been a dealbreaker.

Summary: Overall it has made handling our office scheduling much easier. We had been using paper schedules before.

Positive: Employees can request off in the software as well as swap shifts and it gives them reminders. Our employees seem to like it.

Negative: N/A, There is nothing that we have found that we do not like thus far.

Summary: I tried over five different scheduling systems. This one had a little higher price tag than the rest for how many staff I have, but it is so worth it! Once I tried this one I kept comparing all the rest to this one and they were never enough. My staff and I have been absolutely thrilled with When I Work.

Positive: The system is extremely customizable and I can set it up exactly the way I want. Customer service is very accessible and delivers prompt and thorough solutions. The system is intuitive and made for a smooth transition from what we were using before.

Negative: If people used this app for another job previously, they had trouble logging in under this company. I reached out to customer service and they were very helpful.

Summary: Overall, When I Work is a powerful and user-friendly scheduling tool that works especially well for small to mid-sized teams looking to streamline communication, reduce scheduling errors, and stay organized. While there are some limitations—particularly with customization and the cost of premium features—the time-saving benefits, mobile access, and labor cost visibility often make it a worthwhile investment for businesses aiming to improve scheduling efficiency and team accountability.

Positive: ✅ 1. Easy Scheduling & Shift Management
Drag-and-drop interface makes building and adjusting schedules quick and intuitive.

Employees can view their schedules in real time from their phones.

✅ 2. Mobile Access
Available on both iOS and Android—great for on-the-go teams.

Staff can request time off, swap shifts, and clock in/out right from the app.

✅ 3. Reduced Miscommunication
Push notifications alert employees of new schedules, changes, or open shifts.

Built-in messaging keeps all communication centralized and trackable.

Negative: ❌ 1. Cost for Premium Features
While there is a free version, features like time tracking, payroll integration, or advanced reporting require a paid plan, which can add up for larger teams.

❌ 2. Learning Curve for Some Users
New or less tech-savvy staff may need time to get used to the app and its features, especially on mobile.

❌ 3. Occasional Syncing or Notification Issues
Some users report delays in receiving notifications or syncing issues between the app and desktop versions.

Summary: It would be my first recommendation for any company in need of a complex scheduling platform. It is reliable, not glitchy, and has solid functionality on the desktop and mobile side. Love the customization options for labeling different clients, locations, job titles, etc. it really makes it work the way a custom scheduling system would.

Positive: When I Work is the most reliably well-rounded scheduling program we have used. We have searched for the best option and tried different programs, but always come back to When I Work. My favorite thing is the high functionality of the mobile app. Being able to do so much not tied to your desktop is a huge perk!

Negative: Honestly the only thing I don’t like is you can’t link shifts together when two people are scheduled for the same shift (teamed shift scheduling).

Summary: Highly recommend this app for all businesses! I own an ultrasound studio and a laundromat. Useful for both and easy to use.

Positive: It is easy for my employees to use. It is intuitive for them to drop, switch or request shift changes. They can clock in and clock out on the app which helps me easily track their time especially when it’s payroll time.

Negative: No issues with this app. Easy to register employees.

Summary: Excellent experience with this application. It's so handy to be able to have the clock in and out linked to geolocalisation.

Positive: Friendly interface and easy to use. Reviewing schedules is a breeze and it's easy to use by the employees who can take ownership of their working hours, extra shifts and vacation/sick days.

Negative: Easier to use on a laptop than on the cell phone as not all changes cannot be done on the application.

Summary: This app has revolutionized the way I relay information to my team and has made my overall business much more productive

Positive: When I Work has made my life so much easier! My team can now pick up shifts without me having to individually message each of them

Negative: On the webpage I can’t edit the date of the shifts

Summary: I used when I work for 3+ years while working/managing a small retail store. The application was incredibly user friendly and allowed for the seamless scheduling of my employees. I would highly recommend this software to anyone running/managing a small business and needing to upgrade the way they handle schedule and/or time off requests from employees!

Positive: When I Work has a website and iPhone/iPad application that allows for managers to easily send, publish, and edit schedules to employees. It allows for employees to request time off, submit preferred shifts/hours, and allows for up to 75 employees to utilize the system.

Negative: I do not have any cons for this application besides the fact I wish it had scaling capabilities for larger businesses with greater than 75 employees!

Summary: Love it we have used it at several of the properties we have managed. I recommend it to all my owners.

Positive: Easy of scheduling and assigning jobs tracking my payroll hours and cost. Seeing which employees are logged on to work

Negative: Punching in and out in phone sometimes eve. In the set area employees have trouble logging in and out.

Summary: I never want to go back to the old scheduling method! The convivence of checking shifts and knowing the schedule is visible to everyone 24/7 is reassuring, when managing a bigger team of employees.

Positive: The app was very easy to learn how to use! At first I was unsure how I would adjust everyone to the virtual scheduling, but now, I absolutely love it! The way employees are able to send and receive chats (memos, reminders, tasks, etc), request vacation time, and switch schedules with other employees are all features that keep my management tasks in check. The distance settings for checking in and out (within proximity of the workplace) holds accountability for employees to be on the worksite on time!

Negative: I wish there was a way for staff and/or management to alter their shifts to "sick day" and for employees to swap shifts, when there is the need to do a last minute shift change.

Summary: This is a very useful tool for scheduling, I think there could be some additional features added to bring it to the next level!

Positive: I absolutely love the scheduling tools! I also appreciate being able to see who has read messages in the chat. This app makes organizing easy with my staff's schedule, availability, and communication all on one platform!

Negative: I wish there was an option to make it required for all staff to either pick up or deny "open shifts", this would be extremely helpful for us as we have a coverage issue. Without this feature I am still having to directly ask each of them whether or not they can cover every open shift.