For franchise businesses, scheduling can be a hassle. Between finding employees and accommodating employee schedules, it's easy to get overwhelmed. When I Work simplifies schedule management, even at your busiest times, with better communication, streamlined schedule changes, and mobile apps that let you update the schedule on-the-go. Sign up for a free account to learn how you can simplify employee scheduling and improve productivity at your business.
A better way to manage staff.
When I Work makes schedule updates simple, fast, and mobile. If you need to add or remove a shift, simply use the mobile app on your iPhone or Android. Updates will automatically appear on the schedule when published.
Encourage communication among employees and between management and staff with When I Work. Employees can quickly find shift replacements, then send the shift swap to the manager for approval, all from their mobile phones.
"Using When I Work has saved me about 50% of my scheduling time per employee. As I am thinking about ways to grow the business, I know that I'm scheduling more efficiently than ever before. I also know that training a new employee to use the app takes less than 10 minutes."
-Chris Koehnen, General Manager
Saved 50% of scheduling time per employee
Mobile apps allow employees to see the schedule on-the-go
1-800-GOT-JUNK? is a full service junk removal business serving both residential and commercial requirements. As part of their success, 1-800-GOT-JUNK? is able to dispose of old furniture, electronics, construction debris and much more. To minimize waste going into landfills, the 1-800-GOT-JUNK? team donates or recycles as much as possible to help give back to the community.
Prior to When I Work, Chris used an Excel spreadsheet to manage his 1-800-GOT-JUNK? Twin Cities team. With a growing customer demand in the Twin Cities, Chris added multiple routes into the schedule and added more employees to his workforce. It soon became evident to Chris that scheduling with Excel was too time-consuming and confusing for employees to read.
Chris chose When I Work because it promoted employee accountability. With mobile apps, employees can quickly see their assigned shifts and routes without having to go to the main office or contacting their manager. In addition, employees could submit and track their Time Off Requests in one area. As part of onboarding new employees, Chris now only has to dedicate 10 minutes to training new hires into the When I Work app.
Using When I Work at 1-800-GOT-JUNK? simplified team communication so all employees know exactly where and when they start their shifts. Now, with an intuitive platform, Chris can focus on new ways to grow his business and less time worrying about his employees! And if he is curious, he can look at the When I Work Dashboard to see who is working at a glance!
Mathnasium Richmond, VA
"We chose When I Work because it offered the flexibility to schedule our seven locations separately. In addition, onboarding new employees to When I Work with the color coded shifts takes only 5 minutes. Staff also install the mobile apps and set up shift reminders to reduce absenteeism!"
-James Temple, Co-Owner of Mathnasium of Richmond, VA
Flexible reporting to conduct business analysis
Employee entered availability preferences save admins time when scheduling
Since 2009, Mathnasium of Richmond, VA has been offering math tutoring and homework help to hundreds of students to kids in grades K-12. It was James’ personal passion for mathematics which led him to discover a large frustration gap that many children feel towards mathematics. James joined the Mathnasium community and now employs passionate experts of the Mathnasium Method™.
Prior to When I Work, James used a Google Spreadsheet to manage his schedule across multiple locations. However, as James expanded the business, he realized that it lacked key features such as a history of all time off requests. It became evident to James that with all the incoming requests from his millennial workforce, he needed a real-time way to show schedule updates
James chose When I Work because it promoted shift accountability among his staff in addition to addressing his other reporting/ exporting requirements. For example, James requires staff to explain why they are dropping a shift. Employees can also see scheduling changes, get notifications via email and SMS/ push notifications, as well as file requests all through one app without having to wait for James to manually edit the Google Spreadsheet schedule.
Using When I Work at Mathnasium of Richmond, VA simplified team communication. With a reduction in employee absenteeism and an increase in staff accountability, James can focus on expanding his business beyond the Richmond, VA metro state area. He recently acquired Mathnasium of McLean- his first location outside the Richmond market.
Kona Ice of Janesville, WI
"I love When I Work! Using [When I Work] saves me a ton of time from having to oversee scheduling requests from employees. When an event request comes in, all it takes is a couple seconds to create OpenShifts™, and my employees can quickly self-assign shifts that work best for their schedule."
-Kim Moistner-Bartlett, Owner of Kona Ice Janesville, WI
Employee accountability with self assigned OpenShifts™
Flexible scheduling for event based business
Kona Ice Janesville, WI opened in 2014 and is part of a family of 700+ franchises across 44 states operating seasonally to sell shaved ice. An active company in the community, Kona Ice Janesville, WI travels to private events, schools, festivals, and much more!
