July 4, 2011

When I Work – Eliminate Scheduling Mix-ups

Modern workplaces call for modern scheduling software. Few companies operate on a 9 to 5 schedule these days, which is why the paper calendars and spreadsheets that bosses used to utilize in the past are quickly becoming irrelevant. When I Work is a tool that employers can use to efficiently and accurately schedule their employees’ workdays.

If you run a business with two or more employees, then there’s a good chance you could improve the quality of your life by getting rid of whatever scheduling system you’re currently using and trying out When I Work instead. Sign up for an account based on the size of your company and head to the dashboard page to begin. Enter your company schedule into the system by clicking on a day and entering the name of the person who should cover each shift. Employee availability calendars are viewable from the same page, so you can make sure you’re not scheduling a particular employee during a time when he or she isn’t available to work. Of course, as any boss knows, things come up. Rather than dealing with back-and-forth emails from employees who need to change shifts, When I Work handles these changes without needing to get a manager involved. Employees who want to trade shifts can notify a single coworker or the entire staff via email or text message with one click of a button.

In fact, When I Work offers a number of tools that let employees manage their own work schedules – within the parameters set by a manager or boss, of course. This reduces the work on the person making the schedule by putting more control into the hands of the employees themselves. When I Work offers an abundance of tools that business managers will appreciate, and it’s a scheduling application that really improves the lives of the people who use it.

Practical Uses:

  • Spend less time creating shift schedules at your business
  • Let employees trade shifts with each other
  • Make sure not to schedule a student employee during a time when he’s in class
  • Check to see who’s supposed to be in the office from your mobile phone

Insider Tips:

  • When I Work offers a mobile application for the iPhone or Android
  • Employees only see a schedule beyond the current week once it has been approved by a manager
  • When I Work lets people schedule split shifts when they can’t cover a full 8 hours
  • Scheduling alerts can be sent via email or text message, depending on the recipient’s preferences

What we liked:

  • When I Work reduces the workload on bosses and managers
  • Employees can work out disagreements about covering shifts amongst themselves, without having to involve the management
  • Shift reminder notices reduce the chances of an employee forgetting to show up
  • Bosses can send notices to their entire staff through the When I Work system

What we didn’t like:

  • Nothing


Company Info:

  • Launched: January 2011
  • Privately Held
  • Headquarters: Saint Paul, Minnesota
  • Founded by: Chad Halvorson
  • Web site:


  • Free accounts for up to five employees
  • Basic plan is $9.95/month for up to 10 employees
  • Standard plan is $19.95/month for up to 25 employees
  • Premium plan is $39.95/month for up to 50 employees
  • Employers with more than 50 employees can pay additional fees


  1. Most employee scheduling software is too difficult to use. With Hello Scheduling we offer an intuitive and light-hearted UX — we’re just more fun.

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