When I Work Staff Scheduling 4+

Employee scheduling

When I Work, Inc.

    • Free
    • Offers In-App Purchases



Join more than 200,000 workplaces running on When I Work to reduce chaos, costs, and turnover with employee scheduling and time tracking for the modern workforce. When I Work is an employee scheduling app that does more than just save you time on scheduling. It also helps you improve communication, eliminate excuses, boost accountability among your staff, track time and attendance, and grow your business.

“2021 Shortlist” - Capterra
“2021 Category Leader” - Getapp
"Fastest Implementation" - G2 Crowd


• Easy to use time clock to clock in and out
• Message with staff 1:1 or in groups
• Monitor and approve shift trades and time off requests
• View the entire staff schedule anywhere at anytime
• Create a work calendar to efficiently plan schedules
• Quickly alert staff of changes and updates to the schedule
• Messaging and scheduling permissions for easier management
• Geofencing features to prevent buddy punching


• Clock in and out of shifts from the app
• Instantly trade shifts with coworkers
• View work schedules from anywhere at anytime
• Pick up extra hours with open shifts
• Check the work calendar to easily request time off
• Privately message coworkers 1:1 or in groups within the app
• Easily check who's working which shifts


When I Work is employee-focused and built exclusively for shift-based workplaces. We monitor our systems 24/7/365 to give you and your employees peace of mind that your data is safe and secure. Choose When I Work to get the best in:

• Team management - Onboard new employees, approve time off requests, review shift trades, and fill shifts in seconds.

• Team accountability - Shift confirmation, mobile clock in, shift task lists, team task lists, and chat ensure everyone is on the same page.

• Team communication - Notify your team of changes instantly and communicate with coworkers 1:1 or in group chats.

• Team empowerment - Your team can manage availability, submit time-off requests, and collaborate on shift trades.

• One-click scheduling - Build your entire work schedule in one click with Auto Scheduling.

• Confident shift coverage - Receive shift confirmations from employees and be notified immediately of swaps and drops.

• Share schedules - Publish the schedule and your whole team is instantly notified of their shifts.

• Labor forecasting - Easy-to-use labor tools help you manage your labor budget efficiently.

• Control overtime costs - Get overtime alerts and labor reporting to make managing labor costs easier.

• Schedule enforcement - Limit clock ins to shifts and locations to ensure that everyone is where they need to be at the right time.

• Payroll integration - Import your timesheets to quickly and accurately process payroll.

• Labor reports - Use labor distribution to manage costs and forecast for the future.

Terms of use: https://wheniwork.com/terms
Privacy policy: https://wheniwork.com/privacy

What’s New

Version 11.7.2

In this update, we've carried out extensive backend maintenance to keep the app running swiftly and smoothly. We've also addressed several bugs that our users reported, including issues with employee sorting on timesheets, document links, and shift conflict views. Look forward to upcoming updates featuring filter requests! We'd love to hear your thoughts on our updates, so please leave us a review!

Ratings and Reviews

4.8 out of 5
29.1K Ratings

29.1K Ratings

RR1911BD ,

Group chat

It’s good app,maybe add a group chat between coworkers with same job title and have two week schedules instead of one week at a time. And also have the ability for the worker in shift to adjust his/her time then have supervisor approve instead of supervisors trying adjust times of all workers all the worker would need do was submit their adjustments then have approval from supervisor based on time and location stamp of app,,,!!!! Also some companies corporate office is based out of state,so how about having the time zone and time difference shown and adjusted according to companies and time zones/state. Another thing,I had download an hour tracker for my work hours due to mine and other coworkers being wrong based off this app so try having a subsection with clockin/out option that keep tracks of hours and adds in hourly pay and accounts for lunches and breaks….there is potential for this app I like it but I don’t like having multiple apps to help track everything along with always asking coworkers what’s going on!!!! Think smarter not harder we all in this together hooah! 😎🥷🏽💪🏽

Developer Response ,

Hi There, Thank you for taking the time to write us a review! We appreciate all of the great feedback! We would be happy to help resolve some of the details mentioned, as the software will offer these! We would love to help! Contact our Customer Care Team (support@wheniwork.com) so we can help you directly!

princesspurses ,

Good Ideas…could be more intuitive and informative

I generally don’t have problems with app. The only thing is when changes are made to my schedule by my employer I don’t get any kind of notifications. If there is a setting for this I haven’t found it. That’s not to say it doesn’t exist but It’s not something that I was prompted to set up. Also it wasn’t completely apparent that I needed to indicate that I wanted my availability to “repeat”. Otherwise what it does essentially is prompt you to list your availability for the following week, but it never prompts you to list your availability beyond that first week. If it weren’t for an incident where I had gotten scheduled for a Sunday which I thought I had indicated I was “unavailable” for but in reality I only listed my preference for any given day for the first week only. So I would explain to new users that you have to fill out your availability and use the “repeat” slide button or go through the calendar manually and list your availability for as many days as possible or at least for a few months. Other than that the app has nice and helpful features like who works and when, as well as a place to message co-workers without having their personal phone numbers.

Developer Response ,

Hello, thank you for your detailed review! We appreciate your feedback on notifications and the Availability feature.

The notifications you receive would depend on a few factors. We can certainly look into what is occurring with your profile and the account. Would you submit a ticket with us? https://help.wheniwork.com/submit-a-ticket/

lawme ,

Hands-down the best app of its kind.

I’ve tried many different shift scheduling/clock in/out apps before. Some were good, some less than good, and some were outright treacherous.
‘When I Work’ is not good, it’s not even great, it’s spectacular; it is by far the best scheduling/shift planning/hours and pay tracking/extra shift finding app I have encountered with!
While the smartphone version offers all the features you need, it is not until you access ‘When I Work’ from your pc and realize this app’s incredible potential. The amount of clever features and details is amazing, it’s like having a bookkeeper/HR person sitting next to you ... for free! Time is money and having this app saves you both. Lastly, kudos to your customer service… big kudos, that is. When I first installed the app, I needed some help so, I e-mailed your customer service, hoping they can enlighten me within 24 - 36 hours. However, I was wrong ... I received an e-mail with detailed explanation within an hour. So, keep doing what you’re doing … because you are doing it right!

Developer Response ,

Hi, Thanks for your nice feedback! We appreciate hearing from you and are glad to know When I Work is helping to make your teams’ and your work lives so much easier. :)

App Privacy

The developer, When I Work, Inc., indicated that the app’s privacy practices may include handling of data as described below. For more information, see the developer’s privacy policy.

Data Linked to You

The following data may be collected and linked to your identity:

  • Financial Info
  • Location
  • Contact Info
  • Contacts
  • User Content
  • Identifiers
  • Diagnostics

Data Not Linked to You

The following data may be collected but it is not linked to your identity:

  • User Content
  • Usage Data

Privacy practices may vary, for example, based on the features you use or your age. Learn More

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