image

When I Work

When I Work Review

By: When I Work, Inc

Visit Website

Detailed Review

A business organization consists of various functional areas such as sales/marketing, HR, customer support, R&D, accounts/finance, production, distribution, operation, IT, administration, and so on. We implement an ERP system to monitor the integrated functioning of all the business processes.

Many businesses prefer to focus solely on their core agenda of making profit. As a result, many times, we forget to manage our human resources efficiently.

Workforce management software such as When I Work may improve their scheduling, tracking and communication aspect. But organizations need to go a step further and address their grievances, create a conducive workplace and provide appropriate compensations.

Pros

  • When I Work is free for life for users with less than 75 employees.
  • The software is user-friendly and has a modern UI.
  • It simplifies the task of staff scheduling and tracking via its scheduler and time clock features.
  • The employees can utilize the GPS tracking system in their phones to clock into their workplace.
  • They offer communication channels through the workchat, email/teamtxt, and annotations.
  • They also assist in the recruitment process by offering the hire product.
  • The open API allows integration with other employee management systems as well as payroll processors.

Cons

  • The free plan allows the creation of a single location and a workforce of 75 employees.
  • The hire feature is available for users from the US only.

Introduction

Gone are the days when supervisors and managers sat for hours, creating work schedules, and calculating the payrolls depending on the working hours for every employee manually.

With the introduction of software that handles employee shift management and attendance tracking, employers have more time to dedicate to other business functions.

Moreover, When I Work offers mobile applications for Android and iOS, which eases the management of the hourly employees. Thus, the employer manages the taskforce with ease and from anywhere.

We know that it is a mammoth task to arrange schedules and shifts for employees who work at retail shops, factories, schools/universities, healthcare/clinics, hotels, contact center services, among others.

Let us not limit it to scheduling only; we also need to track their working hours and create correct payrolls. Communication is another aspect that is vital in any organization to get things rolling.

When I Work offers 4 products that comprehensively manage the workforce in any organization, whether its an NGO, small business, or a large-scale enterprise.

They avail their services under 4 pricing plans, including scheduling free, scheduling basic, scheduling pro and enterprise.

The platform is free till the limit of 75 employees. We can assess its popularity by acknowledging the fact that it has more than 6 million users.

It has been a significant industry player since 2010, and it has its headquarter in the USA. Let us get into details of the platform by addressing its products and exploring its pricing plans.

Various plans and products

We have already mentioned that they provide free, basic, pro, and enterprise plans for the users to choose from, with monthly or annual pricing.

We can commend them for offering a free of charge program that extends indefinitely. However, it can only handle a single team/location, while the paid plans allow the management of multiple job sites.

Despite that, all the plans authorize users to benefit from their scheduling feature, which also indicates the team member availability and supports team communication.

The priced plan delivers advanced features such as task management, auto-schedule shifts, document storage, API access, a dedicated account manager, among others.

Let us discuss the offerings of the platform; they have incorporated employee scheduling, employee time clock, team messaging, and hire as their products.

The online schedule maker enables the employer to create employee schedules in no time. They can view the week's schedule and can make changes by moving the shifts to make replacements and avoid conflicts.

The clock time is a useful application that allows employees to clock in and out from their mobile phones or a designated terminal. Thus, it is effortless to track employee’s working time and their payrolls.

The messaging feature ensures that everyone in the team is up to date with the happenings and the projected events.

When I Work offers applicant tracking software that translates to better hiring decisions without having to go through extensive recruiting procedures.

We are now well versed with the platform’s offering and their pricing structures. Let us now take up the initiative of signing up with them.

Getting started with When I Work

We can sign up with the free plan; however, it would not apply if we create more than 75 employees in our account, or we assign a second location/team.

The free account also limits us as it doesn’t allow advance scheduling by more than 10 days. The basic and pro plans offer free sign up.

The sign-up window requires information such as name, email address, contact number, company, and the number of employees.

The sign-up process then leads us through 3 steps of account set up. It involves sections of welcome, employees, and schedule.

