When I Work
Workforce management software
Time tracking software
Employee scheduling software
Time & attendance software
Garage workshop software
- Features
- Ease of use
- Ease of management
- Quality of support
- Affordability
- Market presence
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$2.50 per user per month
Free Trial
Free version unavailable
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- Arts, entertainment, and recreation
- Education and training
- Accommodation and food services
What is When I Work
When I Work is a cloud-based employee scheduling and time tracking platform designed for hourly teams. It helps managers build and publish schedules, track time and attendance (including mobile clock-in/out), and support shift swapping and availability management. The product is commonly used by small to mid-sized organizations in retail, hospitality, healthcare, and other shift-based operations, with mobile-first workflows and payroll/timekeeping integrations.
Strong scheduling workflows
The product provides core scheduling functions such as templates, recurring schedules, availability capture, and shift swap/coverage workflows. It supports manager approvals and employee self-service to reduce back-and-forth communication. These capabilities align well with common needs in shift-based environments where schedules change frequently.
Mobile time clock options
When I Work includes mobile time tracking with features such as GPS/location signals (where enabled), photo capture options, and device-based controls to reduce time entry errors. Employees can clock in/out from smartphones, which fits distributed and multi-site teams. Time data flows into timesheets for review and export to payroll systems.
Integrations and payroll exports
The platform supports integrations and exports that connect scheduling and time data to payroll and HR systems. This reduces manual re-entry and helps standardize pay period processing. It also supports notifications and messaging tied to schedule changes, which improves operational follow-through.
Limited enterprise WFM depth
Compared with suites built for large contact centers or complex labor optimization, the product focuses on core scheduling and time capture rather than advanced forecasting and optimization. Organizations needing sophisticated intraday management, complex skill-based staffing, or deep analytics may find gaps. It is typically a better fit for SMB and mid-market shift work than highly specialized enterprise WFM programs.
HR suite functionality is narrow
When I Work is not a full human capital management system and does not replace broader HR modules such as recruiting, performance management, or benefits administration. Companies often need additional systems for employee lifecycle management beyond scheduling and time & attendance. This can increase integration and administration requirements in more complex environments.
Not tailored to workshop operations
Although it can schedule staff and track time, it is not purpose-built for garage workshop workflows such as job cards, vehicle history, parts inventory, and service bay capacity planning. Automotive service businesses may need separate software for work order management and customer-facing service processes. Using When I Work alone may leave operational gaps outside workforce scheduling and attendance.
Plan & Pricing
| Plan | Price | Key features & notes |
|---|---|---|
| Essentials | $2.50 per user/month | Unlimited users; Auto Scheduling; Multi-week & multi-location scheduling; Schedule templates; Forecast tools; In-app team messaging; OpenShifts & shift swapping; Help Center & live chat; Payroll & POS integrations. Pricing page shows a "Time Tracking & Attendance" toggle (see notes). |
| Pro | $5.00 per user/month | Everything in Essentials, PLUS: Advanced scheduling; Scheduling rules; Role permissions; Labor sharing; Custom Unit Forecasting; Callout reporting; Custom reporting; Allow overlapping OpenShifts; Time zone toggle. Pricing page shows a "Time Tracking & Attendance" toggle (see notes). |
| Premium | $8.00 per user/month | Everything in Pro, PLUS: API key access; Webhooks; SAML/SSO. Pricing page shows a "Time Tracking & Attendance" toggle (see notes). |
Seller details
When I Work, Inc.
Minneapolis, Minnesota, United States
2010
Private
https://wheniwork.com/
https://x.com/wheniwork
https://www.linkedin.com/company/when-i-work/
