Freedom251 › ADP Marketplace Apps Software
When I Work
by When I Work
What When I Work is
When I Work is employee scheduling software for shift-based teams. It combines scheduling, shift swaps, messaging, and time tracking, with auto scheduling that assigns shifts according to employee availability and qualifications. Managers can oversee multiple stores, departments, or job sites from one dashboard. The time clock records attendance, breaks, and time off, while team messaging lets staff communicate without sharing phone numbers. OpenShifts and shift swapping support coverage changes, and listed integrations include Rippling, Gusto, Square Payroll, Paychex, QuickBooks Online, OnPay, SimplePay.ca, Zapier, GoCo, People, and ResaleAI. Essentials costs $2.50 per user per month; Pro costs $5 per user per month; Premium costs $8 per user per month. A 14-day trial provides complete access without a credit card. The service runs on Android, iOS, web, and through an API. Premium includes API keys, webhooks, and SAML/SSO. The company is based in Minneapolis and was founded in 2010.
Who it suits
It suits shift-based workplaces such as clinics, shops, kitchens, and job sites. Managers needing multi-location scheduling, time-off tracking, messaging, and shift coverage can use it.
What it does well
- Combines scheduling, swaps, messaging, and time tracking
- Auto scheduling uses availability and qualifications
- Supports multiple stores or job sites
- Includes mobile and web access
- Offers a 14-day no-card trial
What to know first
- No free plan is available
- No SLA is offered
- Premium is required for API keys and SSO
- ADP direct integration is unavailable to new customers after June 2026
Limits
There is no free plan. The 14-day trial provides complete access; Essentials starts at $2.50 per user per month, while API key access, webhooks, and SAML/SSO are included in Premium at $8 per user per month.
Plans
| Plan | Billed and limits | Price |
|---|---|---|
| Essentials | per user/month · Unlimited users · auto scheduling · multi-week and multi-location scheduling · templates · forecasting · messaging · OpenShifts · shift swapping · payroll/POS integrations | $2.50 a month |
| Pro | per user/month · Everything in Essentials · advanced scheduling · rules · role permissions · labor sharing · custom forecasting/reporting · overlapping OpenShifts · time-zone toggle | $5 a month |
| Premium | per user/month · Everything in Pro · API key access · webhooks · SAML/SSO | $8 a month |
As wheniwork.com lists them, read 15 Oct 2026. The maker's own page has the final word.
Getting started
- Open the When I Work website.
- Choose a plan or start the 14-day trial, which requires no credit card.
- Use the web, Android, or iOS platform.
- Set up scheduling with employee availability and qualifications.
- Connect supported payroll or POS integrations if needed.
Verdict
When I Work brings core shift-management tasks into one service, with plans adding scheduling controls, reporting, integrations, and identity features. Paid plans start at $2.50 per user per month, and the trial provides full access for 14 days.
Questions
How much does When I Work cost?
Essentials is $2.50 per user per month, Pro is $5 per user per month, and Premium is $8 per user per month.
Is there a free plan or trial?
There is no free plan. A 14-day trial provides complete access and does not require a credit card.
Which platforms are supported?
When I Work is available on web, Android, and iOS, and lists API access.
Which integrations are listed?
Integrations include Rippling, Gusto, Square Payroll, Paychex, QuickBooks Online, OnPay, SimplePay.ca, Zapier, GoCo, People, and ResaleAI.
What is included in Premium?
Premium includes everything in Pro, plus API key access, webhooks, and SAML/SSO.
Does it integrate directly with ADP Workforce Now?
The direct integration is no longer offered to new customers after June 2026. Legacy customers may continue using it.
Facts from When I Work's own pages
- ADP limit
- The ADP Workforce Now direct integration is no longer offered to new customers after June 2026, although legacy customers may continue using it. · help.wheniwork.com, 30 Sept 2026
- API access
- When I Work offers an open API for eligible plans and requires administrator access to obtain an API key. · help.wheniwork.com, 15 Oct 2026
- API availability
- API key access, webhooks, and SAML/SSO are included in the Premium plan. · wheniwork.com, 30 Sept 2026
- API services
- The documented API is split into Primary, Login, Forecast Tools, Tasks and Tags services. · help.wheniwork.com, 15 Oct 2026
- Auto scheduling
- Auto Scheduling assigns shifts using employee availability and qualifications. · wheniwork.com, 15 Oct 2026
- Availability commitment
- When I Work says it does not offer an SLA, while its hosting partners guarantee 99.9% uptime. · wheniwork.com, 15 Oct 2026
- Availability limit
- When I Work does not offer an SLA, while its hosting partners guarantee 99.9% uptime. · wheniwork.com, 30 Sept 2026
- Billing security
- Credit-card transactions are processed with encryption on a PCI-compliant network. · wheniwork.com, 30 Sept 2026
- Company headquarters
- The company lists 420 North 5th Street, Suite 500, Minneapolis, Minnesota, United States as its address. · wheniwork.com, 15 Oct 2026
- Company legal name
- The official site identifies the maker as When I Work, Inc. · wheniwork.com, 15 Oct 2026
- Current status
- The official status page currently reports Workchat as operational. · status.wheniwork.com, 15 Oct 2026
- Documentation and support
- The help center contains product guides, API references, troubleshooting articles, training resources and customer-care ticket submission. · help.wheniwork.com, 15 Oct 2026
- Founded
- 2010 · wheniwork.com, 28 Sept 2026
- Founded and size
- LinkedIn lists When I Work as founded in 2010, headquartered in Minneapolis and having 51–200 employees. · linkedin.com, 15 Oct 2026
- Free plan
- No · wheniwork.com, 21 Sept 2026
- Funding and ownership
- Crunchbase describes When I Work as privately held, founded in 2010, with 101–250 employees and six investors including Bain Capital and Arthur Ventures. · crunchbase.com, 15 Oct 2026
- Headquarters
- Minneapolis, Minnesota, United States · wheniwork.com, 28 Sept 2026
- Integrations
- Official integrations include Rippling, Gusto, Simplepay.ca, Zapier, GoCo, People and ResaleAI, with payroll/POS connections listed in the plans. · wheniwork.com, 15 Oct 2026
- Labor controls
- The product provides overtime alerts, labor forecasting and scheduled-versus-budgeted hour visibility. · wheniwork.com, 15 Oct 2026
- Language support
- The web and mobile applications and customer care are officially supported in English. · help.wheniwork.com, 15 Oct 2026
- Limit: cancellation refunds
- The help center states that canceled plans do not receive refunds for unused time. · help.wheniwork.com, 15 Oct 2026
- Limit: GPS accuracy
- Gartner reviewers report that GPS or location services are not always accurate. · gartner.com, 15 Oct 2026
- Limit: location clock-in
- Software Advice reviewers report technical problems capturing location over cellular data. · softwareadvice.com, 15 Oct 2026
- Limit: messaging failures
- Google Play reviewers report messages sometimes fail to send or disappear and notifications may not arrive. · play.google.com, 15 Oct 2026
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