# When I Work Reviews 2026. Verified Reviews, Pros & Cons | Capterra > Is When I Work the right Employee Scheduling solution for you? Explore 1292 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 (1292) 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 Streamlined shift management 91% positive reviews out of 656 Most users comment employee scheduling simplifies shift swaps, time-off requests, and team coordination, saving significant time. Dakota L Administrative Associate, 11 - 50 employees. "The best part about using When I Work is that people can drop, pickup and reschedule their own shifts. If two people want to swap it's easy for them to do it themselves without having a manager intervene." Frequent glitches and instability 72% negative reviews out of 114 Most users report bugs and issues cause app crashes, slowdowns, lost data, and unreliable scheduling or payroll features. Yanina A Patient Care Coordinator, 11 - 50 employees. "One downside of the When I Work app is that it can sometimes be slow or glitchy, especially after updates." Intuitive and accessible design 94% positive reviews out of 275 Most reviewers find ease of use valuable, highlighting intuitive navigation, quick learning, and accessible support. Unreliable and excessive alerts 65% negative reviews out of 51 Some reviewers indicate notifications are delayed, missed, or overwhelming, leading to confusion and missed schedule updates. Zoe Z Receptionist, 51 - 200 employees. "Additionally, notifications can sometimes be delayed, leading to confusion about shift changes." Mobile scheduling convenience 91% positive reviews out of 57 Most users report phone access to schedule enables real-time updates, shift management, and easy communication anywhere. Justin B Medical Laboratory Scientist, 5,001 - 10,000 employees. "It is very user friendly and accurately depicts the current schedule; easy access from mobile device" Overwhelming and inflexible emails 44% negative reviews out of 45 Some users say email notifications are excessive, hard to manage, and lack flexibility for delegating or customizing alerts. ## Showing most helpful reviews Showing 1-25 of 1292 Reviews Sort by: Most Helpful Rating Company Size Reviewer's Role Length of Use Frequency of Use Stenie O. Owner CEO Food & Beverages Used the software for: 1-2 years ### "Great for Time Tracking and Business Internal Communication." March 9, 2026 5.0 It helps to track attendance and can be linked/synced to the business payroll (I used When I work and send the attendance ( work hours info) straight to QuickBooks for payroll—readily available customer support. Pros 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. Cons N/A, no issues. It was easy to use, and definitely a value for money. The app is simple with immediate text/email notification. Alternatives considered [Homebase](https://www.capterra.com/p/153076/Homebase/) Reason for choosing When I Work It was easier for each employee, regardless of their educational background. Review Source Response from When I Work March 10, 2026 Thank you for leaving such a wonderful review! We are thrilled to hear that you enjoy the app Stenie. LJ Lauren J. Stylist Health, Wellness and Fitness Used the software for: Less than 6 months ### "Great idea but needs work " May 24, 2026 4.0 It’s a great concept, the app did freeze and sometimes not update information entered for the day. This made it unpredictable to use for scheduling shifts and communication between staff. Pros The best part of the app is that employees can switch schedules without having to go through the manager, wait for responses, etc. we used it in a chain salon I work in and it was easier than paper schedules and a photo. The when I work app allows you to modify or make requests for schedule change and everyone can see it and respond. Great for small teams. Cons The app glitches and became unusable at some point. Unfortunately, it would not always show the most recently updated responses or schedule and as a result it became unreliable. In addition, it was very different on android phones vs iPhones and not everyone had the same view of the schedules. Review Source Response from When I Work June 3, 2026 Hi Lauren! Thanks so much for taking the time to leave this feedback. We are grateful you mentioned these points! We strive to provide the very best value and experience through continued product enhancements and outstanding service. Our team would also be happy to look into these behaviors with you if you would like to submit a ticket athttps://help.wheniwork.com/submit-a-ticket/ so we can provide more assistance! Thank you, Marcy SM Soren M. Coach Entertainment Used the software for: 6-12 months ### "Wasnt fit for the job I needed" December 26, 2025 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 TB Tina B. Unit Coordinatore Hospital & Health Care Used the software for: 1-2 years ### "WhenIWork2" April 27, 2026 5.0 I really liked When I work. You could sort by alpha and by shifts. Not to complicated to navigate. Pros It was easy to use and sorting shifts was easy to do. staff could be sorted by shift or alphabetical by last name. Cons often the drop shift/shift swap was confusing as to where they were located in the app. Especially if you didn't do it all the time. Review Source Response from When I Work April 28, 2026 Hello, We are pleased to hear you are enjoying the ease of use when creating and sorting Shifts. We strive to make When I Work a quick tool to pick up. Thank you as well, for your feedback regarding how Shift Requests could be more straightforward. We are always looking for ways to improve so this feedback is invaluable. Have a wonderful day! JS Juan S. Manager at Carwash Automotive