Zip Schedules vs When I Work | Why Choose Zip Schedules Over When I Work

Zip Schedules, like When I Work, is a cloud-based employee scheduling application that offers a fast and simple solution for businesses of all sizes. Businesses no longer have to use programs like Excel or shuffle through paperwork to manage their scheduling. Zip Schedules reduces the amount of time taken on scheduling employees and improves communication, boosts employee accountability, and controls labor costs.

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What Does Zip Schedules Offer That When I Work Doesn’t?

Similarly to Zip Schedules, When I Work is a cloud-based employee scheduling application that offers many features. While it is comparable, there are a few features that make Zip Schedules stand out. Some of these features include the ability to offer and swap shifts, approve submitted requests, shift reminders, and reports to track data. With the mobile app, users can make changes from the palms of their hands. Zip Schedules is able to cater to businesses of varying sizes, small or large, and offers faster employee scheduling, full visibility into schedules and labor budget, an internal communication platform for managers and employees, and tracks employee certifications and labor laws.







Why Zip Schedules Is Different

See why John Evrard calls for Zip Schedules

"I was so impressed when I first saw Zip Schedules that I couldn’t wait to start using it. I’ve never seen a employee scheduling software that is so easy to use and understand. A bit of magic that helps us operate at scale."

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Improve Guest Service and Lower Labor Costs

A scheduling system should be intuitive, simple, and easy to understand. It should take the hassle out of creating schedules and be a reliable source of information for the most optimal and cost-effective solution. When I Work does not offer an extensive forecasting system to assist managers in quickly deciding a schedule that would work best for them. The Zip Schedules forecasting engine gives managers the ability to predict business based on sales and transactions. Data from forecasting provides information for managers to schedule employees better and prevent over- or under-scheduling. By scheduling the right amount of people at the right time, managers can focus on improving guest experiences and less time sitting behind a screen. When everyone’s talents are strategically put to use, profits rise and labor costs decrease.

In comparison to When I Work, Zip Schedules has more advanced forecasting algorithms. It takes into account upcoming forecasted sales, weather reports, scheduled events, holidays, store location, size, seasonality, past performance, and the custom labor matrix. This tool can be used to calculate labor costs and help managers view a number of reports. The data is translated into different reports that are useful and easily understandable for managers to interpret. The more it is used, the better the data becomes as it gets accustomed to the business’s patterns over time.

With Zip Schedules, managers can be in control of their labor costs during the scheduling process. The labor budget tracker will give better visibility into labor costs, total hours and overtime, and subtract break times. Managers can set up their preferred labor percentage of sales to use as a guide when creating schedules. Daily forecasts are generated based on historical sales and transactions to make business more predictable and project staffing needs. With the added insights, managers will have more control over labor budgets.

Managers can also set up their labor budget as a percentage of their revenue and have the option of setting a daily or weekly percentage. When managers pull the labor budget within the schedule, they can use it as a tool to help them stay within the labor budget they have set for their site. Managers will also receive real-time alerts as a warning if they schedule someone for overtime to prevent labor law violations. Notifications and visual graphics will help busy management stay on top of their work.

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"Yes, I use the mobile app, I have it on my phone. We managed to go from having nothing to having a sophisticated system leveraging a platform everyone has already has in their pockets. I got both my restaurants started right away and it didn’t take me very long."

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Schedule Employees Faster

Implementing and onboarding a new employee scheduling software can be a daunting process that may require the time and support of consultants. Once onboarded, adjusting to the system can be overwhelming and the initial weeks can feel costly. When I Work offers a free, basic solution for up to 75 people which makes it a great solution for very small businesses but for businesses of larger sizes, it can be difficult to gauge since there is no free trial. After their free solution, When I Work offers their product in tiers, limiting what their clients have access to depending on which tier they select which can get expensive if they want to utilize all of their features. Zip Schedules offers a 30-day free trial so that potential users have time to get a good feel to see if it is the right match for them with no obligations.

Zip Schedules provides a self-implemented system that is easy to learn using conveniences like streamlined onboarding and an intuitive interface through every phase of employee scheduling. When I Work is only able to set their labor rules that are account-wide, which makes it difficult for businesses who have multiple locations across different states because they will have different labor rules. Zip Schedules gives their users the option to see the schedule in a daily, weekly, or monthly view but When I Work only offers their monthly view to those with the premium plan. When I Work also lacks a reporting system of any kind, something that can be a valuable tool to managers to review while scheduling.

Users will get full visibility of the schedule with Zip Schedules and managers can have total control. When building out the schedules, all employee availability and approved time off will be shown to avoid scheduling conflicts. In addition, Zip Schedules allows its users to create recurring shifts for the week, save and load schedule templates, and copy the schedule of a previous week on to the next. All employees can be assigned job codes and put in different departments, which is useful when filtering through to create schedules quickly and with ease.

Managers can view the schedule by day or week, ensuring that they have enough staff to cover all parts of the day and week. In the Day View, management can view forecasted sales and forecasted labor coverage in 15-minute increments. With the Weekly View, the schedule pad will display employees assigned to which position and the skill ratings they have been assigned for each position allowing more experienced staff to be assigned to more challenging shifts assuring customer satisfaction.

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"Our managers needed help with employee scheduling. We were using Excel and emailing the schedule out to our staff. But, when we tried Zip Schedules we realized how many hours we had been wasting with the timely task of handling shift changes and other employee requests. Now we schedule employees faster, with more accuracy and more flexibility. The free mobile apps have made our whole team feel more appreciated and more engaged. Our customers are more satisfied than ever before."

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Mobile Scheduling On-the-Go

Mobile apps have become a prevalent force in the technology space and industry in recent years, and going mobile means having the ability to go where business takes you. Working remotely and being able to take care of business on-the-go has become a mainstream part of this century’s culture. When I Work offers a mobile app with basic features, such as shift trading and schedule viewing, but Zip Schedules is features-rich in comparison. Zip Schedules allows its users to manage and access their work schedule anytime, anywhere. Employees can view the schedules, request time off, change availability, offer to swap and pick up shifts, update their contact information, and communicate more effectively.

Managers can control scheduling changes from the palms of their hands with Zip Schedules. Not only can they access their own schedules, but they can manage their time off requests, availability changes, shift swaps, pick up shifts, and drop shift requests all on their own time. Any time they make an update to the schedule, all parties involved will receive notifications in real-time and the changes will automatically be reflected on the schedule. When I Work does not offer shift reminders for upcoming shifts, nor do they have a system in place to remind managers of pending certification expiration. Employee scheduling would normally take hours to complete but with the Zip Schedules mobile app, they can be approved or rejected within minutes.

Zip Schedules’ mobile application makes sending out company and storewide messages easier. Managers can keep employees informed of important news and alerts at the press of a button. Zip Schedules also includes a manager note feature that lets only managers and executives communicate to each other. Employees are notified when a schedule is published or updated, a request has been fulfilled, or an announcement has been made. This way, there is transparency between management and employees. Both parties know what is going on within the company and it encourages them to actively use the Zip Schedules mobile app.

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"The business management apps offered by Hubworks has helped our concepts save time and money. Our managers and supervisors are happier because tasks that used to take hours every week have simplified with the mobility and visibility from their free mobile apps. Our profit margins are the best they've ever been with over a 2% reduction in food costs and 5% in labor. The business solutions offered by Hubworks deserve consideration by any restaurant, franchisees, or small businesses."

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