Overview
When I Work has always been dedicated to helping you and your team work better together. While we remain fully committed to enhancing your scheduling, time tracking, and team communication experience, we have made the decision to discontinue payroll. Effective March 31, 2025, When I Work Payroll will no longer be available.
This article serves as a comprehensive resource to guide you through this transition. Here, you’ll find everything you need to know about next steps, available payroll options, and offboarding expectations. If you have questions or need further assistance at any stage, our support team is ready to help.
The basics
What’s happening
When I Work Payroll will be unavailable for use after March 31, 2025.
What that means for you:
- You’ll have full access to payroll services until March 31, 2025
- You will need to transition to a new payroll provider before March 31, 2025
- We’re offering resources and support to ensure a seamless transition
Support commitment
We will continue to provide assistance, including the set up of integrations with new payroll providers, throughout this process.
Payroll options
We’ve partnered with Gusto to make this transition easier. When I Work customers can access 6 months free of Gusto’s payroll services, which offer comparable pricing and tools, including seamless integration with your When I Work account.
Why choose Gusto?
- Simplified payroll management
- Employee benefits and tax compliance tools
- Integration with When I Work Scheduling and Time Tracking
Gusto helpful links: Sign up / Book time with your dedicated Gusto rep
Additionally, there are other payroll providers that integrate seamlessly with When I Work. Here are a few examples:
For more information about these options, explore our payroll integrations page in app or reach out to the Care team for more information.
Next steps
To ensure a smooth transition, follow this checklist:
- Choose a new payroll provider:
- Explore Gusto and other payroll options compatible with When I Work
- Assess features, pricing, and ease of integration
- Decide on the provider that best fits your business needs
- Begin onboarding with your new provider:
- Contact your chosen payroll provider to initiate the onboarding process
- Set up integrations between When I Work and your new provider
- Plan your transition timeline:
- Transitioning at the beginning of a calendar year is often simpler for reporting and tax compliance
- If you get stuck, contact support:
- If you need guidance or run into challenges, reach out to our support team.
What to expect in offboarding
Here’s what you can expect during the offboarding process:
- Partner with support via email to gather all necessary data needed for a smooth transition to another payroll provider
- Decide how your tax filings should be handled and coordinate your final payroll run with When I Work
Offboarding steps
- Communicate with your team:
- Inform employees about the upcoming payroll provider change
- Export payroll data:
- Save all necessary payroll records for your archives
- Work with your new provider to import historical data, if applicable
- Ensure you understand how to access pay information during the transition
- Fill out the When I Work Payroll Termination Questionnaire:
- Provide required details to terminate services
- Notify When I Work of your last day using Payroll
- Run your final payroll:
- Ensure your last payroll run is completed by March 31, 2025
- Disable payroll integration (if applicable):
- Once your transition is complete, remove any integrations related to When I Work Payroll
- Offboarding is complete!
Support resources
We’re committed to supporting you throughout this transition. For additional help:
- Contact support at [email protected]
- Review Help Center articles: Find detailed guides and integration tips on our Help Center
- Book a consultation: Schedule a call with a Gusto representative to learn more about their services
If you have any issues or need clarification about your options, please don’t hesitate to let us know. We’re here to help you make this transition as smooth as possible.
For the latest updates, please continue checking this page.