Kim previously managed a hotel and she remembered the countless hours spent accommodating for employee availability and scheduling requests. When she decided to start up her own franchise of Kona Ice Janesville, WI - she knew that she needed a flexible method to handle an event- based business and appeal to her tech-savvy millennial staff.
Kim chose to use When I Work because it was built with employee accountability and team communication in mind. When client events are scheduled, Kim uses OpenShifts™ and Shift Notes to communicate event details to staff. This allows employees more accountability to self-assign shifts they want to take and also rewards employees who are more attentive to scheduling changes. With an easy to use platform, new employees quickly understood the convenience of getting upcoming shift reminders, email and text alerts about scheduling changes, as well as requests processed quickly.
Due to the time savings experienced at her business, Kim can focus on growing of her business. She currently operates a Kona Entertainment vehicle and a Kona Ice Mini (a smaller version of the truck for indoor events). In fact, she's expecting to expand her fleet in 2017. Look for her trucks the next time you’re in Janesville, WI!
Dunn Bros Coffee
This well established franchise coffee shop has 12 employees plus seasonal help. Positions include: Shift Lead, Barista, Roaster, Cashier and Administration.
"[When I Work] is so easy to use I don't have to spend a ton of time trying to figure it out. The automated text reminders are great and employees can go in and ask for time off and swap shifts. I can't imagine going back to a manual system."
-Tom Nacey, Owner & Manager
Reduces scheduling time by several hours each week
Enhances staff & management communications
Reduces stress and increases productivity for employees
Prior to using When I Work, the manager spent one to two hours every week creating the schedule manually using a spreadsheet. It was then posted for employees. Schedule changes for things like time-off requests or missed shifts, however, required several phone calls and rearranging of the schedule.
This was time consuming and frustrating. Often, employees would forget about the schedule change and miss shifts altogether, resulting in more calls and frustration.
When I Work streamlined the schedule creation and communication process. Employees now have 24/7 access to the schedule via the web and mobile apps. Automated text messages remind employees two hours prior to their shifts. WIW also allows employees to post their preferred work times and days off. Last minute schedule changes can be made in a matter of minutes, and automatic text notifications to employees eliminate phone calls.
"We first heard of When I Work from a neighboring retail business and decided to start a free 30 day trial to see if it could help Tersteeg's Grocery Store. We were able to quickly see time-savings of over 8 hours every week. Our Management team also spends less time trying to find replacements because employees can easily trade shifts from the mobile app."
-BJ Tersteeg, Store Manager
Reduced Employee Absenteeism
Tersteeg’s Grocery Store first opened in 1936 by Ed and Garnette Tersteeg. Since then, Tersteeg’s has remodeled and grown into a multi-generational family business housing a gas station, fresh bakery, deli, and produce.
Prior to When I Work, Tersteeg’s used Excel to create the schedule. With a large volume of part-time staff with changing availability preferences, Managers spent a lot of time sorting and tracking employee requests. If a scheduling change was requested at the last minute, managers spent valuable time off the floor to find a replacement.
Tersteeg’s started a free trial with When I Work based on the recommendation of a neighboring retail business. With an easy to use mobile app, employees adopted the new scheduling method in less than a week. Employees also felt empowered to find their own shift replacements by filing a swap/drop request which reduced the workload for managers.
As for training new team members, managers also enjoyed the When I Work registration email which provides all the items a new staff member needs to use the app successfully. For the Tersteeg team, When I Work has simplified the internal communication process to help managers save time and improve accountability. Now, they can continue to focus on expanding their family legacy!
Goldfish Swim School
"Using When I Work has saved me more than 7 hours per week handling scheduling changes and requests. Now, I’m only spending about 15 minutes per week to build out a schedule. I also find myself very active in checking the requests submitted by employees through the Mobile app."
-Tommy Hamilton, General Manager
Reduce employee absenteeism
Easy to Use platform requires minimal training
Goldfish Swim School of Reston, VA specializes in offering a safe and engaging environment to help children build their confidence and develop a lifelong passion for swimming. As part of their success, they employ millennials throughout the year to create a flexible curriculum that accom-modates all students. In addition to regular classes, they also host birthday parties and other fun special events!
Prior to When I Work, it took about 8 hours a week to oversee scheduling for 20 staff members on Excel. Because much of the business is consistent throughout the year, Tommy found that he was spending a lot of time copying and pasting shift information repeatedly on his Excel schedule. It soon became evident that in order to expand the business, Tommy needed to find a more efficient way of managing scheduling and time clock demands.