The welcome tab hosts the three products, namely, scheduling, attendance, and hire. The user selects the desired feature among the options by checking the button next to it.

The feature of hire is available for users residing in the US only. With the selection of the appropriate tool, we can proceed to the next step.

The next task involves adding employees to our task force. Of course, we can import the list of existing employees through the CSV file, but this step is for exploring the system.

We need to provide the first and the last name of the employees, their email addresses, and the positions that they hold in the organization.

3.Add_your_employees

The next step includes setting up the scheduler. The system enquires for the first day of the week, and the shifts followed by various positions.

When I Work was designed to cater to the needs of the employer/supervisor who are in charge of monitoring the hourly employees, working on a shift basis throughout the week.

Thus, the system recognizes the shift timings assigned to the various position of the employee. It will be able to carry out the schedule function and the task of tracking it.

4.The_schedular_setup

The system loads with the scheduling feature appearing on the screen, but we shall start by first peeking into the dashboard, and then we can tackle the other functions within it.

Exploring the dashboard

They have implemented a minimalistic design, which enhances the appearance of the webpage. The user interface is neat and intuitive, and the navigation panel allows us to explore the products of When I Work.

At the beginning of the panel is a bell icon (notifications), followed by the dashboard, scheduler, time clock, work chat, and hire.

Along with that, there is the “invite employees” button, which is followed by 3 customized icons (along with drop-down arrows) and ends with the name of the account holder.

5.The_dashboard

The first part of the homepage’s body provides guidelines for setting up our schedule. They outline steps of adding a logo, inviting employees, and configuring the features.

The shifts available on that particular day reflect on the page, but in our case, we haven’t created any schedule yet.

Thus, the system recommends us to either schedule a shift or watch a video (that guides us on the process of using When I Work system in creating a shift.)

Let us mention that they provide video tutorials in addition to the support articles under the help section.

They also offer live training to the new users so that they can grasp the functioning of the system. Apart from that, we can submit a ticket, and get our queries resolved by their customer support team.

The last phase of the dashboard includes the forecast section. It has 2 parts, namely labor, and wages. The calculation predicts the scheduled hours in comparison with the actual hours.

A circle indicating the scheduled and worked hours appears with more statistics revealing the percentage increase or decrease of scheduled hours in the last week and month.

Let us follow the set up mentioned on the dashboard to start our scheduling feature.

Following the dashboard to set up schedules

The homepage indicates 3 steps that shall enable us to kick start our journey of scheduling. It includes add a logo, invite employees, and configure features.

We can add our business logo, and the system allows us to browse our computer’s local drives and select the image to be attached.

The next step is to invite employees. Why do we need to do that? We recognize that efficient and timely communication is a necessity for every business.

The manager can send out requests to all the employees who then install the app on their smartphones. This way, they can communicate using the work chat feature.

The employees can also input their availability and set up the scheduling calendar. We can add employees by writing their email address or contact number.

The configuration of the account is next in the line. It deals with 2 sections of general/app settings and scheduling.

The app settings allow the employer to define various details such as account name, id, business listing (address), time zone, the day the week starts with, time format and currency symbol.

6.App_settings

We then have a toggle to enable or disable the workchat feature. The same applies to the section of time off requests.

It includes allowing/denying approval for employees, for supervisors, and whether to show or not the approved time-off request to all the users.

The employer also needs to set the duration of notice for the time off, and the maximum paid hours per day.

The next part is to handle scheduling settings. The first section is whether to allow employees to set their preferred hours.

We also need to indicate if we will allow splitting of shifts minimum time, if yes, by how many minutes/hours. Otherwise, we can choose to disable the splitting.

The following setting addresses the scheduler, and who will be able to view what. We can allow/deny employees to view their coworkers or their position's schedule.

7.Scheduling

We can also opt to choose whether or not to display the open shifts in the scheduler. The next toggle is regarding the shift swaps and drops and whether they require managers to review.

