List of When I Work Employee Scheduling Customers
When I Work
420 North 5th St. Suite 500,
Minneapolis, 55401, MN,
United States
Minneapolis, 55401, MN,
United States
1 651-330-4482
Professional Services
200
$27M
Since 2010, our global team of researchers has been studying When I Work Employee Scheduling customers around the world, aggregating massive amounts of data points that form the basis of our forecast assumptions and perhaps the rise and fall of certain vendors and their products on a quarterly basis.
Each quarter our research team identifies companies that have purchased When I Work Employee Scheduling for Workforce Scheduling from public (Press Releases, Customer References, Testimonials, Case Studies and Success Stories) and proprietary sources, including the customer size, industry, location, implementation status, partner involvement, LOB Key Stakeholders and related IT decision-makers contact details.
Companies using When I Work Employee Scheduling for Workforce Scheduling include: San Jose State University, a United States based Education organisation with 3300 employees and revenues of $4.00 billion, Wilson Sporting Goods, subsidiary of Amer Sports, a United States based Retail organisation with 1600 employees and revenues of $500.0 million, Sault College, a Canada based Education organisation with 335 employees and revenues of $90.0 million, Dunn Brothers Coffee, a United States based Retail organisation with 340 employees and revenues of $75.0 million, Elephants Delicatessen, a United States based Retail organisation with 270 employees and revenues of $65.0 million and many others.
Contact us if you need a completed and verified list of companies using When I Work Employee Scheduling, including the breakdown by industry (21 Verticals), Geography (Region, Country, State, City), Company Size (Revenue, Employees, Asset) and related IT Decision Makers, Key Stakeholders, business and technology executives responsible for the software purchases.
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| Logo | Customer | Industry | Empl. | Revenue | Country | Vendor | Application | Category | When | SI | Insight |
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Blue Plate Catering | Leisure and Hospitality | 54 | $6M | United States | When I Work | When I Work Employee Scheduling | Workforce Scheduling | 2019 | n/a |
In 2019, Blue Plate Catering implemented When I Work Employee Scheduling in the Workforce Scheduling category to streamline shift planning and time tracking for its 54-person hospitality and food service operation. Prior to using When I Work, co-owner David Porto created schedules in Excel and manually emailed updates, a process that consumed 10 to 15 hours per week and required hand-tracking employee hours for payroll preparation.
The deployment centered on core Workforce Scheduling capabilities, including shift scheduling, employee self-service via the When I Work mobile app, timekeeping and simplified timesheet preparation for payroll. Configuration emphasized published shift visibility and automated schedule distribution to replace manual email workflows, and it centralized schedule edits and time entries to reduce administrative reconciliation.
Operations coverage focused on front-of-house and event scheduling needs typical of catering businesses, with the application used by managers and hourly staff to confirm shifts and record work hours. No named system integrations were provided in the source materials, the implementation narrative describes direct use of When I Work Employee Scheduling to produce timesheets for payroll processing and to move scheduling control into the hands of employees.
Governance shifted from a manual, owner-driven scheduling process to application-driven schedule publication and employee accountability, reducing time spent by management on scheduling and timesheet preparation. Reported outcomes include lowering weekly administrative effort from 15 to 20 hours to approximately 20 minutes, and reducing overtime labor costs by about $10,000 annually, while employees became more accountable and empowered to manage their own schedules.
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Dunn Brothers Coffee | Retail | 340 | $75M | United States | When I Work | When I Work Employee Scheduling | Workforce Scheduling | 2020 | n/a |
In 2020, Dunn Brothers Coffee implemented When I Work Employee Scheduling to centralize hourly shift planning and communication as a Workforce Scheduling solution for store-level staff. When I Work Employee Scheduling provided web and mobile access so employees could view schedules 24/7, and it streamlined schedule creation and communications across the organization.
The deployment emphasized core Workforce Scheduling capabilities including schedule creation, employee availability and preferred shift postings, and automated shift notifications. Automated text messages deliver reminders two hours prior to shifts, employees can post preferred work times and days off, and last minute schedule changes can be executed in minutes with automatic text notifications replacing phone-based outreach.
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Elephants Delicatessen | Retail | 270 | $65M | United States | When I Work | When I Work Employee Scheduling | Workforce Scheduling | 2020 | n/a |
In 2020, Elephants Delicatessen implemented When I Work Employee Scheduling as a Workforce Scheduling solution to consolidate hourly rostering across its multi site food retail operations. The implementation targeted five deli locations, two restaurants, a central production kitchen, a headquartered office, seven retail locations and an online store, covering 270 employees and 18 scheduling managers.
When I Work Employee Scheduling was configured to provide centralized schedule publishing, availability management, in app team messaging, and shift coverage workflows aligned with common Workforce Scheduling practices. The deployment emphasized manager tools for roster creation and approvals and employee capabilities for shift swapping, coverage requests, and availability sharing, with configuration focused on unifying schedules and communications across sites.
