HOSPITALITY WORKFORCE MANAGEMENT SOFTWARE
Manage hospitality staff scheduling, time tracking, and team communication in one place
Hospitality managers deal with constant shift changes, callouts, and fluctuating labor demand. Keeping schedules, hours worked, and team communication visible in one place makes it easier to keep service running smoothly.
When I Work helps restaurants, hotels, bars, and other hospitality businesses manage staff scheduling, track time accurately, and keep teams aligned. Organize schedules, monitor attendance, and communicate with staff in a single hospitality workforce management system designed for hourly teams.
Start scheduling and tracking time today.
PAYROLL INTEGRATIONS
Export accurate hospitality timesheets to payroll faster
Hospitality businesses process dozens or hundreds of hourly shifts every week. Keeping scheduling and time tracking together makes it easier to review hours, approve timesheets, and send payroll-ready data without creating extra admin.
LABOR COST CONTROL
Stay on top of hospitality labor costs before schedules go live
Labor is one of the highest operating costs in hospitality. When I Work helps managers see scheduled hours as they build the schedule, so they can make better staffing decisions before overtime becomes a problem.
EMPLOYEE TIME CLOCK
Turn any device into a hospitality time clock
Hospitality teams often work across changing shifts, service areas, and locations. The built-in time clock lets employees clock in from a phone, tablet, or shared device, while managers track attendance, breaks, and hours worked in one place.
HOSPITALITY STAFF SCHEDULING SOFTWARE
Build hospitality staff schedules that keep service moving
A server calls in sick, a shift gets swapped without approval, or someone is accidentally scheduled twice. Without the right system, fixing these problems means texts, phone calls, and managers scrambling to fill gaps.
When I Work provides hospitality staff scheduling software built for fast-moving teams. Managers can quickly build schedules, post OpenShifts, approve shift swaps, and notify staff instantly when coverage changes.
Restaurants, hotels, bars, resorts, and event venues use our hospitality staff scheduling software to keep shifts organized and visible for the whole team. As a web-based staff scheduling software for hospitality operations, schedules stay accessible from desktop or mobile, so everyone knows where they need to be.
HOSPITALITY TIME CLOCK AND TIMESHEETS
Track hours accurately across every hospitality shift
Hospitality managers are constantly checking the schedule against what is actually happening on the floor. Someone clocks in late or a shift quietly runs over, and it often isn’t picked up until the day is already off track.
When I Work makes it easier to track attendance, breaks, tips, and time off alongside the schedule, so managers can spot issues early rather than deal with them after the shift ends. That matters most in operations where shifts change daily, roles are tipped, and staffing stretches across weekends and late service.
Martha Rossini Olson
Sweet Martha’s Cookies
Customer since 2012
HOSPITALITY WORKFORCE MANAGEMENT
Manage staff scheduling, labor visibility, and communication in one system
Workforce management in hospitality is more than just building a shift schedule. Managers also need to control labor costs, track attendance, respond to time-off requests, and keep teams aligned through every service period.
The When I Work app helps hospitality businesses manage all of that in one place. It supports hospitality workforce management by combining staff scheduling, time tracking, and team communication, enabling managers to make faster decisions with fewer moving parts.
Many teams using When I Work report:
20%
decrease in labor costs
8x
time saved scheduling
3x
reduction in employee no-shows
HOSPITALITY TEAM MESSAGING
Stop missed messages from turning into missed shifts
A shift changes and the manager sends a quick message. Half the team sees it, a few reply in a different thread, and someone shows up thinking they are still working the original schedule.
When I Work keeps communication tied directly to the schedule. Managers can send one-to-one messages, team updates, or company announcements in the same place where employees check their shifts. Everyone sees the right update without managers having to chase replies across multiple conversations.
MULTI-LOCATION HOSPITALITY MANAGEMENT
Coordinate hospitality teams across departments, properties, and locations
Hospitality schedules rarely stay in one place. Employees move between locations, roles change mid-week, and managers are left trying to figure out who is actually covering each shift.
For hospitality teams operating across multiple venues, hospitality workforce management quickly becomes more complex.
When I Work helps managers organize teams by location, role, and department, giving them a clearer view of who is working where. That makes it easier to adjust coverage, maintain staffing levels, and manage hospitality workforce operations without rebuilding the schedule every time plans change.
EDUCATION SCHEDULING SUCCESS
Trusted by higher education teamsa
Education teams rely on When I Work to coordinate staff schedules, manage student employees, and keep campus operations running smoothly.
70
employees
University team reduces scheduling admin and improves communication
70
employees
Queensland University of Technology needed a more efficient way to manage staff scheduling and communication across a growing team. Coordinating schedules by email was taking up a significant portion of the day and making it difficult to keep everyone aligned.
"Our staff love it. They get instant notifications, can respond easily, and always know when they’re working. It takes seconds to create and adjust schedules, and there’s no more back-and-forth over email."
– Jennifer Packer , School Experience Officer
As staffing demands increased, the existing process became harder to manage. Schedules were slow to update, communication was fragmented, and administrators were spending too much time handling changes manually.
With When I Work, scheduling and communication are handled in one place. Managers can build and update schedules quickly, notify staff instantly, and keep coverage aligned across departments and locations.
Products Used
Scheduling
HOSPITALITY BUSINESSES WE HELP SCHEDULE
Support hospitality workforce management across many types of teams
Hospitality encompasses a wide range of businesses, but the staffing challenge is common across them all. Managers need to coordinate changing shifts, maintain service coverage, and keep staff informed without wasting hours on manual admin.
When I Work helps manage hospitality staff scheduling across many business types, including the following:
PAYROLL-READY TIMESHEETS
Keep hospitality payroll simpler with accurate time records
When scheduling and time tracking live in separate systems, payroll takes longer than it should. The When I Work app keeps hours worked connected to the schedule so managers can review time records, approve shifts, and export payroll-ready timesheets with fewer manual corrections.
That helps restaurants, hotels, bars, attractions, and other hospitality businesses stay organized during busy weeks when schedules are changing, and payroll volume is high.
Loved by millions around the globe
1 in 10 employees have used When I Work.
by our customers on Capterra.
HOSPITALITY WORKFORCE MANAGEMENT TOOLS
Get clearer control over schedules, labor, and staffing
Labor rarely stays exactly where the schedule said it would. A shift runs longer than planned, someone clocks in early, or a role ends up understaffed during a busy period.
When I Work helps managers keep track of what is actually happening across the schedule. Hours worked, attendance, and staffing coverage stay visible throughout the week, so hospitality workforce management stays under control even as shifts change.
Labor cost visibility
A schedule might look balanced when it’s first published. As the week unfolds, hours start to stack up in certain roles or departments. Clear visibility into scheduled and worked hours helps managers keep hospitality labor management aligned with staffing needs.
Payroll-ready timesheets
At the end of the week, time records need to be accurate and complete. Approved hours flow into clear timesheets, allowing payroll to be processed without managers sorting through separate records.
Labor budget controls
Labor budgets depend on keeping scheduled hours close to actual hours worked. Managers can review both together and spot where staffing levels are drifting away from the plan.
Overtime alerts
Overtime often appears gradually across several shifts. Overtime alerts during schedule building help managers see when a shift may push an employee into overtime before the week begins.
Break tracking
Breaks sometimes shift during busy service periods. Tracking paid and unpaid breaks alongside the schedule helps keep time records consistent.
OpenShift coverage
Coverage gaps appear when someone calls out, or demand rises unexpectedly. Posting an OpenShift allows available staff to claim the shift, keeping the schedule covered.