The employer can choose to have the employees confirm that they are aware of the schedules by enabling the require shift confirmation option. We can also decide to display the availability to all the users.

Let us now start exploring the products next, beginning with the scheduler. As the name suggests, it allows the employer to schedule the employee's shifts depending on their position and working hours.

The feature of the scheduler

When I Work is a scheduling tool that saves the time of the employers who used to organize the shifts of the employees with a pen and paper.

With the software, the supervisor has less burden as they can quickly add the shifts, save it as a template, and publish the schedule so that all the employees receive the notification of the booking.

The feature functions well due to the presence of required shift building blocks, which include the employees, and the start and end time.

There are optional blocks, too, e.g., position, job site, and unpaid breaks. So, it’s evident that we need the name of an employee and his/her time to schedule a shift.

The scheduler displays a calendar along with the names of the employees on the main screen. There is a navigation panel on the page.

8.Schedular_tab

It begins with a button of “everything published,” which we can edit by accessing resend notifications from the drop-down arrow. Through it, we can unpublish the shifts which may be wrong.

After the publish button, we have a schedule alternative of adding multiple shifts, but it is available in the paid plans only.

The view option is accessible from sections of employees and positions. It is to decide whether to show the unscheduled employee/position and the budget tool. We then set how to view the shift colors.

The positions under our business appear next on the navigation panel, followed by job sites and task lists. Of course, these are again advanced features included in the priced plans.

There is another premium feature called the auto-schedule shift. It is one-click scheduling, whereby the system automatically assigns the OpenShift to the available and appropriate employee.

The scheduler displays the calendar which we can use to access other months, days, or weeks. There is a tool icon that allows us to clear the schedule, save it as template, or export the schedule.

To create and publish our scheduled shifts, we first need to establish our employees and their positions.

Adding employees and positions

The employees are the nervous system of the business; without them, the functioning of the company is next to impossible.

Every business follows a different hierarchy structure, but the owner/CEO is usually the highest authority. We can then have VPs, directors, or managers.

There can be supervisors, too, who is in charge of monitoring the junior level of employees. Depending on the structure of the business, we can choose to add our employees or import our list.

We can use the scheduler to add employees; however, the system provides a dedicated space indicated with a house-like icon that holds various functions.

These include employees, positions, schedules, job sites, shift templates, reports, task lists, and documents.

To manually add employees, we need to fill in sections of details, schedules, payroll/wage, log/notes, and advanced information.

9.Adding_employees

The details entail name, email address, mobile number, role (provided manager, supervisor & employee), and the position.

The schedule part allows us to indicate the shift timings and the payroll address the hourly rate and the maximum hours to work per week.

The notes can be used to write some information that will be visible to managers/supervisors only. The advanced details include custom time zone and employee ID.

All the members appear on the employee page, which allows us to import, export, or invite the unregistered staff.

10.Employees

Along with their names, we can also view their position, schedules, and conduct actions such as inviting, checking their availability, delete, or editing the information.

When we mention position, we are referring to the role of the employee, and it can be branch head, supervisor, manager, accountant, and others.

We need to arrange the positions in the working shifts so that the required personnel is available at the right time.

The addition will include providing it a name and also assigning it a unique color for easy recognition. We can mark our preferred positions as favorites so that it is simpler scheduling their shifts.

11.Positions

We can have a scenario whereby we may be having more than one workplace; thus, for such cases, we need to create multiple schedules.

The schedules need to differentiated using name, location, and the maximum number of hours per week. We also have some positions that are required to work out of the office or their regular working place.

12.Schedules

For such events, we can create job sites, which clarify the schedule to follow at a particular location, where the employee can also clock in and out.

A café owner has 3 outlets within a city; he/she can create multiple schedules and then plan the shifts by the job sites. Again these features are available in paid plans only.

Another paid feature is the task lists. With it, the supervisor will be able to schedule the team task for the work that requires the combined effort of the employees.

Apart from that, we have an essential feature of creating shift templates. As a result of this, we can assign a precise timeline to a specific position while clarifying their unpaid break, schedule, and notes, if any.

