When I Work Reviews | Efficiently Scheduling Your Employees and Keeping Track of Labor Costs

Aside from just managing schedules, When I Work is a great platform for managing and tracking time just like the tool we covered in our Zoho Projects review. You can see exactly where your labor value are going and easily control it. It also have a built-in time clock and enables you to quickly export time sheets for seamless payroll.

You’re able to easily categorize and view time and labor value based on specific roles, tasks, and projects. This gives a glimpse into where exactly your resources are being used so you can better prioritize and adjust where needed. You might realize that you’re spending more than you realized on a particular project or that you can afford to schedule more resources for another.
 

Let’s say you do notice that you’re putting more of your resources toward a certain area or project. Now you can adjust the rate to the appropriate amount for the time. Billable time rate management lets you adjust rates for assignments, projects and more so you can easily see your limit for future scheduling. 

When I Work allows you to get down to the very fine details and see exactly how and when your employees and resources are being used - from breaks, meetings, time-off and more. With a day-off request, vacation availability changing all the time, having one single place where everything can be viewed gives you the power to stay ahead and adjust labor allocation.

When part of your job is making sure your employees are happy and getting the work and time off they need, it's essential to track employee data and stay organized.

Forget sticky notes, spreadsheets, and lost emails. You can choose the way that your employees' clock in and out, such as from their workstation, mobile app or online. 

When I Work lets you keep track of each employee and view all of their information in one place.

You’ll be able to make sure everyone is being scheduled the appropriate amount of hours or hours worked, getting the days off they need, and staying aware of time and attendance patterns. If you’re not able to be onsite often, it can be difficult to keep track of day-to-day habits and activities. Although there’s a lot more to running a business than keeping track of time, just being able to see time punches at a glance helps you stay aware of things like time theft, tardiness, missed punches and who might have the potential for promotion.

The Geofencing tool is one way of eliminating things like buddy-punching (clocking in for another employee) and time theft. This tool builds a kind of clock-in forcefield around the worksite, allowing employees to only clock-in once they’re actually in that area.

In addition to holding your employees accountable for their attendance, efficiently being able to track and monitor time helps you avoid payroll discrepancies and having to make retroactive adjustments. When I Work gives you the power to do it this effortlessly. 

When you already have so much on your plate, you don’t want scheduling, time tracking, and budgeting to take up work hours and hours of your week, every week. Having a streamlined, easy-to-navigate system on one screen is going to allow you to be the most efficient in the smallest amount of time. 

You can expect to complete about 90% of most of your management tasks in this one click scheduling tool, including finishing a schedule is just minutes with comprehensive schedule templates. Being able to get so much done in so little time, will give the time and freedom to interact and supervise your team. 

You’ll spend less time printing, emailing and distributing schedules, because they are quickly released through When I Work for your employees to access their When I Work apps. 

There, they will receive reminders and notifications of upcoming shifts, so you won’t have to worry about whether or not they’ve gotten their schedules and if they’re going to show up for their shifts. 

System administrators can design When I Work settings so that workers can accept available shifts for which they are eligible, decline shifts, or swap shifts with other employees—all with or without their boss's consent. Employees will also get to requesting time off through the app.

In addition to your current workforce management, you can also utilize it When I Work in the hiring process. Through third-party integration, you can find candidates by posting on sites like Indeed and Facebook and streamline hiring through When I Work is an applicant tracking tool. This will allow you to automatically add new hires into the new schedule. 

Learning how to navigate and utilize all of the features of new software can seem overwhelming at first. Although When I Work offers so many features, it’s very simple to use and When I Work has so many great tutorials and resources that allow you quickly learn and begin taking advantage of all of them. They also have an excellent support team to contact if there is a problem.

When you’re just getting started, you’ll be guided by the When I Work setup wizard and be walked through everything from creating shift blocks, add employees, and releasing your first schedule. This will help you get going immediately so you can start becoming more familiar with the software.

Through the When I Work website, you have access to so many in-depth tutorial pages with tips, tricks, and advice on making the most out of everything the software has to offer. Some resources cater to all different learning styles. 

If you prefer to watch and listen to videos, there are pages of videos for both employees and management that teach you the ins and outs of everything you need to know.

If you feel like you need a little more personalized and in-depth instruction, you can set a free 15-minute consultation call with a When I Work representative that can answer any questions or issues you might be having. Even without all of these resource options, the software itself is extremely super easy to use and easy to figure out.