Used the software for: 2+ years ### "Explendid Experience " April 24, 2026 5.0 I have found it very reliable using When I Work for my scheduling. It allows people to request time off or switch shifts without any issues. Pros Easy to use, it is a great way to stay on top scheduling. Great set of reminders about upcoming shifts Cons I have not found a single thing that I like the least. Overall, it has kept up with the correct adjustments since the start of our use Review Source Response from When I Work April 28, 2026 Hi there, Thank you so much for taking the time to leave this review and for this high praise. We are thrilled to hear you have had a great time with When I Work and that it has made scheduling easier for your team. Have a wonderful day! JL JoAnna L. Executive Director Sports Used the software for: Less than 6 months ### "Fantastic scheduling and time-tracking tool for single and multiple location workplaces." April 23, 2026 5.0 Awesome! This is a fantastic and affordable scheduling and time-tracking tool for single and multiple location workplaces. Pros When I Work is a great tool for schedule creation and hour tracking. It also has a feature that allows staff who are working at off-site locations to clock in and out based on where they are physically located -- so a team member has to be at a certain location to report that they are starting work. It's also great for team members to be able to see their schedule in advance, and keeps a record of when they worked at their fingertips. Also, the pricing is AMAZING. You pay by the month based on the number of staff. It's super flexible up and down. Cons I do wish there were a way to tag some classes of employees as "must clock in/out" and others can be excused. Review Source Response from When I Work April 28, 2026 Hi JoAnna, Thank you so much for this high praise and for taking the time to leave us this review. We strive to make When I Work a great experience for all users, so it is fantastic to hear that these features are making scheduling and tracking Timesheets easier for your organization. We are always looking for ways to improve, so I especially appreciate the feedback on how being able to set some Users as exempt or unnecessary for clocking in would be helpful. Have a wonderful day! AR Amy R. Accounts Coordinator Food & Beverages Used the software for: 6-12 months ### "Student staff time challenge" April 23, 2026 4.0 We do really like this system and it is steps above what we were using in the past. I feel that this has been a time saver that allows our management staff to be on the floor instead of tied to the office. Pros This has been a game changer when we schedule our 145 students staff. It is easy to change and drop shifts as well as follow absences. Cons It has some features we don't use that cause some confusion. We deal with a lot of international student staff that take a little more time learning to navigate the system. Review Source Response from When I Work April 28, 2026 Hello Amy, Thank you so much for taking the time to leave this review. It is fantastic to hear that When I Work has made Scheduling easier for a large team. I also want to thank you for letting us know that hiding some of the features you do not use would help reduce confusion for you team. We are always looking for ways to improve so this feedback is invaluable. Have a wonderful day! EL Eduardo L. Sous chef Food & Beverages Used the software for: 6-12 months ### "A great experience " April 23, 2026 4.0 Very positive experience with the app as opposed to the old way we would do things. Much less time management needed Pros The ease of students picking and dropping off shifts. I love the extra reports that can be ran to help with productivity Cons The app can be a little buggy loading. But overall it has been a good experience. Would be nice to have an option to print the schedule from the app. Review Source Response from When I Work April 28, 2026 Hello Eduardo, Thank you for leaving us this review. We are glad to hear that students having an easy time picking up and releasing Shifts. It sounds like you may be experiencing some unintended behaviors. Our Care Team would be happy to take a closer look with you. If you would like, you can submit a ticket at https://help.wheniwork.com/submit-a-ticket/ and we would be happy to help! Have a wonderful day! NR Nikki R. Accountant Health, Wellness and Fitness Used the software for: 6-12 months ### "Excellent overall" April 23, 2026 5.0 Great in terms of getting update on my schedule and also have access to add or reduce my clock in and clock out time. Pros Scheduling and Proper channel .Which helps in clear scheduling and also track the in and out timing .Specially the job location GPS setting. Cons Need to be more advanced and easy to be accessible would be great if the play store applications have more features to view. Review Source Response from When I Work April 28, 2026 Hello Nikki, Thank you for taking the time to leave us this review and feedback. We are always looking for ways to improve When I Work, so it is very helpful to know that some advanced features and options to see what is included in the Play Store page would be impactful to you. Have a wonderful day! PF Paul F. Owner Hospital & Health Care Used the software for: 6-12 months ### "Would recommend" April 23, 2026 4.0 Overall positive. Has a bit of a learning curve but am generally happy with how the software is set up Pros Time Tracking, Value. I like how staff can see their schedule as well as pick up open shifts without having to go through admin. Cons Ease of Use. It was a little unclear on how to set up schedules and add staff however once I was able to navigate a while it