13.Shift_templates

Thus, with the help of the template, the employer will be able to schedule shifts of positions that share the same starting and ending time (duration) quickly.

We know there are varying employee status within an organization too. Some may be permanent, others temporary, or on contract or interns.

Whichever the case, we need to assign them with appropriate shifts, at the right place and time. After creating and establishing such elements (employees, positions, shift templates), we can proceed and use the scheduler.

Scheduling employee shifts

We have explored the contents of the scheduler, and now we can use it to make the shifts for our employees.

The first row of the scheduler represents OpenShift. What does it mean? The employer schedules the OpenShift when he/she requires the employees to pick up the shift instead of assigning it.

Thus, the employer needs to mention how many OpenShift needs to be assigned and to what kind of qualified employees (positions.)

14.OpenShift

We can view the scheduler from 2 points, employees, or position, but we will be scheduling the shifts using the former one.

We select the date and employee and click on the blank space to initiate scheduling. The assign to field automatically picks up the name of our chosen employee.

Another option we have here is a custom shift. We have discussed the shifting template that allows employers to set shifts that share consistent duration.

The other scenario may be a one-off shift; as such, we need to create custom shifts. It requires information such as assign to, time, position, notes, repeat the shift, or save it as a template.

15.Creating_shifts

We can choose to keep the custom shift without notifying the employee, or we can save and publish the shift so that the personnel gets notification about the event.

The scheduler can be used to apply for time-off by employees. They have to select the type (paid, unpaid, sick, or holiday), the start and end date, and message if any.

The employee can also have flexible scheduling, whereby they can indicate their availability. It can be either their preferred or unavailable time.

The account settings allow us to access my schedule. Within the plan, we can apply for time-off, sync our calendar, or work on our availability.

16.Setting_availability

The preference includes choosing either being unavailable or preferring to work on a particular date and time.

They assign different signs to the availability so that it is easy to interpret. We have other events that affect our scheduling function.

The other feature within the scheduler is the annotations, which permits the employer to make declarations on events of business closed, don’t allow time off or any other announcement.

While creating the annotation, we are required to indicate the start and the end time, choose the schedules, give it a title, and a message, then save it.

17.Adding_annotation

After saving all the various kinds of shifts, our scheduler gets painted with colors. The employer can hence read the scheduling at one glance only.

The colors can be representing either the shift or the position. If we choose to view the shifts colors, then our OpenShift, annotation, time-off, availability preference, and the published/unpublished shifts will be visible.

The employer performs the scheduling, but the employees need to receive notifications about it in real-time. That is why we have the option of saving and publishing the shifts that we create on the scheduler.

The publish & notify button on the navigation panel allows us to either publish or unpublish selected shifts.

18.Publishing_shifts

We need to add the recipients, date range, and optional message for the users. We can choose to notify users of the changes that we may have done.

Another exciting feature regarding the shifts is that we can copy them by dragging and dropping with the control button.

Moreover, the system provides a thumbs up if the shift meets the qualified position; otherwise, a down thumbs up appears.

The employees also swap shifts, meaning 2 workers will interchange their shifts but after meeting qualifications in terms of position and availability.

They can also shift drop, whereby the employee offers the shift to other personnel with the same position.

The other mechanism is to create a replacement in case one employee fails to report for the shift. As such, the employer can replace it with a worker who is available and qualified.

19.Find_replacement

We think we have exhausted all the features available for scheduling shifts for the employees. According to us, with few attempts to create the different kinds of shifts, the employer will get the hang of it.

The employer uses the shifting template to schedule the shifts quickly, and it is possible to customize it. They can drag and drop to copy the shifts within the scheduler.

The employees also have flexibility; they choose their availability and can also apply for time off. The published shifts are sent out to the workers who are then aware of their timetable.

The other product of When I Work is the time clock. Let us head towards its set up first then discuss its features.

Setting up the time clock feature

We have mentioned that When I Work offers scheduling, time clock, team messaging, and hire. The time clock is responsible for tracking the attendance of the employees and also deals with payroll.