Tommy chose When I Work because it offered the ability to create shift templates for his most frequently scheduled shifts. Now, instead of copying and pasting information repeatedly, he can load in a pre-populated shift template with two clicks. He also enjoys the flexibility of adding OpenShifts™ when a special event requests comes in.
Tommy also chose to activate mobile clock in to provide his employees the option to clock in for their assigned shifts without waiting. Employees are also encouraged to review their timesheet and turn on shift reminders to reduce absenteeism. Using When I Work was a clear choice for Goldfish Swim School of Reston, VA as it was able to simplify scheduling demands and allow Tommy to grow his business. He’s now scheduling 45 employees in less than 15 minutes per week!
"Before When I Work, we used email to decide who would be available to pick up a shift. However, these email chains grew very long and became very noisy about our employee’s personal lives impacting their ability to take a shift. Using When I Work helped our staff become more professional about setting their availability preferences and it also saved me time when scheduling an upcoming project."
-Johanne Lebeau, Owner of Caring Transitions of Bozeman, MT
Easy to Use platforms
Improved Employee accountability for assigned shifts
Caring Transitions of Bozeman, MT provides professional relocation services for seniors. As the Owner of Caring Transitions of Bozeman, Johanne’s responsibility is to match the most qualified employee to specific tasks and achieve a successful relocation project.
Prior to When I Work, Johanne spent approximately 2 hours every week using email to assign upcoming client projects. Because a majority of her staff are Part-Time/On-Demand, it was difficult to track their changing availability. In addition, when a new client project was available, it required long email interactions until the shift was picked up by an employee. Johanne soon realized that in order for her to grow the business, she needed to find a new process to handle scheduling and save time.
Johanne selected When I Work because it was recommended by the corporate offices to help become more efficient. When a new project comes in, she can use When I Work to quickly create the shift, see who is available, and assign the shift all within 10 minutes. Training Employees took less than 10 minutes and they enjoy the ability to submit their availability online and receive emails reminding them about an upcoming shift. Employees are also more satisfied with their assigned shifts as they can take ownership over their updating their availability preferences.
Using When I Work at Caring Transitions of Bozeman simplified team communication that previously took a lot of time away from the business. She’s now spending more time dedicated to growing her business and developing a stronger tie to the Bozeman community.
Courtyard by Marriott
"It used to take me about 30-40 minutes per week to schedule the Guest Services Team at SpringHill Suites. I tested several solutions but ultimately chose When I Work because of the time savings. When I joined the Courtyard Downtown Salt Lake City team, I immediately implemented When I Work and now- scheduling 3 departments only takes me five minutes per week."
-Garrett Waters, Dir of Operations at Courtyard by Marriott, Salt Lake City Downtown
Flexibility from Mobile Apps
Garrett first encountered When I Work when he was the front office manager at SpringHill Suites and was looking for a more efficient way to schedule the guest services team. Prior to When I Work, he used a paper system to track employee availability, scheduling changes, and manually edited the schedule which took a lot of time and focus away from the business.
After evaluating several tools in the market including ReadySetWork, Garrett ultimately selected When I Work because it was built for the 24 hour business. As a hotel, Garrett needed the ability to process scheduling changes from anywhere and update his team in real-time.
For a successful Guest Services Team, Garrett relied on the team communication features in When I Work. Using annotations, Garrett can share business announcements about upcoming events in town. He can also block time off requests for special event days. He also discovered that the app helped reduce absenteeism and improve employee accountability through shift reminders.
When the Courtyard Downtown Salt Lake City opened in October 2015- Garrett knew he needed to implement When I Work. Garrett has since expanded his scheduling responsibilities to multiple departments including events and bistro and can complete his scheduling in less than 15 minutes.
Using When I Work has helped Garrett save time, improve team communication, reduce absentee-ism, and offered more schedule visibility for both management and staff. Now, when a new team member joins, Garrett only has to spend a couple minutes explaining the basic functions of the app and his staff is ready to start working!