works well Review Source Response from When I Work April 28, 2026 Hello Paul, Thank you so much for taking the time to leave us this review and feedback. We are happy to hear that you are enjoying the Time Tracking Features and that your staff is finding it helpful to be able to pick up OpenShifts. Have a wonderful day! NW Nati W. Practice Manager Veterinary Used the software for: 2+ years ### "A User-Friendly Scheduling Tool" February 25, 2026 5.0 That said, this is a small inconvenience compared to how much value the system provides overall. It’s reliable, user-friendly, and well supported. I truly love it. Pros The platform is incredibly easy to use, both for managers and team members, and their customer service is outstanding. Anytime I’ve had a question or needed help figuring something out, their team has been responsive, patient, and genuinely helpful. They even helped troubleshoot an issue that turned out to be related to our firewall, which was well above what I expected. Cons The only challenge I run into is how time off is itemized in the summary. Around holidays, it can be tricky to distinguish how much time is actual PTO versus Holiday Pay. I have to manually break that down for our payroll company to make sure PTO banks aren’t affected incorrectly. Review Source Response from When I Work February 26, 2026 Hi Nati, Shab here from When I Work. Wow! Thank you so much for your kind words. We absolutely love assisting you! Thank you for letting us know the challenges as well; this helps us improve our product. Thank you for being with us! Warmly, Shab JR Jessy R. Patient Care Coordinator Medical Practice Used the software for: 1-2 years ### "Simple, Clear, and Convenient Scheduling" March 26, 2026 4.0 Overall, my experience with When I Work has been very positive. The platform is easy to use and provides clear, helpful information, including the exact location of my shifts. I appreciate being able to view my schedule well in advance, which helps with planning, and the time-off request process is simple and convenient. Pros What I like most about When I Work is the accuracy and clarity of its time tracking. Being able to easily review my clock-in and clock-out times helps me stay organized and aware of my hours throughout the pay period. Cons What I like least about When I Work is that it does not display my total weekly hours in real time during an active shift. I can only see my accumulated hours after I’ve fully clocked out, which makes it difficult to monitor my time throughout the week and avoid going into overtime. Review Source Response from When I Work March 27, 2026 Hi Jessy, Thank you so much for your feedback! We are happy to hear that you have had a positive experience with When I Work so far and that the time tracking features have been especially helpful for you and our team! Feel free to reach out to us with any feedback you have or questions at https://help.wheniwork.com/submit-a-ticket/ should you have any specific questions. We are happy to help! Thanks again! Warmly, The When I Work Team NC Natalie C. Night Nanny Provider Hospital & Health Care Used the software for: 2+ years ### "When I Work: Maximize your shifts! " April 8, 2026 4.0 I am a "night nanny" that helps new families with their newborn. I take the night shift so they can sleep. I appreciate being able to track my hours and make sure I don't have any conflicts in my schedule. It also makes it easy to get paid by the Nanny Organization I work for. Pros As a user, I like how easy it is to see my schedule, track my hours and make sure I am getting paid correctly for each shift. Cons Occasionally, the app freezes and I have to restart. Sometimes, it isn't the best about sending notifications for changes in a shift or a switch in times needed. Review Source Response from When I Work April 13, 2026 Hi Natalie, Shab here from When I Work. Thank you so much for your wonderful review! It's great to see that you are enjoying the many features of When I Work. Regarding the app freezing and notifications, the Customer Care team would love to assist you further if you can submit a ticket here: https://help.wheniwork.com/submit-a-ticket/. We're here to help! Warmly, Shab AW Adam W. Operations Manager Construction Used the software for: 6-12 months ### "When I Work is worth it" February 2, 2026 5.0 Definitely an app worth exploring for temporary work. It is easy to setup an account for newer onboarded employees. Pros The integration between employer and employee is very straight forward. We even got new employees that have had experienced between scheduled with When I work, so streamlining them into our process was extremely easy. Cons It was difficult to add depth to the tasks and scheduling. The time tracking and scheduling worked great, but detailing exactly what needed to be done was difficult to add within the app Review Source Response from When I Work February 12, 2026 Hi Adam, Thank you for taking the time to write us a review. This is Jake with When I Work. It is great to hear that you and your team have found that getting started with When I Work was a straightforward process. Our goal was to make scheduling easier, and it is nice to see this has been the experience. If you have questions about adding detail to shifts or tasks and haven't already, please feel free to reach out to our Care Team to learn more! Thanks again! Jake RW Rachael W. Staffing Manager Health, Wellness and Fitness Used the software for: 1-2 years ### "Fantastic Customer Support and Easy to Use" September 18, 2025 4.0 Overall I had a great experience with When I Work. Their support service was fantastic!!! I was able to manager 75+ employees schedules easily. Pros Ease of creating