What do you like best?
We love the mobile functionality. Our old system didn't have a mobile feature.
We also really like the "open shift" option where we can offer an open shift and people who want extra hours can pick it up.
We also have very mixed feelings on the notifications - the good part is that it notifies employees when someone needs to drop a shift so everyone knows there is an opportunity to pick up a shift. Another good part of the notifications is that if someone is scheduled to work and they haven't clocked in, they will get a reminder about it. This is great for those who forgot they were scheduled to work, and those who came to work, but didn't clock in when they arrived.
We also love being able to set a recurring shift. For the most part, our employees work the schedule every week during an academic quarter. I can give them a shift for week 1 and as I am setting it up, I can pick for it to recur and the end date for that recurrence. And then, if someone changes the night they work, I can delete all recurring shifts, or if I just need to delete 1 shift I can. I can also move it to an open shift, which I love being able to do!
I also like being able to export the daily timesheet information for payroll. We have a custom payroll system, so it doesn't integrate with When I Work, but it is nice to be able to export the excel file of time clock data.
What do you dislike?
We don't like that you can't set up the notifications to be in a daily digest. We have 120ish employees who are all college students. During exam weeks, there are a lot of drop shift requests, which each come as an individual email or phone notification. It would be nice to have the option of getting those as a daily digest.
Another thing I, as the person who does and maintains all of the scheduling, wish I could is set an individual schedule. I can go to an employee and view their schedule, but I can't edit it. To edit it, I have to be on the main scheduling looking at all 130+ employees to change one person's schedule.
It is also occasionally 'buggy.' We have tablets that employees can use to clock in on, or they can use their phones. Sometime after they've clocked in on the tablet, they get a notification that they didn't clock in.
The other thing I really wish it did relates to the "requests report." You can run a report to see who requested time off or a drop shift. Our environment is such that they don't request time off, only to drop a shift. I wish the report told us who took the shift when they requested to drop it. And also, I wish there was a report to show who had taken open shifts. We used to recognize the employees who picked up extra shifts and helped others out by taking their shifts, but now we don't have the data to do it. There might be a way to go through and figure it out from payroll, but with 130 employees, that is way too cumbersome to be feasible.
Recommendations to others considering the product
Do trials, ask a lot of questions, and have the people that are actually going to be using it (the employees) look at it - that is always my recommendation for considering software.
What business problems are you solving with the product? What benefits have you realized?
Our old scheduling system was "sunset," so first and foremost it gave us a way to continue to schedule our employees. Beyond that, it has really helped with our attendance issues. If one of our employees is going to miss work, it is much easier for them to let the others know and find someone to cover for them. During our busy times, we don't have near as many missed shifts. And, during our slow times, we don't have extra employees. Before, if we didn't have enough people scheduled on a given night, we would let people "walk in," but it was difficult to communicate it and we had no way to know if who was coming. Sometimes 8 extra people would come in and we wouldn't have enough work for them, and sometimes no one would come and we would be overwhelmed. Now, with the ability to schedule open shifts, our employees know there is an opportunity to work more, and when they accept the open shift, they are held accountable and reminded to come for that extra shift. And, once the open shifts are all gone, no one else can come in, so we aren't paying people to be here while having no work for them to do.