--- title: "When I Work Reviews 2026. Verified Reviews, Pros & Cons | Capterra" description: "Is When I Work the right Time Tracking solution for you? Explore 1301 verified user reviews from people in industries like yours to make a confident choice." source_url: "https://www.capterra.com/p/121248/When-I-Work/reviews/" page_type: "reviews" language: "en" publication_date: "2026-11-09" --- When I Work 4.5 (1303) Provider data verified by our Software Research team, and reviews moderated by our Reviews Verification team. [Learn more](https://www.capterra.com/our-story/) * * * Last updated November 9th, 2026 # Reviews of When I Work Ease of use 4.5 Customer Service 4.4 ## Pros and Cons in Reviews LY Laura Y Sign Language InterpreterTranslation and Localization, 2 - 10 employeesUsed the software for: Less than 6 months. “Also, it integrates with my Google Calendar so I am able to see my other tasks side by side with my WIW tasks.“ July 7, 2026 MA Matt A Ops ManagerSports, 11 - 50 employeesUsed the software for: More than 2 years. “It would be nice if small bug would be fixed like the precision of the drag and drop which is sometimes impossible to align with a specific time like 1PM if the move is less than 30 mintues.“ April 29, 2026 Stenie O Owner CEOFood & Beverages, 11 - 50 employeesUsed the software for: 1-2 years. “When I work is great for time tracking, team communication, and saving time on scheduling. Plus, you can make your business schedule ahead of time, and with its calendar and appointment options, employees can swap their schedule as well.“ March 9, 2026 LJ Lauren J StylistHealth, Wellness and Fitness, 2 - 10 employeesUsed the software for: Less than 6 months. “Unfortunately, it would not always show the most recently updated responses or schedule and as a result it became unreliable.“ May 24, 2026 Jessica S AdminAccounting, 11 - 50 employeesUsed the software for: Less than 6 months. “It makes scheduling simple, keeps the team connected, and the mobile app adds great flexibility. While there’s minor room for improvement in notifications and reporting, it’s a reliable tool that truly streamlines workforce management.“ April 8, 2026 JR Jonathan R IT AdminHospital & Health Care, 51 - 200 employeesUsed the software for: 6-12 months. “No Auditing capability to see if unauthorized changes were made, and does not work for complex workflows.“ February 25, 2026 DP Dan P COOFood & Beverages, 11 - 50 employeesUsed the software for: 1-2 years. “We use it to run our company, and it has allowed us to add more employees up to a point without too much additional cost.“ June 25, 2026 EW Erin W CoordinatorHealth, Wellness and Fitness, 5,001 - 10,000 employeesUsed the software for: 6-12 months. “When you first open When I Work as a user, you're immediately on the "available shifts" tab. While this is a great method of trying to get staff to see what shifts are available to them for pickup, this setup leads to confusion.“ December 9, 2024 ## Showing most helpful reviews Showing 1-25 of 1303 available reviews Sort by: Most Helpful Rating Company Size Reviewer's Role Length of Use Frequency of Use Kayla R. Sr Director of People Opertations Used the software for: 3-5 years ### "Extremely User-Friendly and Customizable for Labor Law Compliance" November 11, 2026 5.0 When I Work does integrate with our payroll system allowing for new employees to be automatically added as well as timesheets being automatically uploaded to payroll once the pay period is closed. Pros When I Work is extremely user friendly for both employees and managers. It is also very customizable in terms of parameters we set on shifts to make sure we are following all labor laws for minors Cons Although there is an alert feature users can edit, I've run in to managers having alerts set but the function doesn't work consistently. Resulting in facilities missing staff members due to their manager not knowing about a missed punch in. Switched from [MITC Cloud](https://www.capterra.com/p/139408/MITC-Cloud/) We needed managers to have access to make the actual schedule and not have the schedule for 1000s of employees to be the responsibility of one person. Review Source Brian G. General Manager Used the software for: 3-5 years ### "Easy Employee Scheduling That Just Works" November 7, 2026 4.5 We just use it to schedule employees. The only problem it solves is scheduling employees with ease Pros Ease of use when scheduling our employees. Cons For our needs it does exactly what I need it to do without any hassles. Review Source Owner Used the software for: Less than 1 year ### "We love When I Work! " November 2, 2026 5.0 It was a great experience. Super easy to navigate and figure out on your own and