Online Professional Services & Education Scheduling Software
If your staff is mobile or operates from multiple job sites, effective communication is key to your success and the success of your business. When I Work is an employee scheduling tool that makes it possible for you to keep everyone connected and informed. It uses the web, text messaging and mobile apps to give supervisors and employees access to the schedule 24/7/365 —from anywhere. There's nothing to install. Everything is web- and mobile-based, which means you and your employees can use it from a web browser or mobile phone.
Your crew wants it. Your managers need it.
Keep your staff productive by putting the schedule online and on their phones. With When I Work, your staff has 24/7 access to their work schedule via the web, mobile apps, text messaging and email.
Add more hours to your day with efficient scheduling. At a glance, know who's available and where they need to be. Make schedule tweaks, or approve staff requests with free smartphone scheduling apps.
"Using When I Work has saved me about 50% of my scheduling time per employee. As I am thinking about ways to grow the business, I know that I'm scheduling more efficiently than ever before. I also know that training a new employee to use the app takes less than 10 minutes."
-Chris Koehnen, General Manager
Saved 50% of scheduling time per employee
Mobile apps allow employees to see the schedule on-the-go
1-800-GOT-JUNK? is a full service junk removal business serving both residential and commercial requirements. As part of their success, 1-800-GOT-JUNK? is able to dispose of old furniture, electronics, construction debris and much more. To minimize waste going into landfills, the 1-800-GOT-JUNK? team donates or recycles as much as possible to help give back to the community.
Prior to When I Work, Chris used an Excel spreadsheet to manage his 1-800-GOT-JUNK? Twin Cities team. With a growing customer demand in the Twin Cities, Chris added multiple routes into the schedule and added more employees to his workforce. It soon became evident to Chris that scheduling with Excel was too time-consuming and confusing for employees to read.
Chris chose When I Work because it promoted employee accountability. With mobile apps, employees can quickly see their assigned shifts and routes without having to go to the main office or contacting their manager. In addition, employees could submit and track their Time Off Requests in one area. As part of onboarding new employees, Chris now only has to dedicate 10 minutes to training new hires into the When I Work app.
Using When I Work at 1-800-GOT-JUNK? simplified team communication so all employees know exactly where and when they start their shifts. Now, with an intuitive platform, Chris can focus on new ways to grow his business and less time worrying about his employees! And if he is curious, he can look at the When I Work Dashboard to see who is working at a glance!
Mathnasium Richmond, VA
"We chose When I Work because it offered the flexibility to schedule our seven locations separately. In addition, onboarding new employees to When I Work with the color coded shifts takes only 5 minutes. Staff also install the mobile apps and set up shift reminders to reduce absenteeism!"
-James Temple, Co-Owner of Mathnasium of Richmond, VA
Flexible reporting to conduct business analysis
Employee entered availability preferences save admins time when scheduling
Since 2009, Mathnasium of Richmond, VA has been offering math tutoring and homework help to hundreds of students to kids in grades K-12. It was James’ personal passion for mathematics which led him to discover a large frustration gap that many children feel towards mathematics. James joined the Mathnasium community and now employs passionate experts of the Mathnasium Method™.
Prior to When I Work, James used a Google Spreadsheet to manage his schedule across multiple locations. However, as James expanded the business, he realized that it lacked key features such as a history of all time off requests. It became evident to James that with all the incoming requests from his millennial workforce, he needed a real-time way to show schedule updates
James chose When I Work because it promoted shift accountability among his staff in addition to addressing his other reporting/ exporting requirements. For example, James requires staff to explain why they are dropping a shift. Employees can also see scheduling changes, get notifications via email and SMS/ push notifications, as well as file requests all through one app without having to wait for James to manually edit the Google Spreadsheet schedule.
Using When I Work at Mathnasium of Richmond, VA simplified team communication. With a reduction in employee absenteeism and an increase in staff accountability, James can focus on expanding his business beyond the Richmond, VA metro state area. He recently acquired Mathnasium of McLean- his first location outside the Richmond market.
Artemis Veterinary Emergency & Specialty Services
"Scheduling in bulk saves me time but it also allows employees to plan their life outside of work. The app also ensures employees become accountable to swaps/drops that were not picked up."
-Michael Donovan, Chief Operating Officer
Reduces scheduling time by several hours each week
Reliable mobile app to connect the workforce
Happier employees who can take ownership of swapped shifts
Artemis Veterinary Emergency & Specialty Services (Artemis VESS) opened in May 2015 and is located in Bristow, Virginia. Their priority is to provide exceptional 24-hour emergency care for pets including advanced diagnostics, lab procedures on-site, and experienced veterinarians.
Prior to When I Work, Michael used an Excel and printed schedule system for 18 employees to maintain 24 hour coverage. Michael found this method to be time consuming and it only allowed Michael to plan the schedule for short periods of time. For payroll management, he manually entered timesheets which took time away from the focus of the business.