"When our store first opened in August 2015, I used Excel to create the schedule. My staff consisted of mostly part-time university students which meant that there were constant changes to their availability. We chose When I Work because it helped streamline our internal efforts and improve staff accountability. Staff can easily enter their availability directly into the app and if they cannot fulfill a shift, they are accountable to find a replacement"
-Trisha Mauro-Barnett, Franchise Co-owner at Freshii Waterloo
Empowers staff to make scheduling change requests with manager approval
Exportable Historical Schedule
Trisha and her husband James opened the first Freshii in the Kitchener Waterloo Region in August 2015. They chose Freshii in an effort to provide the local community with fresh and nutritious meal choices including custom-made green wraps, salads, quinoa bowls, and fresh-pressed juices. With an eco-friendly mission that also accommodates convenience, Freshii is highly popular with the students at the local colleges and universities, as well as health conscious professionals.
Prior to When I Work, Trisha used Excel to create the schedule and soon discovered that Excel was not able to track the changing availability of her part-time university staff. If a scheduling change was requested at the last minute, she would spend valuable time looking for a replacement.
Freshii chose When I Work because it provided staff with more accountability. With the Mobile Apps, staff can easily enter their availability to proactively communicate preferences. If there was a last minute change to their personal schedule, Users have the freedom to file a swap or drop request to ensure someone is accountable to covering the labor demand at the store. When reviewing swap or drop shift requests, Trisha can also prioritize offering extra hours based on individual performance.
Using When I Work has simplified Freshii’s internal processes while also offering time-savings. She can now post a bi-weekly schedule to her staff in less than 15 minutes! This allows Trisha more time to focus on building staff culture and expanding operations within the Kitchener Waterloo Region!
Nothing Bundt Cakes
"When I initially started scheduling my employees, I used Excel. However, I was spending several hours each week creating and manually swapping shifts for employees to find replacements. I heard about When I Work from another Nothing Bundt Cakes franchisee and I was able to cut my scheduling time from several hours down to 15 mins/ week."
-Amy Lupo, Co-Owner of Nothing Bundt Cakes- Memphis, TN
Promote Staff Accountability
Nothing Bundt Cakes is a bundt cake-only bakery featuring flavors for contemporary tastes. As part of their success, only fresh ingredients and their signature cream cheese icing are used. Although they are headquartered in Las Vegas, it didn’t stop Amy Lupo from wanting to bring these flavors back home to Memphis, TN.
Prior to When I Work, Amy used the Excel schedule template from the "Gather Round" corporate site. On average, scheduling her staff took several hours per week because many of her college staff were part-time and wrote their availability preferences on slips of paper. If a scheduling change is requested at the last-minute, Amy is pulled away from her business and spends time trying to find a replacement.
After hearing about When I Work from a fellow Nothing Bundt Cakes franchisee on the Facebook forum, Amy started her free trial. Amy loved how the app helps keep her employees accountable to their assigned shifts. She activated Availability to allow employees to enter and edit their changing preferences. This allowed the app to flag scheduling conflicts. In addition, she also turned on Shift Acknowledgement to track which employees saw their schedule.
Employees also enjoy receiving email and SMS/mobile reminders so they are never late to a shift. If they need to swap or drop a shift, the mobile apps offer them the freedom to quickly find a replacement. Using When I Work at Nothing Bundt Cakes helped her save time but it also helped her improve team accountability. Now, Amy can refocus her time to expanding the business!
Mathnasium Cottonwood Heights, UT
"I love When I Work! I have employees with different levels of tech-savviness and even those who claim to be computer/techchallenged find it easy to use and see the value of team communication!"
-Mila Gleason, Owner
Visibility to the schedule from mobile device
Easy to manage time-off requests
Since 2011, Mathnasium of Cottonwood Heights has been offering math tutoring and homework help to hundreds of students to kids in grades K-12. As part of their success, Mathnasium of Cottonwood Heights employs passionate experts of the Mathnasium Method™ to help kids understand math in ways that make sense to them through year-round and summer-only math programs.
Prior to When I Work, Mila used an Excel Spreadsheet to manage her schedule. However, she didn't have a easy way to manage time off or swap shift requests which resulted in outdated schedules being shared and posted to her employees. It soon became evident to Mila that her millennial workforce needed a real-time way to see updates and changes to the schedule.
Mila chose When I Work because it promoted shift accountability among her staff. Now, employees can see the scheduling changes, get notifications via email and SMS/ push notifications, as well as file requests all through one app without having to wait for Mila to manually edit the Excel schedule. As part of onboarding new employees, Mila now only has to dedicate 5 mins to training new hires into the When I Work app!
Using When I Work at Mathnasium of Cottonwood Heights simplified team communication so all employees know about changes in the business. With an integrated platform, Mila can focus on new ways to grow the business and if she's curious to see who is working this moment, she can check out the When I Work Dashboard to see who is working today!