makes scheduling a lot easier. Pros It is super easy to navigate. Made my life a lot easier with new hire tracking, scheduling, and time tracking. Cons That more people don’t know about it. I wish that more people knew about this tool and it had more awareness Switched from [Connecteam](https://www.capterra.com/p/153140/Connecteam/) Ease of use and the price was comparable. Alternatives considered [Connecteam](https://www.capterra.com/p/153140/Connecteam/) Reasons for choosing When I Work Because I really liked the layout of this software and how easy it was Review Source TD Terry D. Sr. HRD Used the software for: 1-3 years ### "Updated When I Work Review " September 4, 2026 5.0 Overall I would still give the platform a solid 5 stars based on the cost and user interface, as well as the admin for the app. Pros I like the flexibility of the platform. You can flex up or down on a monthly basis depending upon headcount. Cons The chat/texting feature. It still does not allow you the option to only communicate with one employee. Switched from [Snagajob](https://www.capterra.com/p/165139/Snagajob/) Stop supporting the platform that we used it for Review Source Response from When I Work October 9, 2026 Hi Terry, Thanks so much for your review! It’s great to hear that the When I Work app is helping your team. You are able to create Channels in WorkChat to help communicate with users directly or send emails. If you have questions, let us know here so we can help: https://help.wheniwork.com/submit-a-ticket/. We hope you and your team continue to enjoy the When I Work experience! Thanks so much, and take care, Jake When I Work Care Team VP Used the software for: 3-5 years ### "Perfect for small business" August 13, 2026 5.0 Overall, I think When I work is a great value. The features are really nice for scheduling my staff, as well as tracking hours. Pros When I work is feature rich and affordable. I like how easy it is to use. Employees can view schedules, request time off, track time, and swap shifts all in one space! The Calendar is easy to view and schedule shifts from. I like that I can create specific shifts in the app and then just add them to employees. It saves a lot of time when creating schedules. Cons A recent update has made it so I can no longer export hours to QuickBooks automatically. It is not difficult to add hours in manually but is inconvenient. Alternatives considered [Gusto](https://www.capterra.com/p/131882/Gusto/)[RUN Powered by ADP](https://www.capterra.com/p/185859/RUN/) Reasons for choosing When I Work Price and convenience are what caused me to select When I work over the other options. Review Source Response from When I Work August 13, 2026 Hi Geoffrey, Thank you so much for sharing this awesome feedback with us. We appreciate your support. If you ever need anything, just give us a shout. Recruiter Used the software for: Less than 1 year ### "Convenient " July 30, 2026 5.0 Very straightforward and easy to work with. Easy to understand steps and can be very helpful if worked with. Pros Very straightforward and easy to work with. Easy to understand steps and can be very helpful if worked with. Cons I think I love using it it is very convenient Overall I have no problem using it. It is pretty good Review Source Response from When I Work October 9, 2026 Hi there, We truly appreciate your nice feedback! It’s great to hear that the When I Work app is helping to make your teams’ and your work lives easier. We hope you and your team continue to enjoy the When I Work experience! Thanks so much, and take care, Jake When I Work Care Team Customer sales attendant Used the software for: Less than 1 year ### "Easy to use" July 27, 2026 4.0 It was a simple and easy to use, one of my favourite apps for scheduling management, timesheets and shift calendars Pros It was super easy to use for getting my schedule calendar and was easy to clock in and out for my shifts Cons There was a tendency for the app to crash on my device, may have been user error. It could also use a bit of an update in app style wise Review Source Response from When I Work July 28, 2026 Hello Celeste, Thanks for writing us a review! We're happy to hear you are enjoying the app. If you run into any trouble, please submit a ticket at https://help.wheniwork.com/submit-a-ticket/ and let us take care of you. Laura Y. Sign Language Interpreter Used the software for: Less than 1 year ### " Very intuitive program" July 8, 2026 5.0 I have enjoyed the ease of working with When I Work so far and no glitches or any issues. Great product! Pros I enjoyed as a consumer to ease of picking up extra works shifts, and seeing my schedule as a whole. Also, it integrates with my Google Calendar so I am