When I Work Reviews

Summary: Great experience overall very user-friendly easy to navigate. Scheduling has become quick and simple.

Positive: Very user-friendly easy to navigate. All features of the software are easily accessible and make every day scheduling a breeze.

Negative: Nothing so far, I am pleased with software overall

Summary: We use When I Work for three of our stores and it helps us have a great view of our staffing. It is very flexible and easy to use.

Positive: Friendly user interface, easy to create schedules, and easy for team members to make changes and requests.

Negative: There is not a way to hide notes listed on one employee to another without creating a new skill. It would be a great setting to have to just allow team members to see their own notes.

Summary: Love the app for convenience, love the desktop version even more. I can see my week and schedule with ease!

Positive: I like That I can see the whole weekly schedule of employees, who is working where, and what shift! This is a game changer for us.

Negative: I honestly don't have any issues...as a new user this really changed how we operate, how the whole company operates. We all see the same thing in real time.

Summary: It has really streamlined our process. It make it easier for our staff to communicate and come together, it keeps everything all in one place.

Positive: There are so many amazing features. I really love that it empowers our employees to be in charge of their own schedules and their time. It's nice to have the employees take charge. It brought our staff together in one platform.

Negative: It is a lot to learn, so it can get overwhelming sometimes.

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: I live how straight forward and easy this app is to use. From being an employee using it, to being a manager using it to schedule. It has been a very helpful and useful tool. The only complaint I have is the availability and time off request option can be a a little confusing at first. But that is the only complaint I have.

Positive: Straight forward
Simple
Beginner friendly
Convenient
Easy schedule layout
Simple layout
Quick any easy

Negative: Time off requests can be a little difficult to get the hang of using at first.