We need to activate the feature, which is possible after going through a setup wizard. They intend to collect information about our business to align their clock with ours.

The first query is regarding the length of the pay period; we have to select among weekly, every two weeks, or a month.

They then question the date on which our last pay period ended. The next part allows us to set the terminal of the time clock.

A terminal can be chosen to be a PC/MacBook, phone (Android or iOS), or tablets. It is better to have a fixed terminal, as the selected device will be used by the employees to clock in and out only.

If we use our PC, then we need to lock it as a terminal through the attendance drop-down arrow on the navigation panel.

What this implies is that the user gets logged out of the account, but employees can clock in and out. The terminal can easily get unlocked if someone logs in from other When I Work account on the same PC.

As such, we can allow every employee to clock in using their When I Work account on their PCs. They can also clock in and out using smartphones.

We can also set the distance limit as the phone uses the GPS tracking system. Thus, the employees will not be able to clock in if they are not within a fixed distance boundary from the workplace.

We have laid down the essentials of having a terminal through which an employee will be clocking in and out of the system.

The attendance tab on the navigation bar, which allows us to use the time clock feature, consists of sections of timesheets, time tracker, take lunch, clock in/out, and lock as terminal.

The feature of timesheets and time tracker

When the employer optimizes the use of When I Work and Attendance, the timesheet provides them with an overview of when their employees clocked in and out.

We can select from the given pay period and even edit or add a new period. The paid plans will allow the user to add multiple schedules as well as to export the timesheets.

22.Timesheet

As visible from the picture attached above, we have the days of our pay period with columns of the clock in, out, total, details, worked, schedule, and difference.

What is the motive behind tracking the clocking in and out time using the timesheets? The employer carefully plans out and schedules shifts utilizing the scheduler.

The employees receive the notification informing them of their shift timings, among other things. So, in an attempt to find out why the scheduled working hours do not match the actual hours, we utilize the timesheet.

Every employee has a timesheet that they can be allowed to edit in case of any discrepancies. The manager/employer can close out the pay period; as such, the employee will be unable to modify the sheet.

An open timesheet allows one to add, edit, or delete entries to match the scheduled shift. For example, an employee forgets to clock out; as such, there will be blank on the “out” field.

We can add the time by typing it out, or we can make use of the show shifts tab available on the top of the timesheet.

The scheduled shifts will appear, and we can use the plus sign attached to it to add the missing time. There is an “i” icon under the description that will provide us with the edit history of the particular shift. 

We can also add or edit the entry details such as lunch break, schedule, or note into the timesheets. Apart from these, the unattended shifts can have markings of leaves of paid, unpaid, sick, or holiday.

23.Entry_details

Of course, all the changes made to the sheet need to be approved by the manager/employer. They can also be edited to resolve the discrepancy.

Once all the employee's timesheet is on track, the employer can click on approve so that it can be useful in calculating payroll.

The employee whose sheet is approved; their timesheet gets a tick mark on the left navigation tab. All the approved workers appear under the time tracker.

The time tracker provides us with a clear view of the shifts of the employees. It has a table with time columns and staff members on the rows.

24.Time_tracker

The legend displays the colors attached with different kinds of scheduled, i.e., completed, lunch break, scheduled and the shift in progress.

We can add a clock in and out and assign a position for it from the time tracker. Let us now deal with the relation between the timesheets and the payroll.

When I Work, calculate employees working hours by getting the difference between the clock in and out time. They round it off to the nearest fourth decimal point, but while displaying, it appears with 2 decimal points.

For example, a worker clocked in at 9.00 a.m. and signed out at 5.55 a.m. Thus, the working hours count up to 8 hours and 55 minutes.

The system records it as 8.9167 hours, but on the timesheet, we view it as 8.92 number of working hours.

Of course, the total number of hours gets multiplied by the rate of wage per hour, and the payroll is updated, after which the employees receive their salaries.

