About When I Work.
When I Work lets managers publish staff schedules, handle shift swaps, and track hours on mobile. Clinics use it to assign RBTs to learners and keep payroll timekeeping separate from their clinical practice management system.
How When I Work works.
When I Work is a shift-based workforce management software company founded in 2010 and headquartered in Minneapolis, Minnesota. The platform provides integrated scheduling, time tracking, and team messaging solutions designed to streamline operations for hourly workplaces.
The software serves as a comprehensive solution for managers and employees, offering features such as employee scheduling, shift swaps, time tracking, labor forecasting, and budget control. When I Work integrates with payroll systems, point-of-sale platforms, and other business management tools to create a connected workflow for shift-based organizations.
With over 200,000 workplaces using the platform across five continents, When I Work has established itself as a market leader in shift-based workforce management. The company generates between $50 million and $100 million in annual revenue and has received substantial venture funding totaling $200 million.
The company employs approximately 200 people and continues to expand its customer base across multiple industries including healthcare, retail, food service, and hospitality. When I Work's mission focuses on creating technology that helps shift-based workplaces develop happier, more productive teams through better scheduling and communication tools.
What When I Work costs.
Pricing, deployment and integrations are self-reported by the vendor and re-attested each time the profile is updated. The figure below carries the month it was last confirmed.
- Starting price
- $2/moas of May 2026
- Deployment
- CloudWhere the product runs
- Free tier
- NoNo free plan
- Pricing notes
- Starts at $2.50/user/month (Essentials, single-location). Pro is $5/user/month (multi-location). Premium tier also available. 14-day free trial; no free plan. No contracts or setup fees. Time & Attendance is a paid add-on.
- Integrations10 LISTED
- RipplingADP Workforce NowRUN Powered by ADPGustoPaychexSquare PayrollQuickBooks OnlineZapierWhen I Work Open APISAML v2 SSO
No published reviews yet.
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55 Google reviews · 3.2 avg.
Aggregate rating and the most recent reviews from Google Maps. Reviews are written by the public and are not verified by When I Work or this directory.
- Jenniferlast month
We've been using it for 8 years now and does everything we need it to. It looks great, staff feel the app is easy to use, view schedules and request time off. I can put announcements on there for staff to view. Haven't felt the need to change or switch to anyone else.
- Cheryl Knecht3 months ago
We've been using WHEN I WORK for more than 5 years and it's pretty good and it's affordable. I like that my staff can switch shifts without my help and it's easy enough for everyone to use. There are some glitches sometimes and the interface looks outdated but nothing is so bad that we want to switch.
- handzy shop and studio4 months ago
We've been using When I Work for our scheduling needs for years. It's user friendly and works great for our small team!
- The Soda Shack6 months ago
We use When I Work for our three locations and 40+ employees. It has been such a great tool for us, and it provides our staff with all the resources they need for their availability, shift swaps, etc--all while providing documented accountability for employer and employee.
- Alice Fancypants11 months ago
This app has gone from useful to incredibly frustrating since the most recent update. It’s glitchy and broken in ways that make basic management tasks a nightmare. When I approve shifts as a manager, it doesn’t even confirm the approval anymore — it just kicks me back to the home screen. That means I have to start over again and again instead of being able to move through approvals efficiently. On top of that, archived users who are no longer employees still show up with pending shifts for approval. There’s no way to delete them or make them disappear, so I end up looking at the same irrelevant shifts multiple times. It’s a complete waste of time and makes the approval process even more frustrating. The calendar view is poor, and to make matters worse, features don’t even line up between the app and desktop. On the app, you can compare schedules for specific employees (a very helpful tool), but on the desktop version this isn’t even an option. For a paid service, this lack of consistency and basic functionality is unacceptable. Overall, the app is at an all-time low in terms of quality and usability. It used to be a helpful tool, but now it feels like it creates more problems than it solves. As a paying customer, I’m extremely disappointed.
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