able to see my other tasks side by side with my WIW tasks. Very user friendly! Cons Nothing so far! It has been very intuitive for moving schedules and swapping shifts easily! I have used it to for basic activities like offering up shifts and accepting new assignments. Very easy to use! Review Source Response from When I Work July 15, 2026 Thank you for your amazing feedback Laura! We truly appreciate amazing teams like yours. Michelle C. CEO Used the software for: 3-5 years ### "Helpful scheduling tool that keeps work shifts organized" July 6, 2026 4.0 Overall, When I Work is a useful scheduling and communication tool. It helps keep work schedules more organized and makes it easier for employees and managers to stay updated. My experience has been mostly positive because it reduces confusion compared to trying to manage shifts through texts, paper schedules, or separate conversations. There are still some areas that could be more user-friendly, but it is a helpful platform for workplace scheduling. Pros When I Work is helpful for managing employee schedules, shift changes, and communication in one place. I like that it can make scheduling more organized and easier to access, especially when employees need to check their hours or request changes. The app is convenient because people can view schedules from their phones instead of relying only on paper schedules or separate messages. Cons Some features can take time to learn, and the app can feel a little confusing at first depending on how the workplace has it set up. Notifications, schedule changes, or requests may not always feel as clear as they should, especially if there are a lot of updates. It would be helpful if some settings and explanations were easier to understand. Review Source Logistics Used the software for: 1-3 years ### "Great time tracking app. " July 1, 2026 4.0 Overall it was very user friendly. It has been one of the best applications I have used to keep track of time and schedules for multiple employees. Pros I liked most that it was easy to schedule, publish, and email multiple employees. I could make changes to the schedule as needed. I thought it was great for clocking employees in and out for the day. Cons The only negative that I have encountered is with minor glitches when updating as schedule. On occasion I would have to do this multiple times until it updated. Alternatives considered [BambooHR](https://www.capterra.com/p/110968/BambooHR/) Reasons for choosing When I Work We chose when I work because it seemed to meet all our requirements. Review Source Response from When I Work July 1, 2026 We appreciate your nice feedback Ryan! It’s great hearing that When I Work is helping to make your teams’ and your work lives easier. Please give us a shout and submit a ticket at https://help.wheniwork.com/submit-a-ticket/ if anything comes up. Verified Reviewer 4.0 November 7, 2026 AI summary based on a full review When I Work enhances scheduling efficiency and provides valuable reports for payroll, making it easier for staff to manage their shifts. A drawback is the lack of automatic posting of scheduled hours to Payworks, which complicates payroll processing. Log in to unlock the full review, detailed ratings, and pros & cons Marketing and Communications Manager 5.0 November 5, 2026 AI summary based on a full review When I Work provides practical benefits for scheduling, including mobile access for staff and the ability to reuse templates. Initial understanding of the platform posed some challenges, but it became user-friendly once familiar. Log in to unlock the full review, detailed ratings, and pros & cons Elon E. Compliance Used the software for: Less than 1 year ### "Very efficient for scheduling in standard environment" April 21, 2026 4.0 Pros What I liked most about When I Work is how much time it saves on scheduling and coordination. In practice, instead of managing shifts through Excel or emails, everything is centralized: schedules, availability, and communication. For example, the ability for employees to swap shifts directly in the app and for managers to validate quickly significantly reduces operational friction and improves efficiency. Cons What I liked least about When I Work is that it can feel limited when you need more advanced features or deeper customization. For example, reporting and integrations are not as developed as in more complex systems, which can be a constraint in structured environments. Also, notifications can sometimes become overwhelming or missed depending on usage. Review Source Response from When I Work April 21, 2026 Hello, We are pleased to hear that you’ve had a positive experience with When I Work, and that our time tracking features have