Easy Online Employee Scheduling Software (2024)

Table of Contents
The employee scheduling app that makes shift management easy. 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. Everything you need, all in one place Mobile Staff Scheduling Software Your team lives on their phones—so should everything they need to be successful at work. Process payroll in a single click Scalable Work Schedule Maker Built to scale across single or multiple locations. SHIFT ELIGIBILITY Confident, cost-effective shift coverage—every time. Unmatched support for your whole business Control labor costs Get real-time visibility into your labor costs. Time Clock And Scheduling Apps Integrate the work schedule with your time clock and control labor costs. Employee Scheduling Software Use the mobile scheduling app to build, share, and track. Employee Scheduling Software Features Everything you and your employees need to manage the schedule is in one place—and it’s easy to use. Staff scheduling software Make planning, filling, and covering shifts fast and reliable. Employee Time Tracking Software For Any Industry Built for teams of any size Interested in other industries? Communicate, schedule, and track time—all in one place. A Complete Employee Management Solution TEAM MESSAGING EMPLOYEE SCHEDULING SOFTWARE EMPLOYEE TIME TRACKING EMPLOYEE PAYROLL PROCESSING FAQs References

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.

OR

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

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Save up to 15 hours per week building the schedule.

Easy Online Employee Scheduling Software (5)

Empower your employees to be more accountable.

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Make your workplace more profitable and efficient.

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Loved by millions around the globe

1 in 10 employees have used When I Work.

When I Work is rated Easy Online Employee Scheduling Software (9) by our customers on Capterra.

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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.

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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.

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Manage Time Off

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

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

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

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

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Courtney is sick and I need a replacement STAT.

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

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

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

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

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

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

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Only a few more tasks to go before closing up.

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

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

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

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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

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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.

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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.

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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
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Martha Rossini Olson

Sweet Martha’s Cookies

Customer since 2012

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

8x

Time saved scheduling

3x

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.

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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.

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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.

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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.

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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.

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Employee Scheduling Software

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

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"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

Employee Scheduling Software Features

Everything you and your employees need to manage the schedule is in one place—and it’s easy to use.

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Staff scheduling software

Make planning, filling, and covering shifts fast and reliable.

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Employee Time Tracking Software For Any Industry

Built for teams of any size

Workplaces across a wide range of industries rely on When I Work for employee scheduling, time tracking, and team communication.

Read Real Stories from When I Work Customers

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Elephants Deli

270 Employees

Read Roz's Story

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Metro Dental

750 Employees

Read Talitha's Story

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Queensland University

70 Employees

Read Jennifer's Story

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Interested in other industries?

  • Call Center
  • Entertainment / Seasonal
  • Education
  • Events
  • Food Service
  • Franchise
  • Technology / Software
  • Healthcare
  • Hospitality
  • Non-profit
  • Retail
  • Professional Services
  • Emergency / Law Enforcement
  • Caregivers / Assisted Living
  • Construction
  • Salon and Spa

View All Industries

Communicate, schedule, and track time—all in one place.

A Complete Employee Management Solution

TEAM MESSAGING

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Communicate Better

Connect with everyone across any shift or any department.

Explore Messaging

EMPLOYEE SCHEDULING SOFTWARE

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Scheduling Shifts

Create your work schedule in minutes and share it with your team.

EMPLOYEE TIME TRACKING

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Track Attendance

Integrate your schedule with the time clock and reduce labor costs.

Explore Attendance

EMPLOYEE PAYROLL PROCESSING

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Pay workers

Run payroll with a single click—no syncing or importing needed.

Explore Payroll

Easy Online Employee Scheduling Software (2024)

FAQs

Does Microsoft have an employee scheduling tool? ›

Shifts in Microsoft Teams is a schedule management tool that helps you create, update, and manage schedules for your team. Schedules - Create, edit, and manage a schedule with Shifts in Microsoft Teams.

Is there an app for scheduling employees? ›

ZoomShift is streamlined and user-friendly employee scheduling software that takes just minutes to set up and learn to use. It doesn't have a free plan but offers economical per-user pricing and a straightforward scheduling system accessible via desktop and mobile app.

How do I create a rotating employee schedule in Excel? ›

To create a rotating employee schedule in Excel, set up columns for days or dates and rows for employee names. Define your rotation pattern (Week 1, Week 2) and input shifts accordingly. You can use formulas to automate tasks and make it easier to update.

What is a 5 5 4 night shift? ›

The 5/5/4 model operates based on the notion that a team of employees works 5 days on a 10-hour daytime shift, followed by 3 days off. Then they work 5 days on a swing shift, followed by 3 days off. Finally, they complete 4-night shifts, followed by 5 days off.

Why is scheduling so difficult? ›

Probably the greatest obstacle to good scheduling is a concern about how a schedule will be perceived by the people who will do the work. The schedule shows the tradespeople how long it is expected they will take to do each job, and they may, often for good reason, disagree. Encourage and use their input!

Does Google have a scheduling app? ›

Does Google Calendar offer appointment scheduling? Yes! Anyone with a personal Google account can create one booking page that allows others to book time with you.

Can you use QuickBooks for scheduling? ›

All sorts of industries use QuickBooks Time for job scheduling, including construction, manufacturing, and medical. Remote teams and freelancers also find it helpful.

What is the 5 2 5 3 work schedule template? ›

The 5-2-5-3 work schedule template is a popular scheduling arrangement that provides a consistent pattern for employee work shifts. It involves a cycle of 5 consecutive workdays followed by 2 consecutive days off, then another cycle of 5 workdays, and finally 3 consecutive days off.

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