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When I Work
When I Work · Minneapolis, Minnesota, United States · founded 2010
What it is
When I Work is employee scheduling software for shift-based teams. It combines scheduling, shift swaps, team messaging, and time tracking for workplaces such as clinics, shops, kitchens, and job sites. Auto scheduling assigns shifts using employee availability and qualifications. Managers can oversee multiple stores, departments, or job sites from one dashboard. The time clock records attendance, breaks, and time off, while team messaging works without sharing phone numbers. The service is available on Android, iOS, the web, and through an API. Plans start at $2.50/user/mo, and a 14-day trial provides complete access without requiring a credit card. Essentials includes auto scheduling, multi-location scheduling, OpenShifts, swaps, messaging, forecasts, and payroll and POS integrations. Pro adds advanced scheduling, rules, permissions, labor sharing, custom reporting, and a time-zone toggle. Premium adds API keys, webhooks, and SAML/SSO. When I Work says it uses AWS, TLS, daily backups, and mobile two-step verification. It does not offer an SLA.
For and against
For
- Auto scheduling uses availability
- Multi-location dashboard
- Time clock tracks breaks and time off
- Team messaging avoids phone sharing
- 14-day trial without credit card
Against
- No free plan
- Starts at $2.50/user/mo
- No SLA offered
- ADP integration unavailable to new customers after June 2026
The verdict
When I Work combines scheduling, attendance, communication, and shift management across web and mobile apps. Its paid plans scale from core scheduling to API and SSO capabilities.
Who it suits
It suits shift-based workplaces managing schedules across teams or locations. Managers needing time clocks, swaps, messaging, and payroll integrations can consider it.
Plans and prices
Essentials
Unlimited users · auto scheduling · multi-week and multi-location scheduling · templates
Read 15 Oct 2026 · wheniwork.com
Pro
Everything in Essentials · advanced scheduling · rules · role permissions
Read 15 Oct 2026 · wheniwork.com
Premium
Everything in Pro · API key access · webhooks · SAML/SSO
Read 15 Oct 2026 · wheniwork.com
On the record
- ADP limit
- The ADP Workforce Now direct integration is no longer offered to new customers after June 2026, although legacy customers may continue using it.help.wheniwork.com · read 30 Sep 2026
- API access
- When I Work offers an open API for eligible plans and requires administrator access to obtain an API key.help.wheniwork.com · read 15 Oct 2026
- API availability
- API key access, webhooks, and SAML/SSO are included in the Premium plan.wheniwork.com · read 30 Sep 2026
- API services
- The documented API is split into Primary, Login, Forecast Tools, Tasks and Tags services.help.wheniwork.com · read 15 Oct 2026
- Auto scheduling
- Auto Scheduling assigns shifts using employee availability and qualifications.wheniwork.com · read 15 Oct 2026
- Availability commitment
- When I Work says it does not offer an SLA, while its hosting partners guarantee 99.9% uptime.wheniwork.com · read 15 Oct 2026
- Availability limit
- When I Work does not offer an SLA, while its hosting partners guarantee 99.9% uptime.wheniwork.com · read 30 Sep 2026
- Billing security
- Credit-card transactions are processed with encryption on a PCI-compliant network.wheniwork.com · read 30 Sep 2026
- Company headquarters
- The company lists 420 North 5th Street, Suite 500, Minneapolis, Minnesota, United States as its address.wheniwork.com · read 15 Oct 2026
- Company legal name
- The official site identifies the maker as When I Work, Inc.wheniwork.com · read 15 Oct 2026
- Current status
- The official status page currently reports Workchat as operational.status.wheniwork.com · read 15 Oct 2026
- Documentation and support
- The help center contains product guides, API references, troubleshooting articles, training resources and customer-care ticket submission.help.wheniwork.com · read 15 Oct 2026
- Founded and size
- LinkedIn lists When I Work as founded in 2010, headquartered in Minneapolis and having 51–200 employees.linkedin.com · read 15 Oct 2026
- Funding and ownership
- Crunchbase describes When I Work as privately held, founded in 2010, with 101–250 employees and six investors including Bain Capital and Arthur Ventures.crunchbase.com · read 15 Oct 2026
- Integrations
- Official integrations include Rippling, Gusto, Simplepay.ca, Zapier, GoCo, People and ResaleAI, with payroll/POS connections listed in the plans.wheniwork.com · read 15 Oct 2026
- Labor controls
- The product provides overtime alerts, labor forecasting and scheduled-versus-budgeted hour visibility.wheniwork.com · read 15 Oct 2026
- Language support
- The web and mobile applications and customer care are officially supported in English.help.wheniwork.com · read 15 Oct 2026
- Limit: cancellation refunds
- The help center states that canceled plans do not receive refunds for unused time.help.wheniwork.com · read 15 Oct 2026
