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Our Verdict
When I Work Time Tracking Software excels in streamlining employee scheduling, time tracking, and payroll integration, offering you instant labor cost management and robust features like GPS tracking and photo clock-ins. It’s ideal for managing your hourly employees across multiple locations and enhancing communication and accountability.
However, it can be overwhelming if you manage a small team and you face challenges with customization, internet dependency, and integration with systems that are not popular. Although its pricing is transparent, it can still be a concern for smaller businesses. Overall, it’s a powerful tool for larger operations if you need comprehensive management solutions.
Pros
- Saves you time, creating and sharing schedules speedily.
- Empowers your employees to manage time off requests easily, trade shifts, and track availability, increasing accountability and satisfaction.
- Controls your labor costs, preventing overtime, and managing labor budgets effectively with extensive reporting and alerts.
- Helps you process payroll with one click and integrates directly with your payroll provider.
- Provides you with a secure team messaging app for all your office communication
- Manages shifts across multiple locations or remote job sites with ease.
- Offers you excellent support with unique solutions and fast responses from dedicated experts.
- Improves shift coverage and reduces employee absenteeism with easy shift filling, trade features, and real-time notifications.
- Simplifies your time tracking with GPS-enabled online time clocks to track attendance, breaks, and time off accurately from any device.
- Ensures compliance using pay rates management, overtime calculations, and labor law.
Cons
- Relies on technology which can be a challenge for businesses without reliable internet
- Has a learning curve for employees who are not tech-savvy.
- Raises privacy concerns with GPS tracking and photo clock-in features
- Needs active employee participation to work effectively
- Poses potential integration issues with less common payroll systems
- Requires subscription fees that can be a concern for small businesses or startups.
- Has some limitations with customer support
- Relies majorly on mobile devices.
Who When I Work Time Tracking Software Is Best For
When I Work Time Tracking Software is optimal for you if you:
- Need a solution to efficiently schedule and track the hours of hourly employees.
- Operate a business that spans multiple locations and requires a scalable scheduling system.
- Seek an easy way to handle shift trades, time-off requests, and employee availability.
- Want a mobile-friendly platform that allows employees to manage schedules and communicate using phones.
- Need to monitor and manage labor costs instantly to prevent overtime and stay within budget.
- Prefer a system that integrates time tracking with payroll for streamlined, error-free processing.
- Work in an industry that relies on efficient time tracking and scheduling, such as retail, hospitality, healthcare, or logistics.
- Are looking for a solution that promotes accountability with features like GPS tracking and photo clock-ins.
- Value having reliable, knowledgeable support to assist you with any issues or customization needs.
- Require a secure platform for team communication to ensure everyone stays current.
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Who When I Work Time Tracking Software Is Not Right For
When I Work Time Tracking Software is not good for you if you:
- Prefer using paper time cards and manual scheduling.
- Are unwilling to use digital devices like smartphones, tablets, or computers for time tracking and scheduling.
- Operate in a business environment that does not require shift management or employee scheduling.
- Are looking for a solution that does not integrate with payroll providers.
- Prefer to handle payroll processing manually.
- Have no need for features like geofencing, GPS tracking, and photo clock-ins for attendance management.
- Are unconcerned about managing labor budgets, preventing overtime, or simplifying payroll.
- Have no need for tools to manage time-off requests, shift trading, or employee availability.
- Need no team communication tools that integrate with scheduling and time tracking software.
- Prefer a time tracking system that does not offer automated scheduling, task assignment, or break management.
What When I Work Time Tracking Software Offers
Precise Timing Monitoring Across Devices
With GPS functionality, When I Work transforms your device into an exact time clock and guarantees precise tracking of employee hours. Because of this, you experience fewer mistakes and early clock-ins, which saves time.
Seamless Integration with Payroll
It easily interfaces with the payroll providers of your choice, simplifying your timesheet exporting process. Payroll becomes faster and more effective as a result of the removal of the necessity for importing and syncing.
Labor Cost Management in Real Time
Get comprehensive distribution reports to see your labor costs in real time. Enabling efficient financial management, this feature aids in monitoring your budget allocations using position, schedule, and job site.
Overtime and Break Management
Get alerts about possible overtime and easily handle staff breaks. In order to ensure compliance and cost control, it assists in setting breaks for shifts and enables employees to log paid and unpaid breaks.
Digital Timekeeping for Optimal Performance
With digital timesheets that store all modifications in one location, you can save hours every week. When processing payroll, this lowers errors and saves time.
Enhanced Employee Accountability
Photo clock-ins and missed clock-in alerts promote worker accountability and stop time theft. To promote transparency, workers can also add notes and edit timesheets.
Labor Budgeting Tools
Set goals for percentages, and monitor the discrepancy between the number of work hours on schedule and in reality. This function offers insights for future planning and assists in monitoring labor budgets.
Accessibility on Desktop and Mobile Devices
Control labor expenses, breaks, and attendance from any device. With the convenience and flexibility of mobile devices, employees can track time, clock in and out, and stay up to date.