We have mentioned that the timesheet needs to be approved first before closing the pay period. We may have an employee who works in different positions with varying wage rate.

Such an individual’s salary is calculated using weighted average overtime. Hence, once the pay period ends, the employee reviews the payroll summary and then exports the data for payment processing.

We can export the closed pay period via an excel or CSV file. We can choose to configure our payroll through integration.

The payroll integration options available in When I Work include ADP Workforce Now, Gusto, Paychex, QuickBooks Online, and Square.

The system currently allows the addition of the workforce under the role of manager, supervisor, and employee. However, we can customize the user access privileges under each category.

The attendance settings allow the employer to restrict when and where the employee can clock in. The same applies to allow overtime, double OT, and time off (paid, holiday, sick) and others.

Let us now discuss the next product of When I Work, and it is called workchat.

Managing communication using workchat

Communication is a crucial element in any business. It enhances the communal spirit within the workforce team.

The channels used for interaction also matters as they should provide an exchange of information in real-time, without unnecessary delay.

What methods are available under When I Work for the communication purpose? We can narrow down to 3 options, namely workchat, email/teamtxt, or annotations.

We have already discussed the feature that allows us to invite employees using their email address or mobile number.

However, we can avoid the usage of personal contact information by enabling the workchat feature, which is available in the general settings.

Workchat is a chatting application, which allows people to exchange messages as well as images. Through it, employees can make announcements, discuss issues, or inform about their schedules.

26.Workchat

Is there any limitation? Yes, workchat applies to plans that support less than 1 000 users. Any additional usage will atomically disable the chatting feature.

The communication method is available in the mobile application, too, both Android and iOS. Hence, convenient for everyone as it is accessible anywhere and at any time.

We can initiate various types of the conversation by creating new workchat. We can choose to converse with one person only, one on one chat, or send messages to a group/workplace discussion.

We can name a particular chat, add more participants, send images, and also opt out of the conversation.

Another appealing feature of workchat includes sending out email/teamtxt. What does it offer? The email service is accessible under all the plans.

However, teamtxt is used to send out customized messages to staff members, and we need to purchase it using credits.

27.Email_and_teamtxt

The main difference between this channel and workchat is that the recipients cannot reply to the email/teamtxt, as they only allow one-way messages.

Besides, we can conveniently send emails using mobile and web applications, but the teamtxt is available when using the web browser.

Hence in the image above (email and teamtxt), we can notice there are different tabs for them, and the third one is for both.

The email entails 3 fields of to, subject and message. The text message under the teamtxt will use 1 credit and has a limitation on the number of words.

We can access the log, which reveals 7 days' history about the outgoing mobile alert and outgoing email. There is another section that can affect the content of the log; a user selects the notifications that they receive via an alert preference.

28.Setting_alert_preference

Thus, one may miss out on a particular email or text, if the user has not ticked the option to accept its notification in the system.

The other way to get in touch with employees, that too, in masses is through the annotations. This method is used to share announcements such as closed business, an event in the workplace, or when employees are not allowed to take time off.

We discussed in under scheduling, as the scheduler hosts the icon to make the annotations. Thus, we have enough ways to get in touch with other colleagues using the When I Work platform.

When I Work hire product

The free plan extends limited features of hire, such as one active posting, tracking, and scheduling of the new hire.

Whereas the priced accounts will be able to offer unlimited posting, applicant tracking, distributing the job posting through Facebook and Indeed, and custom screening questions.

We have discussed the employee's section of the platform and how we can add, edit, and manage their scheduling.

We may face an insufficient workforce; as such, we need to hire recruits. When I Work allows us to create job posting, which we can share on other platforms too.

Applicants view the job requirement details and apply for the desired position. The system allows us to track the process of hiring the applicant from the beginning to the end.

Let us create a job posting in the system and find out more about the hire feature. We need to provide a job title, its description, and choose whether it is a part-time or full-time job.

The created post appears on our jobs page, but before that, the system provides us with a link that we can share to create awareness that we are recruiting.

