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When I Work

wheniwork.com

From $2.50/mo Free trial WebiOSAndroidAPI
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Spec score 8.9 #8 of 30 in Appointment scheduling apps

What it is

When I Work brings employee scheduling, shift swaps, team messaging, and time tracking together for shift-based workplaces. Auto scheduling assigns shifts using staff availability and qualifications, and managers can oversee multiple stores, departments, or job sites from one dashboard. The time clock tracks attendance, breaks, and time off, while staff can message without sharing phone numbers. It runs on the web, Android, and iOS. Essentials costs $2.50 a month billed per user per month; Pro is $5 a month billed per user per month; Premium is $8 a month billed per user per month. A 14-day trial offers complete access and requires no credit card, but there is no free plan. API key access, webhooks, and SAML/SSO are included in Premium. When I Work says it uses AWS, TLS, daily backups, multiple-disk writes, and mobile two-step verification. It does not offer an SLA, although its hosting partners guarantee 99.9% uptime.

Spec sheet

What it does
When I Work combines hourly-employee scheduling, time tracking and team messaging in one mobile-first workforce-management platform.Read 15 Oct 2026 · wheniwork.com
Free plan
NoRead 21 Sep 2026 · wheniwork.com
Trial
The free trial provides complete access for 14 days and requires no credit card.Read 30 Sep 2026 · wheniwork.com
Paid from
2.5Read 21 Sep 2026 · wheniwork.com
Integrations
Official integrations include Rippling, Gusto, Simplepay.ca, Zapier, GoCo, People and ResaleAI, with payroll/POS connections listed in the plans.Read 15 Oct 2026 · wheniwork.com
Mobile apps
YesRead 21 Sep 2026 · wheniwork.com
Headquarters
Minneapolis, Minnesota, United StatesRead 28 Sep 2026 · wheniwork.com
Founded
2010Read 28 Sep 2026 · wheniwork.com
ADP limit
The ADP Workforce Now direct integration is no longer offered to new customers after June 2026, although legacy customers may continue using it.Read 30 Sep 2026 · help.wheniwork.com
API access
When I Work offers an open API for eligible plans and requires administrator access to obtain an API key.Read 15 Oct 2026 · help.wheniwork.com
API availability
API key access, webhooks, and SAML/SSO are included in the Premium plan.Read 30 Sep 2026 · wheniwork.com
API services
The documented API is split into Primary, Login, Forecast Tools, Tasks and Tags services.Read 15 Oct 2026 · help.wheniwork.com
Auto scheduling
Auto Scheduling assigns shifts using employee availability and qualifications.Read 15 Oct 2026 · wheniwork.com
Availability commitment
When I Work says it does not offer an SLA, while its hosting partners guarantee 99.9% uptime.Read 15 Oct 2026 · wheniwork.com
Availability limit
When I Work does not offer an SLA, while its hosting partners guarantee 99.9% uptime.Read 30 Sep 2026 · wheniwork.com
Billing security
Credit-card transactions are processed with encryption on a PCI-compliant network.Read 30 Sep 2026 · wheniwork.com
Company headquarters
The company lists 420 North 5th Street, Suite 500, Minneapolis, Minnesota, United States as its address.Read 15 Oct 2026 · wheniwork.com
Company legal name
The official site identifies the maker as When I Work, Inc.Read 15 Oct 2026 · wheniwork.com
Current status
The official status page currently reports Workchat as operational.Read 15 Oct 2026 · status.wheniwork.com
Documentation and support
The help center contains product guides, API references, troubleshooting articles, training resources and customer-care ticket submission.Read 15 Oct 2026 · help.wheniwork.com
Founded and size
LinkedIn lists When I Work as founded in 2010, headquartered in Minneapolis and having 51–200 employees.Read 15 Oct 2026 · linkedin.com
Funding and ownership
Crunchbase describes When I Work as privately held, founded in 2010, with 101–250 employees and six investors including Bain Capital and Arthur Ventures.Read 15 Oct 2026 · crunchbase.com
Labor controls
The product provides overtime alerts, labor forecasting and scheduled-versus-budgeted hour visibility.Read 15 Oct 2026 · wheniwork.com
Language support
The web and mobile applications and customer care are officially supported in English.Read 15 Oct 2026 · help.wheniwork.com
Limit: cancellation refunds
The help center states that canceled plans do not receive refunds for unused time.Read 15 Oct 2026 · help.wheniwork.com
Limit: GPS accuracy
Gartner reviewers report that GPS or location services are not always accurate.Read 15 Oct 2026 · gartner.com
Limit: location clock-in
Software Advice reviewers report technical problems capturing location over cellular data.Read 15 Oct 2026 · softwareadvice.com
Limit: messaging failures
Google Play reviewers report messages sometimes fail to send or disappear and notifications may not arrive.Read 15 Oct 2026 · play.google.com
Limit: pricing for multiple locations
Software Advice reviewers complain that adding a second location can sharply increase the price for small companies.Read 15 Oct 2026 · softwareadvice.com
Messaging
Built-in messaging supports announcements, shift reminders and direct messages without exposing employee phone numbers.Read 15 Oct 2026 · wheniwork.com
Multi-location
Managers can manage multiple stores, departments, or job sites from a single dashboard.Read 30 Sep 2026 · wheniwork.com
Payroll connectors
Help documentation lists Rippling, Gusto, Paychex, QuickBooks Online and Square payroll integrations.Read 15 Oct 2026 · help.wheniwork.com
Praise: notifications and communication
TrustRadius reviewers frequently praise schedule-change notifications and the in-app chat system.Read 15 Oct 2026 · trustradius.com
Praise: scheduling simplicity
Gartner reviewers say staff scheduling is simpler, with useful chat and employee shift swaps.Read 15 Oct 2026 · gartner.com
Praise: usability
Reviewers repeatedly describe the interface as easy to use for both administrators and employees.Read 15 Oct 2026 · g2.com
Product focus
When I Work is employee scheduling software for shift-based teams.Read 30 Sep 2026 · wheniwork.com
Rating on Apple App Store
4.8 out of 5 from 57K ratingsRead 15 Oct 2026 · apps.apple.com
Rating on G2
4.4 out of 5 from 411 reviewsRead 15 Oct 2026 · g2.com
Rating on Gartner Peer Insights
4.3 out of 5 from 128 ratingsRead 15 Oct 2026 · gartner.com
Rating on GetApp
4.5 out of 5 from about 1,300 reviewsRead 15 Oct 2026 · getapp.com
Rating on Google Play
4.7 out of 5 from 76.5K reviewsRead 15 Oct 2026 · play.google.com
Rating on TrustRadius
6.6 out of 10 from 69 reviews and ratingsRead 15 Oct 2026 · trustradius.com
Recent outage record
IsDown lists an October 20, 2025 outage titled AWS Incident as the most recent reported outage.Read 15 Oct 2026 · isdown.app
Scheduling
Managers can build schedules, publish them, fill OpenShifts and notify staff immediately.Read 15 Oct 2026 · wheniwork.com
SDKs
The pages opened describe REST-style API services but do not identify an official SDK.Read 15 Oct 2026 · help.wheniwork.com
Security controls
The company states that it uses TLS, encrypted storage and transmission, daily backups, multi-disk writes and mobile MFA.Read 15 Oct 2026 · wheniwork.com
Self-hosting
The service is hosted using AWS and the official pages provide no self-hosting option.Read 15 Oct 2026 · wheniwork.com
Shift swaps
Employees can trade shifts or claim OpenShifts while managers retain approval control.Read 15 Oct 2026 · wheniwork.com
System requirements
The web app supports Chrome 118+, Firefox 115+, Safari 17+ and Edge 119+ on Windows or macOS; mobile scheduling requires iOS 17+ or Android 11+.Read 15 Oct 2026 · help.wheniwork.com
Target users
When I Work says it is built for shift-based workplaces such as clinics, shops, kitchens, and job sites.Read 30 Sep 2026 · wheniwork.com
Team messaging
Team messaging lets staff communicate without sharing phone numbers.Read 30 Sep 2026 · wheniwork.com
Time clock
The time-clock feature records attendance, breaks and time off and can use GPS or geofencing for clock-in verification.Read 15 Oct 2026 · wheniwork.com
Webhooks
Webhooks are included only in the Premium plan.Read 15 Oct 2026 · wheniwork.com