Operations Trainer Roz Catania led an accelerated onboarding program and brought all 270 employees onto When I Work within a two week contract window while enrolling 18 scheduling managers for platform administration. Rollout was organized by site with manager responsibility preserved to maintain local shift patterns while standardizing coverage request and communication workflows, supported by manager training and operational procedures.
After adopting When I Work Employee Scheduling Elephants Delicatessen consolidated employee communication, enabled staff to find coverage for shifts, and share availability on a single platform, positioning When I Work as the companys primary Workforce Scheduling tool across its retail and production footprint.
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San Jose State University | Education | 3300 | $4.0B | United States | When I Work | When I Work Employee Scheduling | Workforce Scheduling | 2019 | n/a |
In 2019 San Jose State University implemented When I Work Employee Scheduling to centralize student worker rostering within its Workforce Scheduling environment. The deployment targeted University Housing Services and Community Desk operations, covering six buildings with staffed desks 24 hours every day of the week and supporting up to 280 student employees across front desk and administrative functions.
When I Work Employee Scheduling was configured to manage shifts and attendance on a single platform, with Auto Scheduling and templating used as primary configuration elements. Functional capabilities implemented include automated schedule generation, shift templates per building and shift type, shift swap handling, attendance tracking, payroll-ready time capture, and overtime accounting, delivering unified scheduling and timekeeping workflows.
Operational coverage was scoped to the Community Desk Specialist team, 200 plus Office Assistants supporting front desk operations, and an additional 80 plus student assistants in administrative roles. Day to day scheduling governance moved to a lean model requiring one administrator and two student assistants to operate the system, while the Community Desk Specialist retained oversight and exception handling responsibilities.
Process governance shifted from manual roster maintenance to template driven and auto scheduled workflows, with conflicts resolved at the time of schedule generation and student availability constraints embedded in templates. Outcomes reported include a reduction in scheduling effort from 20 hours to 2 hours per week, a 90 percent decrease in time spent on scheduling tasks, improved accuracy for pay and overtime accounting, and reallocation of the Community Desk Specialist focus toward longer term operational improvements.
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Sault College | Education | 335 | $90M | Canada | When I Work | When I Work Employee Scheduling | Workforce Scheduling | 2019 | n/a |
In 2019, Sault College implemented When I Work Employee Scheduling in the Student Life Center to manage shift tasks and front of house operations for 50 student workers. The deployment focused on Workforce Scheduling workflows at Sault College of Applied Arts & Technology in Sault Ste. Marie, Ontario, Canada and was managed day to day by Operations Manager Lua Turcotte.
The implementation centered on the Tasks capability within When I Work Employee Scheduling, configuring shift-level task lists accessible on staff mobile devices and embedding a KPI for task completion rates. Staff set an 80 percent completion target during setup and completed a training period to drive adoption of mobile checklists instead of printed Excel spreadsheets. Configuration emphasized in-shift accountability, checklist verification at shift close, and staff-driven KPI tracking.
Governance was operationally focused, with Lua monitoring task completion through the Tasks module and enforcing the newly created KPI during the training period. That operational change reduced Lua's weekly task management time from about five hours to less than one hour, saving four hours per week. The process transformation prioritized mobile-based workflows and shift-level verification to improve consistency.
Reported outcomes include a 95 percent task completion rate at the end of the training period, exceeding the initial 80 percent goal, and sustained operational visibility through When I Work Employee Scheduling. The Sault College Student Life Center case demonstrates Workforce Scheduling applied to task management, mobile-enabled accountability, and KPI governance for student worker operations.
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Retail | 1600 | $500M | United States | When I Work | When I Work Employee Scheduling | Workforce Scheduling | 2020 | n/a |
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FAQ - APPS RUN THE WORLD When I Work Employee Scheduling Coverage
When I Work Employee Scheduling is a Workforce Scheduling solution from When I Work.
Companies worldwide use When I Work Employee Scheduling, from small firms to large enterprises across 21+ industries.
Organizations such as San Jose State University, Wilson Sporting Goods, subsidiary of Amer Sports, Sault College, Dunn Brothers Coffee and Elephants Delicatessen are recorded users of
When I Work Employee Scheduling for Workforce Scheduling.
Companies using When I Work Employee Scheduling are most concentrated in Education and Retail, with adoption spanning over 21 industries.
Companies using When I Work Employee Scheduling are most concentrated in United States and Canada, with adoption tracked across 195 countries worldwide. This global distribution highlights the popularity of When I Work Employee Scheduling across Americas, EMEA, and APAC.
Companies using When I Work Employee Scheduling range from small businesses with 0-100 employees - 16.67%, to mid-sized firms with 101-1,000 employees - 50%, large organizations with 1,001-10,000 employees - 33.33%, and global enterprises with 10,000+ employees - 0%.
Customers of When I Work Employee Scheduling include firms across all revenue levels — from $0-100M, to $101M-$1B, $1B-$10B, and $10B+ global corporations.
Contact APPS RUN THE WORLD to access the full verified When I Work Employee Scheduling customer database with detailed Firmographics such as industry, geography, revenue, and employee breakdowns as well as key decision makers in charge of Workforce Scheduling.