What is Employee Scheduling Software?

Employee scheduling software streamlines the process of creating and managing the work schedule—giving you more time to work on other business-critical tasks.

Why is Employee Scheduling Important?

Employee scheduling is at the heart of your business. It ensures that you have the proper coverage for your business to keep your customers happy. Plus, letting your team know when they work ahead of time allows them to accommodate their commitments outside of their scheduled shifts.

Why Choose When I Work as Your Employee Scheduling App?

We put the shift at the center of what we do. Create the work schedule in minutes, notify your team instantly, and easily find replacements when needed.

What Are Other Helpful Time Tracking Tools?

Use the Time Clock app to easily track employee attendance. Employees can clock in from their mobile phone or a fixed terminal at your business. Best of all, Time Clock makes payroll a breeze—integrating directly with several payroll providers.

How Many Employees Can You Schedule with When I Work?

There’s no limit to how many employees you can schedule with When I Work.

How Do You Schedule Employees with When I Work?

Scheduling with When I Work is easy! Connect with our sales team to find a solution that is right for your business.

Employee Scheduling Software

The employee scheduling app that makes shift management easy.

Save up to 15 hours per week scheduling your hourly employees with our top-rated shift scheduling software. Easily manage time off, shift switches, and see team availability right from the app.

Use our intuitive employee scheduling app from any device to build and share the schedule in minutes. Keep everyone organized and informed—and never be short-staffed again! Try it today to see how much it can help your business.

Employee Scheduling Hero Image of Employees Trading Shifts

See how When I Work can change your business for the better, helping you control labor costs, streamline operations, and reduce turnover.

Save up to 15 hours per week building the schedule.

Empower your employees to be more accountable.

Make your workplace more profitable and efficient.

Loved by millions around the globe

1 in 10 employees have used When I Work.

When I Work is rated four and a half out of five stars by our customers on Capterra.

Everything you need, all in one place

Get all the tools to manage your team, control labor costs, reduce absenteeism, and keep people on your team longer with easy-to-use software that managers and employees love.

Mobile Staff Scheduling Software

Your team lives on their phones—so should everything they need to be successful at work.

Explore how you and your staff can get shift done on the go.

Manage Time Off

Shoot, my time-off request was denied. At least I’m still smiling.

I can moderate all time-off requests from my phone in two taps.

Score! My time-off request was approved. Beach, here I come.

I’ve got some free time and would like to make some extra cash. Let’s see what’s available.

Courtney is sick and I need a replacement STAT.

Score! I can pick up this shift! I need extra cash for the beach trip.

Can someone pick up my shift? My fantasy league kicks off tonight.

Courtney forgets about his fantasy league every year. Good thing Lia can cover.

I can cover your shift, Courtney! You owe me one, though.

Let’s see what tasks I have for my shift today.

My team crushed their tasks today and the closing shift is almost done with theirs!

Only a few more tasks to go before closing up.

I work mornings at my other job so I prefer to work the late shift.

I love that I have instant visibility into everybody’s availability preferences. Makes scheduling easier.

I prefer to work during the day because I have night classes during the week.

Process payroll in a single click

Get real-time payroll processing and say goodbye to syncing and importing. You’ll be able to run payroll faster and see your true labor costs at all times.

See Payroll in action

Scalable Work Schedule Maker

Built to scale across single or multiple locations.

When I Work is easy to adopt for teams of any size, and is built to scale across one or many locations. Start with a single location or team today, and scale to hundreds within weeks.

SHIFT ELIGIBILITY

Confident, cost-effective shift coverage—every time.

Let When I Work handle shift eligibility to ensure you always have the right people at the right place at the right time. Quickly and automatically match shifts with employee qualifications and availability.

Unmatched support for your whole business

Get unparalleled customer support from our in-house dedicated experts. You’ll get personalized solutions from people who understand your business deeply.

You can expect:

Award-winning customer support for personalized service
Lightning fast chat response timess
Specialists who understand your shift-based workplace needs

Control labor costs

Get real-time visibility into your labor costs.

Ensure cost-effective shift coverage that matches qualifications and availability with business needs. Prevent overtime before it happens with alerts, thresholds, and limits. Customers have reported seeing savings as large as:

20%

Decrease in labor costs

Time saved scheduling

Reduction in employee no-shows

Time Clock And Scheduling Apps

Integrate the work schedule with your time clock and control labor costs.

Control Labor Costs

Manage labor costs in real-time with labor distribution reports. See where your worked labor cost was spent and fond out where your labor budget is being allocated. You can break it down by position, schedule, and job site.

Simplify Payroll

Streamline your payroll process by importing your timesheets. When I Work integrates with your favorite payroll providers to make it simple. Reduce errors and save every pay period.

Labor Budgeting

Manage your labor budget with simple tools. Set percentage targets and see the difference between hours scheduled and hours worked. It’s built right into the schedule to help you keep track.

Prevent Overtime

Receive overtime alerts and run labor reports to easily manage overtime. Get alerts when building the schedule to avoid giving an employee shifts that would pus them into overtime. Use reports to see latest trends and quickly adjust the schedule if needed when an employee is approaching overtime hours.

Break Management

Easily manage employee breaks with the click of a button. Set breaks for certain shifts and let employees report paid breaks at clock out. Employees can also record unpaid breaks easily.

Employee Scheduling Software

Use the mobile scheduling app to build, share, and track.

Laptop with When I Work application open

"It has drastically reduced the time it takes to make a schedule or track attendance—I save 14 hours a week now! My employees love it because they can swap and drop shifts easily." - YSU - Mathematics Assistance Center