We can extend the search by using their distribution partners, Facebook, and Indeed. The job posting page holds information regarding the created post.

On the page, we view the posting, its schedule, the number of applicants, its link, whether the posting is active or not, and the actions of either deleting it or editing it.

30.Job_page

We can view the post to observe it from the perspective of the applicants. On the page, we can see the details entailing the date of posting, description, and space for applying for the post.

The applicant is required to submit their personal information, such as name, email, and phone number. They can select the days they can work, upload their resume, and also add custom screener questions.

These questions enable the employer to hire the right candidate as they face a series of inquiries before submitting their job application.

The employer receives the applications, and they appear under the tracking board. It has 4 sections of applied, considering, interviewing, and hired.

Meaning all the applications received appear under applied, the employer screens the profiles of the candidate.

He can archive the applications if they do not meet all the requirements and move the suitable ones to the considering section.

The staff who can access the hire feature can also rate the applicants so that it is easier to choose the appropriate aspirants.

The chosen candidate from the considering part can go through interviews, and finally, we can hire the best among all.

Once the recruitment process is over, we can deactivate the posting so that we stop receiving applicants for the same post.

We have exhausted all the products of When I Work, which include the scheduler, attendance, workchat, and hire. Let us now go through the sections that deal with reports and documents.

Reports and documents

These features are a part of the priced plans; hence, we may be unable to test it extensively. Nevertheless, we can comment that When I Work, offer automated and custom reports.

32.Reports

The automated reports get generated by the system regularly. They include attendance notices reports and labor breakdown report.

The custom includes reports such as timesheet export, shift request export, time off export, and schedule export.

When I Work also provide a list of the reports that they are considering, thus they ask the users to vote for the ones that can prove to be useful for them.

Some examples include shift confirmation, timesheet history, clock in location, tasks, labor cost versus sales, and others.

As far as documents are concerned, When I Work enables the employer to upload and share valuable documents with the entire staff.

We can share employee handbooks, training manuals, and other business-related files. We also send the links via emails, workchat, or annotations.

Apart from these, we would like to mention the integration options available in W. We witnessed that they allow integration with payroll processing systems such as ADP Workforce, Now, Gusto, Paychex, and others.

The other famous integration option is Zapier, which is also available. It allows us to create automated connections with over a thousand applications.

Furthermore, other software such as Crew, Gig Wave, GoCo, OnPay, Rippling, Resale AI, among others, can also create integration with W.

We are approaching the end of our review, and on that note, we will comment that their customer support is available via email, live chat support, submitting tickets, and training too.

Conclusion

When I Work is appropriate for all the business size, whether it is small, medium, or large. The only limiting factor will be the number of employees; as if it exceeds 75, then the user needs to upgrade to their paid plans.

But regarding the available features and support, we highly think that it is viable to invest in their priced account.

Their shift scheduler is par excellence, which gets complemented by the timesheets and the time tracker. Thus, the employer can schedule and track employee shifts with ease.

They allow users to create multiple locations; thus, we can schedule numerous teams. The time clock feature provides sufficient means for the employees to clock in and out of their shifts.

With their GeoCheckin function, employees can clock in using the phone’s GPS tracking. Thus, they cannot cheat on their locations when it comes to checking in to the workplace.

Their workchat feature is an efficient way to maintain communication amongst the staff members. The email/teamtxt provides further channels of interaction.

The paid plan offers advanced features of open API, a dedicated account manager, personalized onboarding, single sign-on, and so on.

We can highlight the fact that the platform provides relatively shallow forecasts on the dashboard. We need to have more analytics so that the employer can work on improving metrics such as actual working hours, payroll reservations, labor costs, among others.

We cannot fail to mention that our review may not be completely comprehensive, as we may have missed out on a few features here and there.

Despite that, according to us, When I Work is an ideal solution for business who are looking for a user-friendly and free of charge employee management system.

It offers a variety of attractive features; hence, this product can be recommendable to any business searching for an ideal staff scheduling and time tracking solution.

Submit a Review

(Rating)