Salary Rates and Variations
Adapt pay rates for different positions automatically. In addition to saving time, this guarantees that workers receive fair pay for respective roles and qualifications.
Outstanding Client Assistance
When I Work provides committed customer service from professionals who are aware of the special requirements of shift-based workplaces. Its quick response times and customized solutions guarantee that your business receives the support it requires on time.
Simplified Timesheet Approvals
Verify and approve timesheets using any device to ensure accuracy and save time. This procedure is simple and effective due to the integration of schedule and time clock data.
Photo Clock In Feature
Using a photo clock-in feature can improve accountability and security. In order to avoid buddy punching and save labor costs, employees can use mobile devices to clock in or take a picture immediately.
When I Work Time Tracking Software Details
Essentials Plan
Cost: $1.50 per user per month
Features
- Unlimited User Capacity
- Automatic Scheduling
- In-app team communication
- OpenShifts and shift swapping
- Multi-week and multi-location scheduling
- Schedule templates
- Forecasting tools
- Access to Help Center and live chat support
- Integration with payroll and point-of-sale systems
Pro Plan
Cost: $3 per user per month
Features
- Includes all features in the Essentials Plan
- Advanced Timetable Planning
- Forecasting for Custom Units
- All day long, staff callout reporting
- Personalized Reports
- Timetable Guidelines
- Permissions based on roles
- Labor Sharing Capabilities
- Allow overlapping OpenShifts
- Adjust the schedule to switch between time zones.
Premium Plan
Cost: $5 per user per month
Features
- Includes all features in the Pro Plan
- Access API keys
- Custom integrations with webhooks
- Single sign-on using SAML/SSO
Where When I Work Time Tracking Software Stands Out
Effortless Time Management
With its ability to turn any device into a time clock, When I Work’s time tracking software revolutionizes time management. Regardless of whether your team works locally or remotely, this flexibility guarantees precise tracking of employee hours. Its GPS functionality ensures accurate attendance records, preventing buddy punching and early clock-ins.
Seamless Payroll Integration
Payroll processing is easier with When I Work’s direct integration of timesheets with payroll providers. Every pay period, this integration saves time, removing the need for manual data transfers and lowering errors. Furthermore, it offers up-to-date labor cost insights, enabling you to make better financial decisions.
Improved Labor Cost Management
When I Work offers comprehensive insight into labor costs through resources like labor distribution reports. You can monitor your expenses according to job site, schedule, and position, guaranteeing efficient budgetary control. In order to assist with proactive schedule adjustments, it also provides trend reports and alerts for overtime prevention.
Comprehensive Break Management
When I Work makes managing employee breaks simple. Both employers and employees can simply record paid and unpaid breaks, ensuring compliance with labor laws and enhancing overall workplace efficiency. You can set breaks for specific shifts.
Adaptable Scheduling Tools
With just one click, you can create work schedules using the auto-scheduling feature, which assigns shifts to employees based on availability and qualifications. You achieve faster and more efficient scheduling through the use of schedule templates and the capacity to manage multiple locations.
Advanced Time Clock Capabilities
With the help of When I Work’s time clock software, you can easily track attendance, breaks, and time off while also taking advantage of features like digital timesheets and photo clock-ins that stop buddy punching. These functions improve worker accountability and gives you access to precise, up-to-date data.
Superior Customer Service
When I Work’s committed customer service team provides individualized solutions that meet the particular requirements of shift-based workplaces. You can depend on its knowledgeable support whenever you need it.
Honest Pricing
When I Work provides transparent pricing up front with no additional costs. Because of this transparency, you are able to confidently plan your finances because you know exactly what you are getting.
Scalable Solutions
When I Work is an ideal solution for teams of any size, as it expands across various locations. It is flexible enough to accommodate different industries and can be used to manage multiple locations or a single one, depending on what you need for effective business growth.
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Where When I Work Time Tracking Software Falls Short
Learning Curve
It offers a significant learning curve due to the variety of features it offers, such as labor forecasting and advanced scheduling. It can take some time for you to fully understand Its capabilities if you are not as tech-savvy or a beginner.
Limitations on Customization
When I Work provides a great deal of flexibility, but if your business is extremely specialized, you might run into problems with customization.
Dependency on Internet Access
Because it depends on internet access, internet outages can interfere with scheduling and time tracking operations.
Variability in Mobile Interface
Although, its mobile app is extensive, some users note discrepancies in the desktop and mobile user interfaces.
Cost considerations
Its pricing structure is clear, smaller companies or you with limited resources can find it concerning. Particularly if your business needs more sophisticated features that are in its high-tier plans; its cost per user mounts up.
Integration Challenges
Although there are integrations available with popular payroll and point-of-sale systems, if you use proprietary or uncommon software, you can encounter challenges in accomplishing a smooth integration, which results in manual data transfer and a rise in your workload.