Plans and prices

Essentials $2.50 a month per user/month Unlimited users · auto scheduling · multi-week and multi-location scheduling · templates · forecasting · messaging · OpenShifts · shift swapping · payroll/POS integrations Read 15 Oct 2026 · wheniwork.com
Pro $5 a month per user/month Everything in Essentials · advanced scheduling · rules · role permissions · labor sharing · custom forecasting/reporting · overlapping OpenShifts · time-zone toggle Read 15 Oct 2026 · wheniwork.com
Premium $8 a month per user/month Everything in Pro · API key access · webhooks · SAML/SSO Read 15 Oct 2026 · wheniwork.com

Every When I Work plan and price →

Strong points and limits

Strong points

  • Auto scheduling uses availability and qualifications.
  • Manages multiple locations from one dashboard.
  • Tracks attendance, breaks, and time off.
  • 14-day trial requires no credit card.

Limits

  • No free plan.
  • No SLA is offered.
  • Direct ADP Workforce Now integration unavailable to new customers after June 2026.

Who it suits

It suits shift-based teams in settings such as clinics, shops, kitchens, and job sites. Multi-location scheduling and availability-based shift assignment may help managers coordinating staff across sites.

Verdict

When I Work combines core shift-planning and time-tracking tasks with staff messaging and multi-location management. Check the per-user plan costs and availability limits, and note that API access and SAML/SSO require Premium.

Where Specifiction places it

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