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 App

Employee scheduling software made for teams who work in shifts

Messy spreadsheets. Missed shifts. Endless calls and texts to fill gaps.

If that sounds familiar, you’re not alone.

When I Work is an employee scheduling app that helps shift-based teams build schedules faster, adjust coverage instantly, and keep everyone aligned. Create and share schedules in minutes, adjust them in seconds, and keep every shift covered without the chaos. Managers save hours each week, and employees always know exactly when they work.

Save up to 15 hours a week scheduling employees.

The smarter way to manage staff scheduling

When staffing and scheduling get tangled, productivity drops. Time-off requests pile up, team messages get missed, and coverage falls through the cracks.

The When I Work employee scheduling app brings everything together. Plan confidently and respond quickly with scheduling, shift swaps, messaging, and time tracking all in one place. Keep your team aligned, your labor costs in check, and your workdays running on schedule.

Save up to 15 hours per week building the schedule.

Empower your employees to be more accountable.

Make your workplace more profitable and efficient.

Staff Scheduling Software

Schedules that practically build themselves

Every manager knows how much time gets lost planning shifts. Instead of juggling spreadsheets and sticky notes, you have one place to manage availability, time-off requests, qualifications, and shift preferences so you can focus on running your business.

Explore Smart Scheduling

Laptop with When I Work application open

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.

Make schedule updates easy for everyone

Plans change, so your schedule should, too. With When I Work, updating shifts is simple, fast, and completely transparent.

Shift trades and OpenShifts

Let employees swap or pick up shifts instantly while you keep control of final approvals. Coverage gaps are filled before they ever become a problem.

Time-off requests

Approve or decline requests in seconds, from anywhere. Updates go out automatically, so everyone stays in the loop.

Mobile access

With the When I Work employee scheduling app, schedules, messages, and updates are always at your fingertips. Perfect for staff who work across multiple sites or are constantly on the move.

It’s scheduling that works at the same pace as your business.

Explore The Team Messaging App

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

Stay in control of labor costs and coverage

Every shift affects your bottom line. You can spot labor costs and workload balance ahead of time with When I Work, before the schedule is shared.

Overtime alerts

You see overtime coming before it happens. You’re warned while building the schedule and notified during the week if someone is about to go over their hours, so you can adjust right away.

Explore Overtime Tracking

Labor forecasting

Plan smarter with real-time data showing scheduled versus budgeted hours.

Explore Labor Forecasting

Attendance built in

Time tracking and scheduling work together automatically, so your hours, payroll data, and staffing stay accurate. No extra setup. No manual fixes.

Explore Employee Time Clock

Control your labor budget, maintain coverage, and keep every hour accounted for.

Employee Time Tracking Software For Any Industry

Built for every shift-based workplace

When I Work is designed for the real world. The clinics, shops, kitchens, and job sites that run on schedules and teams.

It’s built for the places where speed, accuracy, and communication matter most.

A restaurant manager posts next week’s front- and back-of-house shifts before doors open

For Restaurants

A retail supervisor fills a last-minute gap from their phone

For Retail Stores

A scheduler in healthcare matches qualified staff to critical roles across departments

For Healthcare Facilities

A construction foreman schedules multiple crews across job sites

For Construction Crews

Different industries, same challenge: keeping everyone on the same page.

When I Work makes it effortless.

Trusted by more than 200,000 workplaces

Join millions of employees, managers, and business owners using When I Work to simplify scheduling, track attendance, and improve team communication.

“It’s drastically reduced the time it takes to make a schedule or track attendance. I save 14 hours a week now!”

YSU Mathematics Assistance Center

“In my 34 years in the service industry, this is the most convenient way for a team to coordinate.”

Michael H.

Restaurant manager

“We wouldn’t be able to run all 3 gyms as smoothly without When I Work. It allows employees to drop and pick up shifts…it also allows employees to do their time-off requests. It keeps everything in one place so nothing is lost.”

Shawn Foszcz

Burn Boot Camp

“It’s simple and straightforward. It is quick and easy for the head trainers to schedule staff.”

Chelsea Balcom

F45

“We have been using When I Work for 2 years now and it has been a godsend. I highly recommend using When I Work, it’ll streamline your weekly scheduling duties.”

Michelle Eason

Houndstown