shifts, dropped shift reports, ease of using the app for clock in/out as well as admin work Cons The software would lag a little bit when working on a computer when entering, repeating and/or updating shifts. Review Source Response from When I Work September 24, 2025 Hi Racheal, Thank you for taking the time to review When I Work. We are so happy to hear that we have helped make scheduling easier for you and your team. We are also delighted to hear that you enjoy our mobile clock in option for the When I Work app. We are always working on improvements to our software and appreciate you letting us know about the lag that you are experiencing. Thanks again! Best, When I Work Team Tomoya K. Customer Service Representative. Apparel & Fashion Used the software for: Less than 6 months ### "Easy to use and understand!" January 9, 2026 5.0 My overall experience with when i work was positive. It allowed me to see my work schedule with ease. Pros When i work was easy to use. It allowed me to even track my time so i was early for work. It allowed me to see how much time down to the minute i had left before my work shift. Cons There was nothing which i did not like about the app. It was easy to use. It gave a lot of information, including whom i was working with on any particular day. Review Source Response from When I Work January 12, 2026 Hi Tomoya, Shab here from When I Work. Thank you kindly for your feedback and experience! We love to see that you enjoyed tracking time with us and that you had a positive experience! Thank you for being with us :) Warmly, Shab 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 SU Samantha U. Director Child Day Care Services Used the software for: I used a free trial ### "Great software!" June 6, 2025 5.0 Overall, I had a great experience with when I work. My team loves it. I love it. And we’re able to make sure that we’re fully staffed at all times Pros I’m able to schedule a year in advance. I also like that. If someone requests time off, it’s automatically sent to the people available to pick up the shift. Cons The app is not as easy to customize the schedules as much as it is online. Which is not really that big of a deal, but when I was initially getting it set up. I did have a hard time doing it within the app Review Source Response from When I Work June 9, 2025 Hi Samantha, Shab here from When I Work. We love to see that you are enjoying When I Work and the Time Off feature! If you need any assistance with customization, our Customer Care team would love to help, if you can please submit a ticket to us at https://help.wheniwork.com/submit-a-ticket/ and we'd be happy to help! Thank you! Warmly, Shab 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 lB laura B. Manager Hospital & Health Care Used the software for: 6-12 months ### "Happy with the system" October 29, 2025 4.0 Overall, we are happy with the product. I would encourage most organizations to use a similar system Pros It makes scheduling a large number of people less onerous, transparent and takes the pressure off my team Cons Its a lille clunky to set up. Specifically trying to differentiate between inperson and phone shifts was challenging Review Source Response from When I Work November 3, 2025 Hi Laura, Thank you so much for leaving us a review! We appreciate your feedback. I am so glad to hear that When I Work has helped make scheduling your team easier and less time-consuming. If you have any questions about setting up your schedule, please let our Care Team know! We are happy to work with you to do so. https://help.wheniwork.com/submit-a-ticket/. Thank you again for your review. Jake When I Work Care Team LC Lexie C. Office Manager Recreational Facilities and Services Used the software for: 2+ years ### "Office Manager" October 29, 2025 5.0 I have been using When I Work for over 8 years. I introduced it as my current job, so I'm very familiar with being a user as well as being the admin. Pros How easy it is to schedule my staff and complete weekly payroll. It's also helpful that When I Work integrates with ADP, which cuts running payroll down by more than half the time, making it well worth the price! Cons I would like the opportunity to duplicate a shift or create a shift template based on a shift already posted. Review Source Response from When I Work October 31, 2025 Thank you very much for your feedback and high praise! 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 KS Kyshira S. Digital Content Creator Internet Used the software for: 1-2 years ### "Shift planning made less annoying" May 30, 2025 4.0 Pros Helps send schedules quick, people see shifts right away. Time tracking is basic but works. Good for small teams. Cons Bit messy to use at first, layout not that clear. Sends too many alerts. Free version cuts too much. Review Source Response from When I Work June 2, 2025 Hi Kyshira, Thank you so much for your honest feedback—we really appreciate you taking the time to share your experience with When I Work! We're so glad to hear that scheduling and time tracking have been helpful for your team, especially when it comes to quickly sharing shifts and keeping everyone informed. It’s great to know the core features are working well for your needs. That said, we hear you on the initial learning curve and the layout concerns. We’re always looking for ways to make the app more intuitive and user-friendly, so feedback like yours is incredibly valuable. The alert volume and limitations of the free version are also things we take seriously—we’ll be sure to pass this along to the right teams for further review. Thanks again for your insights and for using When I Work! Warmly, Dawn ## 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.