# When I Work Reviews 2026. Verified Reviews, Pros & Cons | Capterra > Is When I Work the right Employee Scheduling solution for you? Explore 1282 verified user reviews from people in industries like yours to make a confident choice. Source: https://www.capterra.com/p/121248/When-I-Work/reviews --- When I Work 4.5 (1282) 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 March 3rd, 2026 # Reviews of When I Work Ease of use 4.5 Customer Service 4.4 ## Pros and Cons in Reviews 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 AG Adem Can G Operations ManagerHospitality, 51 - 200 employeesUsed the software for: Less than 6 months. “System is not quick enough to get bookings, there are many duplication issues, views are not clear enough it does not make sense to not have the option to change what i wanna see on the schedule screen“ October 29, 2025 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 GB Gareth B Office managerFacilities Services, 11 - 50 employeesUsed the software for: More than 2 years. “Cost effective way of tracking our team, costs and time on sites, helping the PM's track performance and budgets.“ October 30, 2025 MY Melyssa Y ManagerHealth, Wellness and Fitness, 2 - 10 employeesUsed the software for: More than 2 years. “Also not being able to set a permanent schedule for everyone / duplicating the same work week over and over“ February 26, 2026 RM Rose M General ManagerFood & Beverages, 11 - 50 employeesUsed the software for: 6-12 months. “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“ February 27, 2026 Cody S Account ManagerFood & Beverages, 11 - 50 employeesUsed the software for: 1-2 years. “Occasionally notifications can be a little delayed or easy to miss, and some features feel limited unless you’re on a higher plan.“ December 26, 2025 ## Showing most helpful reviews Showing 1-25 of 1282 Reviews Sort by: Most Helpful Rating Company Size Reviewer's Role Length of Use Frequency of Use Jenica R. Administrative Assistant Education Management Used the software for: 6-12 months ### "Saves a lot of time " January 26, 2026 5.0 Overall, it is very positive and easy to use. In my role as Executive Assistant, it has saved me a lot of time to focus more on other tasks because the repetitive tasks are already taken care of by When I Work. This tool has saved me from miscommunication and scheduling conflicts many times. Pros Since employees could clearly see their schedules in real time, the app helped reduce scheduling conflicts and miscommunication. It also saves a lot of back and forth with the employees compared to manual scheduling. It is also user-friendly. Cons The overall look could use a little updating to achieve a modern look, similar to the apps and tools we use today. Review Source Response from When I Work February 5, 2026 Hi Jenica, Marcy here from the Care Team at When I Work. Thank you so much for taking the time to leave such a wonderful review. We are happy to hear that the app has made communicating Schedules easier for your team and that it has made the Scheduling process more streamlined. I also want to think you for the feedback on our design. We are always looking for ways to improve When I Work so we love getting to know how Users would like it to be displayed. Again, the time you took to leave this incredible review means so much to us. Please feel free to contact our Care Team anytime via this link: https://help.wheniwork.com/submit-a-ticket/, if you have any questions we can help with. Wishing you well, Jenica! Warmly, Marcy JO Josh O. Manager Machinery Used the software for: Less than 6 months ### "My Review of When I Work" February 26, 2026 4.0 Pros API is nice. Using it mostly as a database to integrate into our primary application. The UI is okay. Cons The scalability seems somewhat limited, but I also work at a small company so we don't need that much anyways. Alternatives considered [Deputy](https://www.capterra.com/p/167811/Deputy/) Reason for choosing When I Work API focus and cheaper alternative to that solution Review Source Response from When I Work March 3, 2026 Hi Josh, Marcy here from When I Work. Thank you so much for your feedback! We are happy to hear that you have had a good experience while integrating through the API. Thanks again! Warmly, Marcy VR Verified Reviewer Practice Manager Veterinary Used the software for: I used a free trial ### "When I work just didn't work for u." November 3, 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 TL TERRA L. Quality Control Specialist Child Day Care Services Used the software for: 2+ years ### "Reliable and User Friendly Scheduling Tool" January 10, 2026 4.0 Overall, my experience with When I Work was positive. We used it for several years and found it dependable and easy to navigate. I have also used When I Work at another job from the employee side, where it was used for clocking in and tracking time. At my most recent workplace, it was used mainly for schedules. The flexibility, affordability, and ease of use made it a good fit for our needs. Pros When I Work was very user friendly and reliable. We mainly used it for scheduling and the chat feature. The chat option was convenient because staff could message with questions about their schedules or notify management if they needed to call off. The pricing was reasonable, which is why we continued using it for about four years. It consistently did what it was supposed to do without any issues. Cons We did not fully utilize all of the features available. At this job, we primarily used it for scheduling and communication, so other tools were not used. This was more about our usage than a limitation of the platform itself. Review Source Response from When I Work March 12, 2026 Hi Terra, Dawn here from When I Work. First and foremost, thank you so much for taking time out of your day to write such a detailed, thoughtful review. We truly appreciate you doing this! We love hearing how user friendly, reliable, and convenient our WorkChat feature was for you and your team. One of our main goals is to ensure you and your team can use the app to communicate successfully as well as being able to create or view schedules. We are truly humbled by your sentiment. 