been particularly helpful for you and your team. We appreciate your feedback and are always looking for ways to better serve teams like yours. If you have any additional comments or specific questions, please feel free to reach out to us at https://help.wheniwork.com/submit-a-ticket/. We’re here to assist you! Operations Manager Used the software for: Less than 1 year ### "Best timeclock and payroll system out there" November 3, 2025 5.0 Love it! We all grasped it fairly quickly as it is super easy to use. The cost fits right into anyone budget. Our staff can utilize it from anywhere! Pros When I work is so easy to use. Doing payroll and agents asking for time off is incredibly easy! Managing our agents and their absences is a breeze! Its user friendly and every can easily access it from their desk top or their phones! Cons Nothing! Truly the easiest and fastest time clock system there is! No messy reports and no long wait times for time off approvals Switched from [VCC Live](https://www.capterra.com/p/167993/VCC-Live/) not what we were looking for on a daily platform Review Source Response from When I Work November 4, 2025 Hi Candy, Shab here from When I Work. Thank you for writing us a wonderful review! We are thrilled to see that your team learned the product quickly and that you have enjoyed our many features! We are so honored to have you with us! Thank you again for writing to us about your experience! Warmly, Shab Coach Used the software for: Less than 1 year ### "Wasnt fit for the job I needed" January 4, 2026 3.0 Overall my experience with the application was fair, but I would not recommend the application to other customers Pros When I works mobile app graphical user interface is user friendly, with easy log-in access and to view how much I was getting paid each period. Cons There were some frustrating technical issues when the application tried to capture my location using celular data, neglecting the main purpose of the application to manage my job. Review Source Response from When I Work January 5, 2026 Hi Soren, Jake here with the When I Work team. Thank you so much for taking the time to write us a review! It is great to hear that you find the interface of When I Work easy to use. Our goal is to make scheduling easier, and it is nice to see that this is your experience. We are sorry to hear that you have had trouble with When I Work accessing your location. This may be needed for clocking in and out if these settings are in place by your team. If you have any troubles with location services and the When I Work app, feel free to let our Care Team know here: https://help.wheniwork.com/submit-a-ticket/ Again, thank you so much for the review, Soren! If you do have questions, we look forward to helping. Best, Jake COO Used the software for: 1-3 years ### "When I Work review from an employer" June 29, 2026 5.0 Good, helpful, and the employees seem to appreciate it. We use it to run our company, and it has allowed us to add more employees up to a point without too much additional cost. Pros Easy to log in and use for tracking hours, and to to track hours of employees. I haven't heard any complaints from employees, so that is good right there. Cons For some reason finding where to start logging hours ie start your shift, was a bit hard to find, and not super intuitive. That could be smoothed over I think. Review Source Response from When I Work June 29, 2026 Hi Dan, Angie here with When I Work's Care Team. Thank you so much for taking the time to provide your feedback, and reviewing our app. I totally understand how logging hours is important and we'd love to ensure that you continue to have a great experience with us. If you have any questions or issues at all, please feel free to reach out anytime at: https://help.wheniwork.com/submit-a-ticket/. We're happy to continue supporting you, and making sure you're set up for success. Thank you again for your time, Dan! - Angie General Manager Used the software for: Less than 1 year ### "When I work is the best" March 2, 2026 5.0 Works great I have no issues with this app my crew see the schedule as soon as I post it and the work chat gives us time to message for open shifts Pros The when I work app works great I like it because I can do my crew schedule anytime from home that way I don't have to go al the way to my store Cons Only this is like to leave nots in individual crew members schedule in stead of at the bottom this would b a great help Switched from [Square Point of Sale](https://www.capterra.com/p/275802/Square-Point-of-Sale/) No longer using SQuare change to new pos system Review Source Response from When I Work March 3, 2026 Hi Rose, Marcy here from When I Work. Thank you so much for