Empower employees with Points, PTO, and other balances, on demand via text.
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HR professionals, we get it—finding the right scheduling and time-tracking software can feel like navigating a maze. When I Work is a popular choice, but it's not the only game in town. Let's explore four alternatives that might just be the perfect fit for your team's unique needs.
What is When I Work?

When I Work is an employee scheduling and time tracking software designed to simplify shift management and improve team communication. It serves industries like retail, hospitality, healthcare, and restaurants, helping businesses fill shift gaps and manage multilingual communication. Trusted by over 150,000 workplaces, it offers features like auto-scheduling, time clock, and payroll integration to enhance efficiency and accountability.
Features of When I Work
When I Work offers a range of features designed to streamline employee scheduling and time tracking:
- Auto Scheduling: Create entire work schedules with just one click, saving time and reducing manual errors.
- Shift Confirmation: Receive notifications for shift swaps and drops, ensuring confident shift coverage.
- Team Messaging: Communicate with team members without sharing phone numbers, facilitating seamless communication across shifts.
- Mobile Accessibility: Manage schedules, approve time-off requests, and review shift trades from mobile devices, empowering both managers and employees.
- Labor Forecasting: Utilize tools to manage labor budgets more effectively, a feature that sets When I Work apart from many competitors.
Challenges and Drawbacks of When I Work
While When I Work offers a robust suite of features, it does come with some challenges. Pricing can be a concern for smaller businesses, as the cost may add up quickly with additional features. Some users have reported slower processing speeds, which can be frustrating during peak times. Additionally, the software lacks advanced analytics, which might be a dealbreaker for data-driven organizations.
When I Work might not be the best fit for companies that require real-time mobile updates or advanced reporting capabilities. Businesses with complex scheduling needs or those looking for in-depth labor analytics might find the software's offerings insufficient. For these organizations, exploring alternatives with more comprehensive analytics and faster processing speeds could be beneficial.
When I Work's Reviews
Users have generally found When I Work to be a helpful tool for managing employee schedules, but some have expressed frustration with its occasional slow processing speeds and the cost of additional features. Overall, users have given When I Work a rating of 4.2 out of 5. Many appreciate the ease of use and mobile accessibility, while others wish for more advanced analytics and faster performance during peak times.
- "The mobile app makes it easy to manage schedules on the go, but it can be slow at times." - John D.
- "Great for basic scheduling needs, but the lack of advanced reporting is a downside." - Sarah K.
For more detailed reviews, visit G2 Reviews.
Best Alternatives to When I Work
1) Teamsense

TeamSense offers an automated absence reporting system designed to streamline attendance tracking for manufacturing and logistics companies. With a text-first approach, it simplifies the call-off process for employees.
- Features: Text-first absence reporting, automatic text translation, instant manager notifications, integration with HRIS systems, showing employees points & attendance history before the call-off, communication tools, mobile forms, and an employee portal.
- Pricing: TeamSense offers flexible pricing plans to suit different business needs. The Basic plan provides a simple attendance solution, while the Pro plan includes detailed reports and engagement tools. For teams requiring advanced features, the Enterprise plan offers custom and flexible pricing. Pricing starts at $500 per month with a yearly minimum spend of $6,000.
- Reviews: TeamSense has received positive feedback from users, earning a rating of 4.5 out of 5. Users appreciate its ease of use, the efficiency of the text-first reporting system, and the seamless integration with existing HRIS systems. Many have noted that it significantly reduces the time spent on managing absences and improves overall communication within the team.
2) Staffbase

Staffbase is a comprehensive employee communications platform designed to inspire connection, engagement, and action within organizations. It offers a next-generation intranet, employee app, and email solutions to help teams achieve their goals.
- Features: Comprehensive communication channels including Intranet, Employee App, Employee Email, SMS, Digital Signage, Microsoft 365 integration, global reach with 16.4 million employees, 97% adoption rate, customer success stories from companies like DHL Express and Aldi, recognized by Gartner® Magic Quadrant™ and G2 Badges, tailored solutions for various industries, seamless integrations, all-in-one platform for communicators.
- Pricing: Staffbase offers flexible pricing plans tailored to the specific needs of organizations. Pricing depends on the chosen product plan(s) and the number of employees to be licensed as users. Potential customers are encouraged to contact Staffbase directly to request an individual quote.
- Reviews: Staffbase has received an overall rating of 4.6 out of 5 stars based on 229 reviews. Users appreciate its ease of use, excellent customer support, and comprehensive features. However, some have noted missing features, limited customization options, and occasional technical issues.
3) Shyft

