As businesses increasingly turn to user-friendly and cost-effective workforce management solutions, When I Work stands out for its mobile-first approach and focus on employee scheduling and time & attendance tracking. Designed to be simple and intuitive, When I Work ensures high adoption rates among frontline employees while delivering pre-built integrations with leading SMB payroll systems. Below, we’ll explore When I Work’s pricing, strengths, challenges, and overall value.

Overview of When I Work

When I Work is a workforce management platform that combines employee scheduling and time tracking into one easy-to-use solution. The platform is well-suited for small to medium-sized businesses (SMBs), prioritizing straightforward implementation and a mobile-first experience.

With features like shift swapping based on employee preferences and integrations with leading payroll providers such as Gusto, ADP, Paychex, Rippling, and QuickBooks, When I Work delivers a comprehensive solution for managing schedules and tracking employee hours. The platform recently rolled out its built-in payroll module, expanding its capabilities further.

While it offers many features found in more expensive solutions like Deputy, When I Work is designed for simplicity, which may limit its configurability for organizations with complex requirements.

The Strengths of When I Work

1. Mobile-First Platform

When I Work prioritizes a mobile-first experience, which ensures high adoption rates among frontline employees. Key benefits include:

• Ease of Use: Employees can access schedules, request shifts, and track time directly from their mobile devices.
• High Adoption: The set-up in When I Work is fairly straightforward, and most admins can set up departments, pay codes, and employee types without much support.

2. Employee Scheduling and Time Tracking

When I Work combines employee scheduling and time & attendance tracking into a single platform. Features include:

• Shift Swapping: Employees can easily swap shifts based on preferences, reducing administrative burden.
• Preference-Based Scheduling: Schedules can be customized to align with employee availability and preferences.

These features ensure flexibility and efficiency in managing dynamic workforce needs.

3. Pre-Built Payroll Integrations

When I Work integrates seamlessly with leading SMB payroll providers, including:

• Gusto, ADP, Paychex, Rippling, and QuickBooks.

These integrations streamline payroll processing and reduce manual data entry. The recent rollout of When I Work’s built-in payroll module further expands its functionality.

4. Affordability

With pricing starting at $4 PEPM, When I Work offers an affordable workforce management solution for SMBs. Despite its cost-effectiveness, the platform includes many features found in higher-priced competitors.

Learn More: Compare When I Work and other leading HR Tech platforms on OutSail's marketplace

Points to Consider with When I Work

1. Limited Configurability

While When I Work is straightforward, it is not the most configurable solution on the market. Challenges include:

• Limited ability to create custom fields or workflows.
• Restrictions in accommodating unique use cases or complex data inputs.

Organizations with advanced or precise requirements may find the platform less flexible than competitors.

2. New Payroll Module

When I Work recently introduced its payroll module in early 2024. While promising, this feature is still new, and there is limited data on its:

• Adoption rate.
• Performance and reliability.

Businesses should cautiously approach the payroll module until it has a more established track record.

3. Separate Employee-Employer Chat App

Although When I Work offers an employee-employer chat feature, it is housed in a separate app, which may:

• Reduce adoption rates for the chat functionality.
• Create inefficiencies by requiring users to switch between apps.

Organizations relying heavily on in-app communication should evaluate whether this limitation impacts their operations.

Pricing Structure

When I Work operates on a per-employee-per-month (PEPM) pricing model, with costs ranging from $4-12 PEPM.

Key pricing considerations include:

• Base Pricing: $4-12 PEPM, depending on the features and modules selected.
• Affordability: Competitive pricing makes When I Work an attractive option for SMBs looking for a cost-effective solution.
• Additional Costs: Businesses using the built-in payroll module should evaluate potential additional fees for payroll processing.

Deciding if When I Work is Right for Your Business

Leveraging Strengths

• User-Friendly Design: The mobile-first platform ensures high adoption rates and simplifies scheduling and time tracking for frontline employees.
• Comprehensive Features: Combines scheduling and time tracking with pre-built payroll integrations.
• Ease of Implementation: Quick setup allows businesses to get started with minimal training or support.
• Affordability: Competitive pricing provides excellent value for small to medium-sized businesses.

Addressing Challenges

• Customization Needs: Evaluate whether the platform’s limited configurability meets your organization’s requirements.
• Payroll Module Maturity: Monitor the performance of the new payroll module to ensure it meets your needs.
• Chat Feature Limitations: Consider whether the separate chat app impacts communication and collaboration within your team.

Conclusion

When I Work is a mobile-first workforce management platform for small to medium-sized businesses that prioritize ease of use and affordability. Combining employee scheduling, time tracking, and integrations with leading payroll providers, the platform offers many of the features found in more expensive solutions. Its reward-centric approach, simple implementation, and seamless payroll integrations make it a strong contender for SMBs looking to streamline their workforce management processes.

However, businesses with complex requirements or those relying on advanced configurability may find When I Work less flexible than other platforms. Additionally, the platform’s new payroll module and separate chat app are areas to monitor as the product matures.

When I Work is an excellent choice for businesses seeking an affordable, straightforward, and mobile-friendly solution.

FAQs

1. What are When I Work’s main strengths?
   When I Work excels in employee scheduling and time tracking with features like shift swapping, preference-based scheduling, and pre-built payroll integrations. Its mobile-first design ensures high adoption rates among frontline employees.
2. What challenges might users face When I Work?
   Challenges include limited configurability, the immaturity of its new payroll module, and the separate app for its employee-employer chat feature.
3. How much does When I Work cost?
   When I Work is priced at $4-12 PEPM, making it affordable for small—to medium-sized businesses.
4. Is When I Work suitable for larger enterprises?
   While When I Work is ideal for SMBs, its simplicity, and affordability may appeal to larger enterprises with straightforward workforce management needs.
5. What type of organizations benefit most from When I Work?
   When I Work is best suited for shift-based industries like retail, hospitality, and healthcare, as well as SMBs seeking a user-friendly and cost-effective solution.