😊 Thank you again for utilizing When I Work and for leaving such incredible, detailed feedback. We love hearing your thoughts, so please feel free to reach out to us anytime! Warmly, Dawn KB Krissy B. CVT Supervisor Veterinary Used the software for: Less than 6 months ### "Loving Ezyvet" February 25, 2026 4.0 Great. Our office manager/practice manager did a great job with training and getting the main templates ready before going LIVE. Pros Being able to work on separate areas of the medical note from the DVM. I love being able to add multiple medications on one template vs having to do each one separate Cons That there is an extra charge to place a card on the account for extra security. Being able to check the time of appt. I want to be able to hover offer over the block and have it say the time so I don't have to click it. Review Source Response from When I Work February 26, 2026 Hi Krissy, Shab here from When I Work. Thank you for your review! We love that you are enjoying When I Work, and appreciate your feedback on things that could be better! Thank you again for being with us! Warmly, Shab MS McKinley S. Operations Manager Real Estate Used the software for: Less than 6 months ### "Atlanta, GA business" March 21, 2026 4.0 I'm 30 days in using it and it only took about 3 days to get really used to it. Can't complain too muhc Pros Ease of use, team communication and time tracking (with the exception of lunch breaks not added in). I also like being able to color code it. Lastly, my employees requesting time off for entire or part time throughout the day is easy. Cons It doesn't factor in a lunch break. Most states require 30 minutes for more than 6 hours so just automatically factoring that in regardless if that actually clock out. 8 hours maybe 1 hour. Since that's normal. I don't schedule over 6 hours at this time so I haven't played with the lunch breaks. I'm sure it's simple to add just haven't looked into it. Review Source Response from When I Work March 23, 2026 Hi McKinley, Thank you so much for your feedback! We are happy to hear that you have had a positive experience with the app thus far. Please know we do offer different a few different options when it comes to breaks and scheduling specific breaks. Feel free to reach out to us at https://help.wheniwork.com/submit-a-ticket/ should you have any specific questions. Thanks again! Warmly, The When I Work Team MY Melyssa Y. Manager Health, Wellness and Fitness Used the software for: 2+ years ### "Great for employees and for employers!" February 26, 2026 5.0 I loved it! Great for being on the side of an employee and great for being on the side of management Pros Easy scheduling options and time off requests and ability to make a work day as a specific task. I like how I could copy and paste shifts to make it quicker and it let me know when people weren’t available when I was scheduling Cons How many times it would ask if I liked it. Also not being able to set a permanent schedule for everyone / duplicating the same work week over and over Review Source Response from When I Work March 3, 2026 Hi Melyssa, Marcy here from When I Work. Thank you so much for your feedback! We are thrilled to hear that Scheduling Shortcuts are making creating Shifts for Users more efficient. Thanks again! Warmly, Marcy JR Jonathan R. IT Admin Hospital & Health Care Used the software for: 6-12 months ### "Great Value and Simple Setup (for simple schedule flows)" February 25, 2026 4.0 Overall, I would highly recommend if you have a simple scheduling workflow - once you get more complex or need a Scheduling + something else, then its not going to be a complete solution. Pros Great value for the cost - as a basic solution to the scheduling headaches, the automated communications and Rules Based scheduler are a great value! Time Tracking and appointments works very well too. Very easy to use and setup. Customer support is very quick to respond. Cons Its very WYSIWYG. No Auditing capability to see if unauthorized changes were made, and does not work for complex workflows. Review Source Response from When I Work February 26, 2026 Hi Jonathan, Shab here from When I Work. Thank you so much for your review! It's awesome to see that you are seeing the value in the product and ease of using it! Thank you again for being with us. Warmly, Shab SM Sean M. Store director Retail Used the software for: 1-2 years ### "Great for scheduling" February 25, 2026 4.0 Good used at multiple companies and it is strait forward and easy to use. Love the hour tracking and pay tracking function Pros Ease of use. App and compiter app are great. Able to change schedules on the fly from anywhere overall great Cons Templates shared among schedules. Working for a company that shares 28 different locations not everyone assigns templates to designated stores