When I Work

Overview

When I Work is a comprehensive workforce management platform built for the modern mobile workforce. Designed specifically for businesses with hourly workers, it streamlines scheduling, time tracking, team communication, and shift management in an intuitive mobile-first interface that both managers and employees love to use.

Features

Employee Scheduling

• Drag-and-Drop Scheduler: Create schedules quickly with intuitive interface
• Template Schedules: Reuse patterns for consistent weekly schedules
• Auto-Scheduling: AI-powered suggestions based on availability and labor needs
• Multi-Location Support: Manage schedules across multiple business locations
• Shift Publishing: Publish schedules and notify all employees instantly
• Schedule Changes: Real-time notifications when shifts are modified
• Availability Management: Employees set availability preferences and time-off requests

Time Clock and Attendance

• Mobile Time Clock: Employees clock in/out from their smartphones
• GPS Verification: Confirm employee location at clock-in
• Photo Verification: Optional photo capture at clock-in for security
• Break Tracking: Record meal and rest breaks automatically
• Overtime Alerts: Warn managers before employees hit overtime thresholds
• Timesheet Approval: Managers review and approve hours worked
• Payroll Integration: Export approved hours to payroll systems

Shift Swapping and Management

• Self-Service Swaps: Employees request shift trades with coworkers
• Manager Approval: Control over which swaps are automatically approved
• Open Shift Marketplace: Post unfilled shifts for employees to claim
• Shift Offers: Offer shifts to specific employees or groups
• Drop Shifts: Allow employees to drop shifts for others to pick up
• Coverage Requests: Automated notifications to find replacements

Team Communication

• Team Messaging: Group chat and direct messaging within the app
• Announcement Feed: Share important updates with entire team
• Targeted Messaging: Send messages to specific roles or locations
• Shift-Based Messaging: Communicate with everyone on a particular shift
• File Sharing: Distribute documents, schedules, and resources
• Read Receipts: Confirm employees have seen important messages

Labor Management

• Labor Cost Tracking: Monitor labor costs in real-time against budgets
• Labor Forecasting: Predict labor needs based on historical data
• Compliance Monitoring: Track breaks, overtime, and labor law compliance
• Reporting: Comprehensive reports on scheduling, attendance, and labor costs
• Budget Management: Set and monitor labor budgets by department or location

Mobile-First Design

When I Work excels at mobile functionality:

• Native Mobile Apps: Full-featured iOS and Android applications
• Employee App: Simple interface for workers to view schedules and clock in
• Manager App: Complete scheduling and management tools on mobile
• Instant Notifications: Push notifications for schedule changes and messages
• Offline Support: View schedules and clock in without internet connection
• Quick Actions: Common tasks accessible with just a few taps

Integration Features

• Payroll Systems: QuickBooks, Paychex, ADP, Gusto, and others
• POS Systems: Square, Toast, Clover, Lightspeed
• HR Systems: BambooHR, Namely, Zenefits
• Accounting: Xero, FreshBooks
• Communication: Slack integration

Benefits

• Reduce Scheduling Time: Create schedules in minutes instead of hours
• Improve Communication: Keep entire team connected and informed
• Empower Employees: Self-service tools reduce manager burden
• Control Labor Costs: Real-time visibility into labor spending
• Ensure Compliance: Automated tracking of breaks and overtime
• Reduce No-Shows: Automated reminders decrease missed shifts
• Simplify Payroll: Accurate time data flows directly to payroll

Ideal Industries

• Retail: Manage store staff across multiple locations
• Restaurants: Schedule servers, cooks, and support staff efficiently
• Healthcare: Coordinate nursing and support staff schedules
• Hospitality: Manage hotel and event staff
• Service Businesses: Coordinate technicians and field workers
• Any Hourly Workforce: Perfect for shift-based businesses

Pricing

When I Work offers tiered pricing based on team size and features:

Scheduling: Free for basic scheduling needs

• Employee scheduling
• Mobile app access
• Basic team messaging
• Up to 75 employees

Time & Attendance (from $1.50/user/month):

• All Scheduling features
• Time clock functionality
• GPS and photo verification
• Timesheet approval
• Payroll integrations

Crew (from $2/user/month):

• All Time & Attendance features
• Advanced reporting
• Labor cost forecasting
• Priority support
• Unlimited employees

All paid plans offer a 14-day free trial. Volume discounts available for larger teams.