Customer Service
Although it receives awards for its customer service, there are differences in response times. You experience delays during busy periods, which hinder your ability to promptly address urgent issues.
How to Start Using When I Work Time Tracking Software
To kick start using When I Work Time tracking software, you:
- Visit When I Work website, click “Start Free Trial,” and enter your details.
- Select your business industry during setup for unique features.
- Set up the general work week, create shift templates, and establish time rounding rules.
- Input employee details, such as email addresses, phone numbers, and roles.
- Define organizational positions and assign tasks to streamline workforce organization.
- Use the scheduler tab to build shifts, auto-populate times, and make adjustments as necessary
Alternatives to When I Work Time Tracking Software
Buddy Punch
Buddy Punch is a straightforward time tracking software that allows employees to easily clock in and out. It includes features such as GPS tracking, facial recognition, and customizable reports, making it a robust option for your business to streamline its time tracking processes.
Homebase
Homebase is an excellent alternative for your single-location business, offering a comprehensive free plan that includes scheduling, time tracking, and team communication features. This makes it particularly useful for your small business as an all-in-one solution.
DeskTime
DeskTime manages your workflow and improves productivity, offering features like automatic time tracking, project tracking, and extensive productivity reports, making it ideal for your business if you want to focus on optimizing your workflow.
Hubstaff
Hubstaff is a versatile time tracking tool particularly suitable for monitoring work-from-home staff, with features such as GPS tracking, online timesheets, and productivity monitoring, making it a comprehensive solution for remote teams.
Connecteam
Connecteam offers a wide range of features for employee management, including time tracking, scheduling, task management, and communication tools, making it a robust solution for your business irrespective of its size.
Timely
Timely is an automatic time tracking software ideal for your large team, with features such as automatic time tracking, project management, and comprehensive reporting, helping your business manage Its time more efficiently.
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Customer Reviews
When I Work receives positive reviews overall on getapp.com, with an average rating of 4.5/5 based on over 1,000 reviews. Users appreciate its ease of use and effective scheduling features, particularly for small to medium-sized businesses. Positive comments highlight its user-friendly interface, helpful customer support, and valuable features like shift swapping and time tracking. However, some users report issues with software glitches, limited customization options, and rising costs for larger teams. Despite these concerns, many find it a beneficial tool for employee management and scheduling.
Pro Tips
- Leverage Automation for Efficiency: Make the most of auto-scheduling features to streamline the creation of shifts. This saves you significant time and reduces manual errors. Additionally, set up alerts for overtime, missed clock-ins, and other critical events to help you stay on top of labor costs and employee attendance.
- Maximize Mobile Accessibility: Encourage employees to use the mobile app for real-time schedule management, shift swapping, and time-off requests. This not only enhances convenience but also keeps everyone connected. Also, utilize GPS-enabled time clocks to ensure your accurate attendance tracking and prevent buddy punching.
- Integrate for Seamless Operations: Integrate the software with your existing payroll provider to streamline payroll processing and minimize manual data entry. Explore additional integrations with other tools you use, such as project management or communication platforms, to enhance overall functionality and efficiency.
- Utilize Advanced Features: Leverage the software’s detailed reporting tools to analyze labor costs, track employee performance, and make informed decisions. Regularly review these reports to stay within your budget and optimize staffing. Also, set up and monitor breaks effectively to ensure compliance and manage labor costs, customizing break settings according to shift requirements.
- Encourage Consistent Use: Promote consistent use of the software among employees for clocking in and out, managing shifts, and submitting time-off requests. Consistency is key to ensuring accurate data and smooth operations. Provide training for employees, especially anyone who is less tech-savvy, to help adaptability to the system quickly and effectively.
- Optimize Scheduling: Take advantage of schedule templates for recurring shifts to save time and maintain consistency in your scheduling processes. If your business operates across multiple locations, use the software’s features to efficiently manage shifts and schedules at all sites.
- Analyze and Adjust: Regularly review time tracking data to identify trends, improve scheduling, and enhance employee productivity. Collect feedback from employees about experiences with the software and make necessary adjustments to boost user satisfaction and efficiency.
- Explore Pricing Plans: Assess your business needs and choose the most suitable pricing plan. Consider the features you require and the number of users to ensure you get the best value for your investment. As your business grows or your needs change, evaluate the benefits of upgrading to a higher-tier plan for additional features and enhanced capabilities.
- Maintain Data Security: Regularly review and manage pay rates, overtime calculations, and compliance with labor laws to minimize errors and ensure accurate payroll processing. Be mindful of privacy concerns related to GPS tracking and photo clock-ins, and clearly communicate the purpose and benefits of these features to employees.
Recap
When I Work Time Tracking Software offers robust scheduling, time tracking, and payroll integration features, making it ideal for managing your hourly employees and multi-location business. Its strengths include accurate time tracking, seamless payroll integration, and real-time labor cost control.
However, it can get complex, and its reliance on technology and internet access is limiting. Alternatives like Buddy Punch, Homebase, and Hubstaff offer various features for your different business needs.
