When I Work
When I Work is employee scheduling software for shift-based teams, bringing schedules, shift swaps, messaging, and time tracking together.
What When I Work is
When I Work is employee scheduling software for shift-based teams, bringing schedules, shift swaps, messaging, and time tracking together. Auto scheduling assigns shifts using employee availability and qualifications, while managers can oversee multiple stores, departments, or job sites from one dashboard. Its time clock tracks attendance, breaks, and time off; employees can message without sharing phone numbers. The service has mobile apps and web access. Essentials includes scheduling, open shifts and swaps, messaging, time-off management, and payroll and POS integrations. Pro adds advanced scheduling and reporting options; Premium includes API key access, webhooks, and SAML/SSO. The company is based in Minneapolis and was founded in 2010. It does not offer an SLA, although its hosting partners guarantee 99.9% uptime. The direct ADP Workforce Now integration is no longer offered to new customers after June 2026; existing legacy customers may continue using it.
Good
- Auto scheduling uses availability and qualifications
- Managers can oversee multiple locations
- Time clock tracks breaks and time off
- 14-day trial requires no credit card
Watch out
- No SLA is offered
- ADP Workforce Now integration unavailable to new customers after June 2026
- API access is included in Premium
Who it suits
When I Work suits shift-based workplaces such as clinics, shops, kitchens, and job sites, especially those managing multiple locations. It is also suited to teams that need shift swaps, time-off management, or employee messaging.
Verdict
When I Work combines scheduling with shift communication and time tracking, with tools for teams spread across locations. Review the plan levels for API access and note the service's lack of an SLA and the ADP integration limit.
Plans and prices
From When I Work's own pricing page, checked 15 Oct 2026.
| Plan | Price | What it gives you |
|---|---|---|
| Essentials | $2.50 a month | Unlimited users · auto scheduling · multi-week and multi-location scheduling · templates · forecasting · messaging · OpenShifts · shift swapping · payroll/POS integrations · per user/month |
| Pro | $5 a month | Everything in Essentials · advanced scheduling · rules · role permissions · labor sharing · custom forecasting/reporting · overlapping OpenShifts · time-zone toggle · per user/month |
| Premium | $8 a month | Everything in Pro · API key access · webhooks · SAML/SSO · per user/month |
The facts
Each one read from When I Work's own pages, with the date it was checked.
What it does
- 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.checked 30 Sep 2026
- API access
- When I Work offers an open API for eligible plans and requires administrator access to obtain an API key.checked 15 Oct 2026
- API availability
- API key access, webhooks, and SAML/SSO are included in the Premium plan.checked 30 Sep 2026
- API services
- The documented API is split into Primary, Login, Forecast Tools, Tasks and Tags services.checked 15 Oct 2026
- Auto scheduling
- Auto Scheduling assigns shifts using employee availability and qualifications.checked 15 Oct 2026
- Availability commitment
- When I Work says it does not offer an SLA, while its hosting partners guarantee 99.9% uptime.checked 15 Oct 2026
- Availability limit
- When I Work does not offer an SLA, while its hosting partners guarantee 99.9% uptime.checked 30 Sep 2026
- Current status
- The official status page currently reports Workchat as operational.checked 15 Oct 2026
- Documentation and support
- The help center contains product guides, API references, troubleshooting articles, training resources and customer-care ticket submission.checked 15 Oct 2026
- Integrations
- Official integrations include Rippling, Gusto, Simplepay.ca, Zapier, GoCo, People and ResaleAI, with payroll/POS connections listed in the plans.checked 15 Oct 2026
- Labor controls
- The product provides overtime alerts, labor forecasting and scheduled-versus-budgeted hour visibility.checked 15 Oct 2026
- Language support
- The web and mobile applications and customer care are officially supported in English.checked 15 Oct 2026
- Limit: cancellation refunds
- The help center states that canceled plans do not receive refunds for unused time.checked 15 Oct 2026
- Limit: GPS accuracy
- Gartner reviewers report that GPS or location services are not always accurate.checked 15 Oct 2026
- Limit: location clock-in
- Software Advice reviewers report technical problems capturing location over cellular data.checked 15 Oct 2026
- Limit: messaging failures
- Google Play reviewers report messages sometimes fail to send or disappear and notifications may not arrive.checked 15 Oct 2026
Money
- Billing security
- Credit-card transactions are processed with encryption on a PCI-compliant network.checked 30 Sep 2026
- Free plan
- Nochecked 21 Sep 2026
The company
- Company headquarters
- The company lists 420 North 5th Street, Suite 500, Minneapolis, Minnesota, United States as its address.checked 15 Oct 2026
- Company legal name
- The official site identifies the maker as When I Work, Inc.checked 15 Oct 2026
- Founded
- 2010checked 28 Sep 2026
- Founded and size
- LinkedIn lists When I Work as founded in 2010, headquartered in Minneapolis and having 51–200 employees.checked 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.checked 15 Oct 2026
- Headquarters
- Minneapolis, Minnesota, United Stateschecked 28 Sep 2026
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