When I Work

What When I Work is

When I Work is shift-scheduling software: publish a schedule, let staff set availability and request swaps, and handle the churn without a group text thread. It suits labour-pool businesses with shifts rather than appointment-based service calls.

What it does well

• Easy availability and shift swap handling
• Mobile schedule with notifications
• Time clock with attestation
• Low per-user cost

Integrates with

Gusto · QuickBooks · ADP · Square

Integration lists change often and "integrates" can mean anything from a real two-way sync to a one-way push through Zapier. Ask the vendor which fields move, in which direction, and how often.

Before you commit

• Geofencing and GPS need a clear written policy. Document it, have it signed, and keep it reasonable.
• Check break and overtime rules for your state are enforced automatically — this is a wage-claim risk, not a convenience.
• Cost codes are what turn time tracking into job costing. Make sure techs can pick one in two taps.
• Offline capture is essential. Basements and new construction have no signal.
• Confirm it exports to your payroll provider in a format that imports cleanly.

How to judge it in a trial

Run one real job through it end to end — not the demo data. Quote it, schedule it, do it, invoice it, take the payment. Then ask the only question that matters on day 400: did the people who have to use this every day find it faster than what they do now? Friction you notice in week one compounds forever, and tool-hopping costs more than any feature gap.