would be noce to not see everones elses tamplates Review Source Response from When I Work February 26, 2026 Hi Sean, Shab here from When I Work. Thank you so much for your feedback! We absolutely love having you with us and being a part of your business. Thanks again! Warmly, Shab RB Richard B. Director Consumer Services Used the software for: 1-2 years ### "Fantastic company " February 25, 2026 5.0 10/10. I use When I Work fir all of our 5 businesses. The staff have this on their work phones and can see all customer details for their shifts Pros Great customer support. Always fast to respond and very knowledgeable . I will certainly be recommending Cons Nothing. It’s been a great service The layout and functionality of the dashboard is user friendly and self explanatory Review Source Response from When I Work February 26, 2026 Hi Richard, Shab here from When I Work. We love to see that you are enjoying When I Work! It's an honor to be a part of your 5 businesses! Thank you for being with us! Warmly, Shab KG Kimberly G. Senior Cares Program Coordinator Non-Profit Organization Management Used the software for: 1-2 years ### "When i work review " April 5, 2025 5.0 My work place use the system in the past. And have recently switch back to using when i work. Im excited to make my job easier. Pros When i work is so easy to use. The system is very efficient and makes my job easier Cons Paying for the option to have staff clock in Switched from [APS Payroll](https://www.capterra.com/p/99369/Payroll-Solution/) When i work is easier to use for the volume in which i schedule. Review Source Response from When I Work April 14, 2025 Hi Kimberly, Dawn here from the Care Team at When I Work. Thank you so much for taking the time to leave such a wonderful review—we truly appreciate your kind words and feedback! We're so glad to hear that When I Work has made your job easier. That said, we’d love the opportunity to chat more about Attendance settings, which enable your staff to clock in, and the associated costs. When you have a moment, could you please submit a ticket to our Care Team using the following link? https://help.wheniwork.com/submit-a-ticket/ We’d be more than happy to talk through this with you in more detail! Warmly, Dawn HR Hailey R. Education Program Coordinator Hospital & Health Care Used the software for: 2+ years ### "Nurse Educator Perspective" December 16, 2025 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 VR Verified Reviewer Rental Manager Entertainment Used the software for: 1-2 years ### "Good for the Value" January 28, 2026 4.0 All around good for the money, if you're not looking for something that has too many bells and whistles, you wouldn't use Pros Great for a small team that you're looking to schedule. Maid fairly simple and easy to ues for anyone. Cons The Mobile version can be difficult to use as an admin. Certain things are hard to find unless you are on the desktop version. Review Source Response from When I Work February 5, 2026 Hi there! Marcy here from the Care Team at When I Work. Thank you so much for taking the time to leave this review. We are glad to hear that the app is User freindly for the Employees. We can see how having some of the Admin features on the mobile app would be helpful as well and appreciate this insight. Again, the time you took to leave this review means so much to us. Please feel free to contact our Care Team anytime via this link: https://help.wheniwork.com/submit-a-ticket/, if you have any questions we can help with. Wishing you well! Warmly, Marcy JA Joseph A. Marketing Specialist Marketing and Advertising Used the software for: 2+ years ### "When I Work, A Scheduling Software for Large Teams" July 3, 2025 4.0 I had a good experience using When I Work due to the fact that it made scheduling easy and also employees ability to request time off and how easy it made it to create schedules for many different employees at one time. Pros Employee scheduling and communication were clear and easy to use at times. Had a good experience with onboarding employees. Cons I disliked that the GPS feature was not realtime data and found that the GPS features in general were not always accurate. Review Source Response from When I Work July 7, 2025 Hi Joseph, Lindsey here from When I Work. We appreciate you reaching out with this feedback! It’s wonderful to hear you've had a positive experience thus far and that the platform is eacy for both you and your employes to use! Please don't hesitate to submit a ticket at https://help.wheniwork.com/submit-a-ticket/ if anything else comes up. Have a great day! VR Verified Reviewer Cook Food & Beverages Used the software for: 2+ years ### "A scheduling step up from a spreadsheet!" August 26, 2025 4.0 When I Work has made it easier for management to schedule employees, and for those employees to communicate their schedule needs, upcoming conflicts, etc. Pros When I Work is intuitive enough that everyone on our team, regardless of tech savvy or how they access it, can easily understand what there is to do. Cons Different users have reported running into different bugs. For instance, an overall weekly schedule displayed fine for one user, with the exception of one day (one where they were scheduled to work), where their app displayed "no shifts today". Review Source Response from When I Work August 28, 2025 Hi there, Hannah here with Customer Care at When I Work. I appreciate you taking the time to leave us a review! We are so glad to hear that When I Work has