Empowering small businesses to succeed

When To Work vs. When I Work: Key Features

These two tools are proven and work great, but they have their own and different features:

When To Work

Automated Scheduling: This feature helps to automatically determine an employee’s availability and assign them to an available shift. Of course, the schedule eventually needs to be double-checked and approved, but it saves a lot of time.

Shift Substitution and Shift Approval: Right in the app, an employee can take the shifts they’re comfortable with and quickly get approval from a manager, without correspondence and discussions that are hard to find later.

Schedule Change Notifications: There’s nothing more frustrating and unproductive than being prepared for a shift that someone else has picked up.

Comprehensive reporting tools: With these, for example, a restaurant can easily identify peak times to which it will assign the most vetted employees.

Convenient mobile app: On average, up to 90 percent of employees check their schedules via their phone.

When I Work

Easy team communication with in-app messaging: This service has more comprehensive in-app discussion capabilities, so it’s easier to discuss and approve details here.

Time and Attendance Tracking: Sometimes you need to know exactly when an employee arrived at the workplace and when they finished their workday – software has the capabilities to do this. This can greatly reduce errors in rates and payroll.

Payroll integration with specialized platforms like QuickBooks: This integration greatly simplifies calculations and filling out tax returns.

Manage multiple locations: Between multiple locations, especially in different countries, coordination is especially difficult. When I Work features can help with this.

Customizable Schedule Templates: Create your own templates and save them if the ready-made ones aren’t a perfect fit.

When To Work vs. When I Work: Similarities

1. Cloud-Based Operation for Remote Access.
2. Mobile Apps for Both iOS and Android.
3. Shift-Swapping and Trade Functionalities.
4. Notifications for Schedule Updates.
5. Tools for Employee Availability Tracking.
6. User-Friendly Interfaces Designed for Non-Technical Users.

When To Work vs. When I Work: Differences

Of course, it’s important to know the commonalities, but it’s even more important to understand the differences between whentowork vs wheniwork in order to make a choice:

Target Audience:

• When to work: Small and medium-sized companies choose it for its simplicity of features, interface, and overall accessibility. A boutique with 10 employees can use it to quickly manage a simple schedule created from a ready-made template.
• When I Work: Large companies and organizations with multiple departments will select it. A chain store with hundreds of employees will select it to manage complex schedules in different regions with their own specifics. Suitable for large teams or organizations with multiple offices.

Integration with payroll system:

• When to Work: There is basic reporting, but not much more than that.
• When I work: There is integration with popular payroll systems like QuickBooks and Gusto.

Communication:

• When To Work: You can communicate, but only in a basic format, such as a comment on a shift request.
• When I Work: There is a full in-app messaging system.

Pricing Structure:

• When To Work: Pay is fixed, for all functions, depending on the number of employees.
• When I Work: There are several packages, depending on the number of functions.

These differences show that When To Work is best for simplicity and affordability, while When I Work excels in scalability and advanced functionality.

When To Work vs. When I Work: Pros and Cons

When To Work

Pros:

• Simple, intuitive interface.
• Cost-effective for small businesses.
• Comprehensive scheduling and reporting features.

Cons:

• Limited integration options.
• Basic communication tools.

When I Work

Pros:

• Advanced integrations with payroll systems.
• Multi-location and large-team support.
• Built-in communication tools.

Cons:

• Higher pricing tiers.
• Steeper learning curve for new users.

When To Work vs. When I Work: Pricing

The whentowork vs wheniwork services have slightly different approaches to pricing. When To Work has only one full-featured package, and its price depends only on the number of people in the company. The more people there are, the lower the fee per employee. Without discounts, it starts at about 2.8 dollars per employee (in a company with up to 10 employees) and drops to 1.6 dollars per employee in a corporation with 1000 employees. The first month is free.

When I Work has three plans with varying amounts of features ranging from $1.5 per person to $5. But if you need Time Tracking & Attendance features, then the packages go up in price from $3 to $7 per person. There are also opportunities to try all plans for free.

5 Recommendations for Choosing Between When To Work vs. When I Work

1. Think About Your Team Size: In the wheniwork vs whentowork comparison, the latter is more appropriate for large companies and multi-location setups better. Running a small business? When To Work keeps things simple and cost-effective.
2. Check Your Budget: If you’re watching your spending, When To Work offers straightforward pricing without surprises. Need advanced features and can stretch the budget? When I Work might be worth it.
3. Look at Integration Needs: Planning to sync your schedules with payroll software? When I Work has built-in integrations for tools like QuickBooks.
4. Consider Communication Tools: Teams that rely on constant updates and chat will appreciate When I Work’s built-in messaging.
5. Ease of Use Matters: Not everyone on your team is tech-savvy? When To Work wins with a cleaner, simpler interface that’s easy to pick up.

Ten Questions You Must Ask When Choosing Between When To Work vs. When I Work

1. What is my budget for scheduling software?
2. How large is my team, and what are their scheduling needs?
3. Do I require advanced payroll integration?
4. How important are in-app communication tools?
5. Is multi-location management a priority?
6. Do I require detailed reporting and analytics?
7. What level of customization do I need in schedules?
8. Do I require automatic conflict resolution for overlapping shifts?
9. Will the platform integrate with my existing HR or operational tools?
10. Is training my team on new software a concern?

When To Work vs. When I Work: Use Cases

WhenToWork use cases:

• Educational institutions: Universities and colleges can use the software to quickly manage class schedules and staff shifts.
• Theater and Arts: The Public Theater in New York City uses it to organize staff schedules for various performances and events.

Examples of When I Work use cases:

• Retailers: Large retailers with multiple locations use When I Work, which not only helps them handle complex schedules across departments, but also integrates payroll systems to simplify administrative tasks.
• Hospitality industry: Hotels and resorts can use the software to manage employee schedules. Given how convoluted and complex systematization is in this industry – all the tools of the service will be on point.
• Healthcare: Hospitals and clinics with extensive staffing and varying schedules find the advanced scheduling and integration capabilities of When I Work essential to maintaining operational efficiency.

Final Thoughts on When To Work vs. When I Work: Which is Best for Business

Choosing between whentowork vs wheniwork depends on your organization’s needs. For smaller teams focused on budget-friendly solutions, When To Work is an excellent choice. However, for larger teams requiring robust integrations and communication tools, When I Work stands out. Evaluate your priorities to make the right decision.