your feedback! We are happy to hear that When I Work is making it easier for your crew to receive and view their Schedules. Thanks again! Warmly, Marcy PS Used the software for: 1-3 years ### "A very good tool " July 31, 2025 5.0 It was a very good experience, it is very easy to use and never experienced any inconvenience with this tool. Pros We used this tool to organize all the assignments we had to complete at work. It helped us identify which tasks needed to be done or prioritized, and we could easily see any changes or updates to our schedules just by refreshing the page. It was also really useful for checking coworkers’ availability and seeing if they were off or on holiday. Cons There’s nothing I dislike since I was an user for the application. It worked perfectly and never had any issue. Switched from [Playvox](https://www.capterra.com/p/164542/playvox/) They decided to switch because it required too much time to create and organize all the assignments for each agent. Playvox is helping administrators save a lot more time. Review Source Response from When I Work August 2, 2025 Hey There! It’s great to know the app is working well for you — thanks for taking the time to share! Account Manger Used the software for: 1-3 years ### "Best Work App!" October 30, 2025 5.0 My experience was very pleasant! I utilize When I Work for my job to this day and absolutely love it! Pros How organized and easy the interface of the app is to use! There’s many functions that allow me to stay organized for work, especially my shifts! Cons Personalization of color choices for the aesthetic of the app itself would be a nice touch! Other than that I really don’t have anything negative to say about When I Work. Switched from [WurkNow](https://www.capterra.com/p/252424/WurkNow/) Better experience and better pricing was available to utilize When I Work! Review Source Response from When I Work October 31, 2025 Thanks for the detailed review! It’s wonderful to see that color choices are helping you! Practice Manager Used the software for: I used a free trial ### "When I work just didn't work for u." November 4, 2025 3.0 Pros The one thing that I did like about it was how easy it was to actually access the software. Once you are in your in that software. Cons The one things I liked the least was how jumbled the actual schedule looked once I put all people and shifts in there. Switched from [WhenToWork](https://www.capterra.com/p/80499/WhenToWork/) The price of the other became to be more than we could do. Review Source Response from When I Work November 4, 2025 Hi there, Shab here from When I Work. Thank you so much for writing us a review and giving us a try! We love to hear feedback and suggestions from our customers, as it helps us improve our product. We really appreciate you taking the time to try us out and provide us with your suggestions! Have a wonderful week! Warmly, Shab Partner Used the software for: 3-5 years ### "Best tool for employee mangement" April 4, 2025 5.0 very positive, it saves me hours on payroll, scheduling, and time attendance. Pros Creating a schedule for 20+ people can be done in minutes, easily customizable. the best option to move up from Excel which we were using beforehand. Cons the post-shift adjustments can be more manageable. for large groups of employees difficult to compare what was scheduled vs what was worked at a glance. reports can be labeled a bit better Alternatives considered [Homebase](https://www.capterra.com/p/153076/Homebase/) Reasons for choosing When I Work timeclock and attendance features. also the easy of the schedule closely resembled what we already did in Excel. Review Source Response from When I Work April 4, 2025 Hi James, Shab here from When I Work. WOW! Thank you for your amazing review of When I Work! It's awesome to see your praise for When I Work! Regarding reports and editing shifts, we would love to assist you further with this if you can submit a ticket to us here: https://help.wheniwork.com/submit-a-ticket/ Thank you again for your wonderful review, James! Warmly, Shab Manager Used the software for: 3-5 years ### "Worth exploring!" April 4, 2025 5.0 Great! I feel I’ve said a bit already but great a smoother process, faster, easier to look at. Staff really enjoys using it, and they find it pretty easy to do so! Pros The simplicity of the lay out, I come from google sheets and they are good but this just made things so much simpler, and I feel I have so much less junk from all these files and such on google. Really good layout, look and process. Cons The way it prints out, the form is just too small when you have more names added, there should be options for different layouts when it comes to printing. Switched