been easy for all of your team to use! It is our goal to make scheduling easier for our users. Thanks for the heads up about this scheduling behavior. Our Customer Care team would be happy to help you out. Please submit a ticket at https://help.wheniwork.com/submit-a-ticket/ so we can provide more assistance! All the best, Hannah VR Verified Reviewer Rentals Floor Staff Leisure, Travel & Tourism Used the software for: 6-12 months ### "My positive experience with When I Work" August 26, 2025 5.0 I would recommend "When I Work" to retail store managers as I enjoyed using it in the same industry. Pros The best thing about "When I Work" is the simplicity of the layout. It is very easy to navigate and provides a great visual with the calendar view to help stay organized. I did run into a scheduling issue where my shifts were not appearing but their customer support fixed the problem within minutes. Cons Although their customer support was great in assisting this issue, there were multiple times where my work days were not scheduled and I had to go to my managers for my shifts. Other than that issue, it is a great application. Review Source Response from When I Work August 28, 2025 Hi there, Hannah here with When I Work. Thank you so much for taking the time to review our app! We love to hear that you are enjoying the simplicity of our app! It is our goal to make scheduling and time tracking easier for our users. I'm so glad to hear that our customer care team was able to help resolve your issues. If anything else comes up, don't hesitate to reach out! All the best, Hannah MN Matthew N. Assistant Director Education Management Used the software for: 6-12 months ### "Learning Center Uses WIW" October 29, 2025 5.0 It’s been nice seeing our team collaborate and swap shifts without needing us in the middle and it’s assisted with ensuring proper hours for payroll Pros It’s easy to see and identify who is scheduled and when as well as tracking hours and managing employees. Cons The limited version only has a limited number of active users allowed. Also, it’s hard to see changes to schedules even when an accident is made. Review Source Response from When I Work November 3, 2025 Hi Matthew, Thanks for leaving us a review! It is excellent to hear that When I Work has helped make shift coverage more efficient for your team. I understand that being able to correct mistakes on a schedule is important. You can view the shift history on each shift by selecting "edit," providing greater visibility for when and by whom changes were made. Thanks again for the review, and don't hesitate to reach out to our Care Team with any questions by submitting a ticket here: https://help.wheniwork.com/submit-a-ticket/. Best, Jake When I Work Care Team AC Aaron C. Owner Food & Beverages Used the software for: 1-2 years ### "Great and helpful app" October 29, 2025 5.0 Pros I like the ease and convenience of being able to create a schedule and track time for my whole team. Cons It was somewhat confusing at first to be able to figure out how to use all the features and get my team connected properly. Review Source Response from When I Work November 18, 2025 Hi Aaron, Shab here from When I Work. Thank you so much for your wonderful review! We love to see that you are enjoying the ease and convenience of using When I Work as the scheduling tool for your business. If you need any further assistance with our many features, our Customer Care team would be happy to help you out. If you can, please submit a ticket here: https://help.wheniwork.com/submit-a-ticket/. We'd be delighted to assist! Thank you again for your review! Warmly, Shab CP Courtney P. Manager of Benefit Education Accounts Insurance Used the software for: 6-12 months ### "WIW Review" October 30, 2025 4.0 i think it's very well streamlined, but still working through all of it's capabilities and how we can best utilize this Pros I like the visibility of it all. Being able to color coordinate so many different events has made it easier to find cases. Cons Being able to pull reports in the way that we need them and adding enough information into the scheduling request / dashboard. Review Source Response from When I Work November 4, 2025 Hi Courtney, Shab here from When I Work. Thank you for writing us a review! It's awesome that you are enjoying the color coordination features of When I Work - it definitely makes visibility a lot easier! If you have any questions while you are getting set up, our Customer Care team would love to help if you would like to submit a ticket to us here: https://help.wheniwork.com/submit-a-ticket/. Thank you for being a part of our When I Work family! Warmly, Shab CJ Chelsea J. Manager Food & Beverages Used the software for: 6-12 months ### "Great for team communication" October 18, 2025 5.0 Pros What I liked most about using When I Work was the ability to communicate with all other team members about schedule related issues i.e: the ability to release and exchange shifts. Cons There was not anything that I liked least during my time utilizing When I Work. The software does everything it claims to do. Review Source Response from When I Work October 28, 2025 Hi Chelsea, Dawn here from the Care Team at When I Work. Thank you so much for taking the time to share your amazingly thoughtful review! I’m so glad to hear that you enjoyed the ability to communicate with your team and easily manage shift changes. It’s wonderful to know that the app met your expectations and supported your scheduling