Shyft is a shift swap and schedule app designed to provide real-time staffing flexibility. It allows managers and associates to create schedules, swap shifts, and communicate effectively.
- Features: Voluntary overtime and time off, call off reporting, team shift swaps, site announcements, data security with TLS encryption and MFA, integrations with enterprise applications, mobile accessibility, trusted by top Fortune 500 companies.
- Pricing: Shyft offers three pricing plans: Shyft Starter at $24.95 per month per location for basic scheduling and communication tools, Shyft Advanced at $59.95 per month per location with advanced scheduling and admin controls, and Shyft Enterprise with custom pricing for unlimited users and enterprise-level features.
- Reviews: Shyft has an overall rating of 4.8 out of 5. Users praise its effectiveness in managing schedules and shifts, highlighting the ease of use and the positive impact on team communication and flexibility.
4) Workstream

Workstream is an all-in-one HR, payroll, and hiring platform tailored for businesses that employ hourly workers. It aims to streamline HR tasks, reduce labor costs, and simplify operations for franchise and business owners. Trusted by 46 of the top 50 quick-service restaurant brands, Workstream is designed to adapt to the evolving needs of the hourly workforce.
- Features: Built for mobile, built for hourly, built for you, integrated platform combining hiring, HR, engagement, time & scheduling, and payroll, award-winning support available 7 days a week, customer testimonials from franchise owners and executives.
- Pricing: Workstream offers a demo to potential customers to explore its features and benefits. Specific pricing details and subscription plans are not provided on the website, but the platform encourages businesses to schedule a free demo to learn more.
- Reviews: Workstream has received positive feedback from users, earning an average rating of 4.5 out of 5. Users appreciate its mobile-first approach, ease of use, and the efficiency it brings to managing hourly workers. However, some users have noted that the platform could benefit from more detailed reporting features.
What to Consider When Selecting a When I Work Alternative?
When searching for an alternative to When I Work, it's crucial to focus on specific features that will meet your team's unique needs. Here are the top five things to consider:
- Integration Capabilities: Ensure the software can seamlessly integrate with your existing payroll, HRIS, and other business operations tools.
- Mobile Accessibility: Look for a solution that offers robust mobile apps for managing schedules, approving time-off requests, and communicating with team members on the go.
- Advanced Analytics: Choose a platform that provides detailed labor forecasting and reporting to help you make data-driven decisions.
- Real-Time Notifications: Opt for software that offers instant notifications for shift swaps, drops, and other schedule changes to keep everyone in the loop.
- Security Features: Prioritize solutions with enterprise-grade security measures, such as TLS encryption and multi-factor authentication, to protect sensitive employee data.
Which Tool Should You Go With?
Here's a quick comparison to help you decide which software might be the best fit for your team:
- When I Work: Ideal for businesses needing basic scheduling and time tracking with mobile accessibility. However, it may fall short for those requiring advanced analytics and faster processing speeds.
- TeamSense: Perfect for manufacturing and logistics companies looking for a text-first absence reporting system. Its integration with HRIS systems and instant manager notifications make it a strong contender for improving attendance tracking.
- Staffbase: Best suited for organizations aiming to enhance internal communication through a comprehensive platform. With its high adoption rate and global reach, it's a great choice for large enterprises needing robust communication tools.
- Shyft: Great for teams needing real-time shift swaps and flexible scheduling. Its mobile accessibility and data security features make it a reliable option for top Fortune 500 companies.
- Workstream: Tailored for businesses employing hourly workers, offering an all-in-one HR, payroll, and hiring platform. Its mobile-first approach and award-winning support make it a valuable tool for franchise and business owners.
Wrapping Up
Choosing the right scheduling and time-tracking software can make a world of difference for your team. If you're looking for a text-first absence reporting system that integrates seamlessly with your HRIS, TeamSense is a fantastic option. On the other hand, if your focus is on enhancing internal communication with a comprehensive platform, Staffbase might be the way to go. Ultimately, the best choice depends on your specific needs and priorities, so take the time to evaluate which features will most effectively support your team's goals.
About the Author

TeamSense Staff, Digital platform human resource specialists
TeamSense is a text-based digital platform that enhances productivity and connection with hourly workers. The platform is commonly deployed as an attendance management and mass messaging tool. Automatic notifications are triggered to admins (via text or email or both!) based on employee responses, keeping everyone on the same page instantaneously.