from [Google Workspace](https://www.capterra.com/p/247901/Google-Workspace/) I wanted to make things simpler and the pitch really sold me Review Source Response from When I Work April 4, 2025 Hi Cameron, Shab here from When I Work. Thank you kindly for your awesome feedback! We're delighted to see that you are finding it easier to use When I Work vs files in the past! Regarding the printing, thank you for the awesome suggestion on more layouts. This is a great idea! Thank you also for your ongoing support and for taking the time out of your day to provide your insight to us - it is very much appreciated! Warmly, Shab Staffing Manager Used the software for: 3-5 years ### "When I Work is Awesome!" April 24, 2026 5.0 I love When I Work. I use it professionally as a scheduler of a Nursing team, as well as on the other side of the spectrum as a contractor with a marketing agency. I get to see the best of both worlds! Pros Value for Money: Unbeatable. It packs the features of five apps into one price point. Ease of Use: Very user-friendly! even my newest hires can coordinate it right off the bat! Time Tracking: Excellent native tracking with billable hours—no extra plugins needed. Team Collaboration: Top-tier. The Bottom Line: Best for teams that want to centralize everything and don't mind a few minutes of "learning the ropes." Cons I would like there to be a way to "not approve" requested hours in the "open shift requests". Currently, there is no way to remove them from there unless they are approved. Review Source Response from When I Work April 28, 2026 Hello Angelina, Thank you so much for taking the time to leave this review and for this high praise. We strive to offer the best value possible to help make Scheduling and Time Tracking easier for team's like yours. Have a wonderful day! Mallory S. Clinical Operations Manager Used the software for: 3-5 years ### "Love WIW and It's Ease of Use" February 18, 2026 5.0 Overall When I Work has been a very helpful tool for our company for all of our scheduling needs. We love the different features and ease of use! Pros I really appreciate the flexibility in how you can view the schedule, especially after it’s been published. The ability to set recurring availability is a huge plus. It’s also very user-friendly when it comes to moving and editing shifts. The planning and organizational features make it easy to build and compare different schedule layouts. I like that employees can drop or split shifts, and the chat feature is very helpful for communication. Being able to add comments, lunches, and other notes directly onto shifts is another great feature too. Overall, it’s a very functional and intuitive system. Cons I don't like that when providers have time off requests, they cannot view shifts. This is a limitation as some may want to pick up shifts when they can still. Review Source Response from When I Work February 18, 2026 Hi Mallory! Kain here from the Care Team at When I Work. It's awesome to hear that we make viewing your schedule as seamless as possible. Thanks for the support and feedback, as we love hearing how we can best serve teams like yours! Please feel free to give us a shout if you have any more feedback! https://help.wheniwork.com/submit-a-ticket/ Warm regards, Kain HR Hailey R. Education Program Coordinator Used the software for: 3-5 years ### "Nurse Educator Perspective" January 20, 2026 5.0 Overall, my experience has been very positive. When I Work is a straightforward, dependable scheduling tool that improves communication and reduces administrative burden. Pros As a nurse educator, I value how easy and reliable When I Work is to use. Staff can quickly see schedules, which allows me to plan ahead knowing which staff are working which days. Cons I wish there was the ability to select a specific employee and see only their schedule on the mobile app. To my knowledge, this function is only available on the web version. Review Source Response from When I Work February 17, 2026 Hi Hailey, Shab here from When I Work. Thank you so much for your review of our app! It's a delight to see that you are enjoying many features of the app. To view a specific employee's schedule, this can be done by utilizing filters within the app. I have attached a Help Center article that outlines how filters work, in case it may be of any help! https://help.wheniwork.com/articles/schedule-filtering-iphone/ Thank you so much for being a part of the When I Work family! Warmly, Shab ## Send me user reviews about this product ### Fill out the form and we'll send a list of the top-rated software based on real user reviews directly to your inbox. Talk to a Capterra advisor for free and get results within 15 minutes.