Michael chose When I Work because he enjoys the time savings of bulk scheduling his employees three months in advance. In addition, he leveraged the When I Work integration to Gusto (formerly ZenPayroll) to manage payroll quickly. Employees also adopted When I Work in one week with brief technical training from Michael. Now, Employees can also submit Time Off Requests in advance as well as swap shifts easily with coworkers.
With all the time savings gained from When I Work, Artemis VESS already has plans for expansion into a second location in the next year!
"When we were testing the app out originally and found out that we could set up GPS restrictions [for clock in], we knew this would work for us...We also like getting the notifications if pedallers clock in late"
-Dustin Fedako, CEO
Drive Employee Accountability with Shift Reminders (email and mobile)
Mobile Clock in based on GPS allows increased flexibility for decentralized workforce
Intuitive platform requires minimal training to get started
For Dustin Fedako, CEO of Compost Pedallers, the goal was to develop a sustainable urban waste management model in the City of Austin, TX. Founded in 2012, Compost Pedallers utilizes a community of local bicyclists to collect compostable material from residential, urban farms, and commercial businesses to reduce the city's carbon footprint.
Prior to When I Work, Compost Pedallers relied on Google Calendar. One of the largest struggles for employees was that they had no method of communicating their part- time availability to management. This caused many shifts to be dropped/ swapped and caused a lot of frustration between Managers and Employees. Additionally, Managers also had minimal insight into whether employees showed up to work on time.
Compost Pedallers selected When I Work for their business because employees could regularly update their preferred availability as well as acknowledge upcoming shifts from their mobile apps. Managers were also able to train themselves through the Video Tutorials and Help Center Articles to save approximately 4-5 hours every week from processing swap/drop requests and adjusting the schedule.
To improve employee accountability, Compost Pedallers activated Mobile Clock in which allows employees to clock into their shifts from the mobile apps as long as they were within the company’s selected GPS radius. Since purchasing the app, James Brownie, the Compost Pedaller's Field Manager can quickly communicate scheduling changes that fit their decentralized workforce and focusing on building an more efficient and happier team. This is especially critical as Compost Pedallers have already gained both national and international interest to expand their eco-friendly business model!
Mathnasium Cottonwood Heights, UT
"I love When I Work! I have employees with different levels of tech-savviness and even those who claim to be computer/techchallenged find it easy to use and see the value of team communication!"
-Mila Gleason, Owner
Visibility to the schedule from mobile device
Easy to manage time-off requests
Since 2011, Mathnasium of Cottonwood Heights has been offering math tutoring and homework help to hundreds of students to kids in grades K-12. As part of their success, Mathnasium of Cottonwood Heights employs passionate experts of the Mathnasium Method™ to help kids understand math in ways that make sense to them through year-round and summer-only math programs.
Prior to When I Work, Mila used an Excel Spreadsheet to manage her schedule. However, she didn't have a easy way to manage time off or swap shift requests which resulted in outdated schedules being shared and posted to her employees. It soon became evident to Mila that her millennial workforce needed a real-time way to see updates and changes to the schedule.
Mila chose When I Work because it promoted shift accountability among her staff. Now, employees can see the scheduling changes, get notifications via email and SMS/ push notifications, as well as file requests all through one app without having to wait for Mila to manually edit the Excel schedule. As part of onboarding new employees, Mila now only has to dedicate 5 mins to training new hires into the When I Work app!
Using When I Work at Mathnasium of Cottonwood Heights simplified team communication so all employees know about changes in the business. With an integrated platform, Mila can focus on new ways to grow the business and if she's curious to see who is working this moment, she can check out the When I Work Dashboard to see who is working today!
Domestic Carrier at DCA
"I used to spend about 2 to 3 hours every day handling scheduling changes on Excel. With When I Work, I can handle scheduling in just 10 minutes a day. I also like knowing my employees are receiving shift reminders to prevent tardiness and improve staff accountability."
-Jessika, DCA Supervisor at a Domestic Carrier
As Supervisor for a Domestic Carrier at DCA (Arlington, VA Airport), Jessika’s day is busy with managing a range of Guest Services functions in addition to operational auditing. Prior to When I Work, Jessika used an Excel spreadsheet to manage scheduling which took on average about 2-3 hours per day. However, with a growing list of responsibilities, Jessika soon realized she needed a more efficient way to complete her scheduling tasks.
Jessika selected When I Work because it provided the time-savings and flexibility she needed. With the customizations in her App Settings, she can allow employees to easily Trade Shifts. She also built Shift Blocks for her most common shifts to save time when populating her schedule. Employees also enjoy the flexibility of accessing an up-to-date schedule from the Mobile Apps and receiving reminders about upcoming shifts. When Jessika transitioned to When I Work, she was able to reduce scheduling to just 10 minutes a day!
Using When I Work simplified Jessika's operational management with the additional benefit of improving team communication. With an intuitive platform, Jessika can spend less time worrying about employee absenteeism and more time focused on her other Guest Services responsibilities!