needs. We truly appreciate you sharing your positive experience with us, and I’ll be sure to pass your kind words along to our team. Warmly, Dawn EM Edward M. General Manager Events Services Used the software for: 2+ years ### "Modern and Easy to Use Staff Scheduling Platform, with Mobile Options" May 8, 2025 4.0 Prior to using When I Work, we were still very old school with staff scheduling done through spreadsheets and paper timecards. Our switch on a small scale to this platform, has expanded across many workgroups in our organization, allowing us to share staff and scheduling information easily. Pros Modern, easy to use, and streamlined user interface, with mobile options fully integrated. When I Work also offers easily scalable user packages and 24 hour ongoing technical support. Cons Some reporting functions require extra costs, and those that are available in the standard packaging are limited, offering little in the way of customization or configuration within their platform. Review Source Response from When I Work May 12, 2025 Thanks for the amazing feedback – it means the world to our tiny (but mighty!) team! SD Sukha D. Managing Director Entertainment Used the software for: 1-2 years ### "Great software & support " June 25, 2025 5.0 Great software & great support. Onboarding was made super easy by the team and they were available to answer any questions/concerns Pros Great software, easy to use & UI is very well laid out for both admins and users. We primarily used it for booking time off for employees and it did the job Cons Was a bit costly for what our use case was, the per use cost started to add up as our team got larger Review Source Response from When I Work June 26, 2025 Hi Sukha, Dawn here from When I Work. Thank you so much for the kind words! We’re so glad to hear that When I Work has been easy to use for both your team and your admins, and that it supported your time off management needs effectively. It's wonderful to know our support team helped make onboarding smooth and was there when you needed them! We do appreciate your feedback about pricing as well. As teams grow, we completely understand how per-user costs can start to add up. We're always working to ensure that our plans offer strong value for the tools provided, and your insights help guide future improvements. Thanks again for sharing your experience. We’re grateful to have had the opportunity to support your team! Take Care, Dawn CB Clara B. HR and Administrative Coordinator Automotive Used the software for: 1-2 years ### "Easy and to the point" August 9, 2025 4.0 It was a really nice app, basic and to the point, but the communication part would have made this app very ideal for any business. Pros I liked how simple it was to use! It was to the point and self-explanatory. We only had the job scheduling option for this app. Cons I wish there were a communication tab we could have utilized for our company. This would have made it so we only needed one app for work, rather than two, making it much more convenient. Review Source Response from When I Work August 11, 2025 Hi Clara, Shab here from When I Work Customer Care. We're delighted to hear that you enjoyed your time with When I Work! We appreciate the feedback on a communication tab - what a wonderful suggestion! Thank you again for using When I Work! Warmly, Shab DW Dana W. Manager Arts and Crafts Used the software for: 1-2 years ### "Solid scheduling app" July 14, 2025 4.0 Overall it has been a positive experience, the customer service is swift and reliable, and it is consistent. Pros I like how it is a very flexible scheduling application and easy for staff members to switch shifts around and edit availability. Cons I don’t like how you can’t set other schedule blocks without setting up a new user for the block. As a visual person it is integral. Review Source Response from When I Work July 15, 2025 Hi Dana, Shanyce here from When I Work. Thanks for writing us a review! We're happy to hear you are enjoying the app! We'd like to help resolve any issues that you are experiencing with scheduling if you can submit a ticket at https://help.wheniwork.com/submit-a-ticket/. We are happy to help! KS Kenidra S. Flagger Construction Used the software for: 2+ years ### "The Working App I ever Had to I use" May 30, 2025 5.0 When I Work is the best software! I was able to drop my shifts or swap them if I needed to change it. Pros I chose my shifts and clocked in very easily. I also tracked my hours and the pay period too. I also messaged messaged supervisor and coworkers when I needed too. Cons Sometimes the clock in perimeter was not exactly right. It was really off. I had to be in the perimeter. Review Source Response from When I Work June 2, 2025 Hi Kenidra, Thank you so much for taking the time to share your experience with When I Work—we truly appreciate it! We're so glad to hear that you found it easy to choose your shifts, clock in, track your hours, and communicate with your team. It's wonderful to know the flexibility to drop or swap shifts was helpful to you! We also really appreciate you pointing out the issue with the clock-in perimeter. Your feedback is incredibly valuable, and we're always working to improve the accuracy of features like this. If you ever run into that again, please don't hesitate to reach out—we're here and happy to help troubleshoot. Thanks again for being a part of the When I Work community! Warm regards, Dawn Talk to a Capterra advisor for free and get results within 15 minutes.